SECTION - 1

Human Resources Procedures

Section: 01 Revision:01 Issue: 01 Issue Date: 12/12/2012 Page 1 of 11

 CONTENTS
1.0 PURPOSE.....................................................................................................................5

2.0 SCOPE.........................................................................................................................5

3.0 RESPONSIBILITY..........................................................................................................5

3.1 CHIEF EXECUTIVE OFFICER (CEO).......................................................................................5

3.2 GENERAL MANAGER (GM).................................................................................................5
3.3 DEPARTMENT MANAGERS................................................................................................5
3.4 HUMAN RESOURCES SUPERVISOR (HRS)...........................................................................5
3.5 LINE MANAGER.................................................................................................................5
4.0 DEFINITIONS...............................................................................................................5

4.1 COMMON DEFINITIONS....................................................................................................5

5.0 PROCEDURE................................................................................................................6

5.1 EMPLOYEE ACQUISITION...................................................................................................6

5.1.1 Job Analysis..............................................................................................................6
5.1.2 Job Description........................................................................................................6
5.1.3 Strategy....................................................................................................................6
5.1.4 Checklist...................................................................................................................6
5.1.5 Review Applications................................................................................................6
5.1.6 Pre-Screening...........................................................................................................7
5.1.7 Interviewing.............................................................................................................7
5.1.8 Background Checks..................................................................................................7
5.1.9 Job Offer..................................................................................................................7
5.1.10 Administration.........................................................................................................7
5.1.11 Employment Contract..............................................................................................8
5.1.12 Employee Records...................................................................................................8

5.2 SALARY DETERMINATION (EXTERNAL DOCUMENT)..........................................................9

5.2.1 Salary Scales............................................................................................................9
5.2.2 Pay Increases...........................................................................................................9
5.2.3 Overtime Pay...........................................................................................................9
5.2.4 Travel Allowances....................................................................................................9
5.2.5 Bonuses and Incentives...........................................................................................9

5.3 TRAINING AND DEVELOPMENT MANAGEMENT................................................................9

5.3.1 Staff Awareness / Competence...............................................................................9
5.3.2 Staff Training..........................................................................................................10

5.4 APPRAISAL MANAGEMENT.............................................................................................11

 5.4.1 Performance Targets.............................................................................................11
5.4.2 Work performance Evaluation..............................................................................11

5.5 INSURANCE.....................................................................................................................11
5.5.1 Employee life/Inabilities insurance.......................................................................11

5.6 HEALTH, SAFETY AND SECURITY......................................................................................11

5.7 LABOR RELATIONS...........................................................................................................11
5.7.1 Employees Arrival and Departure (Timekeeping).................................................11
5.7.2 Leaves and Vacations............................................................................................12
5.7.3 Transfer/Rotation of Employees...........................................................................12
5.7.4 Penalties................................................................................................................12
5.7.5 Termination...........................................................................................................13
5.7.6 Medical Care..........................................................................................................13

5.8 FAIRNESS AND ETHICS.....................................................................................................13

5.8.1 Open Communication............................................................................................13
5.8.2 Internal Meetings..................................................................................................13
5.8.3 Notice Boards........................................................................................................13
5.8.4 Suggestions............................................................................................................14
6.0 REFERENCES..............................................................................................................14

7.0 RECORDS...................................................................................................................14

8.0 FORMS......................................................................................................................16

1.0 PURPOSE
Establish X standards and methods of process of Hiring, training, appraising, and compensating
employees, and of attending to their labor relations, health and safety, and fairness concerns, to
achieve effective Human Resources management appertaining to the support, services, and
development of both employees and company.

2.0 SCOPE
The Human Resources Department supports the Human Resource needs of the company. Moreover,
it promotes organizational vitality through effective and efficient administration of the company's
human resource functions; works to maintain a good working environment which encourages all
employees to achieve their personal and professional goals, aspirations and highest potential as they
 work toward achieving the company's mission and their divisions’ goals; and supports the continued
growth and development of the company's most valuable resource, its PEOPLE.

3.0 RESPONSIBILITY
3.1 CHIEF EXECUTIVE OFFICER (CEO)
Responsible for organizational leadership whilst maintaining constant awareness of the company HR
Capability together with both the external and internal competitive landscape, opportunities for
expansion, customers, markets, new industry developments and the company's organizational
structure.
3.2 GENERAL MANAGER (GM)
Responsible for the Human Resources practices and objectives that will provide an employee
oriented, high performance culture that emphasizes empowerment, quality, productivity and
standards, goal attainment, and the recruitment and ongoing development of a superior workforce.
The GM shall perform evaluation of department managers in accordance to these procedures.
3.3 DEPARTMENT MANAGERS
Responsible to set the roles, responsibilities, Authorities, Standards of performance and
specifications for each post within their Departments and for a new post shall create a Job Analysis
“JA”.
3.4 HUMAN RESOURCES SUPERVISOR (HRS)
Responsible to implement, develop and maintain this procedure with clear responsibilities to:
 Establish Salary Scales encompassing all current and forecasted posts.
 Administering employee pay-system in line with the company's financial and administrative regs.
 Job Descriptions
 Annual Training Plan
3.5 LINE MANAGER
Identified through the Company and Centre organizations charts, The Line Managers are responsible
for the setting of Career Tracks for each job and all job levels under their respective jurisdiction,
which shall include Conditions required for promotion from one level to another. They are further
responsible to conduct employee evaluation in accordance to these procedures.

4.0 DEFINITIONS
4.1 COMMON DEFINITIONS
Refer to procedure for definitions common to this subject.

5.0 PROCEDURE

5.1 EMPLOYEE ACQUISITION

Shall the need for new positions or filling an existing position within the company arise; the processes
of hiring new employees for new positions or filling existing positions shall be conducted by the
requesting department and the HR department in accordance to these procedures, the following
steps what shall be performed throughout the normal recruitment process.
5.1.1 Job Analysis
The DM/Requester shall prepare a job analysis to enable the collection of information about the
duties, responsibilities, necessary skills, outcomes, and work environment of a particular job. The
requester shall issue and employment request form to HR Department.

5.1.2 Job Description

HRS shall compile a Job Description from the information from the job analysis for the new
employee. The current Job description shall be used for existing positions. In both instances the job
description shall be used in planning the recruiting strategy for hiring the right employee.

5.1.3 Strategy
 The DM in conjunction with the HRS shall select the appropriate recruitment strategy (Internally from
staff employed by the Company, résumés retained by HR (C.V. data bank, résumés supplied by
external sources e.g. Recruitment Agencies, advertisements, etc…).

a) HRS shall update staff resumes quarterly or in case of an urgent contract.

b) HRS shall collect and update resumes for each position in the company, and classify according
the years of experience and qualifications.
c) In case of external sourcing that requires utilizing a recruitment agency or an advertisement, a
Purchase Requisition shall be raised.
d) In case of advertisement, HRS shall in conjunction with DM/Requester to select/approve
advertisement layout and contents.

5.1.4 Checklist
The DM/requester shall prepare a checklist of the most desired characteristics, skills, qualifications,
experience residence, ability to drive etc.

5.1.5 Review Applications

a) The DM/Requester shall;

 Review and compare resumes, cover letters, and job application against the job
description.
 screen all applicants against the checklist
 Shortlist most desired candidates for interview.

b) The HR Assistant shall review the following items;

 College experience (New candidate)

 Work experiences – (summer, part time)
 Reactions to the job you are interviewing for.
 Military experience (if applicable)

5.1.6 Pre-Screening
The DM and/or the HRS shall conduct a telephone interview to prescreen candidates to ensure that
they are fit for the job offer and determine whether their salary expectations are in line with job
offer.

5.1.7 Interviewing
The DM/requester and the HRS shall design and conduct the job interview using a series of questions
and or tests to help separate desirable candidates from average candidates.

a) Where 2 or more candidates are approved for the position a 2nd interview shall be held using
interview evaluation form X- to determine the most suitable.
b) HRS may use Supplementary questions for interviewing applicants in order to identify the most
appropriate candidate and may add further IQ tests or technical tests.

5.1.8 Background Checks

HRS or nominee shall perform background checks on work references, especially former supervisors,
educational credentials, employment references and actual jobs held, and criminal history.

5.1.9 Job Offer

Upon the final selection of the successful candidate, HRS shall issue an Appointing Request Form to
the GM who shall sign it and return to The HRS shall endorse the Appointing Request Form from CEO
then prepare the job offer letter to the candidate selected for the position.

a) The HRS or nominee shall contact the candidate and set an appointment to acquire the
following documents:
 Birth Certificate or an authenticated copy.
  The educational degree certificate. (as appropriate)
 Military status Certificate (males only) and Public Service Certificate (for female and
males exempted from military service) applies only to University degree holders.
 Criminal Status certificate.
 Employment slip obtained from the labor bureau.
 Six (6) recent photos (Size: 4x6).
 One (1) photocopy from the national ID card and passport.
 Recommendation letter from previous employer. (if applicable)
 Updated Curriculum Vitae.
 And any other documents as required by the Company.
b) HRS shall give the successful candidate a letter addressed to the designated hospital for
medical checkup. Upon a satisfactory medical HRS shall commence the administration process.
5.1.10 Administration
The HRS shall register the employee with social Insurance (after 3 month probation period). Should
the employee be insured elsewhere then the HRS shall request evidence of this. It is up to employees
insured through the governmental sector to take leave without pay from the government sector.
a) The Successful candidate shall complete the following forms:
 Life Insurance data form
 Marital Status data form
 Multiple Job-Holding Prohibition Declaration form
 Non-Dismissal Declaration form(Presidential Decree)
 Past Experience form
 Commencement of Employment form
(In case contract signing is delayed)
 Copy of Contract Declaration
 HSE Declaration
 Occupational Hazards Declaration
5.1.11 Employment Contract
Annual Contract (Limited) shall be issued with addendums if the employee will work overseas.
Contracts and addendums are issued in three copies signed by the parties; I copy retained by
Company, 1 Copy by employee and 1 copy to the Social Insurance Authority.
a) The HRS or nominee shall issue an Employment Contract according to labor law No 12 Year
2003 one original and two copies. The applicant shall sign the contract as well as Social
Insurance Form No. (1).
b) The HRS or nominee shall approve and sign the contract and notify the social insurance
authority and labor bureau of the new employee.
c) The HRS or nominee shall notify Sites/Departments of the new staff member's starting date
and position by mail.
5.1.12 Employee Records
The HRS (or his/her delegate) shall issue a code for the new employee.
a) The unique employee code shall be used to identify all the employee documents with an
Employee file that shall as a minimum contain the following documents.
 Employee Updated Curriculum Vitae. (if applicable)
 Appointing form
 Employee contract
 Social Insurance form (1)
 Birth Certificate or an authenticated copy.
 The educational degree certificate. (as appropriate)
 Military status Certificate (males only) and Public Service Certificate (for female and males
exempted from military service) applies only to University degree holders.
 Criminal Status certificate.
  Employment slip obtained from the labor bureau.
 Six (6) recent photos (Size: 4x6).
 One (1) Photocopy from the national ID card and passport.
 Recommendation letter from previous employer. (if applicable)
 Life Insurance data form
 Marital Status data form
 Multiple Job-Holding Prohibition Declaration form
 Non-Dismissal Declaration form (Presidential Decree)
 Past Experience form
 Commencement of Employment form
 (In case contract signing is delayed)
 Copy of Contract Declaration
 HSE Declaration
 Occupational Hazards Declaration

5.2 SALARY DETERMINATION (EXTERNAL DOCUMENT)

5.2.1 Salary Scales
a) Salary scales shall be reviewed every three years or as necessity dictates.
b) Employment market trends as well as fluctuations/changes in the national inflation rate index
shall be taken into consideration. Salary Scales shall be approved by CEO
5.2.2 Pay Increases
a) Annual pay increases amounts will be based on organizational and employee performance
factors (Deadline to implement on payroll of each January).

5.2.3 Overtime Pay

Overtime compensation is paid to non-exempt employees in accordance with the Egyptian law. All
overtime work performed must receive the line manager prior authorization and it will pay with the
monthly salaries.
5.2.4 Travel Allowances
a) The CEO shall set a program of allowances and may grant allowances based on and according
to nature, place or conditions of work – in addition to professional allowances which are
required for execution of certain works.
b) Travel policy of X is maintained by HR Department as an external document to be updated
when required.
5.2.5 Bonuses and Incentives
Customer satisfaction and performance excellence are critical to the success of X. A system for
bonuses and incentives that reward these values is in place and is governed by the following criteria:

a) The CEO may grant any employee that achieves a rating of "excellent" for two consecutive
years in his/her annual assessment record.
b) The CEO, or his representative, may grant bonuses to any employee that has either provided
outstanding services and/or exerted extra-ordinary efforts in performing his duties for the
Company.
c) The CEO, or his representative, may grant bonuses to any external person that has helped the
company either gain contracts or assist on administrative activities outside the company.
d) The CEO, or his representative, may grant bonuses for any occasion (Ramadan, Eid, new baby
for an employee, etc.)

5.3 TRAINING AND DEVELOPMENT MANAGEMENT

This section covers employee competence, awareness and training activities providing a
comprehensive, documented and measurable system necessary for supporting our Quality, Health,
Safety, Security and Environmental Management System (QHSSE) and developing our staff at all
levels throughout the Company.
5.3.1 Staff Awareness / Competence
a) All newly hired or transferred employees shall receive Awareness/Induction training with a
record created using form; 1-31.
b) Competence for job functions shall be established based on employees’ past experiences and
any gap filled through training. Employees shall be aware of the ("QHSSE") Management
System and shall be trained, at a minimum, to understand and fulfill the requirements of their
job function.
c) All employees shall be given a copy of the Company’s QHSEMS Policy.

d) All personnel shall have a detailed job description that covers all job functions including QHSSE
functions that personnel are required to perform. Personnel shall show evidence of
qualification for the job functions described either through formal education or past
experience or otherwise training before being allowed to independently perform those
functions. Employees are expected to work under the direct supervision of those qualified until
the required training is obtained.

e) The manager proposing the employee for hire or transfer shall determine the general training
needs to meet the competency level required for the post the employee shall take up. All
details appertaining to that employee shall be passed to the operations division head that shall
ensure all such training requirements are met prior to hire or transfer.

5.3.2 Staff Training

a) Identification of Training Needs:
 All Employees shall be assessed for training needs upon hire, during any probationary
period and at least annually; normally coincident with employees’ assessment.

 Department Managers/Center Managers shall be responsible to initiate and coordinate

the Training Evaluation with the training supervisor at least once a year. This is to
evaluate the current training requirements for Company staff and to identify, revise or
establish any new training needs; using the form Training Request Form; 1-29.

 Any training requirement for transferred or promoted employee's shall be provided to

the employee prior to taking up such job function(s).

 Whenever a new process, equipment, technique or procedure that has direct impact on
quality of services provided to X clients is to be introduced, the manager responsible for
introducing the new process, equipment, technique or procedure shall ensure that any
training required shall be identified and implemented.

b) Satisfying Training Needs:

 Annually, through staff assessments, all Department Manager, Centre Manager and line
managers are responsible to identify training needs for all employees under their
supervision.
 The training supervisor shall compile a list for detailing all nominees under each specific
department. The training supervisor shall send a list to all relevant departments.
 Each department shall review to list and accept or reject nominees for training based on
past experience and actual job function requirements.
 Each department shall develop a department specific training plan using form 1-34 and
send completed form 1-34 to the training supervisor.
 Upon identification of training needs by the DM/CM or line managers, it shall be
determined whether the training can be fulfilled internally, by a senior staff member; or
externally, by an approved training provider.
 If the training identified can be fulfilled internally, the training supervisor must ensure
that the training provided is in line with 5.3.2.1 a) above. Modular Training shall be
provided in accordance with /1/5.3 - WK1
  If the training identified cannot be fulfilled internally, a Training Request 1-29 shall be
sent to an approved training provider listed in the Supplier List (See Purchasing
Procedures).
 Upon completion of the training course, the training supervisor shall retain a copy of the
Training Certificate(s)
c) Training Plan:
 A Staff Training Plan and Schedule 1-34 shall be established by the training supervisor
and approved by the CEO. The training supervisor shall ensure that the training is
implemented according to the Training Plan.
 The training supervisor shall follow-up the implementation of the Staff Training Plan to
assure the effectiveness of the Training, using the last column of the Plan.
 On job training is a kind of training procedure that can be applied by line manager for
newly hired employees using On Job Training Form 1-30.
d) Training Records and Evaluation:
 All training or certification records shall be maintained in the personnel file of the
employee as long as the employee is still employed by the company and recorded in
Employee Training Record Form 1-31.
 All evaluation training must be record and analyze by using form1-32.

5.4 APPRAISAL MANAGEMENT

5.4.1 Performance Targets
The HRD manages performance targets of the employee through a systematical review of the employee
and the annual reports on the employee; work performance is the balance between employee
productivity, efficiency, compatibility, competence and company policy.

5.4.2 Work performance Evaluation

a) The employee shall conduct an annual Self-Assessment using form1-21 (Ar=Arabic,
En=English)The employee is responsible to deliver the self assessment to their respective line
manager who shall submit the employee self assessments it to the Human Resources Department
to file in the employee file. (Deadline for send appraisal to the line manager 30th of each
November)
b) Each line manager shall evaluate the employee working in his department using Employee
Assessment Report 1-22 (Ar=Arabic, En=English) every twelve months, 2 weeks after they have
reviewed the self-assessment 1-21 (Ar=Arabic, En=English, the Line manager shall submit the
completed employee assessment to the HR Department.
c) The HR Department shall compare the self-assessments against the staff assessment with the
appropriate department Managers. The HR department shall adjust the staff assessment
accordingly before submitting it to the GM for final approval.
(Deadline for send appraisal to the General Mmanager 31st of each December)
d) For the new hire employee line manager shall evaluate him using Employee Assessment Report 1-
22 after three months from (his/her) start date.

5.5 INSURANCE
5.5.1 Employee life/Inabilities insurance
a) All X employees shall be adequately insured against accidents, the type and level of insurance
shall be related to the employees’ job function.

5.6 HEALTH, SAFETY AND SECURITY

All X employees are required to follow the QHSSE Procedures. The QHSSE procedures relevant to each
employee shall be stated during the Induction and subsequent on job training.
In case of any accident to Company personnel; the direct manger will notify HR Manager in order to
apply the Labor Law.
5.7 LABOR RELATIONS
5.7.1 Employees Arrival and Departure (Timekeeping)
a) By law, X is obligated to keep accurate records of the time worked by employees.
 Security officers on all Company Sites are responsible to recorded Employees arrival and
departure time on 1-12 Form on daily basis.
 Site Manager/HRD shall approve employees’ Daily Arrival and Departure Form 1-12 during
the month and forward a copy to HRD by the 20th of each month.
 Each Employee is entitled to Four hours Permission monthly, with the maximum of two
authorized permissions each for a maximum of two hours using Late Arrival Permission Form
1-13
 Security Personnel shall record their presence on each shift on 1-14
 Administration department/ Logistic Team leader shall follow up on Security Personnel
exchange of shifts 1-14
 In case of off duty staff calls, Administration department/ Logistic Team leader are
responsible to fill 1-15 approved by DM/SM and send a copy to HRS for approval.
5.7.2 Leaves and Vacations
a) In case an Employee requesting a vacation, The Employee shall fill Vacation Request Form 1-16
approved by DM.
b) Line Managers are responsible to send Leave Calculation form 1-17 and send it to HRD by the 20th
of each month (by the end of each shift), in order to calculate employees’ leaves.
c) In case of Assignments, Line Managers shall fill the assignment form 1-18 and forward to HRD.
d) Department/Site Managers shall forward from 1-23 to HRS to calculate travel allowance for
personnel.
5.7.3 Transfer/Rotation of Employees
a) Each DH is responsible to prepare an annual Transfer/Rotation plan and submit it to HRD.
b) HRS shall keep Transfer/Rotation annual plan.
c) HRS is responsible for recording employees' Transfer/Rotation on bi-annually basis using 1-18
Form and send copy to operation division.

5.7.4 Penalties
a) In case of any penalty applied on any of the Company employees, the responsible Manager shall
issue 1-19 and notifies the Employee who signs for acknowledgement.
b) In case the employee refuses to sign for acknowledgement, the responsible Manager shall record
the refusal on the form. HRD investigates the reason for refusal and in case the employee's reason
for refusal to sign is unconvincing the penalty is then applied.
c) If the Employee objects to the penalty, the Employee claims to raise the penalty by filling Penalty
Raising Claim form 1-20 addressed to the HRS.
d) Penalties are applied according to X Work Regulations and Procedures which is authenticated by
Labor Bureau.
e) Where an employee has proven non conformities the Management Rep shall send such non
conformities to HRD where the HRS shall apply penalties procedures.

5.7.5 Termination
 a) Exit Interviews
 Where practical an exit interview is to assess the opinions of staff leaving service and to
gain an insight into how good the Company is, as an employer.
 Anyone voluntarily terminating employment is asked to participate in a confidential Exit
Interview by HRS using form /1-27
 The exit interview is designed to provide staff with an opportunity to comment on any
aspects of their employment.
 It will be conducted in the strictest confidence and any feedback to the Departments/Sites
is directly agreed with the member of staff during the interview.
 Information gained should also assist us with a range of initiatives such as
training/retraining policy and career development programmers’.
 After interview the employee and HRS shall sign the form
 HRS shall make annually report for Site/ Departments CC: to CEO to feed them about the
reasons of turnover.
b) Department Managers Handover Document
 Due to the nature of X business all department and centre Managers shall be expected to
complete a Department Managers handover document.
 The Department Managers handover document shall include all details relevant to the
department or centre manager and the functioning of the department or centre using form
/1-35
5.7.6 Medical Care
a) HRS shall make instructions for medical process if he will make contract with external company to
manage employees’ health care or he will inform employees to use governmental medical.

5.8 FAIRNESS AND ETHICS

5.8.1 Open Communication
X encourages employees to discuss any issues they may have with a co-worker directly with that person.
If a resolution is not reached, employees should arrange a meeting with their direct supervisor. If the
concern, problem, or issue is not properly addressed, employees should contact the Human Resources
Department. Any information discussed in an Open Communication meeting is considered confidential,
to the extent possible while still allowing management to respond to the problem. Retaliation against
any employee for appropriate usage of Open Communication channels is unacceptable. For any
complaint or suggestions employees may use form Internal Meetings
In order to keep the communication channels open, X implements a meeting management system
under procedure. Employees receive communications from the relevant meeting organizers about the
agenda and discussion topics.
5.8.2 Notice Boards
At each office or Centre employees can find notice boards with organizational announcements,
news/events, and discussions about specific topics. The employee is responsible for reading necessary
information posted on the notice boards.
5.8.3 Suggestions
X encourages all employees to bring forward their suggestions and ideas about making X a better place
to work and enhancing service to X customers using form. Any employee who sees an opportunity for
improvement is encouraged to talk it over with management.