EXICO PETROLEUM SERVICES CO.

LTD

PROCEDURE FOR
ADMIN, HR & TRAININGS

Prepared By Reviewed By Approved By

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Amendment Sheet

S/No Page # Rev. Section / Nature of Amendment Ref. Doc. # Approved

# Subsection by

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1. PURPOSE

The purpose of this procedure is to define the mechanism of Admin, Human

Resources and Training and Awareness induction and execution at EXICO
PETROLEUM SERVICES CO. LTD

2. SCOPE

The scope of this procedure is Admin, HR and Training activities within the premises
of EXICO PETROLEUM SERVICES CO. LTD.

3. RESPONSIBILITIES
Top Management ensures all communication channels for communication
& consultation

4. PROCEDURE
The control procedures to be exercised in respect of Admin & HR have been divided
into the following points:

 Recruitment
 Separation
o Resignation
o Termination
o Retirement

 Performance review
 HR services
o Advances
o Health Insurance
o Motor Vehicle

 Biometric Attendance /Manual Attendance

 Payroll
 Front Office & Guest Relation
 Courier Process
 Trainings
 Payment of Bills
 Administrative Activities

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4.1 Recruitment

 Manager Admin/HR & departmental HOD ( who raised their departmental

resource need) shall determine the recruitment need of EXICO
PETROLEUM SERVICES CO. LTD
 Every new position must be approved by CEO /GM and Manager Admin/HR
& keeping management in loop during new hiring or induction
 HOD shall prepare ERF / Interview Form (Employee Recruitment Form) and
sends for approval to CEO / GM & Manager Admin/HR
 Approved ERF shall be sent to Admin & HR Dept. for processing of ERF.
 Admin & HR Dept. shall advertise job vacancy externally, scrutinizes CVs,
conducts screening interviews and final interviews, checks references and
selects candidate.
 Employee is appointed for probation period and appointment letter is issued by
Admin & HR Dept with described Job Description (Ref: List of J’Ds EPS-P06-03
& JD Form EPS-P06-F04)

4.2 Separation

- Resignation
 HOD shall approve the resignation after discussion of reason with employee.
The resignation letter is sent to Admin/HR Department.
 Exit interview is carried out and employee separation checklist is issued, which is
to be completed by employee and returned to HR.
 Manager Admin & HR approves separation and instructs to relevant staff for
preparation of the full and final settlement statement of the employee
 Manager Admin & HR reviews the full and final settlement & sends to
Accounts Department.
 Account Officer prepares the cheque for the resigning employee and returns it
to Admin & HR Dept.
 Admin & HR Dept. hands over cheque to employee and updates employee
profile in system.

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- Termination

 HOD informs Admin & HR Dept. about performance issue or gross misconduct of
the employee of his department.
 In the case of misconduct on the part of the employee, the concern departmental
HOD prepares a charge sheet to employee.
 In the case of a performance related issue, the employee is counseled, results are
noted.
 If behavioral or performance change is positive, employee is retained or else
termination process is initiated in form of notice period.
 HOD shall give one month notice of termination to employee and informs EPS
Management
 Exit interview is carried out and employee separation checklist is issued, which is
completed by employee and returned to HR.
 EPS management approves separation and prepares the full and final settlement
statement and sends to Accounts Department
 Accounts Officer prepares the cheque for the resigning employee and returns it
to Admin & HR Dept.
 Admin & HR Dept. hands over cheque t/ amount to the employee and
updates employee profile in system.

- Retirement

 The Manager Admin & HR gives notice in writing to employee for his retirement
time period completion with exact date and informs the HOD of relevant
department.
 HOD gives notice to employee and informs the Head of Relevant Department.
 EPS management approves separation and prepares the full and final settlement
statement and sends to Accounts Department
 Accounts Officer prepares the cheque / amount for the resigning employee and
returns it to Admin & HR Dept.
 Admin & HR Dept. hands over cheque to employee and updates employee profile
in system.

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4.3 Performance Review

 The Admin/HR department carries out a performance review brief to all

HODs, and hands over PRF (Performance Review Forms) to them.
 The HOD briefs his team on performance review procedures, guidelines and
timelines and gives PRF to supervisors.
 If the employee disagrees with the appraisal, the relevant HOD discusses with the
employee to reach an agreement.
 The Admin & HR Dept. reviews the appraisals, discusses with the relevant HOD
and finalizes the promotion, increment or reward (if any).
 The Admin & HR Dept. communicates increment, promotions to accounts
department and updates personal files and the master profile in system of
employees.

4.4 HR Services

- Advances
 The Relevant Department employee raises salary advance request application
/form and sends it to the HOD of the relevant department for approval. If the
application is approved, it is sent to the Admin & HR Dept. for further processing.
 The Admin & HR prepares Advance Summary Sheet and transmits it to the
Accounts Department.
 The accounts department prepares the cheque or cash payment voucher, gets
it approved by the Approving authority.
 The employee collects the cheque / cash from the accounts department.

- Health Insurance
 The Relevant Department employee fills a Health Questionnaire Form and
submits it to the Admin & HR Dept. for processing.

 The Manger Admin & HR decides entitlement and forwards the request to
the Insurance Company.
 The Admin & HR Dept. receives the Health Insurance Card from the
Insurance Company
 Card is handed over to relevant employee.

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- Motor Vehicle
 The eligible employee fills a Motor Vehicle Application and submits it to their HOD
for approval.
 After the approval of CEO, HOD forwards the Motor Vehicle Application to
the Admin & HR Dept.
 The Admin & HR department verifies employee entitlement for the vehicle.
 If the employee is entitled but is not yet eligible for motor vehicle benefit, the
vehicle application is marked Pending.
 If the employee is entitled than the Admin & HR Dept. forwards the
approved application to the accounts department.
 The accounts department arranges prepares cheque and hands over to Admin &
HR Dept. for making payment to Motor Vehicle Vendor.
 Admin & HR Dept. on receipt of vehicle, takes receiving from employee and
makes Authority Letter.
 Admin & HR Dept. gives authority letter to employee and files the
vehicle documents for record purpose.

4.5 Biometric Attendance

 On recruitment of personnel, the Admin & HR Dept. shall make sure that
the employee gets his data entered in bio-metric system.
 The relevant employee updates the attendance on bio-metric on a
daily basis.
 Time/attendance input are automated through Employee thumb impression or
through password input with snap identification (as added)

 Biometric attendance system shall handle flexible schedule, shifts timing, flexible
late and early departure deduction & leaves polices, automatic leave adjustment
policy for late or early departure deductions, automatic overtime calculation as
per schedule & holiday management.
 The accounts department runs the payroll process in the system on a
monthly basis.

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4.6 Payroll

 The Admin & HR compiles attendance records and intimates

accounts department.
 The accounts department in-charge runs payroll in the system.
 The Payroll system calculates salaries, wages and benefits etc. by querying
the Employee Master Profile, the Perpetual Wage Types and the Attendance
records.
 Accounts department reviews the Salary Sheet.
 Salaries shall be paid via cheque/online transfer and wages via cash salaries
every month category wise
 Bank Transfer Letter shall be prepared by accounts department & attached
with cheque, is send to bank via office rider.
 Payroll module in system shall have Flexible Pay Structure definition
including allowance and deductions.
 Extra Payments other than monthly allowance.
 Extra Deductions other than monthly deductions.
 Advance Salary deduction.
 Different type of loan management
 Flexible Loan Interest deductions.
 Overtime if allowed can be automatically calculated
 EOBI and SESSI deductions and its monthly and yearly reporting.
 Flexible Late and Half day Deductions Policies input.
 Flexible Bonus Policies Input and its calculation
 Auto Income Tax Calculation and deduction from monthly salary.
 Salary sheet Printing.
 Bank Transfer Letter Printing.
 Payroll module shall be fully integrated with attendance

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4.7 Front Office & Guest Relation

 Receptionist shall record the name of visitor, time, person visited, came from
in register, collect his NIC or any identification document.
 Receptionist shall issue visiting card to the person after verification.
 Receptionist shall not allow any person without proper security check.
 Front Office Representative should be dressed neatly and tidily as it’s the
first look of the Office. She/he should follow the dress code strictly (if any).
 Receptionist should be always seated at the desk and in his /her absence; the
place should be handed over to the responsible person.
 While transferring the calls to the Top Management, He/she should seek the
concerned person’s permission first and then take necessary action on the
same.
 While transferring the calls for others, it should be transferred on their extension
only.
 Receptionist should give Official numbers or email IDs of the concerned person
only after comprehensive verification.
 Once the guest/ visitor are at the reception, the concerned person should
be called in or contacted as per availability.
 If the Visitor has come to collect Cheque/ document, he/she should be
handed over the same after confirming the identity.
 If the Visitor has come to collect Cheque/ document, the concerned
person should be informed.
 If the visitor/guest is asked to wait, he/she should be offered refresher at the
reception.
 For specific or especial guests/visitors pre-arrangements like food, refreshers &
necessary stationary along with the welcome board should be ready prior to
one day of their arrival after the details are circulated and well informed by
Admin & HR department.
 Every Visitor/ Guest should be escorted well by the known people in
the company premises.
 No Visitor/Guest should be allowed to take any document from the company
premise without proper check.

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 No Visitor/Guest should be made seated for more than ten mins if the concerned
person is not available or busy.
 After the Office hours, the front office executive should ensure that the
board line is diverted to Security extension & before the start of office it
should be diverted back to the board line using the same no.
 After Office hours, the front office executive should ensure that all the
office related material is locked and kept inside the respective drawers.
 At any given time if any un-expected incident takes place at the
Reception, he/she should report it to the Admin & HR Manager
Immediately.

4.8 Courier Process

 Receiving & handing over the courier lies with Admin & HR Dept.
 Courier service is meant for only official purpose.
 Courier facility should be tied up with such an organization, which has
presence across Pakistan and Globe if required.
 The courier submission should not be later than 4:00 at the front office with
proper address.
 In only certain cases the courier shall be accepted after 4:00, deciding on
the criticality of the situation intimated by Admin & HR department
 Responsibility of handing over the Courier with proper information to the tied up
agency shall only lie with Front office executive.
 Responsibility of receiving & handing over the received courier to the
concerned person/s shall only lie with front office executive.
 Any employee handing over the Courier shall give with all required
information on it with finely pasted across.

 HOD who wants to send the official courier shall only send it using the
company’s envelope.
 The details of the courier shall be entered by the front office executive in the
courier register which is maintained by her/him at the reception and as a
proof of delivery.
 The courier, which comes from security desk to the Reception, needs to

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be collected after through verification as entered by the Security desk.

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 If there is a mismatch in the no. of courier coming to the reception through

security, it should be brought to the notice immediately to Admin & HR
and should make the remark in security’s courier Register.
 If the Courier received directly at the reception is not in his original shape, it
should be brought to the immediate notice of the Admin & HR & to the
concerned agency.
 If the Courier in transit is damaged, lost/misplaced or does not reach the
destination in its original shape, the front office executive should look into it and
get it sorted out with the tied up agency as the courier handed over was in the
original shape.

4.9 Trainings

 EXICO PETROLEUM SERVICES CO. LTD has effective training plan for
whole year which is monitor by Admin & HR department.EPS-P06-F01
Training Plan, EPS-P06-F02 Training Attendance and Evaluation Form
 All relevant matters and decisions regarding trainings are approved and
recorded
 Effective training calendar and assessment of training programs are in place and
periodically monitored to add or deduct it from training program
 As and when required out site the facility training is also in place for
improvement of workers and staff skills, their personal development and
awareness Ref: to the Training plan and assessment

Training requirements may be identified from the following:

 Change in job description.

 Induction of new personnel.
 Introduction of new technology.
 QMS/HSE audit findings.
 Other as per approval of EPS Management

- Training Categories

Two types of training requirements are recognized as set out in the following
paragraphs.

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- Orientation

Orientation is provided to all newly appointed member of the management. Such

sessions are organized by the MR, requested by the Departmental Managers and
Conducted by either MR or concern Manager or his designated personnel. The
purpose of this session is to give general awareness about EPS’s policies.

Ref: to the List of Job description and Job Description form EPS-P06-F03 & EPS-
P06-F04

- On-the-job Training

This training is provided by personnel who are competent in the subject task and
are considered by the Department Heads as being able to impart such skills to
another person.

- Formal Training

This training is provided when on-the-job training is considered inappropriate or

inadequate by the Department Head. When the need for formal training is
identified, suitable qualified individual or organization shall be appointed to
prepare and conduct the training program.

- Quality Management System & other Trainings

All personnel shall be trained according to the ISO 9001 Management System
and other departmental needs and requirements. The MR or his designee shall
arrange training programs for new employees who shall be made familiar with the
requirements.

The MR shall ensure that all internal auditors are trained prior to conducting an
audit as per audit requirements

- Training Planning
Trainings are scheduled for a calendar year. MR prepares a Training Plan as
mentioned above, EPS-P06-F01 for all trainings identified for a year. Although, in
case of any need arises, this plan can be updated.

- Training Effectiveness Evaluation

After the training, competency or skill of the trained employees will be evaluated
by his trainer / MR or his supervisor or Department Head (as applicable). This
evaluation assesses whether a particular training has achieved its objectives and
the employee is sufficiently competent and/or skilled to perform the new job
function for which he was trained. Such training will be arranged on need basis.
Results of this evaluation will be recorded in EPS- P06-F02.

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4.10 Bill Payments

 Admin & HR Dept. shall receive utility bills and Purchases with relevant
documents and bills at reception.
 Admin & HR shall verify the bill for proper submission at bank
 Admin & HR Dept shall submit the paid bill received copy / paid portion to
the accounts department for their further documents and record keeping

4.11 Administrative Activities

 This System comprises with Admin, visitors, Security, calibration, Hygiene,

Health & Safety, Renovation & Masonry, SESSI / EOBI ( as applicable )
and Pest Management in Diamond Steel Industry.

 Admin /HR department over all responsible for all these major and its sub
activities.

 The Admin & HR department maintains visitor record with visitor activities and
ensure that visitor follow the security instructions which is already defined by
Admin & HR and admin subordinates & other staff of this section maintain
inward out ward (Dispatch and Services), Environmental, wastage & Disposed
activity, incident and accident record & keep in loop with EPS management
and its staff with acknowledgement of daily routine responsibilities.

4.12 Security

 The Security of EPS is functional as per the security plan which has prepared
by Admin and HR department. This plan included Security Staff / Guard duties
& timings, Emergency Security, Security Equipment’s, Weapons and
Ammunition, Work Instructions, Visitors and Guest activities which also defined
in Admin section. Status of this section is done by HOD and their Incharges of
the Department

4.13 Renovation Plan

 In EPS all Masonry and Renovation work included with Inside and Outside the
facility, Interdepartmental, other relevant activity and also purchasing in this
aspect. The Admin & HR department prior Inform to the Higher Management
and Accounts Department for that specific section or Area renovation, received
request / need from them and keep area concern in loop during all this activity

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then he completes the task as per defined criteria from in house maintenance
resource or from external providers (contractors etc). Further documentation to
be maintained and record will be generated from the concerns.

4.14 Hygiene, Health & Safety

Personal Hygiene and Health & Safety of EPS employees has the
responsibility of Admin and HR department. The department conduct health
and Safety practices as per the defined criteria (policy) which is provided by
EPS Management .

Following are the aspects of Hygiene, Health and Safety criteria.

 Annually checkup of Employees

 PPE (Personal Protective Equipments) availability and its usage.
 Hygiene signs and its practice
 First Aid
 Emergency Plan
 Evacuation Plan & Drill
 Safety Signs and its practices
 Fire Fighting Drill

4.15 Pest Management

At EPS the Pest Management activity is on contract basis. The Admin & HR
department has the responsibility to do this as per the contract and facility
requirement.

This services include the following features for effective pest management activity in
EPS.

 Pest Company Profile

 Pest Operator License
 Work Force
 Layout plan
 Rodent and Pest control dosage schedule / Log
 Insectocutors (Insect Killers / Fly Catchers)
 Chemicals Usage
 MSDS (Material Safety Data Sheet)
 Visit Schedule
 Service Challan

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4.16 The Calibration, Testing, Inspection, Maintenance, Records of the

equipment’s.

In EXICO PETROLEUM SERVICES CO. LTD the equipment’s calibration, testing,

plant machinery maintenance, repair and general services, inspections, preventive
& other relevant maintenance done by designated Administrative & Maintenance
staff. When ever need of calibration and inspections from outside the EPS has
approved vendors (Technicians / Testing / Inspection) providers for the said
services and the maintenance register contains these details in each and every
department & equipment list is updated as well with proper identification section
/category wise

5. Related Records

Document Code Document Name Responsible Retention Time

MR/ Admin
EPS-P06-F01 Training Plan 3 Years
& HR
Manager
Training Attendance MR/ Admin
EPS-P06-F02 3 Years
and Evaluation & HR
Form Manager

EPS-P06-F03 List of Job Description MR/ Admin 3 Years

& HR
Manager
MR/ Admin
EPS-P06-F04 Job Description Form & HR 3 Years
Manager
Maintenance
EPS-P06-F05 Preventive Maintenance Plan / Admin & HR 3 Years
Manager
Maintenance
EPS-P06-F06 Maintenance Request / Admin & HR 3 Years
Manager
Maintenance
EPS-P06-F07 Maintenance Register / Admin & HR 3 Years
Manager
Maintenance
EPS-P06-F08 List of Machines / Equipment’s / Admin & HR 3 Years
Manager

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