HUMAN RESOURCE 
                        
                        
                        
                                                               POLICY AND 
                        
                        
                        
                                 PROCEDURES MANUAL 
                        
                                                                                                 
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
                                                                                                                                                     
                                                                                                                                                                                
                        
                                                                                                 
                        
                                                                             JANUARY 2020   
                        
                        
                                                                                                 
                        
                        
                                                                                                 
                        
                        
                                                                                                 
                        
                                                                                                 
                                                                    
                                                                                                 
                       Eyu-Ethiopia Human Resource Manual              Version 1.0                     January 220                                               i 
                                                                                                                                     Version 1.0 
                                                                                                  
                                                                                                                                                                     
                    Table of Contents                                                             
                    ABBREVIATIONS .................................................................................................................................. 0 
                     
                    1.     WELCOME TO EYU-ETHIOPIA .................................................................................................. 1 
                    1.1.  Introduction ................................................................................................................................... 1 
                    1.2.  Vision, Mission, and Goal ............................................................................................................. 1 
                    1.3.  Objectives ..................................................................................................................................... 2 
                    1.4.  Values ........................................................................................................................................... 2 
                    1.5.  Organisation Structure ................................................................................................................. 3 
                     
                    2.     THE HUMAN RESOURCE (HR) MANUAL ................................................................................. 6 
                    2.1.  Purpose ........................................................................................................................................ 6 
                    2.2.  Policy and Authority ...................................................................................................................... 6 
                    2.3.  HR Manual Changes .................................................................................................................... 7 
                     
                    3.     RECRUITMENT, SELECTION AND APPOINTMENT ................................................................. 8 
                    3.1.  General ......................................................................................................................................... 8 
                    3.2.  Classification of Posts .................................................................................................................. 8 
                    3.3.  Personnel Classifications ............................................................................................................. 9 
                    3.4.  Equal Employment Opportunity .................................................................................................. 10 
                    3.5.  Vacancy Announcements ........................................................................................................... 11 
                    3.6.  Receipt of Application and Short-listing ...................................................................................... 11 
                    3.7.  Selection ..................................................................................................................................... 12 
                    3.8.  Employment of Relatives ............................................................................................................ 12 
                    3.9.  Employment of Consultants ....................................................................................................... 12 
                    3.10. Medical Examination .................................................................................................................. 12 
                    3.11. Contract of Employment ............................................................................................................. 13 
                    3.12. Probation Period ......................................................................................................................... 13 
                    3.13. Orientation and Introduction ....................................................................................................... 13 
                    3.14. Safeguarding Staff Recruitment ................................................................................................. 14 
                    3.15. Employee Records ..................................................................................................................... 15 
                     
                    4.     SALARIES AND ALLOWANCES .............................................................................................. 16 
                    4.1.  General ....................................................................................................................................... 16 
                    4.2.  Salary Structure .......................................................................................................................... 16 
                    4.3.  Increment and Adjustments ........................................................................................................ 16 
                    4.4.  Salary Advances and Loans ....................................................................................................... 17 
                    4.5.  Overtime Pay .............................................................................................................................. 17 
                    4.6.  Salary Deductions ...................................................................................................................... 17 
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                    4.7.  Travel Advance and Per-diems .................................................................................................. 18 
                    4.8.  Acting Allowance ........................................................................................................................ 18 
                    4.9.  Relocation Allowance ................................................................................................................. 18 
                     
                    5.     BENEFITS .................................................................................................................................. 20 
                    5.1.  General ....................................................................................................................................... 20 
                    5.2.  Ethiopia Government Pension Fund .......................................................................................... 20 
                    5.3.  Health Insurance ........................................................................................................................ 20 
                    5.4.  Life Insurance ............................................................................................................................. 21 
                    5.5.  International Travel Insurance .................................................................................................... 22 
                    5.6.  Professional Organization Membership ..................................................................................... 22 
                     
                    6.     EMPLOYEE POLICIES .............................................................................................................. 23 
                    6.1.  General ....................................................................................................................................... 23 
                    6.2.  Work Hours ................................................................................................................................. 23 
                    6.3.  Delegation .................................................................................................................................. 23 
                    6.4.  Mobile Phone Policy ................................................................................................................... 24 
                    6.5.  Training and Development ......................................................................................................... 24 
                    6.6.  Waste Reduction Initiatives ........................................................................................................ 25 
                    6.7.  Substance Abuse ....................................................................................................................... 25 
                    6.8.  Smoking Policy ........................................................................................................................... 26 
                    6.9.  Anti-Slavery and Human Trafficking Compliance Directive ........................................................ 26 
                    6.10. Communicable Diseases in the Workplace ................................................................................ 26 
                    6.11. Safety and Security .................................................................................................................... 27 
                    6.12. Systems Resources .................................................................................................................... 27 
                    6.13. Confidentiality, and Publication and Dissemination of Information ............................................. 28 
                    6.14. Conflict of Interest ....................................................................................................................... 29 
                    6.15. Long-term Illness/Disability Policy .............................................................................................. 30 
                    6.16. Outside Relationships and Consulting ....................................................................................... 30 
                    6.17. Anti-Fraud and Corruption Policy ............................................................................................... 31 
                    6.18. Overarching Safeguarding Policy ............................................................................................... 36 
                    6.19. Offenses and Penalties .............................................................................................................. 48 
                    6.20. Grievance Procedure and Dispute Resolution ........................................................................... 49 
                    6.21. Whistle-blower Policy ................................................................................................................. 50 
                     
                    7.     PERFORMANCE APPRAISAL .................................................................................................. 51 
                    7.1.  General ....................................................................................................................................... 51 
                    7.2.  Procedure ................................................................................................................................... 51 
                    7.3.  Performance Improvement Plan ................................................................................................. 52 
                    7.4.  Annual Merit Increases ............................................................................................................... 52 
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                    7.5.  Promotion ................................................................................................................................... 53 
                    7.6.  Transfer ...................................................................................................................................... 53 
                     
                    8.     LEAVE ........................................................................................................................................ 54 
                    8.1.  General ....................................................................................................................................... 54 
                    8.2.  Annual Leave/Vacation .............................................................................................................. 54 
                    8.3.  Sick Leave .................................................................................................................................. 55 
                    8.4.  Maternity, Paternity and Adoption Leave ................................................................................... 56 
                    8.5.  Bereavement Leave ................................................................................................................... 56 
                    8.6.  Other Leaves .............................................................................................................................. 57 
                    8.7.  Leave Without Pay ..................................................................................................................... 57 
                     
                    9.     CODE OF ETHICS ..................................................................................................................... 58 
                     
                    10.    SEPARATION/TERMINATION OF EMPLOYMENT .................................................................. 60 
                    10.1. General ....................................................................................................................................... 60 
                    10.2. Termination Types ...................................................................................................................... 60 
                    10.3. Exit Interview and Clearance ...................................................................................................... 63 
                    10.4. Termination Payments ................................................................................................................ 64 
                    10.5. References ................................................................................................................................. 66 
                    10.6. Project Follow-on ........................................................................................................................ 66 
                    10.7. Other Separation Procedures and Obligations ........................................................................... 67 
                     
                    11.    APPENDICES ............................................................................................................................ 68 
                    Appendix 1. Eyu-Ethiopia Contract of Employment ............................................................................. 68 
                    Appendix 2. Eyu-Ethiopia Contract of Suretyship ................................................................................ 71 
                    Appendix 3. Eyu-Ethiopia Employee History and Emergency Form .................................................... 73 
                    Appendix 4. Eyu-Ethiopia Human Resource Policy and Procedures Manual Acceptance Form ........ 75 
                    Appendix 5. Eyu-Ethiopia Code of Conduct ........................................................................................ 76 
                    Appendix 6. Eyu-Ethiopia Medical Insurance Nomination Form .......................................................... 79 
                    Appendix 7. Eyu-Ethiopia Fraud and Corruption Reporting Form ....................................................... 80 
                    Appendix 8. Eyu-Ethiopia Safeguarding Concern Reporting Form ..................................................... 81 
                    Appendix 9: Safeguarding Register ..................................................................................................... 82 
                    Appendix 10. Eyu-Ethiopia Grievance Registration Form ................................................................... 83 
                    Appendix 11A. Eyu-Ethiopia Performance Appraisal Form ................................................................. 85 
                    Appendix 11B. Eyu-Ethiopia Performance Appraisal Form ................................................................. 87 
                    Appendix 11C. Eyu-Ethiopia Performance Appraisal Form ................................................................. 89 
                    Appendix 12. Eyu-Ethiopia Leave Request Form ................................................................................ 91 
                    Appendix 13. Eyu-Ethiopia Exit Interview Form ................................................................................... 92 
                    Appendix 14. Eyu-Ethiopia Clearance Form ........................................................................................ 93 
                    Eyu-Ethiopia Human Resource Manual              Version 1.0                     January 220                             iv