Internal Service Rules and Regulations 2017

35 Pages·2017·0.73 MB·English

Internal Service Rules and Regulations 2017

TABLE OF CONTENTS
CHAPTER I....................................................................................................4
PRELIMINARY.............................................................................................4
Title............................................................................................... ...................4
Commencement...............................................................................................4
Extent...............................................................................................................4
Amendment.....................................................................................................4
Definition........................................................................................................4
Interpretation of Rules....................................................................................5
CHAPTER II..................................................................................................6
EMPLOYMENT.............................................................................................6
Category of Employees ...................................................................................6
Contract Employees..........................................................................................6
Staffing Pattern.................................................................................................6
Employment Eligibility....................................................................................6
Recruitment......................................................................................................7
Probation Period...............................................................................................8
Foreign Worker Recruitment ………...............................................................8
Employment Agreements ................................................................................8
Working Hours ................................................................................................9
Overtime ..........................................................................................................9
Breaks ....................................................................................... .....................10
CHAPTER III ..............................................................................................11
OCCUPATIONAL SAFETY AND COMPENSATION ..........................11
Occupational Health and Safety ....................................................................11
Workers Compensation .................................................................................12
CHAPTER IV ..............................................................................................14
CODE OF CONDUCT AND DISCIPLINE ..............................................14
Code of Conduct ............................................................................................14
Disciplinary Committee .................................................................................14
Disciplinary Action……... ………….............................................................15
Serious Misconduct………………. ...............................................................15
Grievance Procedure .....................................................................................16
CHAPTER V ................................................................................................17
REGULATION ON DISCRIMINATION, SEXUAL
HARASSMENT AND PRIVATE TRADE ...............................................17
Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 1
Internal Service Rules and Regulations 2017

Discrimination Regulation .............................................................................17
Sexual Harassment Procedure .......................................................................17
Private Trade ............................................................................... ..................18
CHAPTER VI ..............................................................................................19
SALARY, DEDUCTIONS, AND BENEFITS ...........................................19
Salary ............................................................................................ .................19
Deduction of TDS ..........................................................................................19
Deduction of Health Contribution .................................................................19
Annual Increment ..........................................................................................19
Provident Fund ............................................................................ ..................20
Mobile Phone Allowance ..............................................................................21
Construction Site Allowance .........................................................................21
Site Mess Allowance .....................................................................................21
Safety Dress and Shoes .................................................................................22
Use of Company Vehicle ...............................................................................22
CHAPTER VII .............................................................................................23
LEAVE AND PUBLIC HOLIDAYS .........................................................23
Casual Leave ............................................................................... ..................23
Earned Leave .................................................................................................23
Maternity Leave .............................................................................................24
Paternity Leave ..............................................................................................25
Bereavement Leave .......................................................................................25
Medical Leave ...............................................................................................25
Study Leave ...................................................................................................26
Power to Refuse or Revoke Leave ................................................................27
Public Holidays .............................................................................................27
CHAPTER VIII ...........................................................................................28
PERFORMANCE EVALUATION AND TRAINING ............................28
Performance Evaluation ................................................................................28
Training .................................................................................... .....................28
CHAPTER IX ..............................................................................................30
TRAVEL AND TRANSFER ......................................................................30
In-Country Travel ..........................................................................................30
Travel outside the Country ............................................................................30
Transfer ..........................................................................................................30
CHAPTER X ................................................................................................32
Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 2
Internal Service Rules and Regulations 2017

RETIREMENT, RESIGNATION AND TERMINATION .....................32
Retirement .....................................................................................................32
Resignation ....................................................................................................32
Retrenchment Notice .....................................................................................32
Termination ..........................................................................................32
Handing and Taking ......................................................................................32
Gratuity ..........................................................................................................33
Provident Fund Benefits ................................................................................33
Death of an Employee ...................................................................................33
Physical Impairment of an Employee ............................................................34
Annual Increment at Retirement ...................................................................34
CHAPTER XI ..............................................................................................35
STAFF WELFARE SCHEME ...................................................................35
Welfare Scheme .............................................................................................35
Welfare Scheme Deduction ...........................................................................35
Welfare Scheme Benefits ..............................................................................35
ANNEXURE 1: Performance Evaluation ....................................................36
ANNEXURE 2: Employment Agreement (Regular Employee) ..................37
ANNEXURE 3: Employee Agreement (Contract Employee)……………...38

Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 3
Internal Service Rules and Regulations 2017

CHAPTER I: PRELIMINARY

Title
1. This Service Rules and Regulations including all the annexure shall be
called the Internal Service Rules and Regulations.

Commencement
2. The Internal Service Rules and Regulation shall come into effect from the
time of endorsement by the Chief Labour Administrator.

3. The Chief Executive Officer and three representatives of the employees
shall sign the Internal Service Rules and Regulations.

4. The Internal Service Rules and Regulations shall supersede all office
orders, management decisions, and all such existing rules and
regulations.

Extent
5. The Internal Service Rules and Regulations shall be binding and
applicable to all the employees of the company unless specified
otherwise in specific sections.

Amendment
6. The Board of Directors in consultation with three representatives of the
employees shall amend the Internal Service Rules and Regulations as
and when necessary. However, the amendment of Internal Service Rules
shall be submitted to Chief Labour Administrator, MoLHR for
verification.

Definition
7. In this document unless the context requires otherwise:
“Company” means the Vajra Builders Private Limited
“Board of Directors” means the institution of the Board of
Directors
‘Board Director” means the individual director of the Board of
Directors
Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 4
Internal Service Rules and Regulations 2017

“Board” means the Board of Directors as an institution.
“Advisory Board” means the institution of Advisory Board (AB)
“Chief Executive Officer” means the executive head of the company
“Employee” mean an employee of the company
“Salary’’ means the gross monthly pay of an employee of the
company
“Regular” means permanent employee
“Contract” means employee recruited for a specific period
‘’Immediate family member’’ means spouse, children and parents of
both employees and spouses
“Government” means the Royal Government of Bhutan.
“Grievance” means complaint by workers or an employer
“National Minimum Wage” means wage for unskilled workers set
by government
“Accident” means unintended or unforeseen mishap at workplace
“Gratuity” means benefit scheme without employees’ contributions
“Provident Fund” means benefit scheme with employees and
employers’ contributions

Interpretation of Rules
8. Any question relating to the interpretation of these rules shall be referred
to the Chief Executive Officer. The issues not covered by these rules
shall be dealt according to the Regulations on Working Condition 2009.

Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 5
Internal Service Rules and Regulations 2017

CHAPTER II: EMPLOYMENT

Category of Employees
9. The first category of employees shall be regular employees. They shall be
permanent employees eligible for all benefits provided by the company
and bound in entirety by the Internal Service Rules and Regulations.

10. The second category of employees shall be contract employees. They
shall be professionals, specialists and multi-skill construction workers
recruited for a specific period.

Contract Employees
11. A contract employee shall be recruited for a period ranging from one year
to three years, renewable at the end of each contract period.

12. A contract employee shall be eligible for benefits provided by the
company and bound by rules and regulations of the company unless
specified otherwise in any of the sections.

Staffing Pattern
13. The Board of Directors or the Chief Executive Officer, in consultation
with Advisory Board, shall determine the manpower requirement for the
company from time to time.

14. The Board of Directors or the Chief Executive Officer shall decide the
salary of the newly created positions in consultation with Advisory
Board of the company.

Employment Eligibility
15. An applicant for a vacant position in the company must show the
documentary evidence that:
a. He/she is a Bhutanese citizen unless foreign national
requirement specified.
b. He/she meets all formal qualification and experience
requirements specified
c. He/she meets all health and fitness requirements specified
Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 6
Internal Service Rules and Regulations 2017

d. He/she is eighteen years and above

16. An applicant shall not be eligible for employment if:
a. He/she has been convicted of a criminal offence
b. He/she had his/her employment terminated from other
public/private organization
c. He/she has been compulsorily retired from other public/private
organization
d. He/she has been adjudged by a competent medical authority as
mentally unsound
e. He/she has not attained the age of 18 years at the time of
employment.

Recruitment
17. The Chief Executive Officer in consultation Advisory Board shall
determine the following for every new position:
a. Employment category
b. Salary
c. A job description of the position
d. Formal documents required
e. Academic qualifications required
f. Relevant experiences required

18. The Chief Executive Officer shall decide the manner in which
recruitments shall be carried out. Vacancies may be announced through
mainstream media, social media, or through word of mouth.

19. A new employee shall be recruited directly by the Chief Executive
Officer or through a formal competitive selection process depending on
the nature of the position.

20. Recruitment through a formal competitive selection process shall follow a
standard procedure of announcing the vacancies, receiving applications,
short-listing, and selection interview.

Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 7
Internal Service Rules and Regulations 2017

21. A panel consisting of the Chief Executive Officer, General Manager and
the respective Head of Division shall carry out the selection interview.

22. The Chief Executive Officer or General Manager or Chief HRO shall
thoroughly brief the applicant on his/her position and responsibilities,
salary and incentives, initial place of posting and possible future places
of posting before the recruitment is formalized.

Probation Period
23. An employee, whether regular or contract, shall serve a probation period
of six months. He/she shall be regularized or appointed for a full term
only upon the satisfactory completion of the probation. The probation
period can be shortened if his/her immediate supervisor recommends on
finding him/her performing extremely well.

24. The company shall discontinue the employment of an employee on
probation with a seven-day notice if his/her performance is found poor or
unsatisfactory.

25. An employee under probation period may terminate a contract of
employment with the company by giving seven-day notice.

26. The probation period shall not be considered as part of active service and
the employees on probation shall not receive benefits given to other
regular employees unless specified otherwise.

Foreign Worker Recruitment
27. The recruitment of foreign workers shall be carried out in line with the
provisions of the Foreign Workers Recruitment Agents Regulation 2009.

Employment Agreement
28. An employment agreement shall be signed between the company and an
employee at the time of recruitment. The agreement shall include all
details including the category of the employee.

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Internal Service Rules and Regulations 2017

29. The agreement shall also include the nomination of an immediate family
member to be contacted during emergency and to receive benefits in the
event of the death of an employee.

30. The employment agreement between the company and a contract
employee shall include the duration of employment.

31. One copy of the employment agreement shall be given to an employee
and one copy retained with the company.

32. The company shall provide a written notice of thirty days to an employee
if the company decides to terminate the employment agreement for any
reason. The length of notice period shall be same for the employer and
the employees.

Working Hours
33. The standard working days shall be from Monday to Saturday and the
standard timing shall be from 9:00 am to 5:00 pm.

34. The standard working hours shall be eight hours in a day and forty-eight
hours in a week.

Overtime
35. The company shall pay an employee employed below supervisory level,
overtime of a minimum of the employee’s normal rate of pay when
employee is required to work outside of the normal working hours.

36. Overtime works shall not exceed two hours in a day and twelve hours in a
week. All overtime works shall be voluntary and shall not be forced on
an employee.

37. If an employee below supervisory level is required to perform overtime
work between the hours of 10:00 pm and 8:00 am in the following
morning besides his/her normal day shift, the employer shall pay an
additional 50% of the normal rate of pay for the number of overtime
hours worked.
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Internal Service Rules and Regulations 2017

38. A pregnant employee shall not be required to work between the hours of
10:00 pm and 8:00am in the following:
a. 140 days before she is due to give birth and 56 days after she has
given birth to the child; or
b. at any other time if the employee produces a medical certificate
showing that such work would endanger the child or the mother.

39. Overtime shall be covered and accounted for in the annual increment of
salary.

Breaks
40. An employee shall be entitled to a rest break of ten minutes after two
hours from the beginning of each day’s work and a meal break of thirty
minutes after four hours of work. The breaks shall not be included in the
working hours.

41. The employees in a group, with the agreement of the company, may
forego the rest breaks and add to the meal break or forego altogether and
finish the day’s work earlier.

42. The duration of the breaks shall be negotiated between the company and
the employees. However, the total duration of breaks shall not be less
than thirty minutes in an eight-hour working period.

43. An employee shall have a rest period of twelve continuous hours in a
twenty-four hour period and a rest period of twenty-four continuous
hours in a one-week period.

Vajra Builder Private Limited, Post Box No. 1237, Hebi Lam, Changzamtok, Thimphu 10