THE FLED GROUP

EMPLOYMENT/STAFFING POLICY MANUAL

 

TABLE OF CONTENTS

Section 1 – Introduction

1.1 The Policy

1.2 Employment Applications

1.3 Employment Relationship

Section 2 –Definitions of Employee Status

“Employees” Defined

Section 3 – Employment Policies

3.1 Non-Discrimination

3.2 Non-Disclosure/Confidentiality

3.3 New Employee Orientation

3.4 Probationary Period for New Employees

3.5 Office Hours

3.6 Personnel Files

3.7 Personnel Data Changes

3.8 Performance Review and Planning Sessions

3.9 Corrective Action

3.10 Employment Termination

3.11 Health Related Issues

3.12 Building Security

3.13 Supplies; Expenditures; Obligating the Organization

3.14 Visitors in the Workplace

Section 4 – Standards of Conducts

4.1 Attendance/Punctuality

4.2 Absence without Notice

4.3 Harassment, including Sexual Harassment

4.4 Telephone Use

4.5 Public Image

4.6 Special Assignments/Appointment

4.7 Internet Use

Section 5 – Wage and Salary Policies

5.1 Wages or Salary Increases

5.2 Vacation

5.3 Public Holidays

5.4 Training and Professional Development

Section 6 – Employee Communication

6.1 Staff Meetings

6.2 Internal Deployment

Preamble

This document on Employment/Staffing Policy is basically a manual that covers the staff related policies, systems and procedures of all the organizations that make up the FLED GROUP, including Foundation for Leadership & Education Development, FLED International Leadership Institute, Future World Magazine, Chapel of Grace Transformation Ministry, etc.  It is developed not only for governing the staff of the organizations to enhance smooth relationship between staff and Management. This is also to fulfill local statutory requirements and demonstrate the strong commitment of the management of FLED GROUP to staff issues.

The FLED Group comprises different, but inter-dependent organizations which activities encompass leadership and entrepreneurship development, media and publishing, Real Estate development, Food value chain, Fashion, educational development, humanitarian and spiritual advancement in Nigeria and around the world. Organizations within the FLED Group exist as extensions of the mandate that God gave to Joseph C. Ibekwe on February 17, 1995 while working as a Journalist with the Daily Times of Nigeria in Lagos: “Go raise the foundations of many generations…”(Isaiah 58:12b).

 

SECTION 1

INTRODUCTION

In FLED GROUP, our work is about people and love, not about profit or loss. We are ethical and values-driven. We innovate and promote individual creativity. We serve because we care. We are flexible in our operations; yet we deliver our services with due sense of professionalism. Because we are not working for a living, our living is enriched through our work.

This policy is designed to acquaint employees with FLED GROUP thus providing you with information about working conditions, benefits, and policies affecting your employment therein. FLED GROUP is a Christian-focused Organization; therefore, the standard of behaviour and conduct shall be based on Christian values.

The information contained in this policy applies to all employees of in the FLED GROUP. The following policies described in this Employment Manual are considered a condition of continued employment.

1.1 The Policy

FLED GROUP reserves the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by the board, and after those dates all suspended policies will be null.

No individual staff has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak directly with the respective CEO.

1.2 Employment Applications

We rely upon the accuracy of information contained in the employment application and the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsification, or material  omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.

1.3 Employment Relationship

An employee enters into employment voluntarily, and is free to resign at any time  for any reason and or, no reason. Similarly, the Foundation is free to conclude/determine its relationship with any employee at any time for any reason and or for no reason. (See Section 3.10 Employment Termination). Following the probationary period, employees  are required to follow the Employment Termination Policy.  

SECTION 2

DEFINITIONS OF EMPLOYEES STATUS

“Employees” Defined

An “employee” of FLED GROUP is a person who regularly works in any of the Organisations under the FLED on a wage or salary basis. “Employees” may include regular full-time and temporary persons, and other employed with the organization that is subject to the control and direction of FLED GROUP in the performance of their duties.

Henceforth in this document, the term FLED will be used to represent the organisations under the FLED GROUP.

Regular Full-Time

These are employees who have completed the six months probationary period and who are regularly scheduled to work 40 or more hours per week. Generally, they are eligible for the organization’s benefits package, subject to the terms, conditions, and limitations of each benefits program.

Temporary

Those whose performance is being evaluated to determine whether further employment in a specific position or with the organization is appropriate or individuals who are hired as interim replacements to assist in the completion of a specific project or for vacation relief. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status until they are notified of a change. They are not eligible for any of the organization’s benefits programs.

Part-Time

These are workers whose services are required on scheduled days of the week. They are contract staff and are not entitled to the Foundation’s benefit programs, except on direction.

Probationary Period for New Employees

A new employee whose performance is being evaluated to determine whether further employment in a specific position or with FLED is appropriate. When an employee completes the probationary period, the employee will be notified of his/her new status with the organization.

Interns

An intern is one who has come to work in the Foundation for a specific period of time as part of the individual’s career development. This includes persons who are undergoing the one year National Youth Service assignment. Interns shall participate in the Foundation’s programs, provided such program will  contribute to the intern’s learning experience.

Note: All categories of staff must wear the organization’s Identification Card once on official assignments.    

SECTION 3

EMPLOYMENT POLICIES

3.1 Non-Discrimination

In order  to provide equal employment and advancement opportunities to all individuals, employment decisions at FLED will be based on merit, qualifications, and abilities.

FLED will make reasonable allowances for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

Employees with questions or  concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor. Employees can raise concerns and make  reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.

3.2 Non-Disclosure/Confidentiality

The protection of confidential organization’s information and secrets is vital to the interests and success of FLED. Such confidential information includes, but is not limited to, the following examples:

  • Compensation data
  • Financial information
  • Marketing strategies
  • Pending projects and proposals
  • Personnel/Payroll records, and
  • Conversations between any persons associated with the Organization.

Employees who improperly use or disclose the organization secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefits from the disclosed information.

3.3 New Employee Orientation

Orientation is a formal welcoming process that is designed to make the new employee feel comfortable informed about the organization, and prepared for their position. New employee orientation is conducted by the board representative (Executive Director), and includes an overview of the organizations history, an explanation of the organization’s core values, vision, and mission, goals and objectives. In addition, the new employee will be given an overview of benefits and legal issues, and complete any necessary paperwork.

Employees are presented with all codes, keys, and procedures needed to navigate within the workplace. The new employee’s supervisor then introduces the new hire to staff throughout the organization, reviews their job description and scope of position, explains the organization’s evaluation procedures, and helps the new employee get started on  specific functions.

3.4 Probationary Period for New Employees

The probationary period for regular full-time and regular part-time employees lasts up to 180 days from date of hire. During this time, employees have the opportunity to evaluate our Organization as a place to work just as management will have opportunity to evaluate the employee. During this introductory period, the Foundation has the right to terminate employment without advance notice.

Upon satisfactory completion of the probationary period, a letter of confirmation shall be issued to the employee outlining new benefits as appropriate. All employees, regardless of classification or length of service, are expected to meet and maintain organizations standards for job performance and behaviour (See Section 4, Standard of Conduct)

3.5 Office Hours

FLED office is open for business from 8:00 a.m. to 5:00 p.m. Monday to Friday, except for Holidays and standard work week is 40 hours of work. However, employees may be required to work extra hours when  the need arises, and such extra hours shall not be paid for.

Employees are allowed a one-hour lunch break. Lunch breaks are generally taken between the hours of 11:00 a.m. on a schedule that somebody must be in the office at any given period during working hours.

If employees have unexpected personal business to care take of, they must notify their direct supervisor to discuss time away from work and make provisions as necessary. Personal business should be conducted on the employee’s own time.

3.6 Personal Files

Employee personal files include the following: Job application letter, resume, salary history, records of disciplinary action, job description, records of participation in training events and documents related to employee performance reviews.

Personal files are the property of FLED and access to the information is restricted. Management personnel of FLED who have a legitimate reason to review the file are allowed to do so.

Employees who wish to review their own file should contact their supervisor or the Executive Director. With reasonable advance notice, the employee may review his/her personnel file in the organization’s office and in the presence of their supervisor or the Executive Director.

3.7 Personal Data Changes

It is the responsibility of each employee to promptly notify his or her Supervisors of any changes in personal data such as:

  • Mailing address
  • Telephone  numbers,
  • Name and number of dependents, and
  • Individuals to be contacted in the event of an emergency.

An employee’s personal data should be accurate and current at all times.

Time off from scheduled work due to emergency that was previously communicated to the Foundation will be unpaid for all employees. However, if employees would like to be paid, they are permitted to use vacation  time if it is available to them.

3.8 Employee Performance Review and Planning Sessions

The Executive Director will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees after six months of service. Directors may conduct informal performance reviews and planning sessions more often if they choose.

3.9 Corrective Action.

FLED holds each of its employees to certain work rules and  standards of conduct (See Section 4). When an employee deviates from these rules and standards, the Foundation expects the Employee’s supervisor to take corrective action.

Corrective action at FLED is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.

The usual sequence of corrective actions includes an oral warning, a written warning, probation, and finally termination of employment. In deciding which initial correction action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.

Though committed to a progressive approach to corrective action, the Foundation considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behaviour, vandalism or destruction of organization’s property, use of organization’s equipment and/or vehicles without prior authorization by the Office in—charge, untruthfulness about personal work history, skills, or training, divulging organization’s business practices, and misrepresentations of FLED to the general public and any other that may be determined from time by the Board and or contrary to the laws of the country.

3.10 Employment Termination

Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for terminations are routine. Below are few examples of some of the most common circumstances under which employment is terminated.

  • Resignation – voluntary employment termination initiated by an employee and such resignation must take effect after 1 month of notification of resignation and letter or payment of one month’s salary in lieu of notice.
  • Termination – involuntary employment termination initiated by FLED or end of a project upon which an employee was employed and or contracted.
  • Layoff – involuntary employment termination initiated by FLED for non-disciplinary reasons.
  • Liquidity– when the organization faces liquidity problem and or winding of

Since employment with FLED is based on mutual consent, both the employee and the Foundation have the right to terminate employment at will, with and or without cause during the Introductory/Probationary Period for New Employees).

Any employee who terminates employment with FLED shall return all files, records, keys, and any other materials that are property of FLED to the management. No final settlement of an employee’s pay will be made until items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final pay cheque. Furthermore, any outstanding  financial obligations owed to FLED will also be deducted from the employee’s final cheque.

Employees who have served the organization for a period of up to 5 years shall be entitled to gratuity of 6 months’ salary in lieu on resignation of his/her appointment with the organization and or as the board of FLED determines.

3.11 Health-Related Issues

Employees, who become aware of any health-related issue, including pregnancy, should notify their supervisor and the Executive Director of health status. This policy has been instituted strictly to protect the employee.

A written “permission to work” from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.

A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor or the Executive Director.

3.12 Building Security

All employees who are issued keys to the office are responsible for their safekeeping. These employees will sign a Key Disbursement Form upon receiving the key. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked and all appliances and lights are turned off with exception of the lights normally left on for security purposes.

3.12 Supplies, Expenditure; Obligating the Organization

Only authorized persons may purchase supplies in the name of FLED. No employee whose regular duties do not include purchasing shall incur any expense on behalf of FLED.

3.14 Visitors in the Workplace

To provide for the safety and security of employees, visitors, and the facilities at FLED, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps ensure security, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances. A visitor’s book must be provided to keep track of the visitors to the organization.

SECTION 4

STANDARDS OF CONDUCTS

The work rules and standards of conduct for FLED are important, and the organization regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and in conducting the organization’s business. Please note that any employee who deviates from these rules and standards shall be subject to corrective action, up to and including termination of employment.

Whilst not intended to list all the forms of behaviour that we are considered unacceptable in the workplace, the following are examples of rule infractions or misconducts that shall result in disciplinary action, including termination of employment.

  • Theft or inappropriate removal of possession of property;
  • Falsification of timekeeping records
  • Fighting or threatening violence in the workplace;
  • Boisterous or disruptive activity in the workplace;
  • Negligence or improper conduct leading to damage or that would tarnish the organization’s image.
  • Insubordination or other disrespectful conducts;
  • Sexual or other unlawful or unwelcome harassment
  • Excessive absenteeism or any absence without notice
  • Unauthorized use of telephones, or other company-owned equipment
  • Using organizations equipment for purposes other than business;
  • Unauthorized disclosure of organizations “secrets” or confidential business;
  • Violation of personal policies; and
  • Unsatisfactory performance or conduct.
  • And any other that may be determined from time to time by the Executive Director, and or contrary to the laws of the country.

4.1 Attendance/Punctuality

The organization expects that every employee will be regular and punctual in attendance. This means being in the office, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the organization. If you are unable to report for work for any reason, notify your supervisor before regular starting time. You are responsible for speaking directly with your supervisor about your absence. It is not acceptable to leave a message for a supervisor except in extreme emergencies. Should undue tardiness become apparent, disciplinary action may be required.

4.2 Absence without Notice

When you are unable to work owing to illness or an accident, please notify your supervisor. This will allow the organization to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. If you do not report for work and the organization is not notified of your status, it will be assumed after three consecutive days of absence that you have resigned, and you will be disengaged accordingly.

If you become ill while at work or must leave the office for some other reason before the end of the workday, be sure to inform your supervisor of the situation.

4.3 Harassment, Including Sexual Harassment

FLED is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characterization will not be tolerated.

If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.

Any employee who becomes aware of possible harassment should promptly advice their supervisor or the Executive Director who will handle the matter in a timely and confidential manner.

4.4 Telephone Use

FLED telephones are intended for the use of conducting the organization’s business. Personal usage during business hours is discouraged except for extreme emergencies. Employees are allowed to receive only personal telephone calls and such calls should be kept brief to avoid congestion on the telephone line. However, staff can use office telephones and pay for the calls accordingly.

To respect the rights of all employees and avoid miscommunication in the office, employees must inform family members and friends to limit personal telephone calls during working hours. If an employee is found to be deviating from this policy, he/she will be subject to disciplinary action.

4.5 Public Image

A professional appearance is important anytime during working hours. Employees should be well groomed and dressed appropriately for our business and for their position in particular.

4.6 Special Assignments/Appointments

FLED has the prerogative to appoint/assign an employee  to a special project or specific assignments to other organizations and all benefits accrued including financials to such appointments/assignments are due to the organization for information and decision-making. Any violation of this may cause the employee job termination from the organization.

4.7 Internet Use

FLED employees are allowed use of the internet and e-mail when necessary to conduct the organizations business.

Employees are responsible for using the internet in a manner that is ethical and lawful.

Internet messages are public and not private and therefore reserves the rights to access and monitor all files and messages on its systems.

SECTION 5

SERVICE, BENEFITS, WAGE AND SALARY POLICIES

5.1 Wage or Salary Increases

FLED is an equal opportunity employer and would want the best for its staff, however, as it is with all non-profit organization, FLED can only guarantee the salaries of its staff when it has on-going projects or when it has funds to do so. Therefore, adherence to the organizations’ policies and procedures is vital, and the ability to meet or exceed duties per job description and achieve performance goals is also of utmost importance. Employee situation of the Foundation that year.

5.2 Vacation

Paid vacation is available to full-time employees following their first-year anniversary with FLED depending on the category of staff. The number of leave days a staff is entitled to is not less than 21 working days and no more than 28 working days. Employee can decide to brake annual leave period into two if desired, provided request for such must have been made prior to the due time for annual leave.

Vacation Benefits

  • An employee that has spent years in FLED with good track record of outstanding performance will be entitled to, in addition to 15% annual basic salary, a month’s salary bonus.
  • An employee that has spent five years in FLED with outstanding performance will be entitled to, in addition to 15% annual basic salary, three months’ salary bonus.
  • An employee that has spent ten years in FLED with outstanding record of performance will be entitled to, in addition to 15% annual basic salary, six months salary bonus.

Maternity Leave

Employee shall be entitled to maternity leave days and such leave days shall be taken 4 weeks before deliverer and 8 weeks after delivery.

Paternity Leave

An employee shall be entitled to paternity leave of 14 days with pay effective the date of notification of delivery of his baby.

Casual Leave

A maximum of seven days casual leave will be granted to a full-time employee during the year if however such employee exceed the number of casual leave days s/he is entitled to, the applied number of days will be deducted from his/her annual leave days. Requests for casual leave must be in writing at least three days (3) days prior to the beginning of the requested casual leave period.

5.3 Holidays

The organization observes the following paid holidays per year for all employees:

  • New Year’s Day
  • Independence Day
  • Labour Day
  • Easter Holidays
  • Christmas Day and any other so declared by the Federal Government of Nigeria

5.4 Training And Professional Development

FLED recognizes that the skills and knowledge of its employees are crucial to the success of the organization and therefore offers assistance in terms of making information available for programs/educational opportunities to encourage personal development, improve job-related skills and enhances employee’s capacity to respond to future challenges.

FLED recognizes the value of professional development and personal growth for employees. Therefore, FLED encourages its employees who are interested in continuing education and job specific training  to research these further and get approval before signing up for the seminar or courses.

Internal Training

All staff that has attended any training must write a report of the event as well as organize an in-house training on the same for the benefits of all other staff.

Reporting

It is mandatory that all staff must write a comprehensive report on all programmes submitted to either the coordinator or the Administrative Secretary.

SECTION 6

EMPLOYEE COMMUNICATIONS

6.1 Staff Meetings

Weekly staff meetings will be held at FLED offices. These informative meetings will allow employees to be informed on recent organization’s activities, changes in the workplace and employee recognition.

Staff at FLED will provide information and announcements about projects, call for proposals, training needs, etc to FLED leadership. The employees are also expected to provide feedback to the staff at the FLED office on their activities and programmes for proper coordination.

FLED encourages employees who have suggestions that they do not want to offer orally or in person to write them down and send them to the Administrative Officer.

6.2 Internal Deployment

In order to develop the leadership qualities of all staff as well as create an avenue where staff can demonstrate organizational management of conflict in a workplace, the CEO reserves the right to re-deploy the leadership of a particular unit and assign same to another unit without due notice to the former.

Conclusion

We sincerely hope you will have a most rewarding experience working in the FLED GROUP.          

Note: This document is subject to review from time to time to reflect prevailing realities