Admas University School of Postgraduate

Department of Project Management

Human Resources Management Group Assignment

Human Resources Management Policy

Prepared by:
Section-3
1 Alemneh Abatneh …………………. PGMGP/7120/20
2 Lensa Merga ………………………. PGMGP/7130/20
3 Endalamaw Basha ……………….... PGMGP/7057/20
4 Haymanot Desyilal……………….... PGMGP/7139/20
5 Birke Alemu ………………………. PGMGP/7137/20
6 Tizita Feleke ………………………. PGMGP/7143/20
7 Sewit Ayalew …………………....... PGMGP/7152/20
8 Gelane Abera………………………. PGMGP/7157/20

Submit to: Dr. BEKRETSIYON H/S (PhD)

July, 2021
Addis Ababa

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Contents
I. HUMAN RESOURCE PLANNING and RECRUITMENT...................................................1
a. Human Resources Planning..................................................................................................1
b. Filling of Vacancies..............................................................................................................1
c. Eligibility..............................................................................................................................1
d. Procedure for filling vacancies.............................................................................................1
e. Recruitment committee.........................................................................................................2
f. Letter of Employment...........................................................................................................4
g. Orientation/Induction............................................................................................................4
h. Probation Period...................................................................................................................4
i. Employment for a definite period.........................................................................................5
j. Reemployment/Rehiring of former Employee.....................................................................5
k. Reinstatement of Employee..................................................................................................5
l. Human Resources Records...................................................................................................6
m. Job Description.................................................................................................................6
II. HUMAN RESOURCE DEVELOPMENT..............................................................................7
Policy...........................................................................................................................................7
III. Reciprocal Rights and Obligations of Parties.......................................................................7
i. Rights of DF:........................................................................................................................7
ii. Obligations of DF:................................................................................................................8
iii. Rights of the Employees:..................................................................................................8
iv. Obligations of the Employees shall be:.............................................................................8
v. Conflict of Interest................................................................................................................9
IV. Safety and Security.............................................................................................................10
Reference.......................................................................................................................................11

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I. HUMAN RESOURCE PLANNING and RECRUITMENT
a. Human Resources Planning
 DF appreciates its Human Resources at the top of its priority because the survival and
growth of the company depends largely on the competences of its manpower.
 Human Resource plan is based on the Strategic Plan and its targeted goals.
 DF recognizes the need to adopt an effective manpower forecasting, planning and
control to meet its strategy and business plan with the aim of achieving efficiency,
increasing productivity and proper management of human resource.
 DF is committed to employing the best candidate for the job and to formulate best
practices human resources development strategies and succession plan into
consideration.
 DF undertakes short term and long term strategic human resources planning.
b. Filling of Vacancies
 The Department shall be responsible for the proper and efficient utilization of DF’s
human resources and for filling vacancies in the best interests of DF.
 Employees shall be selected, promoted and retained on the basis of merit and fitness
and all necessary care shall be taken to fill vacancies with persons having the
requisite integrity, qualifications, experience and competence.
 Selection and recruitment shall be made without prejudice to ethnic origin, sex,
religion, or any other affiliation of the applicant.
 A vacant post shall be filled through competition by announcing the vacancy
internally or externally. Priority shall be given to internal applicants who fulfill the
requirements.
 The respective Recruitment committee shall select qualified candidates from among
applicants on the basis of the criteria determined for each vacancy.
c. Eligibility
The following persons shall be eligible for indefinite term employment in DF:
 A person whose age is above or equivalent to 18 years and equivalent to 60 years
age;
 A person who has not been convicted of breach of trust, theft; fraud, any financial
crime or the like;
 A person who is not addicted to alcohol or drug;
 A person who is medically fit, as determined by a physician.
d. Procedure for filling vacancies
 Vacancies may be filled through recruitment, promotion or transfer on the basis of
human resource planning.
 The Department shall be responsible for filling the budgeted positions by consulting
the concerned department Manager or Chief Officers.

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  Unbudgeted positions shall be filled only upon securing the approval of the CEO or
Deputy CEO/Chief Operating Officer Officer, and it shall be the responsibility of the
requesting department to justify the need for filling such position.
 Job seekers shall be invited by announcing the vacant post through appropriate media.
The announcement shall contain job title, qualifications, experience, term of
employment, place of work, mode of application and the deadline for submitting
application, salary (as per the scale or negotiable), and other necessary information.
 Applicants from within shall be given preference so long as they fulfill the minimum
requirements. However, an employee has to work for at least twelve months in any
given position before he/she is allowed to compete for a position in a higher grade.
 The CEO or Deputy CEO/Chief Operating Officer Officer may make exceptions to
this rule where the interest of DF so requires and the applicant fulfils the job
requirements based on the recommendation of the Recruitment committee.
 Where the number of applicants is over three for one position and is likely to make
the interview cumbersome, the Department shall make initial screening on the basis
of specification and contact the most suitable candidates for interview, for written
exam or for both.
 The successful candidate will be employed as per the prevailing labor law for 60
days probation period upon submission of a medical certificate, police clearance and
fulfillment of guarantee for all employees.
 Employees recruited for a definite period as stated in this Manual will not be required
to submit medical certificate and police clearance. However, if the duration of the
contract exceeds six months, the employee to be hired shall be required to submit
medical certificate and police clearance.

e. Recruitment committee
 DF shall have Recruitment committees for selection of qualified candidates on the
basis of criteria determined for each vacancy. The composition of the Recruitment
committees shall be defined:
 For Non-Professional Employees, the Recruitment Committee shall consist of:
 Human Resource Manager------------------------- Chairperson
 Requesting Department Manager/Director- his/her delegate --------------------Member
 Human Resource Administration Officer------------ Member & Secretary
 For Professional and Divisional or Unit Managerial Positions Employees the
Recruitment Committee shall consist of:
 Deputy CEO/Chief Operating Officer ------------------------------------------Chairperson
 Human Resource Manager/ Director--------------------Member
 Requesting Department Director------------------ Member
 Human Resource Administration Officer----------Member & Secretary

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 For Chief Officers, Department Directors and similar positions the Recruitment
Committee shall consist of:
 Chief Executive Officer (CEO)---------------------Chairperson
 Deputy CEO/Chief Operating Officer---Member
 Deputy CEO/Chief Finance Officer----------------Member
 Human Resource Manager/Director-----Member & Secretary
 Before final selection references might be checked for further investigation depending
on the position and condition of the candidate.
 Recommendations of the Recruitment Committee are forwarded for approval to the
authority to whom the Committee's Chairperson is reporting but the final approval
body is the Company CEO.
 In certain cases, a written or practical test may be used as part of the screening
process prior to the final interview for positions like Secretary, Driver/motorist, IT
Staff, and others.
 Where this is the case, the test shall be prepared in coordination with the requesting
department and conducted on the same day. The requesting Department Director or
his/her delegate shall grade the test paper; rank the papers according to their scores,
and Human Resources Department should shortlist high scorers for final selection
interview.
 Three or not more than ten candidates shall be called for an interview for any one
position (depending on the position).
 In the case of Interview, the chairperson along with the members shall jointly prepare
and administer structured questions. While doing so, the team shall maintain
confidentiality.
 For written tests the answer sheets shall be coded to ensure objectivity. The coding
shall be made by Human Resources Department.
 The Recruitment committee shall decide the passing grade of the written test and
interview. Only top-ranking candidates, who also satisfy other suitable factors, shall
appear for further interview.
 The committee may, however, work out its own methodologies which shall basically
consider the mix of the selection criteria developed to select the best among the
applicants.
 The interviewers and the interviewees will be informed of the date and time of
interview forty-eight (48) hours before the appointed time.
 All interviewers shall use interview-rating scale for evaluation, which afterwards, will
be summarized and averaged out to determine the suitable candidate.
 The overall passing grade shall be decided by the panel of interviewers, in no event,
however, shall the passing grade be less than 50%. In the event when all candidates
score less than 50%, the vacancy shall be re-advertised.

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  Where authenticity of the applicant's document is doubtful or forgery is evident, such
applicant shall be disqualified, and if placement has already been effected his
employment contract shall be terminated immediately when the forgery is discovered.
f. Letter of Employment
 After fulfilling the formalities of employment, DF HR Department shall issue a letter
of job offer to the selected candidate to notifying him/her of his/her initial
employment for a probation period. The letter of employment shall specify the name,
position, job grade, duties and responsibilities of the employee, the place of work,
date of employment, salary and any other additional remuneration, if any.
 The job description, code of business conduct, dressing code, and any other relevant
documents shall be attached to the letter of employment.
g. Orientation/Induction
i. The general orientation shall be conducted by the HR Department about the company and shall
include the following points:
 History of DF
 Organizational structure
 Corporate mission and its relation to the departmental goals,
 Organizational culture of DF
 Rules of Business Conduct and Ethics
 General Operating Principles
 Reciprocal Rights and Obligations of Parties
 Rights and Obligations of the Employees
 Dressing Code
 Confidentiality of Information
 Conflict of Interest
 Co-operation and Teamwork
 Telephone and Computer Use Ethics
 Working hours
 Leave
 Benefits and other relevant information as may be deemed appropriate etc.
ii. The immediate supervisor of the employee shall conduct subsequent orientation and induction
on the following points:
 Conduct tour of department and other operational areas and facilities;
 Introduce of Department staff;
 Orient and visit the working area;
 Operational Policies and Procedures of the department;
 Introducing Key performance Indicators or result area of the employee`s position.
h. Probation Period
 The prevailing Labour Law shall govern the probation period for a new employee.

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  Employees on probation shall be appraised by their supervisors during the probation
period and the results of the appraisal shall be submitted to the Department not later than
five days before the completion of the probation period.
 Based on the evaluation report, the Department shall either confirm or terminate the
employment.
 An employee who has successfully completed his/her probationary period shall be given
a letter of confirmation of his/her employment for an indefinite period or long-term
employment Contract.
 The employee who is undergoing probation is not entitled to the benefits, accorded to
those employees who are on an indefinite period contract. And when he/she has
successfully completed the probationary period and received a permanent employment
letter he/she will enjoy all the benefits provided to all other employees under an indefinite
term of contract in DF.
 A rehired employee shall not be placed on probation period if he/she is to be assigned to
work in any position.
i. Employment for a definite period

I. Employment, for a definite period may be concluded under the following conditions:

a) To perform a specified piece of work;

b) To replace an employee who is temporarily absent due to leave or sickness or other
causes;
c) In the event of an abnormal work pressure;
d) Any other reasons necessitated by the nature of the work.

II. Employment for a definite period shall be effected according to selection and recruitment
procedures and criteria applied for regular employment.

III. Employees recruited for a definite period will not be entitled to the standard benefits DF
provides for employees recruited for indefinite period except stated by the labor Law.
j. Reemployment/Rehiring of former Employee
 An employee who resigns satisfying all termination requirements could be eligible for rehire.

 An employee will be considered for rehire only if his/her performance during his/her
employment with DF found more than satisfactory.

 Not with standing, 3.9.2 an employee who had been terminated for breach of discipline (bad
cause) shall be denied the opportunity of re-employment.
k. Reinstatement of Employee
 Reinstatement or reemployment is not a right but a privilege extended to employees out of
DF’s goodwill

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  Where an employee is detained for not more than 180 consecutive days because of the reasons
indicated in Article 27(J) of the labour law No 1156/2019, DF may, without obligation,
reinstate the employee subject to availability of a suitable vacancy.
 Obligation to reinstate the employee is subject to availability of a suitable vacancy.
 In case of a management employee, whether or not the employee is to be reinstated shall be
decided by the CEO or Deputy CEO/Chief Operating Officer.
l. Human Resources Records
 DF shall keep a personal file for all employees. The personal files of all staff will be kept
under HR Department.
 The personal file contains:
A. The announcement for vacancy
B. The employment application form & photo
C. Testimonials of educational qualification and work experience
D. Minutes of employment committee proceedings
E. Medical fitness for employment
F. Finger print for custodianship responsibility (as applicable)
G. Guarantor Letter
H. Letter of employment
I. Job description read and signed by employee
J. Probationary period rating report
K. Correspondence, notices, notifications etc.
L. Job performance appraisal
M. Letters of disciplinary measures including verbal warning & coaching
N. On the job training certificates
O. Record of all leaves utilized by the employee and all relevant letters and
documents copied to an employee's personal file,
 Access to employees' personal files shall only be allowed for administrative and judicial
purpose.
 The employee can have access to his/her personal file in the presence of the Human Resource
Officer or his designee.
 Upon separation of the employee for good, his/her personal file will be transferred to dead
filing.
 Retention period of dead personal files shall not be less than five years after separation of the
employee.
 The HR Department shall be responsible for maintaining a pre-numbered human resource
record for each employee.
 No one other than the authorized staff member, court order or by law provision shall have
access to personnel records. It is prohibited to disclose personnel records to third parties
without the consent of the concerned staff member.

m. Job Description
 All employees of the DF will be given job Description.
 Supervisors have responsibility to insure whether the job description include all the list of
activities to be handled by the employee.

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  Supervisor has to make sure that employees have the understanding of his/her role in the team.
 Job description should always be reviewed and updated in line with the DF business
strategy.
II. HUMAN RESOURCE DEVELOPMENT

Policy
 It is DF’s policy to train and develop its human resources in order to keep abreast with the
changing technological and working methodologies and to maintain its competitiveness
position through sustainable performance that must be up to the satisfaction of its members.
 Training needs may be identified from performance evaluation of employees or, introduction
of new technologies, gap analysis, the demand for new methods of work, or for upgrading the
knowledge and skills of promoted staff.
 Training shall be identified by immediate supervisors through performance appraisal and
passed to the HR Department for subsequent action.
 Training needs may also be initiated by employees who request permission to attend a training
program, subject to approval.
 All Employees initiated training requests shall be considered only if the field of training is
relevant to the needs of DF in the immediate and foreseeable future.
 All training programs must be filled on the "Training Request" form, and shall be pre-
approved by the Deputy CEO/Chief Operating Officer Officer, and on account of urgency the
Human Resources Director will decide.
 The decision of the Deputy CEO/Chief Operating Officer Officer on either approving or
disapproving the application is final.
 Employees enrolled on approved training courses shall continue to receive their full salary and
related employment benefits, for the duration of the course as well.
 Employees, who are on authorized relevant training program, shall receive payment of their
salary and related benefits for a period not exceeding two months unless otherwise extended
for justifiable reasons by the Deputy CEO/Chief Operating Officer Officer.
 For all approved training program, all travel expenses and allowances shall be in accordance
with the DF's Business Travel Policy. All costs associated with the approved training program,
shall be charged to the applicants’ departmental budget and/or the overall training budget.
 All employees who are trained abroad or locally in Ethiopia have to submit a briefing and/or
report on the training upon their returning and are required to train fellow employees.
 DF policy requires an employee sent abroad for training at DF’s expense to serve DF for at
least double of the training time after back home. In case of failures, he/she shall be denied
separation benefits equal to the expense incurred for his/her training. The deduction will be
made in proportion with the unserved period.
III. Reciprocal Rights and Obligations of Parties
i. Rights of DF:
 Plan, direct, control issue and amend or delete policies and procedures within its legal scope.
 Hire, suspend, fire, promote, demote, transfer, and recommend, fine or reprimand employees
according to legal procedures,
 Reduce the workforce for justifiable causes,
 Create job grades and write job descriptions for approved positions,

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  Develop and change organization structures, determine salary scales and allowances.
 Take appropriate managerial and administrative measures when rules & regulations are
violated.
 Ask any employee resigning from DF to fill an exit Interview form.
ii. Obligations of DF:
 Provide job to an employed person,
 Provide appropriate materials, tools and facilities for an employee to perform his/her duties,
 Pay the employees’ salaries and other benefits as prescribed in this manual,
 Respect the employee’s human dignity,
 Take necessary occupational safety standards and directives given by the appropriate
authorities in respect of these measures,
 Defray the cost of medical examination, whenever, such an action is required by law or
instructed by the appropriate authority,
 Keep a register of employee’s information data on matters such as personnel action,
attendance, work performance, health conditions, and injury and any other particulars as
required by law,
 Refrain from inflicting any illegal penalty on an employee/worker,
 Provide job description for each position holder,
 Observe the provisions of the work rules, and directives issued in accordance with the
applicable laws,
 Maintain employee’s personal file, and all relevant letters and documents copied to an
employee's personal file,
 Upon termination of employment contract or at the request of the employee, provide a
certificate to the employee; such certificate may include the type of work, the length of service
in employment and salary earned.
 DF shall, to the extent possible, give its employees the necessary awareness as to what is
required of them.
iii. Rights of the Employees:
 Enjoy all benefits that are given by DF to other employees unless otherwise a clear provision
is stipulated.
 Compete, or apply for transfer, promotion, or change of work or work place, subject to the
contract of employment with DF.
 Exercise his/her legal rights to see to it that his/her interest, rights and dignity are respected;
 Reject directives, orders or assignments that are manifestly detrimental to one’s life, body and
the life and body of others,
 Know what is expected from them.
 Receive a performance review annually from his supervisor.
iv. Obligations of the Employees shall be:
 Perform in person the work specified in the contract of employment and devote full time,
energy and abilities to the performance of the duties for which one is employed.
 Abide by and observe the rules and regulations as detailed in this manual, the applicable laws,
his/her job description, work rules and directives issued by DF.

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  Promote the organization’s interest and safeguard it within the limits of one’s ability and
knowledge,
 Follow instructions, verbal or written that are issued by DF or its delegated officials.
 Abide by the law in observing this policy or other policies that may be issued by DF from time
to time.
 Handle with care all DF’s properties and the properties of others entrusted to him/her.
 Refrain from reporting to work under the influence of alcohol or drug.
 Refrain from actions or performing anything that endangers one’s co-workers and/or own life,
body, or the property, or the good will of DF.
 Give proper assistance when an accident occurs or imminent danger threatens life or property
without endangering the employee’s safety and health.
 Refrain from removing property such as documents, software, equipment, tools, instruments,
vehicles and supplies from DF’s premises without prior written permission of an authorized
management staff of DF,
 Refrain from being absent from work without permission. When unable to come to duty
because of a force beyond control, one should report to the immediate supervisor on the
telephone and account the cause of absence in writing upon return,
 Respect the work hours of DF.
 Accept transfer from one position to another provided that one’s rights are not infringed,
 When employment is terminated, return all materials, documents and equipment checked out
from DF.
 Conduct oneself in a manner that should give respect and enhance the image and prestige of
DF and maintain the highest degree of integrity,
 Observe provisions of rules and directives clearly understand the services and products of DF
from time to time.
 Employees shall give genuine information for exit interview.
 Employees shall maintain presentable appearance while on duty.
 Meet acceptable performance standards in discharging the assigned duties and responsibilities;
 Observe a reasonable personal hygiene and attire during office hours;
 Create and maintain harmonious, cooperative and positive working relationships with
colleagues, supervisors and subordinates.
v. Conflict of Interest
 No staff should influence any approval or decision-making process of loans and advances or
purchase of goods and services under the connection to a person or a company owned by
his/her spouse or has a relation in the first degree of consanguinity or affinity. In such incident
the question should declare the said relations.
 No staff shall disclose to a third party, client`s information, without proper authorization.
 No staff member shall use confidential information for personal gain.
 Employees shall not indulge in activities or get employed in similar business undertakings that
will affect the competitiveness and image of DF.
 It is strictly prohibited for an employee to carry out personal business during working hours
while he/she is on duty.

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  Business gift or gratitude or hospitality, other than items of very small intrinsic value such as
diaries/calendars/ small promotional items should not be accepted.
 Employees shall not engage in any outside business or activity for additional income or
otherwise where such business or activity is believed to be in conflict with DF’s interest in any
way.
 Employees elected for appointment in a public office shall be obliged to resign from DF if
such appointment is believed to be detrimental to their regular duties.

IV. Safety and Security

 DF’s Employees shall be kept safe from any accident and all staff of DF has responsibility in
this regard.
 DF’s property shall be kept safe from any accident and all staff of DF has responsibility in this
regard.
 Every staff shall give all proper aid when an accident occurs or an immediate danger threatens
life or property in the place of work.
 Every staff shall inform immediately to DF any act which endangers himself/herself or his/her
fellow workers or which prejudice the interests of DF.
 Customers/visitors shall enter or leave DF`s offices during normal working time through the
main entrance only.
 A Security Guard is always should on duty at the entrance and is responsible to search each
employee, customer or visitor to ensure that DF’s security is well maintained and the
properties of DF are not taken out without permissions, any staff shall co-operate in this
regard.
 Security services shall maintain entrance register to “sign in” and “sign out” all staff members,
who will be on duty at the time of non-operating hours, every staff shall co-operate in this
regard.
 No staff member is allowed to have weapon of any type on DF’s premises or compound,
except guards only the weapon provided by DF and at security post only.
 Staffs who know that they have an infectious/contagious disease should not engage in any
activity that could cause risk of transmission to others.
 With the exception of HIV/AIDS DF reserves the right to require an employee to undergo a
medical examination, wherever, there is a question of the fitness of the staff to work or there is
a reason to suspect that staff’s health condition may cause a safety or health hazard to other
employees or customers.
 There is no discrimination among employees based on their sex, religion etc...

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Reference
 Human Resources Management Manual of Deborah Foundation, May, 2021 Addis Ababa,
Ethiopia

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