JOB RESPONSIBILITIES OF HR & COMPLIANCE DEPARTMENT.

1.1. Job Responsibilities of Compliance Department:

 Developing, implementing and managing an organization’s compliance

standard.
 Preparing and presenting clear and concise compliance reports to the Board.
 Interacting with regulators on compliance issues.
 Coordinating efforts related to audits, reviews, and examinations.
 Program Prepare and keep the documentation related to audit and
compliance.
 Assist in developing, implementing, maintaining and reviewing of
company policies, rules and regulations in compliance with all applicable
employment laws and regulations.
 To monitor the floor for checking all kinds of compliance issues.
 To motivate the employees for maintaining all kind of personal safety.
 Train up all employees on all safety awareness issue; maintain all kinds of
training records.
 To aware the employees regarding health and safety issues.
 Ensure the factories are compliance with social ethics & health and safety
requirements, etc.
 To find out the non-compliance issues by the daily monitoring & internal
audit in the factory. Conduct internal audit in the light of Labor Law,
Factory Rules buyers COC & other national & international legal
instruments.
 Monitor compliance certification BSCI, ICS, SEDEX, NEXT, INDITEX,
PRIMEMARK, ACCORD & Alliance etc. and handle their different audits
with requirements.
 Maintain and implement Accord/Alliance (fire, electrical & structural)
standard for creating a safe working place.
 Communicate, maintain, handle and implement all social audits whether
buyer & certification/membership audit as, ICS, SEDEX, NEXT,
INDITEX, PRIMEMARK, ACCORD etc.
 Maintain every compliance mechanism/tools internally; through weekly,
monthly and yearly comparative statistical report & tools.
 Give Suggestions to the management regarding several important
pronouncement and decisions of Law & other COC.
 Conduct in house training for all employees on OH&S, EMS, Fire Safety,
Grievance etc. as advised by factory management,
 To adopt, maintain and implement environmental, chemical standard as,
Higg Index for the sake of the organization in a sustainable manner etc.
 Conduct internal H&S and Environmental assessments in a regular interval.
 Review and update all legal documents/certificate/license time to time by
communicating with the specific authorities.
 Checking routine wise checklist and make report
 Update to management all compliance reports in regular interval etc.
1.2 Job Responsibilities of HR Department:

 Coordinate interview process.

 Conducting appointment, termination (closing) and in-service procedures.
 New employee orientation.
 Compiling, sorting and generating periodic reports.
 Scheduling and coordination training and orientation sessions.
 Attendance and absent status management.
 Maintain and Update Employee Personal Files.
 Assist to coordinate Recruitment & Selection.
 Manpower Planning.
 Management & data entries into HRMS.
 Handle Employee Resignation, Exit Interview, Clearance, Closing
Activation and Final Settlement as required.
 Handle disciplinary matters, legal affairs & industrial relations related issues
for all the factories. Authorized to sign all kinds of letters related with
administrative activities & disciplinary procedures.
 Maintain employee’s (Factory) PF investment.
 Performance Appraisal.
 Confirmation, Promotion, Increment and associate matters.
 Employee counseling.
 Arrange all the event management issues for the office in different occasion
such as Best Employee, Birthday and Farewell Program.
AREAS OF GARMENTS COMPLIANCE AUDIT.

1.1 Licenses, Permits and facility information.

1.2 Child and under-aged worker.
1.3 Forced labor and discrimination.
1.4 Freedom of association and collective bargaining.
1.5 Right of worker.
1.6 Disciplinary practice.
1.7 Working hours.
1.8 Wages, benefits and compensation.
1.9 Workplace safety.
1.10 Occupational health and welfare.
1.11 Environment management.
1.12 Management practice and supplier control.
1.13 Training records.
1.14 Company policies.
 Licenses, Permits and Facility Information

1. Factory profile
2. Architectural & Structural Drawing Approval
3. Soil Test Report Approval
4. Trade license
5. Factory license
6. Fire license
7. Boiler license
8. Generator permission
9. Electrical permission/ Sub-station permission
10. TIN certificate
11. Export registration certificate and Import registration certificate
12. Export promotion bureau certificate
13. Bond license
14. Rent agreement

Child and under-aged worker

1. Child labor remediation process

2. Recruitment policy
3. Personal file
4. Agreement with the service provider/sub-contract

Forced labor and Discrimination

1. Any harassment or discrimination issues

2. Policy on a prohibition of forced labor
3. Awareness/Training register
4. Job responsibility of security guard
 Freedom of Association and Collective Bargaining

1. Policy on freedom association

2. Awareness/Training register
3. Formation procedure of worker association/trade union
4. Meeting minutes of worker participatory committee
5. Register for complain /Suggestion
6. Grievance handling procedure

Right of Worker

1. Personal file of worker

2. Service book
3. Employee ID card

Disciplinary Practice

1. Policy on disciplinary practice or rules

2. Leave Record
3. Orientation training on factory code of conduct & legal requirement
4. All kind of policy
5. Disciplinary action log & record
6. Awareness/training register
7. Final settlement
8. Others legal facilities
 Working Hours

1. Working hour Approval

2. Working hour record for all section
3. Overtime hour record
4. Attendance Register
5. Declared holiday list
6. Manpower list

Wages, Benefits & Compensation

1. Wages/payroll sheet (last 1 year)

2. Overtime wages sheet (last six months)
3. Pay slips (last 1 year)
4. Wages Increment record
5. Maternity Benefit register & Record
6. Group Insurance with manpower update list
7. Policy on wages, overtime, payment date, calculation method, leaves &
holidays etc.

Workplace Safety

1. Sub-soil/Geological investigation report

2. Building structural plan/approval
3. 3rd party assessment report
4. Firefighting training record
5. Fire drill record
6. Firefighting team
7. Firefighting equipment list
8. Fire safety plan
9. Personal file of Fire Officer
10. Electrical & Mechanical Equipment periodical checklist
11. Competency certificate of Electrician
12. Competency certificate of Boiler Operator
13. Chemical Handling Training
14. Health checkup record
15. Chemical list
16. Safely machine operating training register
17. Needle stock register, Broken & Missing Register
18. Sharp tool policy
19. Emergency evacuation diagrams
20. Emergency exit doors
21. Building structure safety
22. PPE (personal protective equipment) use
23. Aisle or Stairway

Occupational Health & Welfare

1. Personal file of Welfare officer

2. Drinking water test report
3. First aid training & List of the first aider
4. Medical agreement
5. Competency certificate of Doctor
6. Competency certificate of Nurse
7. Personal file of care governance
8. Childcare register
9. Canteen committee
 Environment Management

1. Environmental risk assessment as per section

2. Emergency procedure to reduce risk
3. Environmental clearance certificate
4. Waste disposal agreement /procedure
5. Wastewater test report in-house and outside
6. Energy survey/ Assessment record

Management Practice & Sub-contractor /Supplier Control

1. Awareness training record for new & old workers

2. Mid Management training record
3. Internal Audit record
4. Policy on Sub-contract control
5. Sub-contract control procedure & record

Training Records

1. Emergency evacuation & fire drill record

2. List of firefighters trained by fire service/BGMEA
3. Disciplinary Rules communication
4. First Aid training record
5. Chemical Training record
6. Machinery safety training record
7. Health and safety training record
8. Training on KIABI compliance
 Company Policies

1. Child Labor Policy

2. Child labor Remediation Policy
3. Disciplinary Rules/Policy
4. CSR Policy
5. Anti-Corruption/Bribery policy
6. Sub-contractor/Supplier Monitoring
7. Grievance Procedure
8. Environmental Policy
9. Energy efficiency plan
10. Environment emergency procedure
11. Deduction for late/after lunch assentation