Human Resource Policies

Equal Employment Opportunity

Association HERA XXI provides equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis prohibited by law, including race, color, sex, age, religion, national origin, disability, marital status or health status.  It is our intent and desire that equal employment opportunities will be provided in employment, recruitment, selection, compensation, benefits, promotion, demotion, layoff, termination and all other terms and conditions of employment.

Employees are directed to bring any violation of this policy to the immediate attention of their supervisor.  Any employee who violates this policy or knowingly retaliates against an employee reporting or complaining of a violation of this policy shall be subject to immediate disciplinary action, up to and including discharge.

2. Employment Policy

Procedures for recruiting and dismissing staff

 

WRITE A PERSON SPECIFICATION

  • Necessary characteristics for the job: skills, experience and qualifications defined. These attributes are split to see as essential, and those that is seen as desirable to the post.

SENDING OUT APPLICATION PACKS

  • A copy of the job description, person specification sent out by emails to various organizations and put on jobs search sites.

SUPPORTIVE DOCUMENTS

  • All candidates who respond by mail, phone is asked to send documents confirming skills, experience and qualifications, like CV and cover letter.

REFERENCES

  • The references from candidates requested. References are prior to interviews.

INTERVIEWING

  • Interview in formal style is taken by ED.

DECISION MADE

  • The successful candidate is outlined by ED and contracted for one month period, the main terms and conditions are set and a starting date agreed with the bases of prolonging contract in case of positive outlet. Unsuccessful candidates notified by email, phone, feedback for these candidates provide and their questions answered truthfully and accurately.

CLEARNESS AND FAIRNESS OF PROCEDURE

The clearness and fairness of procedure is considered by the board members being the watchdog of the process by assessing it.

DISSMISAL

In case non compliant of the job assigned, violating to working policies and contracts taken employ is dismissed by ED.

Employment on an At-Will Basis

All employees of the association, regardless of their classification or position, are employed on an at-will basis.  This means that each employee’s employment is terminable at the will of the employee but bases on the agreement. Nothing contained in the policies, procedures, handbooks, manuals, job descriptions, application for employment, or any other document of the company shall in any way create an express or implied contract of employment or an employment relationship on other than an at-will basis.

Workday Hours and Scheduling

The regularly scheduled workday for our business office is: Monday through Friday, 10:00 a.m. 6:00 p.m.  In case of unplanned conditions, such as bad weather, bad health etc that may force a schedule change at the last minute, you should contact your supervisor or call the office directly.

Holidays

The association observes the holidays according to the national holidays of Georgian Republic.

The vocation of staff is regulated according to the Georgian Labor Code.

Employment Classifications

For the sole purpose of determining the allowance of certain employee benefits, employees are classified as:

  1. Regular Full-Time Employees – An employee who has satisfactorily completed the introductory period and is scheduled to work an average of forty (40) hours per week on a regular and continuous basis.
  2. Regular Part-Time Employees – An employee who has satisfactorily completed the introductory period and is usually scheduled to work less than an average of forty (40) hours per week but not less than ten (10) hours per week on a regular and continuous basis.
  3. Temporary Employees – An employee whose services are anticipated to be of limited duration falls into this classification. Temporary employees are not eligible for participation in those employee benefits programs made available for the association Regular Full-Time and Regular Part-Time Employees.

 

Performance Evaluations-Employees may have their job performance reviewed on an annual basis by either their supervisor or  by ED or the president of the association.

3.Standards and Expectations for the Workplace

Safety

The association believes in maintaining safe and healthy working conditions for our employees. However, to achieve our goal of providing a safe workplace, each employee must be safety conscious. We have established policies that allow us to provide safe and healthy working conditions. We expect each employee to follow these policies, to act safely, and to report unsafe conditions to his or her supervisor in a timely manner.

Reporting Unsafe Conditions or Practices

Employees are expected to continually be on the lookout for unsafe working conditions or practices. If you observe an unsafe condition, you should warn others, if possible, and report that condition to your supervisor immediately. If you have a question regarding the safety of your workplace and practices, ask your supervisor for clarification.

If you observe a coworker using an unsafe practice, you are expected to mention this to the coworker and to your supervisor. Likewise, if a coworker brings to your attention an unsafe practice you may be using, please thank the coworker and make any necessary adjustments to what you are doing. Safety at work is a team effort.

Violence and Weapons

The association believes in maintaining a safe and healthy workplace, in part by promoting open, friendly, and supportive working relationships among all employees. Violence or threats of violence have no place in our business. Violence is not an effective solution to any problem. Employees are strictly prohibited from bringing any weapons, including knives, pistols, rifles, stun guns etc., to the worksite or office. Neither threats of violence nor fighting will be tolerated.  Furthermore, if you have a problem that is creating stress or otherwise making you agitated, you are encouraged to discuss it with your supervisor.

You are expected to immediately report to your supervisor or ED of the organization any violation of this policy. Any employee found threatening another employee, fighting, and/or carrying weapons to the worksite will be subject to disciplinary action, up to and including termination.

 

Violation of this policy will result in disciplinary action, up to and including termination.

4.Conflicts of Interest

You should avoid external business, financial, or employment interests that conflict with the company’s interests or with your ability to perform your job duties.  This applies to your possible relationships with any other employer, consultant, or etc.

Violations of this rule may lead to disciplinary action, up to and including termination.

Code of Ethical Conduct

In order to avoid any appearance of a conflict of interest, employees are expected to abide by the following code of ethical conduct. Please consult your supervisor or an official of the association if you have any questions.

Employees of the association should not solicit anything of value from any person or organization with whom the association has a current or potential partnership.

Employees of the association should not accept any item of value from any party in exchange for or in connection with job.

Employees may not accept any items of incidental value from others as long as the gift is not given in response to solicitation on your part and as long as it implies no exchange for job purposes. Items may include gifts, gratuities, food, drink and entertainment.

If you are faced with and are unsure how to handle a situation that you believe has the potential to violate this code of ethical conduct, notify your supervisor or the association ED / president.

Violations of this code may lead to disciplinary action, up to and including termination.

Confidential and Proprietary Information

The association considers its confidential and proprietary information, including the confidential and proprietary information of our members, staff, to be one of its most valuable assets.  As a result, employees must carefully protect and must not disclose to any third party all confidential and proprietary information belonging to the Association.

 

5.Rules of Conduct and Progressive Disciplinary Procedure

There are reasonable rules of conduct which must be followed in any organization to help a group of people work together effectively.  The association expects each employee to present himself or herself in a professional appearance and manner.  If an employee is not considerate of others and does not observe reasonable work rules, disciplinary action will be taken.

Depending on the severity or frequency of the disciplinary problems, a verbal or written reprimand, suspension disciplinary probation, or discharge may be necessary.  It is within the association’s sole discretion to select the appropriate disciplinary action to be taken.  Notwithstanding the availability of the various disciplinary options, the association reserves the right to discharge an employee at its discretion, with or without notice.

6.STAFF BENEFITS

In case of environmental opportunities, based on the performance, the supervisor makes the decision to increase the salaries.

Based on the performance the supervisor makes the decision to give appropriate recommendation and present the staff on the regional and international events and trainings.

 

7.PERFORMANCE APPRAISAL

Performance evaluation should be a continuing process throughout the year, with a formal performance evaluation form conducted annually.  The intent is to communicate expectations, provide constructive feedback, document accomplishments, compare current performance against expectations and jointly formulate performance development plans. The basis for the evaluation is ongoing performance, not an isolated event. Avoid allowing a strong factor of the employee’s performance to influence another factor that needs improvements, or one that is weak to influence another that is outstanding. Do not let personal feelings influence the evaluation. Constructive comments are key elements of appraisal. Positives are as deserving of note as negatives. Feedback should be descriptive and informative, not judgmental. Information contained in a performance evaluation is personal and must be treated with great sensitivity.

8.Harassment Policy

Association HERA XXI will not tolerate harassment or intimidation of our employees on any basis prohibited by law, including race, color, sex, age, religion, national origin, handicap, disability, marital status, or health status.  Moreover, any suggestions made to any employee that sexual favors will affect any term or condition of employment with the association will not be tolerated.  It is the policy of the association that any harassment, including acts creating a hostile work environment or any other discriminatory acts directed against our employees, will result in discipline, up to and including discharge.  The association also will not tolerate any such harassment of our employees by our clients or vice versa.

For purposes of this policy, sexual harassment is defined as any type of sexually-oriented conduct, whether intentional or not, that is unwelcome and has the purpose or effect of creating a work environment that is hostile, offensive or coercive.  The following are examples of conduct that, depending upon the circumstances, may constitute sexual harassment:

  • Unwelcome sexual jokes, language, epithets, advances or propositions;
  • Written or oral abuse of a sexual nature, sexually degrading or vulgar words to describe an individual;
  • The display of sexually suggestive objects, pictures, posters or cartoons;
  • Unwelcome comments about an individual’s body;
  • Asking questions about sexual conduct;
  • Unwelcome touching, leering, whistling, brushing against the body, or suggestive, insulting or obscene comments or gestures;
  • Demanding sexual favors in exchange for favorable reviews, assignments, promotions, or continued employment, or promises of the same.

Employees must bring any violation of this policy to the immediate attention of their supervisor/ ED of the Organization.  The association will thoroughly investigate all such claims with due regard for the privacy of the individuals involved.  Any employee who knowingly retaliates against an employee who has reported workplace harassment or discrimination shall be subject to immediate disciplinary action, up to and including discharge.

9.PROBATION AND CONFIRMATION

All new recruits / employees will be on probation for a period (the length of the period is depend on position) until they’ll be confirmed to start a work finally.

  • Probation is a period of joint learning for the new employee and the organization; Ideas, suggestions and observations are to be mutually exchanged during this period.
  • Association “HERA-XXI” Staff, peers and others need to be sensitive and supportive to the new member of the team. Induction shall be organized for the new recruits to get them accustomed to the organization culture, its employees and get familiarized with the systems and processes followed in day – day working.
  • The probationer must be constantly encouraged to learn and the immediate superior must keep in regular touch with him / her.
  • Employees on probation will be bound by the same set of rules, regulations and norms in matters of conduct as standards and responsibilities as confirmed employees. However, probationers shall be regularly monitored by seniors to ensure they get into the organization’s culture.
  • The Exhaustive Director of the Association “HERA-XXI” will assess probationers at the end of the probation period and will confirm to continuous work as a recruited staff.
  • It is important that the employee should be informed about the areas of weaknesses that need to improve upon, while extending the period of probation.

10.Training and Development Policy

The Association “HERA-XXI”’s success will depend on the professionalism, skill and commitment of all its employee’s.

The Association aims to ensure that.

  • There is always an active training plan in place;
  • Employees fully understand their job function and expected performance standards through having accurate job descriptions and an annual appraisal review.
  • Each employee has the opportunity to learn and become more experienced in his primary job function.
  • Each employee has the opportunity to learn and become experienced in secondary skills.
  • Each employee is enabled and actively encouraged to develop his/her personal potential.
  • The Association gives a chance to employers equally to participate in the training as on national/as an international level;

Adopted on  08.06.2007

Reviewed 16.09.2011