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HR Policies and Procedures

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BYBI QB_SP_HR_001
Human Resources Policies & Procedures

B

01 Jun 11

Rev

Date

Sunil Karkera
Prepared By

Thierry Figeureo
Reviewed By

Gilles Rolland
Approved By

DISCLOSURE AGREEMENT: No part of this document may be reproduced in any form, without the written authorization of BYBI QB.
All inquiries regarding this procedure shall be directed to the QHSE Manager who is responsible for its control.

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REVISION STATUS
REV
A
B

DESCRIPTION OF CHANGES
First issue
Disciplinary Policy

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PAGE/SECTION
All
64 - 78

Page 2 of 78

DATE
December 2009
01 Jun 11

01.Jun.11

CONTENTS

Pages

1

ABOUT THE COMPANY
1.1
BOUYGUES

5-6

2

MANPOWER
2.1
Manpower Establishment
2.2
Recruitment

7 - 17

3

WORK ASSIGNMENT & PRACTICES
3.1
Working Hours
3.2
Probation Period
3.3
Promotion
3.4
The Holy month of Ramadan
3.5
Updating of Employees Particulars
3.6
Attendance and Punctuality
3.7
Retirement Age
3.8
Resignation & Termination of Employment

18 - 35

4

REMUNERATION & PERFORMANCE REVIEW
4.1
Salary Administration
4.2
Overtime and Associated Allowances
4.3
Transport Assistance
4.4
Annual Salary Review
4.5
Annual Performance Appraisal Review

36 - 44

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CONTENTS
Pages

5

EMPLOYEE BENEFITS
5.1
Leave Benefits
5.1.1a
Annual Leave
5.1.1b
Annual Leave Entitlement
5.1.2
Medical / Sick Leave
5.1.3
Maternity Leave
5.1.4
Paternity Leave
5.1.5
Compassionate Leave
5.1.6
Emergency Leave
5.1.7
Official Public Holidays
5.2

Medical Benefits

5.3

Employee Insurance Programme
5.3.1
Workmen’s Compensation
5.3.2
Group Term Life and Personal Accident

45 - 52

6

EMPLOYEE RELATIONS

53 – 54

7

TRAINING & DEVELOPMENT
7.1
New Employee Orientation
7.2
Types of Training
7.2.1
Internal Training
7.2.2
External Seminars / Courses

55 - 63

7.3
7.4

Application for Training Course
Training Evaluation

8

DISCIPLINARY POLICY

64 - 66

9

Annex 1 – Disciplinary Policy

67 - 78

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Chapter 1

ABOUT THE COMPANY

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Chapter 1 (About the Company)

BOUYGUES
The BOUYGUES group, founded by Mr. Francis BOUYGUES in 1952, is been run by
Mr.
Martin Bouygues, Chairman and Chief Executive Officer, since 1989. BOUYGUES is listed on the
Paris Stock Exchange – prime market – and included in the CAC 40 Index. Today BOUYGUES is
a diversified industrial group with a strong corporate culture. Its business activities include:
Telecoms-Medias with Telecommunications (BOUYGUES Telecom) and Television (TF1),
Utilities (Saur) and Construction, embracing building / civil works and electrical – contracting
(BOUYGUES Construction), Roads (Colas) and Property (BOUYGUES Immobillier).
Established in 80 countries, the BOUYGUES Group has a total workforce of more than 145,000.
In 2008, its sales amounted to 35 billion euros, of which 6.1 billion euros generated outside France.
We encourage our employee to be innovative and focus on continuous improvement. We aim to
motivate our employees by improving them with growth and advancement opportunities. In
addition, BOUYGUES group is a performance based company and we look after the welfare of our
employees by providing them with attractive fringe benefits.
There is a code of ethics for employee to follow and the core values of the organization have led to
the evolution of a strong organization culture. This is what makes BOUYGUES group a different
and unique organization with a strong corporate identity.
Employees who understand and align their individual objectives with the core values of our
company can better adapt themselves and contribute to the organization.
We will assist new employees through their socialization process so that they will be well prepared
to undertake any challenge in the future.

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Chapter 2

Manpower

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Chapter 2 (Manpower)

Section 1

Manpower Establishment

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Chapter 2 (Manpower)

Section 1 (Manpower Establishment)

I – Preface
Effective Manpower forecasting and planning are fundamental requirements for the Company to
achieve maximum efficiency and productivity and proper control of its human resources. The
Company will therefore establish its Manpower requirements annually based on the number and
level of positions it requires in the Organization to meet its programmed operational needs during
the coming years. The Manpower Establishment will allow for Annual Leave, Shift Cycle and
Absenteeism thereby ensuring that work sites are properly maintained at all times.
II - Scope of the Main Elements
The specific elements of Manpower policy included in this Section are:
1
2
3
4
5

Manpower Requirement
Manpower Approval
Vacancies
Administration
Manpower Planning

III - Application
1. Manpower Requirement
The Company’s Manpower Requirement will include all fulltime permanent type
positions and the resources required to perform them in the Organization on the basis of:
1.1. Manpower Strength to determine the minimum number of employees required to perform
any particular job taking into account appropriate cover for Annual Leave/ Authorized
Absenteeism / Shift Cycle.
1.2. Job Classification / Evaluation to determine the relative importance to the Company and
responsibility of jobs.
2. Manpower Approval
Once the Company has approved its Manpower Requirement on the basis of its operational
requirements, any changes that may be required will be subject to approval by the Project
Director.
3. Vacancies
All vacancies on the Manpower Requirement will be filled subject to the Company’s
Manpower and Recruitment Policy.

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Chapter 2 (Manpower)

Section 1 (Manpower Establishment)

4. Administration
The administration of the Companies Manpower Requirement shall be the responsibility of the
Human Resources Department.
5. Manpower Planning
5.1. Transfers
5.1.1. Within a Department, the signing authority remains with the Department
Manager. The department manager notifies Human Resources who will authorize
the changes to the system and inform the employee.
5.1.2. Between Departments requires agreement of both Departments’ Managers by
raising and signing the “Request for transfer” form. The approved request shall be
forwarded to the Human Resources Department who will authorized the changes
to the system and inform the employee. (BYBI QB FO_HR_013 A)
5.1.3. All transfers occur at same salary/salary grade.
5.2. Promotions
5.2.1. Transfers may or may not be associated with promotions. Once an employee has
been transferred into a position he may be promoted once the probation has been
satisfied to the department Manager’s satisfaction.
5.2.2. The employee may be promoted to the level of the new grade of the position.
When an employee is promoted to a higher Salary Grade, the change will be
recognized in writing and his salary will be adjusted.

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Chapter 2 (Manpower)

Section 2

Recruitment

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Chapter 2 (Manpower)

Section 2 (Recruitment)

I. Preface
The Company will recruit the best qualified candidates available governed by such factors as
education, experience, skill, and any others as may be determined by Job Specifications.
II. Scope of the Main Elements
The application of the Company's Recruitment Policy is described under the following headings:
1
2
3
4
5
6

Recruitment
Vacancy Criteria
Recruitment Requirements
Employment Contracts
Contracts Provisions
Recruitment Procedure

III. Application
The Company ensures that all approved vacant posts on its Organization are filled to maintain
the effective running of its Operations. The Company will fill vacant positions by identifying
suitable candidates either internally or externally. Priority is given to the Company's existing
Manpower, particularly through Development, Promotion, or Transfer of suitably qualified
employees.
It is the responsibility of the Human Resources Department in conjunction with respective
Department to ensure that the most suitable candidate is selected to fill each vacancy. The final
selection for employment will be determined on the assessment of the candidate's ability to
perform the job for which he is identified by the Human Resources Department in conjunction
with the employing Department.
It is the responsibility of the Human Resources Department to co-ordinate and administers
recruitment actions for all Staff throughout the Company from authorization of staffing action
through induction and familiarization of new hire, promotions/ transfers / development of such
personnel to retirement or termination.
1. Recruitment
1.1. External recruitment can only take place against jobs in the approved Manpower
Requirement and provided there are no suitable candidates from within the Organization.

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Chapter 2 (Manpower)

Section 2 (Recruitment)

1.2. It is the responsibility of the Department Manager to initiate the Recruitment Request form
to fill an approved vacant post. The completed Recruitment Request Form (RRF) should
be forwarded to Human Resources Department for further processing. (BYBI QB
FO_HR_001)
1.3. The Human Resources Department in cooperation with the hiring department is
responsible for determining the availability of suitable candidates from within the
Organization. In the absence of suitable candidates internally, the Human Resources
Department will search for candidates externally.
1.4. The hiring Department must, prior to submitting the Recruitment Request Form for a
vacant post, up-date the job description with all relevant details to assist the recruitment
process.
1.5. The Human Resources Department and the Department concerned shall participate
in the selection of the most suitable candidate.

2. Vacancy Criteria
2.1. Filling Vacancies will be filled by candidates who satisfy the provisions of the laws of
Qatar and who meet the job specification for the position.
2.2. Employees are assigned to positions for which, in the opinion of the Company, they are
best qualified. An employee may be required to work on a designated position in any
assigned location within the Company's Operations.
2.3. An employee will be considered for placement on the basis of educational background,
merit, competence and length of service compared to the requirements of the vacant
position. All pertinent facts will be presented by Human Resources Department to the
Department concerned for consideration against the requirements of the vacant position to
ensure proper selection.
2.4. The Human Resources Department shall ensure that as far as possible all vacancies are
filled from within by promotion, transfer or development of employees.
2.5. The Human Resources Department will maintain centralized records of all Company
employees applying for transfers and their preferences for job opportunities.

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Chapter 2 (Manpower)

Section 2 (Recruitment)

2.6.Approvals All appointments within will be subject to the approval of the Department
Manager, Human Resources Manager, Finance and Administration Manager, and Project
Director.
3. Recruitment Requirements
3.1. Starting Salaries All newly engaged employees will be recruited at the appropriate Grade
and within the range of the Job Grade of the designated position. In special cases of merit
such as exceptional experience, qualifications, or based on the labour market situation, the
company may need to pay outside the salary range of the Job Grade. Such cases require
approval from the Manager Human Resources' in consultation with the Finance Manager /
Project Director concerned.
3.2. Documentation - Non Nationals Each prospective employee who is not a citizen of Qatar
must produce a valid passport and other relevant documentation required for working in
Qatar. The Human Resources Department will process applications for work permits of
those prospective employees who would require permits under the laws of the State of
Qatar.
3.3. Qualifications, Previous Service and Personal Status All candidates for employment
are required to complete the Company's Application for Employment Form (BYBI QB
FO_HR_003 A) and to produce certificates of qualifications. The Human Resources
Department will verify reference and details of previous employment if required. The
Human Resources Department is also responsible for checking the validity and accuracy
of educational certificates and other pertinent documentation relevant to the vacant
position.
3.4. Medical Examination Candidates recruited from outside Qatar will be required to
undergo a medical examination by an appropriate Physician and the examination findings
will be submitted to the Company.
3.5. Employment of Close Relatives The employment of close relatives within the same
department will not normally be allowed. Any exceptions are subject to the approval of the
Human Resources Manager for all staff. Relatives are defined for the purposes of
recruitment as brother, sister, father, mother, son, daughter, husband or wife (including InLaws).
4. Employment Contracts
Conditions of Employment shall be in accordance with the Company's Policies

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Chapter 2 (Manpower)

Section 2 (Recruitment)

Candidates selected for employment by the Company will be notified of the applicable
conditions of employment at the time the offer is made.
Upon recruitment, the new employee will sign a contract of employment prepared by the
Human Resources Department stating his position, basic remuneration and appropriate
service conditions.
All employees are recruited under a contract of employment, which shall constitute the
essential terms and conditions and shall be signed in Qatar or in the Country of Origin
upon the employee's taking up employment.
The Human Resources Department will define and decide on the employment contract to be
used for the employee.
4.1. General Provisions The Manager Finance and Administration will sign all Contracts. A
copy signed by the employee will be retained in his personal file.
5. Contracts Provisions
5.1. Base Country The Base Country and nearest airport for each employee shall be
established and entered on the Contract of Employment at the time of recruitment.
However, the Company may accept at its sole discretion to change the base country airport
in the employee’s record.
5.2. Effective Date of Employment the effective date of employment shall be as follows:
5.2.1. Those Recruited Locally Qatar the date the employee commences his work.
5.2.2. Those Recruited from outside Qatar the date the employee leaves his base country
on his way to Qatar by the most direct route.
6. Recruitment Procedure The Human Resources Department shall be responsible for all

formalities to ensure the appointment of candidates for employment as follows:
6.1. Recruitment from Qatar Human Resources Department may liaise with the appropriate
Recruiting Agencies over Staff Level vacant posts to determine if they are able to
nominate suitable candidates for the Company's screening and selection. At the same time
arrangements will be made for advertisements in the local press depending on requirement.
Candidates may not be recruited until the Human Resources Department has covered the
following points satisfactorily.

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Chapter 2 (Manpower)

Section 2 (Recruitment)

6.1.1. An application form should be completed on the standard Company form
supported by copies of appropriate credentials.
6.1.2. Human Resources Department will evaluate current employer of the candidate
to avoid conflict of interest situations.
6.1.3. A "No Objection Certificate" or letter should be produced by the candidate from
his present or previous employer in Qatar and/ or sponsor, plus appropriate
documents in case of transfer of visa.
6.2. Recruitment from outside Qatar In case the Human Resources Department was unable
to identify candidates from inside Qatar, they would be responsible to identify candidates
from outside Qatar. The Human Resources Department shall be responsible for
identifying candidates through external Agency databank or advertisement.
6.2.1. The Human Resources Department shall be responsible for screening all
applications and in conjunction with the appropriate Department Managers to prepare a
short list of candidates for interview.
6.2.2. It may be necessary to bring prospective candidates to Qatar for interview or send
representatives from both Human Resources and concerned Departments to interview
candidates outside Qatar. This decision will be determined by the cost effectiveness of
the numbers of vacancies to be filled, number of candidates to be interviewed, and place
of domicile of applicants. Recruitment Agencies may coordinate the interview process,
trade, and/or medical tests to be conducted in the base countries, or they may be
conducted in Qatar.
6.2.3. The Company will reimburse or bear all the candidates essential expenses incurred
for coming for interview in Qatar.
6.2.4. The final selection of any candidate will be determined on the assessment of his
ability to perform the job for which he is interviewed by the Human Resources
Department and the concerned Department Manager.
6.2.5. In order to retain the services of a prospective employee, a representative of the
Human Resources Department may be empowered to sign a Letter of Intent subject to
appropriate formalities being completed.

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Chapter 2 (Manpower)

Section 2 (Recruitment)

6.2.6. When all interviews are successfully completed and selected candidates are
approved; they will be made an initial "Offer of Employment Letter" and given a
specimen Employment Contract.
6.2.7. Thereafter the candidate/Recruitment Agent should forward to the Company
passport copies, Original degree Certificates attested by Qatar Embassy from the base
country (if required), Photographs and other documentations necessary to complete the
recruitment process. The Recruitment Agency or the Human Resources Department should
verify reference and details of previous employment and the validity and accuracy of
educational certificates and other pertinent documentation.
6.2.8. The Candidate / Recruiting Agent will be notified accordingly and suitable passage
arrangement to Qatar made.
6.3. Induction
Induction Program should be arranged for all new recruits either at the time of engagement
or as soon as possible thereafter.

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Chapter 3

Work Assignment & Practices

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Chapter 3 (Work Assignment & Practices)

Section 1

Working Hours

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Chapter 3 (Work Assignment & Practices)

Section 1 (Working Hours)

I. Preface
To meet the Company's operational requirements employees will be assigned to appropriate
Working Schedules which will be determined from time to time.
II. Site Office
Our Office is on a six day week.
Lunch break: One (1) hour and Thirty (30) minutes.
Saturdays to Thursdays

:

7:30 am to 5 pm

III. Site (Production Staff)
Official working hours are defined as per site regulations.
Lunch break: One (1) hour and Thirty (30) minutes.

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Chapter 3 (Work Assignment & Practices)

Section 2

Probation Period

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Chapter 3 (Work Assignment)

Section 2 (Probation Period)

I. Probation Period
1.1. Each new employee will be on probation for a period of up to Three months, unless
otherwise specified in the employment contract. During this period his performance will be
reviewed as follows.
1.1.1. Reports The Human Resources Department will require written probation report
(BYBI QB FO_HR_008 A) from the Department concerned before the completion of
probationary period.
1.1.2. Satisfactory Performance If the employee's performance is satisfactory, the
Employing Department in liaison with the Human Resources Department, will advise
the individual of his confirmation in employment.
1.1.3. Unsatisfactory Performance If the employee's performance does not meet the
required standards while on probation, but it is considered that he is capable of
improving, he should be appropriately advised in writing by his Department Manager.
Upon consultation with the Human Resources Department if he does not
subsequently improve, he should be dismissed before the end of the probationary
period or any agreed extension thereto.
If an employee is considered incapable of attaining the required standard, he
should be dismissed as soon as possible during his probationary period.

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Chapter 3 (Work Assignment & Practices)

Section 3

Promotion

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Chapter 3 (Work Assignment)

Section 3 (Promotion)

I. Promotion
1.1. If there are vacant positions, the Company will assess the job requirements and endeavour
to give priority to suitably qualified employees in our Company. This is a way of providing
advancement opportunities to good staff that are capable of assuming higher
responsibilities.
The Grading System is a framework for sound career progression for employees. An
employee would expect, subject to satisfactory performance and competency, promotion
through the grading levels and to move through classification in a job family. Some
instances may occur where an employee moves to entirely different job families.

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Chapter 3 (Work Assignment)

Section 4
The Holy Month of Ramadhan

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Chapter 3 (Work Assignment)

Section 4 (The Holy Month of Ramadhan)

I. Preface
The Company’s working hours during the Month of Ramadan shall be reduced to 6 hours per day.
However, the required working hours in certain working schedules shall not be affected or
reduced during the Holy month.
II. Site Office
Our Office is on a six day week.
Lunch break: 30 minutes (for non-fasting staff).
Saturdays to Thursdays

:

7:30 am to 2 pm

(The hours will be defined as per the requirement.)
III. Site (Production Staff)
Official working hours are defined as per site regulations.

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Chapter 3 (Work Assignment)

Section 5
Updating of Employees Particulars

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Chapter 3 (Work Assignment)

Section 5 (Updating of Employees Particular)

I. Updating of Employees Particular
The employees should inform the Human Resources Department or Administration Department of
any change in personal particulars, e.g. changes in address, marital status and telephone number
and contact person in case of emergency.
This will enable the Human Resources Department to maintain an up-to-date record so that we
can give the best possible assistance to the employee of their immediate family in case of an
emergency or otherwise.

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Chapter 3 (Work Assignment)

Section 6
Attendance and Punctuality

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Chapter 3 (Work Assignment)

Section 6 (Attendance and Punctuality)

I. Attendance and Punctuality
The employee is expected to be conscientious about punctuality and attendance. If an employee is
going to be late or absent on emergency grounds, he / she must take reasonable steps to inform his
/ her supervisor. Failing which, he / she must notify the Human Resources Department
immediately.
Where an employee is absent for more than two (2) consecutive working days without
notification, a warning letter will be issued to the employee by the Human Resource Department.
If the employee in spite of the first warning letter repeats the act again, then the employee shall be
deemed to have breached the contract of service and the Company may terminate the employee’s
service.

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Chapter 3 (Work Assignment)

Section 7
Retirement Age

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Chapter 3 (Work Assignment)

Section 7 (Retirement Age)

I. Retirement Age
The company will follow the Qatar Federal Labour Law on Retirement Age which is 60 years.
However in line with the Company commitment to provide long term employment to its
performing employees, the Company will consider, subject to conditions deemed appropriate by
the Company, such as clearance of a medical examinations, approval from the Labour Ministry, to
extend the employment of employees who have reached their retirement age.

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Chapter 3 (Work Assignment)

Section 8
Resignation and Termination

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Chapter 3 (Work Assignment)

Section 8 (Resignation and Termination)

I. Preface
All Resignations and Terminations should be handled carefully. The company policy is not to lose
any employees for issues which could be resolved amicably. A lot of time and investment takes
place in one employee, and it would be a big loss to the company to lose one single employee.
II. Scope of the main elements
1
2

Resignation
Termination

III. Application
1. Resignation
All line Managers / Department Heads should attempt to speak to the employee and
sincerely find out reason for resignation. They should put their comments and the papers to
HR department for possible resolution.
HR department will handle resignation as a non – emergency grievance case. During
meeting with the employee, the HR Manager will actively secure information on the
reasons why the employee wants to leave. An Exit interview Sheet will be filled. (BYBI
QB FO_HR_011 A)
All resignation requests will be resolved in two weeks time. Copies of the Resignation with
resolution will be passed to PRO / Finance department for further processing.
The employee has to give one - two months written notice to the Company depending
period of Service.
To facilitate a smooth handing over of duties, there shall be no offsetting of leave when
serving the notice.
2. Termination
2.1. All terminations will be issued by the Human Resource department.
2.2. Before handing over the termination, at least one verbal warnings and one written
warnings will be given to the employee by the HR department.

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Chapter 3 (Work Assignment)

Section 8 (Resignation and Termination)

2.3. Termination will be issued with out any written warnings or notice as specified in
article 61 of the Qatar Labour Law.
2.3.1

If he assumes false identity or nationality or submits false certificates or
documents.

2.3.2

Engaged on probation and is dismissed during or end of the probationary
period due to non performance;

2.3.3

Commits a fault resulting in substantial material or financial loss.

2.3.4

Disobeys instruction on the safety of work or work place

2.3.5

Defaults on his basic duties under the contract and fails to redress such
default despite a written interrogation and a warning.

2.3.6

Convicted by a court of crime.

2.3.7

Reveals any confidential information about the company.

2.3.8

Is found in a state of drunkenness or under the influence of a narcotic drug
during working hours;

2.3.9

Assaults the colleagues, the manager in charge or any of his subordinates
during working hours.

2.3.10 Absent from work without a valid reason for more than 07 successive days
or 15 days in one single year.

2. Upon termination of employment, the employee will have to settle all liabilities as well as to
return all items that belong to the Company.

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Chapter 4
Remuneration &
Performance Review

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01.Jun.11

Chapter 4 (Remuneration & Performance Review)

Section 1

Salary Administration

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Chapter 4 (Remuneration & Performance Review)

Section 1 (Salary Administration)

I - Preface
It is the Company Policy within its overall remuneration package to pay its employees fair and
competitive salaries with those paid in the Middle East and other major employers in the State of
Qatar. The objectives of its Salary Administration are to:
1

2
3

Relate the salary of its employees to the value of the jobs they perform; paying higher
individual salaries to those making a greater contribution to the Company.
Provide an incentive to employees to improve their performance and maximize their
contribution to the organization.
Give due and prompt reward to those employees who are promoted to positions carrying
greater responsibilities.
Provide smooth and appropriate salary progression to those employees assessed to have
potential for further development.

II - Scope of the Main Elements
The specific elements of salary administration procedure included in this section are:
1
2
3

Job Grading/Classification.
Base Pay Structure.
Salary Administration.

III - Application
The Company's Salary Administration procedure is applied as follows:
1. Job Grading/Classification
On the basis of Job Evaluation (See Chapter 1), all jobs performed in the Company are
assessed for their relative importance and responsibilities. Jobs of equivalent weight are
allocated to appropriate Job Grades.
2. Base Pay Structure
The Company provides an integrated Salary Structure which maintains an established
relationship among Job Grades and Classifications.
2.1. Job Grade and Salary Grade The Job Grade is the level of the employee’s position as
determined by Job Evaluation. The Salary Grade is the range of salary from minimum to
maximum that is permitted for each level. Normally the employees Salary Grade will be
the same as his Job Grade although there are situations where they differ.

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01.Jun.11

Chapter 4 (Remuneration & Performance Review)

Section 1 (Salary Administration)

3. Salary Administration
3.1. Newly Engaged Employees will normally be recruited within the salary range up to the
midpoint of the appropriate job grade. The salary will be reviewed with the concerned
Department Manager prior to being offered. In special cases of merit such as exceptional
experience and/or qualification for certain technical positions or specialised field the
Manager Human Resources / Finance & Administration / Project Director approval shall
be obtained.

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01.Jun.11

Chapter 4 (Remuneration and Performance Review)

Section 2

Overtime Allowance

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01.Jun.11

Chapter 4 (Remuneration and Performance Review)

Section 3 (Overtime Allowance)

I. Preface
It is recognized that employees may be required to work abnormal hours either as defined by
their Working Schedules or beyond the requirements of their Working Schedules.
II. Scope of the main elements
The detailed application of the policy on Abnormal Hours Working is covered in the following
sections.
1
2
3

Overtime Eligibility
Overtime Calculation
Recording

III. Application
1. Overtime Eligibility
Only Employees eligible as per the Qatar Federal Labour year 2005 article 14 will be
Compensated for all hours worked in access of the normal working hours in any working
schedule based on the appropriate overtime premium rates stated below. This will be
applicable for indirect workers and clerical staff’s (non supervisory staff).
2. Overtime Calculation
2.1. Premium Overtime Rates: All Employees eligible for Overtime payments will be paid
the following overtime rates:
-125% per hour of Basic Salary for all abnormal hours worked during normal working
days, 150% per hour of Basic Salary if required to work between 9 pm – 6 am this
will not apply for shift workers.
-150% per hour of Basic Salary on Fridays on Official Public Holidays.
2.2. Work on Rest Days (Fridays) and/or Official Holidays Eligible employees who work
on rest Days (i.e Friday) and/or Official holidays shall be entitled to:

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01.Jun.11

Chapter 4 (Remuneration and Performance Review)

Section 3 (Overtime Allowance)

-Normal payment for working on the Rest Day(s)/Official Holiday plus overtime
payment of 150% per hour of basic salary for all hours worked Or,
-A day of in lieu plus normal payment for the day worked, Or
-A day added to the future Annual Leave entitlement.
3. Recording
3.1. Departments are responsible for providing details of all Overtime worked on 25th of each
month. However, Daily Records must be authorised and maintained so as not to exceed the
limitations in.
Overtime must relate to specific hours worked and must not be given as compensation for any
other consideration.

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01.Jun.11

Chapter 4 (Remuneration and Performance Review)

Section 4

Annual Salary Review

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Page 43 of 78

01.Jun.11

Chapter 4 (Remuneration & Performance Review)

Section 4 (Annual Salary Review)

I. Annual Salary Review
All confirmed employees are eligible for a salary review conducted annually (end of the year December).
Any salary adjustments made will be based on work performance, job responsibilities as well as
market practices in our industry.
The salary of newly engaged employees will not be reviewed during the probationary period or on
individual basis middle of the year.

Doc. No.: BYBI QB SP_HR_001
Rev B

Page 44 of 78

01.Jun.11

Chapter 5
Employee Benefits

Doc. No.: BYBI QB SP_HR_001
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Page 45 of 78

01.Jun.11

Chapter 5 (Employee Benefits)

Section 1

Leave Benefits

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Rev B

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01.Jun.11

Chapter 5 (Employee Benefits)

Section 1 (Leave Benefits)

I. Preface
All employees are entitled for leave benefits after the completion of Probation Period.
5.1.1a Annual Leave
The Company provides the employee with annual leave so that he / she has time to rest and
take a break from his / her job. The employee is therefore encouraged to use all his / her
leave eligibility with in the year of which it is earned.
The employee may take his / her annual leave as he / she earns, subject to his / her
Department Manager approval. The employee is required to submit his / her Leave
Application Form to his / her Supervisor at least one (1) month in advance.
The application for annual leave must be submitted in the prescribed Form “BYBI QB
FO_AGF_001 A” and no employee is to go on leave until the Management approves the
application.
If the employee is unable to use up his / her annual leave within the calendar year, the
employee may bring forward his / her unused leave to the next calendar year, up to a
maximum of one (1) year’s entitlement.
Any extended stay during annual leave for any reason should be authorized by the
Department Manager / Project Director.
Extended leave stay due to sickness should be justified by Doctor’s / Medical Centers
Report.
All extended leave will be an unpaid leave, unless specified.
In the absence of an authentic report, any extended leave will be adjusted during the
following duty / leave cycle.
5.1.2b Annual Leave Entitlement
The employee entitlement depends on his service period.
In the employee’s first year of service his / her annual leave will be pro-rated according to
his / her length of service in the Company for that year.

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01.Jun.11

Chapter 5 (Employee Benefits)

Section 1 (Leave Benefits)

On completion of One year service (365 days) the employee will be entitled for 30
Calendar days paid leave.
All the annual leave entitlement will be calculated from January to December calendar
basis.
Similarly, if the employee leaves the Company during the year, his / her leave eligibility
will be pro-rated accordingly.
Apart from the paid leave the employee will be entitled for a round trip economy class air
ticket to his hometown, or otherwise as mentioned in the employment contract.
5.1.2

Medical / Sick Leave

Employees shall not be entitled to any paid sick leave during the probationary period.
Employees after successful completion of probationary period shall be entitled to a sick
Leave:
A)
B)
C)

First Two weeks with full pay.
The next Four weeks with half pay.
Any subsequent period without pay.

All sick leave will need to be supported by a hospital / medical certificate issued by a
registered Physician / Medical officer.

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01.Jun.11

Chapter 5 (Employee Benefits)

5.1.3

Section 1 (Leave Benefits)

Maternity Leave

Every female employee who has completed one year service shall be entitled to 50 days
maternity leave with full pay which includes the period before and after the delivery.
For the female employee who has less than one year service and successfully completed the
probation period shall be entitled for maternity leave with half pay.
Maternity leave in the above cases is not deducted from any other leave that a female is
entitled to.
5.1.4

Paternity Leave

Every confirmed male employee shall be eligible to three (3 days) paternity leave on the
birth of his child from his legal marriage.
5.1.5 Compassionate Leave
For compassionate reasons, the Company may grant three (3) days of compassionate leave
upon the death of a member of the employee’s immediate family, i.e. father, mother, spouse
and children.
It will be one (1) day of compassionate leave upon the death of in-laws, brother and sister.
5.1.6

Emergency Leave

For emergency reasons, a sudden unforeseen crisis, natural calamity or medical attention
required for spouse and children and your presence are required the Company may grant
fifteen (15) days of unpaid emergency leave.
Emergency leave will not be extendable for further period. The approval for such leave is
at sole discretion of the management.

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01.Jun.11

Chapter 5 (Employee Benefits)

5.1.7

Section 1 (Leave Benefits)

Official Public Holidays

The Company grants Public Holidays as gazetted by the Qatar Government.
Employee seconded abroad will follow the gazetted public holidays of the country he /
she are posted to.
If the employees are working on the Weekly rest days (Fridays) or on a Public Holidays,
will be given a substitute leave in lieu of such days or he will be compensated as per the
Qatar Federal Labour article 14 at the end of the financial year.
5.1.7

Leave for Wedding

For wedding reasons, the Company may grant four (4) days of wedding leave to employee.

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01.Jun.11

Chapter 5 (Employee Benefits)

Section 2

Employees Medical
Insurance Programme

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01.Jun.11

Chapter 5 (Employee Benefits)

Section 2 (Employee Medical Insurance Programme)

I. Employee Medical Insurance Programme
The Company has covered all the employees under the Insurance programme.
5.2.1

Group Medical Insurance Policy
All employees are provided coverage under the Company’s Group Medical Insurance
Policy.
For more information on your medical insurance packages, please refer to “BYBI QB
FO_HR_014 A”.

5.2.2

Workmen’s Compensation
Workmen’s Compensation Insurance package is provided in accordance with Qatar Labour
Law 14 of 2004.

5.2.3

Company Doctor
The company has appointed a General Practitioner; all employees will be referred to the
company Doctor if required for medical attention.

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01.Jun.11

Chapter 6

Employee Relations

Doc. No.: BYBI QB SP_HR_001
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01.Jun.11

Chapter 6 (Employee Relations)

I - Preface
Consistent with the overall objectives of its Terms and Conditions of Employment the
Company believes that its employees must be treated fairly and consistently while they are in
its employment in order to:
1. Integrate a multi-national group of employees into an effective and cohesive workforce.
2. Establish a working environment in which all employees are properly motivated and
committed.
3. Maximize employee’s contribution to the efficiency and productivity of the Company.
To achieve these objectives the Company recognizes the requirement for proper
communications among its employees; that employee’s individual and collective grievances are
properly dealt with and that all employees conform to the Company’s Rules and Regulations.
II - Scope of the Main Elements
Specific elements of the Employee Relations policy are contained in the following Sections:
1

Grievance Procedures
It is recognized that Line Management and Supervision are responsible for the work
training, discipline and well being of those working under them and have the immediate
responsibility for conducting day to day relations with employees.
The Human Resources Department duty is to support and assist the Line Management in
the exercise of its personnel responsibilities by providing advice and services and also to
ensure that Line Management and Supervision are well aware of their responsibilities.
It is acknowledged that problems are bound to arise from time to time between
employees and their supervisors. It is the intention that supervision should as far as
possible resolve these problems promptly and directly, thereby maintaining sound
Employee Relations in the Company.

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01.Jun.11

Chapter 7

Training & Development

Doc. No.: BYBI QB SP_HR_001
Rev B

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01.Jun.11

Chapter 7 (Training & Development)

Section 1
New Employee Orientation

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01.Jun.11

Chapter 7 (Training & Development)

Section 1 (New Employee Orientation)

The company believes in the training and development of their employees. This is to help
employees do their job better and to develop them to their potential.
New Employee Orientation
It is important that all new employees understand and integrate into the Company’s
organization, culture, values and objectives, so that he / she can integrate more quickly
and understand the context in which he / she operates.
All new employees will undergo orientation session organized by Human Resources
Department
and
conducted
by
the
senior
management
team.

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01.Jun.11

Chapter 7 (Training & Development)

Section 2
Types of Training

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01.Jun.11

Chapter 7 (Training & Development)

7.2

Section 2 (Types of Training)

Types of Training
7.2.1
7.2.2

Internal Training / External Training Courses
Training Course Fees

7.2.1

Internal Training / External Training Courses
Each year, the Human Resources Department will identify the key training
programme for the employee and schedule a list of training courses for the broad
categories of employee throughout the year. This will be done in consultation with
the department head based on annual performance review.

7.2.2

Training Course Fees
All the Company arranged Training Course and Seminars fees will be paid by the
Company.
If the employee wants to undertake any course or studies relevant to his job, the
Company will not reimburse this cost if not approved by the management.

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01.Jun.11

Chapter 7 (Training & Development)

Section 3
Application for Training
Course

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01.Jun.11

Chapter 7 (Training & Development)

7.3

Section 3 (Application for Training Course)

Application for Training Course
The employee is required to submit his / her Training Request Form to his / her supervisor
at least one (1) month before the commencement of the course. (BYBI QB FO_HR_006
A)
Training applications must be supported by the employee’s Supervisor and approved by his
/ her Department / Human Resource Manager / Finance Manager / Project Director.

Doc. No.: BYBI QB SP_HR_001
Rev B

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01.Jun.11

Chapter 7 (Training & Development)

Section 4
Training Evaluation

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Page 62 of 78

01.Jun.11

Chapter 7 (Training & Development)

7.4

Section 4 (Training Evaluation)

Training Evaluation
Upon completion of the course, the employee is required to provide his / her feedback on
whether the course made him / her more effective in his / her course of work and how he
can apply it. The employee is therefore encouraged to complete a training evaluation form
that can be obtained from the Human Resources Department, for an assessment and future
reference in training administration. (BYBI QB FO_HR_007 A)
Where applicable, a copy of the Certificate obtained from the training organization should
be extended to the Human Resources Department.

Doc. No.: BYBI QB SP_HR_001
Rev B

Page 63 of 78

01.Jun.11

Chapter 8

Disciplinary Policy

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Rev B

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01.Jun.11

Chapter 8 (Disciplinary Policy)

I - Preface
The purpose of the disciplinary policy and procedure is to ensure that unacceptable conduct is
addressed promptly and appropriately.
The disciplinary procedure applies to all BYBI employees.
II – Principles of the Procedure
1. The procedure is based on the following principles.
Except for gross misconduct, no employee will be dismissed for a first breach of
discipline.
The level of any action will be depend on the seriousness of the offence, the
consequence of the offence and any mitigating circumstances presented by the
employee.
2. In all cases where disciplinary action is contemplated, reference to Human Resource
department is recommended.
3. All proceeding whether informal or formal, should as far as practicable remain confidential.
III – General Requirements
1.

Employees are expected to:
Comply with their contract and terms and conditions of employment
Fulfill the duties of part as reasonably required by their Line Managers.
Observe relevant BYBI rules, regulations and policies
Comply with QHSE requirements

Doc. No.: BYBI QB SP_HR_001
Rev B

Page 65 of 78

01.Jun.11

Documentation
o

Recruitment Request Form (BYBI QB FO_HR_0001)

o

Application Form (BYBI QB FO_HR_002)

o

Employment Form (BYBI QB FO_HR_003)

o

Training Attendance Record (BYBI QB FO_HR_004)

o

Job Description (BYBI QB FO_HR_005)

o

Training Request Form (BYBI QB FO_HR_006)

o

Training Evaluation Form Part I (BYBI QB FO_HR_007)

o

Training Evaluation Form Part II (BYBI QB FO_HR_007A)

o

End of Probationary Period Form (BYBI QB FO_HR_008)

o

Annual Appraisal Form (BYBI QB FO_HR_009)

o

Employee Transfer Form (BYBI QB FO_HR_010)

o

Exit Interview Form (BYBI QB FO_HR_011)

o

Reference Check Form (BYBI QB FO_HR_012)

o

Inter Department Transfer Form (BYBI QB FO_HR_013)

o

Medical Insurance Coverage (BYBI QB FO_HR_014)

o

Promotion Request (BYBI QB FO_HR_015)

o

Time Sheet for Staff (BYBI QB FO_HR_016)

o

Time Sheet for Worker (BYBI QB FO_HR_017)

o

Employee Permit to Work (BYBI QB FO_HR_018)

o

Check List for Employee File (BYBI QB FO_HR_019)

o

Disciplinary Policy (BYBI QB FO_HR_038)

Doc. No.: BYBI QB SP_HR_001
Rev B

Page 66 of 78

01.Jun.11

Annex A

DISCIPLINARY POLICY

BYBI QB_FO_HR_038 Rev A (Mar 11)

List of Penalties
1st Violation

Violation Type

2nd Violation

(A) Violations related to
time keeping:
Verbal Warning
1) Late arrival to place
of work for a period up
to 15 minutes, without
consent and without
causing work disruption
to other workers.
2) Late arrival to place
of work without consent
or acceptable
justification and causing
work disruption to
other workers.

First written warning
with a half day
suspension from
work

Doc. No.: BYBI QB SP_HR_001
Rev B

3rd Violation

4th Violation

First written warning
with a half day
suspension from
work

Second written
warning with 1
day suspension
from work

Final warning with
3 days suspension
from work

Second written
warning with 1 day
suspension from
work

Final written
waning with 3
days suspension
from work

Termination of
service

Page 68 of 78

01.Jun.11

Remarks

The Company
reserves the right to
give another chance
"or terminate the
services

3) Absence from work,
for 1 day or more but
not continuous absence
for more than 7 days,,
without permission or
acceptable justification.

First written warning

4) Absence from work
without permission or a
legitimate cause for 7
continuous days.

Termination of
services and
forfeiture of the
warning notice and
the end of service

5) Absence from work
without consent or
legitimate cause for
more than 15 days in
one year.

Termination of
services and
forfeiture of the
warning notice and
the end of service

6) Late return from
leave by 15 days from
the approved return
date without consent or
legitimate cause.

Termination of
service

Second written
warning

Final written
warning

Termination of
service

NOTE: If a violation occurs after six months from its precedent, The violation will be considered as the first.

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01.Jun.11

List of Penalties
1st Violation

Violation Type
B) Violations related to
work system:

2nd Violation

3rd Violation

Verbal warning

Written warning

Final written
warning

The Company
reserves the right
to give another
chance or
terminate the
services

Verbal warning

Written warning

Final written
warning

The Company
reserves the right
to give another
chance or
terminate the
services

Verbal warning

Written warning

Final written
warning

The Company
reserves the right
to give another
chance or
terminate the
services

1) Violating the company
instructions by leaving the
work place through
unauthorized passage or
exit.

2) Welcoming of
unauthorized visitors in
the work place.

3) Reading or conversing
during work time on
subjects than are not
related to work.

4th Violation

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01.Jun.11

Remarks

4) Eating in non
designated areas and or
during non approved
breaks.

Verbal warning

Written warning

5) Sleeping during working
hours.

Written warning

Final written
warning

6) Sleeping during work
that requires full attention
and continuous alertness.

Final written warning

Termination of
service

Final written
warning

Termination of
service

7) Loitering or
absconding from work
location during working
hours.

Verbal warning

Written warning

Final written
warning

8) Introduction and
distribution of print outs
and publications without
permission.

Verbal warning

Written warning

Final written
warning

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Rev B

Page 71 of 78

The Company
reserves the right
to give another
chance or
terminate the
services

01.Jun.11

The Company
reserves the right
to give another
chance or
terminate the
services
The Company
reserves the right
to give another
chance or
terminate the
services

9) Raising funds or
donations or seeking
signatures without
permission.

Verbal warning

Written warning

Final written
warning

10) Unauthorized use of
company's telephones for
personal purpose.

Verbal warning

Written warning

Final written
warning

11) Unauthorized writing
and or posting banners,
slogans and ads on the
company premises walls.

Verbal warning

Written warning

Final written
warning

12) False allegations on
managers and colleagues
leading to disruption of
work.

Written warning

Final Written
warning

The Company
reserves the right
to give another
chance or
terminate the
services

13) Willful tampering of
the timekeeping records.

First written warning

Second written
warning

Final written
warning

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Rev B

Page 72 of 78

01.Jun.11

The Company
reserves the right
to give another
chance or
terminate the
services
The Company
reserves the right
to give another
chance or
terminate the
services
The Company
reserves the right
to give another
chance or
terminate the
services

Termination of
service

14) Refusing to abide by
working instructions.

First written warning

Second written
warning

Final written
warning

Termination of
service

15) Deliberate reduction in
work production.

First written warning

Second written
warning

Final written
warning

Termination of
service

16) Excessive usage of
company's materials and
equipments without
acceptable justification.

First written warning

Second written
warning

Final written
warning

Termination of
service

17) Utilizing the company's
materials, tools and
equipments for personal
purposes.

First written warning

Termination of
services

If the violation was
proved to be
intentional a final
warning will be issued
and the cost of
repairs, set by the
company will be
deducted from the
monthly payment to
the partner providing
the staff

Termination of
services

18) Intentionally causing
damage to company
property, tools,
equipments or vehicles.

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01.Jun.11

19) Unintentionally
causing damage to
company property, tools,
equipments or vehicles.

If the violation was
proved to be
intentional a final
warning will be issued
and the cost of
repairs, as set by the
company, will be
deducted from the
monthly payment to
the partner providing
the staff

Termination of
services with
deduction of the
cost of repairs).

20) Refusing to carry out
assigned tasks without
justification, on the
condition that the assigned
tasks do not contradict or
hinder the key
responsibilities of the
employee.

Final written warning

Termination of
services

NOTE: If a violation occurs after six months from its precedent, the violation will be considered as the first.

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01.Jun.11

List of Penalties
Violation Type

1st Violation

C) Offences related to
workers' conduct:
1) Fighting with colleagues
or rioting at the
work place.
2) Fighting and engaging
that causes injury to
workers.

First written warning

2nd Violation
Second written
warning with
suspension from
work for one day

4th Violation

Termination of
service

Termination of
service

3) Pretending to be sick.

First written warning

Second written
warning

4) Bringing unauthorized /
undeclared items to the
place of work and
conducting business trades.

First written warning

Final written
warning

5) Working for a third
party during or after the
working hours.

3rd Violation

Final written
warning with
suspension from
work for one day

Termination of
service

Termination of
service

Termination of
service

NOTE: If a violation occurs after six months from its precedent, the violation will be considered as the first.

BYBI QB_FO_HR_038 Rev A (Mar 11)

Remarks

Doc. No.: BYBI QB SP_HR_001
Rev B

Page 76 of 78

01.Jun.11

List of Penalties
Violation Type
D) Violations related to
HSE
1)Willful disregard of HSE
rules and regulations
despite having attended the
induction sessions

1st Violation

2nd Violation

3rd Violation

First written warning
and Undergoes
induction session

Second written
warning with
suspension from
work for 3 days.
Written warning for
the direct supervisor
and both undergo
induction sessions

The company
reserves the right
to terminate the
worker's services.
The direct
supervisor is
suspended from
works for 3 days
and undergoes an
induction session.

4th Violation

NOTE: If a violation occurs after six months from its precedent, the violation will be considered as the first.

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01.Jun.11

Remarks

In addition, the company reserves the right to terminate the worker's services without notice in the following cases
1- If the worker assumes a false identity or nationality or has submitted false documents and certificates.
2- Commits a mistake causing gross material loss to the employer, provided that the employer notifies the employee about
the incident before the end of the following working day.
3- Violates the instructions concerning the safety of the work site provided that such instructions are written and are posted
at a conspicuous place and has been notified the same if the worker happens to be illiterate.
4- Failure to carry out own basic obligations in accordance with the contract of service and refusing to comply with the
employer’s reasonable work instructions despite a written warning addressed.
5- Divulges the secrets of the firm to a competitor.
6- Reports to the work place under the influence of alcohol or prohibited narcotics.
7- In the course of work commits an act of physical aggression against the employer or work manager or in-spite of written
warning repeats an act of aggression against fellow-workers.
8- If the workers absents himself form work without legitimate cause for more than seven consecutive days or fifteen days in
one year.
9- Conclusively convicted by a court of an offense related to integrity or public morals, committed at the work site or in
connection with employment.

Doc. No.: BYBI QB SP_HR_001
Rev B

Page 78 of 78

01.Jun.11

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