1.1 Introduction
UNR Integrated Ltd is dedicated to excellence in logistics and warehousing, specializing in services that include customs clearance, and import-export operations, primarily focused on the import and export sectors in Nigeria. Founded in 2019, our goal is to be recognized as a reliable business ally for both local and international companies. We operate both bonded and non-bonded warehouses, strategically situated in Lagos and Port Harcourt, and extend our services to various Nigerian states like Abuja, Adamawa, Nasarawa, Kogi, Kaduna, Kano, Jos, and Katsina.
Our expertise is not limited to handling the import and export needs of our own group companies; we also offer comprehensive services to third-party companies. These services encompass import, export, and both international and local land and sea transportation. In the challenging Nigerian environment, characterized by congested ports and prevalent security and reliability concerns in shipping and storage services, UNR Integrated Ltd commits to upholding international standards in service delivery. We ensure a smooth process from the factory to the customer, both within Nigeria and on an international scale.
This handbook is designed to outline the key policies and guidelines that define our working environment. It sets forth the rules and regulations necessary to enhance work efficiency and foster positive interactions within UNR Integrated Ltd, reflecting our commitment to the well-being of our personnel and the highest standards of operational excellence.
UNR expects the following from all its employees:
The stipulated employment terms and conditions apply to all staff members. These terms should be read in conjunction with additional clauses in this agreement and the specific details provided in individual offer letters—these offer letters detail job titles, pay rates, and the starting date of employment, inclusive of any continuous employment period.
UNR recognizes that proficient and motivated employees are vital for achieving our objectives. Hence:
The organization commits to: a. Supporting each employee in realizing their full potential, paying particular attention to individual performance and growth. b. Offering competitive wages and salaries, rewarding exemplary service. c. Opposing any form of discrimination based on race, gender, religion, or culture. d. Valuing honesty, integrity, loyalty, thoroughness, and sustained proficiency. e. Providing equal advancement opportunities based on merit. f. Maintaining a safe and positive work environment. g. Ensuring easy accessibility to the management team for all employees. h. Promoting social, sports, and recreational activities to foster good relations among employees and with the broader community.
Conversely, UNR anticipates that all its employees:
2.1 Recruitment/ Appointment
The Human Resources Department shall oversee all recruitments, whether permanent or temporary. Applicants are required to adhere to the organization’s application procedure, which will be specified in the job advertisement corresponding to the role for which they are applying.
Candidates will undergo an interview and might also be required to take a written examination, depending on the role. Management retains the discretion to make hiring decisions. Successful candidates are expected to accept and sign their probationary offer or contract letters. They should then provide original copies of their credentials and other pertinent documents for verification. It’s essential to complete the Biodata Form, provide accurate bank account details, and receive a Staff ID number and card from the HR Automation System.
2.2 Eligibility For Appointment
For appointment eligibility, an applicant must:
2.3 Conditions Of Employment
Your employment’s key terms are outlined in this handbook. It’s your right to be familiar with and understand the terms and conditions before beginning your tenure with the organization. Some of these terms are detailed in your probationary offer or contract letter. Your continued association with the organization implies your acceptance of these terms, which may be subject to periodic modifications.
2.4 Offer And Acceptance Of Employment
Offers of appointment will be extended via official letters. Each prospective employee is obligated to sign and acknowledge the document detailing the employment terms. This document forms the contract between the prospective employee and the organization.
Upon appointment, every new employee will be given a formal Probationary Offer Letter by the HR Department. This letter will detail Position Information (such as start date, role, reporting structure, and probation duration), Work Schedule, Leave Benefits, Conflict of Interest Policy, Information Declaration, Non-Disclosure Agreement, Compensation, Pension specifics, and details about Termination and Resignation.
3.1 Permanent Appointments
Eligibility for permanent appointments is detailed in this handbook.
3.2 Contract Appointments
3.3 Temporary Appointment
Temporary appointments are made based on work demands. Unless the organization transitions such appointments to permanent roles, the obligations towards a temporary staff member include a. The appointment duration will range from six to twelve months. b. Timely payment of salaries. c. Medical care for work-related injuries, including first aid or hospital treatment depending on the severity and mutual agreement. d. Compensation for work-related injuries, as per the organization’s policy for permanent staff or as amended over time. Employees dismissed during their probationary period or found guilty of disciplinary offenses will not be entitled to Annual Leave, pension, or gratuity payments.
3.4 Probation
New hires undergo a probation period of six months, which may be extended based on performance. Within their first week, the supervisor will set objectives using the Probation Review Form, facilitating the HR department’s performance assessment. Confirmation or extension of the probationary period depends on performance evaluation. The appointment may be confirmed, extended, or terminated, based on performance or the HR Department’s discretion. Probationary employees aren’t entitled to allowances, loans, or advances, barring exceptional cases. Furthermore, they aren’t eligible for Annual Leave or related allowances.
3.5 Confirmation
Appointment confirmation relies on a satisfactory performance review conducted by the HR department using the Probationary Review Form. Employees not meeting expectations may have their probation extended or be terminated. Either party can terminate the appointment with one week’s notice or offer one week’s salary as compensation.
3.6 Appointment of Married Women
Women, whether single or married, will be appointed similarly to male candidates without discrimination. Female employees who marry while employed should formally notify the organization and provide a marriage certificate to the HR Department. They should also update their name and announce it in a national newspaper.
3.7 Certificate of Service
Upon exit, all confirmed employees can request a certificate of service, indicating their employment date and job role. For additional information, subsequent employers can contact the organization directly. The organization will not provide any other testimonials.
4.1 Job Description
The HR Department is responsible for providing job descriptions to employees. Every position will be classified and graded according to Management’s approval.
4.2 Hours of Work
Employees work from Monday to Saturday, totaling eight (8) hours each day, Forty-Eight (48) hours per week, and One Hundred Ninety-Two (192) hours per month. These hours don’t include a one-hour break. Start and end times might differ based on specific work sections. Such variations will be clearly stated in employee probationary offers, confirmations, and appointment renewals.
4.3 Public Holidays
The organization observes Public Holidays as declared by the Federal Government of Nigeria. While the organization will be closed on these days, essential staff might still be required. Exact holiday dates are highlighted in the organization’s calendar, and employees required to work will be informed by their respective department heads.
On public holidays and weekends, staff, excluding security personnel, may take leave. However, in the context of goods procurement based on international markets, employees wishing to work voluntarily can do so, provided they receive prior authorization from management, and they will be entitled to overtime compensation.
4.4 Salaries/Wages & Allowances
“The company is committed to establishing a competitive compensation framework that serves both as an incentive and a retention strategy for its employees. Compensation is calculated based on:
Periodic salary assessments are influenced by a variety of determinants including the employee’s performance, the worth of the job, and its respective grade. When making salary adjustments, the following criteria are taken into account:
Performance assessments are a collaborative effort between the employee’s immediate manager or supervisor and the Human Resources department. Salary revisions or promotions are directly aligned with the results of these performance evaluations. In addition to the fundamental salary, the company may extend specific allowances to employees. These can encompass Housing, Transport, Utilities, and Meal benefits, collectively termed as the Consolidated Allowance. It’s essential to note that these are discretionary benefits, and the company reserves the right to grant them based on merit. The company also retains the flexibility to introduce new allowances as the need arises.”
4.5 Allowances
Certain specific allowances include:
4.6.1 Travel Allowance: Offered to staff on official duties outside their regular work location. The main office covers transportation, accommodation, and meals. Given the nature of logistics and forwarding services, which often involve working in various terrains and locations, employees in this sector should not expect additional compensation beyond their stipulated pay and legal entitlements.
4.7 Salary Increment
The management has the right to determine the salary increase based on the company’s and employee’s performance, the report provided by the employee’s supervisor, and their disciplinary record.”
4.8 Deferment or Loss of Increment, Guarantee, And Compensation of Salaries
Employees found guilty of negligence or misconduct, which doesn’t warrant dismissal, are not eligible for salary increments or may have a deferred salary increment. They could also face demotion or a loss of seniority.
“UNR aims for each employee to work for the maximum duration at the institution and to continue working until retirement within a career planning framework. Therefore, UNR will invest the necessary time and expenses for the personal and technical development and education of every employee they hire. Naturally, UNR wants to reap the benefits of its investment in its employees by having them work for the longest possible duration and contribute positively to the organization. For this reason, to ensure that each employee works for the longest duration as per institutional regulations, UNR will retain one month’s salary of the employee as a guarantee. In conclusion, for each employee who has completed a 5-year term without any disciplinary offenses and with the institution’s approval, if they leave the job or retire, the aim is to provide them with the guaranteed annual salary held and an additional salary as a bonus for every year they have worked. Employees who leave before 5 years or are dismissed due to any disciplinary offenses or leave early will not receive the guaranteed salaries and bonuses. Those who accept this condition without any terms or conditions, and those who comply with the clauses in the employee handbook, will be accepted for employment.”
“UNR deducts 9% of each employee’s salary every month, placing it into the guarantee fund. The 9% deductions made over 12 months equate to one month’s salary of the employee.
Guaranteed salaries and compensation salaries are paid to the employee when they leave the job by mutual agreement or when they retire, and they are calculated based on the last salary received by the employee.”
4.9 Medical Policy
The organization has a medical policy in line with the Employee Compensation Act. Immediate first aid will be provided to an injured employee, who may then be referred to a hospital. The decision to refer lies with both the employee and employer. If an injury results from an employee’s deliberate negligence, the organization will not bear responsibility.
5.1 Types of Leaves
5.2 Annual Leave
Annual Leave is available to confirmed employees who have continuously served the organization for at least twelve (12) months.
5.3 Duration of Annual Leave
Employees are entitled to paid Annual Leave as follows:
5.4 Pro-Rata Calculations
Employees are eligible for leave only after completing twelve (12) calendar months of service. However, if an employee resigns or their employment is terminated, earned leave will be calculated on a pro-rata basis for the months served. If an employee has served six (6) months or more since their last Annual Leave, their final Annual Leave will also be pro-rated.
5.5 Casual Leave
Confirmed employees are entitled to seven (7) days of Casual Leave annually. Any additional Casual Leave requests, unless for compassionate reasons, will be deducted from the employee’s Annual Leave. If the confirmed employee has used up their Annual Leave and the initial seven (7) days of Casual Leave, any subsequent Casual Leave will be unpaid. Unconfirmed and contract staff will only receive unpaid Casual Leave, except Compassionate Leave.
5.6 Compassionate Leave
Compassionate Leave can be granted for the following reasons:
The typical duration for Compassionate Leave is up to three (3) days, with potential extensions at Management’s discretion. Unconfirmed and contract staff will only receive unpaid Compassionate Leave.
5.7 Maternity Leave
5.8 Study Leave
5.9 Examination Leave
5.10 Sick Leave
5.11 Leave Without Pay
In unforeseen circumstances, such as personal emergencies or other reasons, if an employee cannot work for more than a month, the employer has the discretion to either terminate the contract or grant leave without pay. All decisions must be approved by Management.
6.1 Pension Fund Scheme
In accordance with the Pension Act of 2004, all confirmed employees of UNR INTEGRATED LIMITED (UNR) are required to be registered with the Nigerian Pension Fund as stipulated by the Pension Reform Act. Each employee is to contribute 7.5% of their monthly gross pay to the Pension Fund Administration of their choice. Simultaneously, the organization will contribute an equal 7.5%, bringing the total monthly contribution for each employee to 15%. This scheme does not include expatriate staff. Please note that this is subject to any changes as outlined in the Pension Reform Act of 2014.
6.2 Employee Compensation Act (Eca)
In adherence to the Employee Compensation Act of 2010, all UNR INTEGRATED LIMITED (UNR) employees must register under the Nigeria Social Insurance Trust Fund Management (NSITF). The NSITF is granted the authority to enact the provisions of the Employee Compensation Act and to oversee the Employees’ Compensation Fund. Employers are mandated to contribute a minimum of 1% of the total monthly payroll into this fund during the first two years following the commencement of the Act.
The core purpose of this Act is to establish “a transparent and equitable system that ensures appropriate compensation for all employees or their dependents in the event of death, injury, disease, or disability occurring during employment.” Moreover, this Act also covers injuries sustained in situations where an employer’s business operations extend beyond the traditional workplace setting. This applies when an employee is assigned tasks both within and outside the typical workplace or has received approval from the employer to work in non-standard locations.
6.3 National Housing Fund (Nhf)
In alignment with the National Housing Fund Act, every employer and their respective employees are mandated to register with the National Housing Fund. Adhering to this requirement, our organization will make the designated deductions and forward these to the Federal Mortgage Bank within a month of the deduction.
6.4 UNIFORMS AND PROTECTIVE WEAR
UNR INTEGRATED LIMITED will provide uniforms for various roles including Security Guards, Kitchen Staff, Cleaners, Logistics Staff, Forwarding and Customs Staff, Laboratory Personnel, Warehousing, Maintenance, Power Plant, Electrical, and Technical staff. These uniforms must be worn during working hours, and in specific roles, at all times. For instance, kitchen staff (including cooks, chefs, pastry chefs), cleaning staff, gardeners, and tea servers should wear black crocs. Technical staff should adhere to wearing prescribed uniforms or outfits.
The wearing of flip-flops (slippers) and all types of sandals is strictly prohibited within organizational premises and workstations. Only organization-approved uniforms paired with either black sneakers or Crocs are permitted during duty hours.
7.1 Disciplinary Procedure
The primary purpose of the organization’s disciplinary procedure is to foster improvement in staff performance or conduct rather than merely to impose sanctions. The organization believes that universally accepted societal norms of behavior should also apply within the workplace.
This procedure is designed to ensure fairness and consistency in handling individual cases. If preliminary measures prove ineffective, the organization may implement one or more of the following actions:
Verbal Warning: Minor offenses will result in verbal warnings to align the employee with the expected behavior. If inappropriate behavior persists after one or two warnings, it may be viewed as a willful act of disobedience. Persistent offenses may lead to suspension or even termination.
Query: Should concerns arise, an official report will be drafted by the Head of Department, or a representative assigned by the HR Department. Upon receiving the report, the Head of HR will present the involved employee with a query. The employee will be informed of the reason for the query and be allowed to respond both orally and in writing. If the HR Department finds the response unsatisfactory, the staff may receive a written warning.
Written Warnings:
First Warning Letter: This may be issued if a verbal warning fails to correct the behavior or if an employee’s performance and conduct remain below expectations. It can also be issued for any misconduct which, in the opinion of UNR Management, isn’t severe enough to be classified as gross misconduct.
Second Warning Letter: Should an employee commit another offense within twelve months of the first warning, they will be given a second written warning.
Third and Final Warning Letter: An employee who, after receiving two prior warnings, commits another offense within a year will be given a third and final warning. This third warning could lead to employment termination as stipulated by the Labor Code Act.
All final warning letters and decisions for dismissal must be approved by the Head of the HR Department.
Suspension: An employee may be suspended under the following circumstances, even without a prior warning, and with or without pay:
For grave misconduct.
When charged with a criminal offense by the police, pending court decision.
During investigations into potential fraud or misappropriation of organization funds.
In cases involving theft and other criminal actions.
The organization views theft and other criminal offenses committed by employees very seriously and will report such cases to the appropriate authorities, such as the Nigerian Police.
If an investigation clears an employee of allegations, they will be reinstated with full pay for the duration of the suspension. Conversely, if found guilty, they may face termination effective from the suspension date, depending on the offense’s severity.
Suspension typically lasts between seven to fourteen days, with a maximum of thirty working days or one month. At the organization’s discretion, this period might be extended pending the outcome of criminal proceedings against the employee. If an employee is suspended once within a year, subsequent offenses warranting suspension may result in termination.Top of Form
7.2 Termination And Resignation
Termination
Termination of employment refers to the end of an employment relationship, as dictated by the terms of the written or implied contract. This cessation can occur either when an employer chooses not to renew a contract or when an employee is unwilling to continue the employment.
If notices are necessary and the termination needs to take immediate effect, payment instead of notice must be made by the respective party. An employee’s employment can be terminated due to serious misconduct or inefficiency.
Notification periods are as follows:
Resignation
Resignation is when an employee decides to leave an organization, ending their employment contract.
Employees can resign by giving one (1) month’s notice or offering one (1) month’s salary instead of notice if they’ve been with the organization for five (5) years. Those employed for three (3) years but less than five (5) years must provide at least three (3) weeks of notice through the HR department, without the option for a pay-off.
Upon resignation, a Final Clearance form should be submitted.
Pay Off
If the organization decides to terminate an employee’s position with notice, the following pay-off structure applies:
Any applicable payment must be processed within two (2) months from the Termination Letter’s issuance date.
A Final Certificate of Employment will be provided to permanent staff who resign. All of the organization’s property in the employee’s possession must be returned, and any outstanding debts settled.
Dismissal
A dismissal generally follows a review by the Disciplinary Committee. A dismissed employee will receive that month’s salary but won’t be entitled to any gratuity. Employees found guilty of minor misconduct might lose their annual increment or promotion for the year, face demotion, or have their contract terminated.
7.3 Disputes Resolution
At times, employees might face issues concerning the UNR’s rules and regulations or expect fair treatment. In such situations, they should follow these steps:
The organization will provide regular in-service training and development for all staff at its own expense. Additionally, professional employees may be given opportunities to further develop their skills through attending courses, seminars, and conferences both locally and internationally. Decisions regarding which employee attends these professional development events will be made by Management based on the recommendation of the principal of the relevant division.
9.1 Staff Motivation
Unmotivated staff can be more of a liability than an asset. In light of this, Management will implement measures to motivate staff. Apart from a competitive salary structure, employees will be offered various allowances and welfare packages as additional motivational incentives.
9.2 Long Service Award
Employees who have served the organization consistently and faithfully for ten (10) years or more will be recognized with awards. To be eligible, an employee should not have received any disciplinary actions or queries from Management. Additionally, the employee should have made significant contributions to the organization’s objectives. The specific rewards for deserving employees will be determined at Management’s discretion.
9.3 End of The Year Bonus
All confirmed employees may receive an end-of-year bonus, subject to Management’s discretion. This bonus might include items like Sallah meat or food packages as part of the staff welfare program. Employees who have resigned or been terminated before the bonus distribution date will not be eligible.
9.4 Redundancy
Redundancy refers to the involuntary loss of employment, not due to the employee’s fault, but resulting from surplus manpower or business downturns. The organization will attempt to place redundant employees in alternative positions if vacancies exist and if the employees meet the necessary qualifications. When determining which employees will be made redundant, the following factors will be considered: a. Last in, first out (LIFO) b. Negative performance records c. Decreased productivity d. Health issues.
9.5 Retirement
9.6 Gratuity Benefits
9.7 Force Majeure
9.8 Next-Of-Kin / Guarantor
People with HIV/AIDS, epilepsy, severe vision problems, inability to reason and analyse, occasional muscle and joint dislocation, Alzheimer’s, Parkinson’s, drug and similar drug addiction, and partial paralysis and disability cannot work in minefields, processing plants, and other risky work areas of UNR Integrated Ltd company.
11.1 Attendance Policy
The attendance policy outlines the regulations governing employee attendance. This policy encompasses the expected work hours, days of presence, and rules about different types of leaves, such as sick leaves, casual leaves, annual leaves, and any other leave sanctioned by the organization. Additionally, it details the consequences for exceeding allowed leave days, procedures for payroll calculation based on attendance, and the repercussions for misrepresenting attendance records.
Specifics within this policy also cover the expected reporting time for work, permissible break durations, and the total number of working hours required daily. Furthermore, the policy provides guidelines on procedures and expectations for taking leaves, reporting tardiness, early departures, and unannounced absences.
11.2 Work Schedule
Staff Group/ Whole Staff | Weekday (Monday-Saturday) | Resumption Time | Break Time | Shift Changing Time |
First Shift | Monday-Saturday | 7:00 | 12:00-13:00 Meal/Break | 16:00 |
Second Shift | Monday-Saturday | 16:00 | 20:00-21:00 Meal/Break | 24:00 |
Third Shift | Monday-Saturday | 24:00 | 4:00-5:00 Meal/Break | 8:00 |
Security Guards | Monday-Saturday | Security Guards also must obey the same rules as other staff according to their shifts. | ||
11.3 Repercussions of Poor Attendance
Absences without permission will lead to the following disciplinary actions:
No. of Occurrences | Disciplinary Action |
1 | Step 1: Query |
2 | Step 2: Written Warning |
3 | Step 3: Final Written Warning |
4 & above | Step 4: TERMINATION |
No. of Days Absent | Disciplinary Action |
1 | Step 1: Query |
2 | Step 2: Written Warning |
3 | Step 3: Final Written Warning |
4 & above | Step 4: TERMINATION |
No. of Occurrences | Disciplinary Action |
1 | Step 2: Written Warning |
2 | Step 3: Final Written Warning |
3 | Step 4: TERMINATION |
NOTE: When determining disciplinary action, both the total number of days an employee is absent and the total number of occurrences are taken into account.
11.4 New Hire on Probation/Orientation
A newly hired employee on probation or orientation who accumulates:
12.1 Overview UNR INTEGRATED LIMITED (UNR) uses identity cards to verify the identity of its staff within the company premises.
12.2 Purpose UNR is committed to ensuring the safety and security of all its staff. In line with this commitment, various security measures are in place. One key measure is the requirement for staff to wear their ID cards at all times when on the premises.
12.3 Significance of ID Cards ID cards are essential in today’s business environment. They simplify the process of identifying employees and visitors while enhancing the overall security and integrity of the organization. Typically, an ID card will display the employee’s name, photo, job title, ID number, expiration date, the employee’s signature, and the authorized issuer’s signature.
12.4 Policy Details
III. ID cards are provided to staff upon joining the company and can be obtained from the HR Department.
VII. Lost ID cards should be reported immediately to the HR Department. Arrangements should be made promptly for a replacement.
VIII. Upon leaving UNR, staff must return their ID cards to the HR Department. The card should be with staff at all times on company premises and presented to any senior management or security personnel upon request.
12.5 Implementation
UNR expects complete adherence to this policy. Managers and supervisors should ensure staff are compliant. The policy specifies disciplinary action against • Staff who consistently don’t wear the ID card. • Those who refuse to wear it without valid reasons. • Anyone lending it to another person.
Ideally, disciplinary actions should be exceptional, used only if verbal warnings are ignored. Not wearing or repeated loss or damage of the card can result in penalties.
12.6 ID Card Replacement Procedure
When an employee resigns or is terminated, they must return the ID Card to the HR Department during the exit interview process.
13.1 Policy Statement: UNR INTEGRATED LIMITED (UNR) is dedicated to ensuring a smooth and positive transition for its new employees. We aim to provide a comprehensive introduction to their roles, acquainting them with the pertinent policies, systems, and processes. UNR is also committed to adhering to all federal and state regulations concerning the onboarding of new staff.
13.2 Scope: This policy encompasses all individuals who have accepted employment offers from UNR.
13.3 Policy Elements: The objectives of UNR’s onboarding process include:
13.4 Onboarding Actions: To achieve our onboarding objectives, specific steps have been established. These steps span from before the new hire’s commencement to their initial months with UNR.
Before the new employee’s first day, the HR department will:
On the new employee’s first day, the HR Department and the new hire’s manager or supervisor will:
13.5 The New Hire’s Initial Week: The first week is crucial for a new hire’s acclimation. During this period, the reporting manager or supervisor should:
By week’s end, the new hire should complete the New Hire Survey Form, capturing feedback about their onboarding experience. This will aid in refining the process for future recruits.
UNR wishes for every new hire to feel appreciated and integral from the outset. While supervisors can introduce additional onboarding activities, they should inform the HR Department ahead of the new employee’s starting date. Group activities are encouraged, promoting a sense of team unity.
Recognizing that some employees might require extended time to fully acclimate, the onboarding process at UNR lasts for a ninety-day (3-month) probationary period. Subsequent confirmation is contingent upon the evaluations recorded in the Probation Review Form.
14.1 Policy On Nysc Posting, Acceptance, And Engagement
The Nigerian Youth Service Corps (NYSC) was established by the Nigerian government to involve Nigerian graduates in nation-building and national development. This scheme primarily aims to instill in Nigerian youth a sense of selfless community service and promote unity and brotherhood among all Nigerians, regardless of cultural or social backgrounds.
The following guidelines pertain to the posting, acceptance, and engagement of Corps Members in UNR:
14.2 Statutory Responsibilities of Employers
14.3 Monthly Clearance Exercise
14.4 Discipline
UNR maintains the right to modify any aspect of this policy based on business requirements.
15.1 Overview
UNR INTEGRATED LIMITED (UNR) recognizes that recruiting qualified individuals enhances the company’s success. Every hire aims to contribute significantly to the organization.
15.2 Purpose
This policy ensures that UNR attracts the best candidates for all vacancies.
15.3 Scope
All UNR employees involved in recruitment fall under this policy.
15.4 Responsibility
The HR Department oversees the policy’s execution and performance. HR representatives must:
The HR department ensures managers are:
15.5 Policy And Procedures
The hiring process involves:
15.6 Revoked Offers
If an offer must be withdrawn, HR will provide an official document detailing the legitimate reasons, such as legal work restrictions, false information, or missed deadlines. The candidate will be notified promptly.
16.1 Overview
UNR INTEGRATED LIMITED (UNR) believes that employee motivation, productivity, and retention flourish when employees work in roles aligned with their interests. Hence, UNR promotes transfer opportunities for its existing workforce. Supervisors should support staff aiming to hone their skills or assume different or more significant internal responsibilities.
To qualify for a transfer:
All transfer considerations will assess the employee’s work history, which includes performance, attendance, skill development, and related behaviors. Documentation, like the most recent performance review or reference letters, should support this history. Interpersonal skills, along with other job-related factors, will also play a role in the final decision. Any shortcomings may lead to exclusion from consideration. Any exceptions to this policy must be approved by the Human Resources Department.
16.2 Transfer Eligibility Criteria
Note: Using UNR-approved leave for transfer purposes is generally discouraged. Exceptions require consultation with Human Resources.
16.3 Transfer Process
Note: Transfer requests are based on available vacancies or immediate staffing needs.
16.4 Intradepartmental Transfer Process
For operational efficiency, the department may transfer employees within, pending approval from Human Resources. Announcing the opportunity internally is encouraged but not mandatory.
16.5 Interdepartmental Transfer Process
17.1 Purpose This policy aims to ensure that all assets—including property, vehicles, machinery, tools, and software—maintained by UNR INTEGRATED LIMITED (UNR) remain in optimal working condition. It outlines the appropriate use of UNR assets and provides information on how the organization may monitor its assets’ usage.
For this policy, “property” encompasses equipment, furnishings, vehicles, machinery, software, hardware, tools, computers, phones, both hard and soft documents, parts, lubricants, fuel, buildings, and supplies—whether leased, owned, donated, or otherwise entrusted to the care of UNR or anyone acting on its behalf.
Employees of UNR should not anticipate privacy on UNR premises or while utilizing UNR assets or networks, beyond what is mandated by law.
17.2 Policy
III. Devices like computers, copiers, printers, scanners, and fax machines should be used exclusively for business or official purposes.
17.3 Human Resources Department Responsibilities
The Human Resources department is tasked with interpreting this policy and granting authorization for searches on organizational assets.
17.4 Employee Responsibilities
Employees are required to cooperate with searches of UNR property in their possession. Failure to permit authorized searches can lead to disciplinary measures, including termination.
17.5 Guidelines for Using Company Property
All UNR employees should keep their workspaces tidy and adhere to all UNR guidelines to ensure the proper use and care of company assets.
• Employees found misusing or neglecting UNR property will face disciplinary action, which can escalate to termination.
• If an employee damages or misuses UNR property, they might be asked to cover the full or partial repair or replacement costs. Misappropriating UNR property is cause for immediate termination and potential legal proceedings.
• UNR equipment, such as computers, phones, copiers, and internet services, is primarily for work-related tasks. While minimal personal use may be permitted, it should be rare. Excessive personal use can result in disciplinary actions.
17.6 Use of Company Vehicles
Employees required to drive as part of their job duties must obtain approval from the HR Department to operate UNR vehicles.
• The individual driving the UNR vehicle must ensure its optimal condition before each use.
• Drivers should log any vehicle issues or damages before driving.
• The vehicle log will serve as evidence of the vehicle’s state before its use by the driver. Any damages found upon the vehicle’s return will be referenced against this log.
Vehicles deemed unsafe will be removed from service until they’re adequately repaired or serviced.
17.7 Use and Sharing of Organization Information
“Information,” in this policy, refers to any data owned or used by UNR, such as:
• Lists of organization employees, clients, or customers.
• Database details, like addresses and phone numbers.
• Information from employee files, including addresses, job status, and pay history.
• Photos, videos, or audio recordings of any UNR personnel, client, or customer.
Only authorized employees, as determined by UNR’s Board or executive team, can speak on the company’s behalf. Specific permission is mandatory for any employee to share confidential UNR details.
Sharing such information with unauthorized parties, including other employees without access rights, is prohibited. Violations will be treated as a breach of UNR’s confidentiality policies and might also break State or Federal laws.
17.8 Monitoring of Network Communications
UNR holds the right to oversee all communications utilizing its networks, such as data transmissions, voicemails, phone records, internet activities, and network traffic.
The company will evaluate network communication behaviors and might share this data to ensure adherence to company policies.
Employees must not intentionally disable any network monitoring tools or software.
Objective At UNR INTEGRATED LIMITED (UNR), the appearance of our employees significantly impacts our corporate culture and reputation. Employees should present themselves professionally, fostering a positive impression for clients and customers.
Policy Statement This policy aims to guide employees concerning dress and personal appearance standards. It is essential for all employees to maintain a professional standard of dress and appearance when at work and when representing UNR. While this policy provides a general guideline, it doesn’t list every acceptable or unacceptable attire. Therefore, employees should adhere to the underlying principles of this policy.
We value the diverse cultural and religious backgrounds of our employees. Accordingly, we’ll approach dress and uniform requirements with sensitivity. If needed, the HR Department will provide information on cultural dress norms and practices. However, considerations related to health and safety, security, and similar matters will always be prioritized.
Policy Guidelines When working for UNR, employees act as representatives of our organization. Their appearance plays a crucial role in shaping our reputation and business growth. We expect all employees to maintain a neat, clean, and polished appearance, dressing in a manner that befits their professional status and role, whether they are working onsite or offsite.
Here is a list of attire that is generally not acceptable at UNR:
For roles where jeans are acceptable, they should be clean, smart-looking, and worn respectfully. For example, they shouldn’t expose underwear.
Employees who interact with visitors, clients, or the public must consistently showcase a positive image of UNR.
Dress Code Guidelines
Acceptable Attire: Employees are expected to dress in smart business wear, which includes a suit, smart jacket or blazer, trousers/skirt/dress, or any traditional business attire that qualifies as formal. All clothing items should be clean and well-ironed.
Types of Dress Codes:
Uniformed Employees: Those required to wear uniforms should do so during working hours unless otherwise instructed by their manager or supervisor. Uniforms should always be clean, ironed, and presentable. Altering the uniform without organizational permission is prohibited. All issued uniforms remain the property of the organization. Employees are responsible for their upkeep and must return to them upon ending their employment.
Safety and Protective Wear: Employees in roles that mandate protective, or safety clothing must wear them while on duty, as dictated by either law or organizational regulations. Additionally, staff working with food should keep their hair short or tied back, wear minimal to no makeup, and only wear a wedding ring as jewelry. Nail polish and perfume are not permitted, but maintaining personal hygiene is essential. These protocols ensure safety and hygiene.
Administrative and Non-Administrative Staff: Appearances matter, and judgments are often made based on how one is dressed. This applies to all roles, including logistics, processing, maintenance, and labor, regardless of the setting, whether actively working or resting. Employees should strive to “dress for success” every day unless a specific dress code policy permits casual attire on certain days. Inappropriate dressing can influence perceptions by peers, suppliers, and clients.
The Significance of Professional Attire for Workforce Members
The attire of workforce members is instrumental in securing respect and establishing a professional benchmark for clients and suppliers. It is essential to recognize that prospective workforce members often mirror the conduct and appearance of current staff members.
The advantages of suitable attire for personnel in the manufacturing and logistics sectors include: • Securing and upholding respect. • Building credibility. • Positioning oneself as a figure of authority.
Compliance with the dress code for both office and field personnel is imperative to ensure that professionals are regarded with respect and credibility by clients, suppliers, and peers. The way a workforce member dresses can significantly affect the perceptions and interactions of clients and suppliers; a neatly dressed individual serves as a commendable exemplar. During professional engagements such as client/supplier and workforce member meetings, a professional demeanor is crucial for fostering trust. Disregarding the dress code on such occasions can diminish the client’s respect and trust in the professional. Observance of the dress code and organizational regulations promotes integrity among clients, suppliers, and the workforce.
Dress Code Guidelines
For Male Personnel: • Suits should be of a subdued, dark hue, accompanied by a collared shirt and tie. Ties, jackets, or blazers are discretionary. • Chino trousers and blazers of any hue are permissible. Blazers are advocated for professional gatherings and client meetings. • Shirts should be neatly tucked in at all times. • Footwear must be clean and well-polished. • The use of cologne, fragrances, and aftershave should be restrained.
For Female Personnel: • Dresses should extend below the knee; pantyhose is required otherwise. • Skirt length should not be shorter than the top of the knee. • Footwear should be both stylish and comfortable. • Makeup should be applied with subtlety. • Pants trousers and palazzos are acceptable. • Hair should be tidy and well-maintained. • Perfume should be used sparingly.
Workers in the logistics area and processing facilities, who are in a high-risk group, are required to wear clothing appropriate for occupational safety.
General rule: Conventional business attire, maintained in a pristine and orderly state, is endorsed.
Dress Code Infractions
Managers and supervisors are tasked with addressing any breaches of the dress code. Employees uncertain about what constitutes appropriate attire should seek guidance from their supervisor. Employees found in non-compliance should immediately correct the issue, which may require leaving the premises to change attire. Failure to adhere to dress and grooming standards or recurrent infractions may lead to disciplinary measures, including potential dismissal.
Specific Requirements
Certain roles may have distinct attire, grooming, or hygiene standards, such as the necessity to wear uniforms or protective gear, which the company will supply as needed.
Addressing Workplace Attire and Hygiene Issues
Violations can range from donning inappropriate attire to emitting unpleasant odors. An employee dressed improperly will be directed to go home and return in suitable attire. Should an employee’s personal hygiene or excessive use of fragrance become problematic, the supervisor should address the concern discreetly. Ongoing issues will be managed through the standard corrective action procedure, which may culminate in termination.
UNR Workforce Dress Code and Appearance
The company acknowledges the requirement for adaptable dress and appearance rules for both administrative and operational staff, given their diverse working conditions. Nonetheless, irrespective of the environment – be it the UNR, logistics sites, production facilities, or offices – a professional standard in dress and appearance is anticipated. Attire should be fitting for the employee’s role, clean, non-provocative, and not excessively sexual.
Should you have doubts regarding the suitability of your attire, please consult your immediate supervisor, line manager, or the Human Resources Department. It is important to note that attire and grooming styles influenced by religious or cultural beliefs are respected and exempt from these guidelines.
Employees who fail to comply with these standards may face disciplinary actions. Minor transgressions will be dealt with informally. In instances where an employee’s attire is judged inappropriate by the company, they may be requested to go home and change. Persistent or grave violations may lead to more stringent repercussions, up to and including dismissal.
The Management reserves the right to periodically review, amend, or add to the terms and conditions of employment outlined in this handbook, reflecting changes in government policies or the country’s economic conditions.
Employees will be promptly informed of any changes after they are implemented.
I, ……………….…………………………………………….., hereby declare that I have personally read and understood the entirety of this employee handbook and accept all its contents. This declaration may be invoked on my behalf in any future legal, official, administrative, or disciplinary inquiries.
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