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Ref. No: ESCL-SOP-008

EGBA SPLIT-CLAMPS LIMITED

Rev. No: 00 Issue Date:12th Nov, 2012

Admin/Human Resources Procedure

Page 1 of 7

ADMIN/HUMAN RESOURCES PROCEDURE

APPROVAL AND REVISION STATUS Rev. No. 00

Issue Date

Revision

12/11/2012

Identification First Issue

Prepared by

Reviewed

Approved by

Admin Manager

by Production Manager

Managing Director

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-SOP-008

Admin/Human Resources Procedure

Rev. No: 00 Issue Date:12th Nov, 2012 Page 2 of 7

CHANGE (S)/AMENDMENT (S) The change(s)/amendment(s) noted below have been made and approved by the Managing Director for issue.

Change/Amendment No.

Date

Page

Description of Change/Amendment

EGBA SPLIT-CLAMPS LIMITED Admin/Human Resources Procedure

Ref. No: ESCL-SOP-008 Rev. No: 00 Issue Date:12th Nov, 2012 Page 3 of 7

1.0 PURPOSE This procedure highlights aspects of the administrative and human resource processes in ESCL. 2.0

SCOPE Applicable to competence, training, awareness and related processes in the company.

3.0

REFERENCES NIS ISO 9001: 2008, Quality Management Systems-Requirements. NIS ISO 9000: 2005, Quality Management Systems- Fundamentals and Vocabulary. ESCL Quality Manual (ESCL-QM-001). ESCL-QSP-003, Procedure for Internal Quality Audit Form 112, Employee Competence Record. Form 113, Staff Appraisal. Form 114, New Employee Induction. Form 115, Training Evaluation. Form 116, Annual / Casual Leave.

4.0

TERMS AND DEFINITIONS The following terms and definitions and the ones given in ESCL Quality Manual and NIS ISO 9000: 2005 apply:

4.1

ESCL: Egba Split-Clamps Limited.

4.2

ISO: International Organization for Standardization.

4.3

NIS: Nigerian Industrial Standard.

4.4

Competence: Demonstrated ability to apply knowledge and skills.

4.5

Training: Skills imparted to personnel to enable them perform work tasks.

4.6

CV: Curriculum Vitae (A summary of an employee or prospective employee’s personal history, background, work and education. Also identified as a resume.

4.7

Key Personnel: Personnel directly responsible for activities affecting the quality of the resultant product/service.

5.0

RESPONSIBILITIES AND AUTHORITY

5.1

Top Management, Department/Unit heads: Responsible for the appraisal of subordinates and identification of training needs.

EGBA SPLIT-CLAMPS LIMITED

Rev. No: 00 Issue Date:12th Nov, 2012

Admin/Human Resources Procedure 5.2

Ref. No: ESCL-SOP-008

Page 4 of 7

QHSE Manager, Management Representative (MR): Conducts required awareness on the Quality Management System including customer requirements.

5.3

Admin Manager: Maintains individual records of education, training, skills and experience of company personnel. Schedule training to meet identified needs.

6.0

PROCEDURE

6.1

Competence

6.1.1 The practice of ESCL is to resource qualified key personnel with adequate experience to fulfill the current requirements of the position (see section 6.4 of this Procedure). 6.1.2 Prior to employment, the competence of personnel is assessed through evaluation for qualification and experience detailed in CV’s. Where required, documentary evidence such as university degrees, certificates, licences, is verified. 6.1.3 Following

confirmation

of

employment

by

the

company,

an

employee

competence record is prepared and updated annually; recording details of the employee’s qualifications, experience and past training (see Form 112). 6.1.4 Annual staff performance appraisal (see section 6.5 of this Procedure) is conducted to appraise the performance of staff members and seek areas of improvement (see Form 113). 6.2

Training

6.2.1 Training needs are monitored as an ongoing activity by Top Management and Department/Unit Heads. If the company purchases or adapts equipment or changes its methods of working, knowledge and skills of personnel within the company are reviewed in order to identify training requirements. 6.2.2 Following the identification of the training need, the Admin Manager consults with Top Management (and also draw from the annual appraisal exercise) to fashion out the training programme for the year. 6.2.3 Where applicable, training brochures are also collected from applicable training institutions to identify relevant courses for senior / supervisory personnel. 6.2.4 Training is provided internally or externally by appropriately qualified and experienced personnel in that field. Evidence of training is recorded and made available as part of the training records maintained.

EGBA SPLIT-CLAMPS LIMITED Admin/Human Resources Procedure

Ref. No: ESCL-SOP-008 Rev. No: 00 Issue Date:12th Nov, 2012 Page 5 of 7

6.2.5 The education and training provided to each personnel is evaluated in terms of expectations and impact on the effectiveness and efficiency of the company in order to serve as a means of improving future training plans. Such an evaluation is conducted six months after the training (see Form 115). 6.2.6 If the trainee fails to grasp or demonstrate required skills the trainee is recommended for re-training. Record of re-training is maintained. 6.2.7 If the training or qualification in an activity automatically qualifies the trainee in another field or activity, no separate training or qualification is required for the latter activity. 6.2.8 Whenever required, personnel are trained in the use of the latest applicable methods and current techniques. 6.3

Awareness

6.3.1 New employees are required to undergo a training orientation/induction programme covering general aspects of the company operations. Records are maintained (see Form 114). 6.3.2 The completion of some elements of the programme are variable in that due account is taken of prior training and experience. 6.3.3 Periodic awareness programmes(e.g. toolbox meetings) on quality, safety and required job training are arranged, including education of personnel on the company’s Quality Policy, Quality Objectives and the concepts of customer satisfaction. 6.3.4 Department/Unit Heads ensure that the personnel working under them understood the tasks to be performed and the objectives to be achieved, including awareness of the consequences of failure to the company and its people. 6.4

Personnel Employment

6.4.1 This is conducted through the following process:  Advertisement (e.g. notice board, verbal, newspaper);  Receive and screen application as appropriate;  Shortlist of qualified candidates;  Conduct interview (oral, written as applicable);  Contact successful candidate(s);  Medical screening; and  Issue of employment letter and staff identity card.

EGBA SPLIT-CLAMPS LIMITED Admin/Human Resources Procedure

Ref. No: ESCL-SOP-008 Rev. No: 00 Issue Date:12th Nov, 2012 Page 6 of 7

6.4.2 Operational tools required for a newly employed staff are issued to him. 6.4.3 The new staff is appropriately inducted (see section 6.3.1 of this Procedure). 6.5

Appraisal

6.5.1 General staff performance appraisal exercise is carried out once a year. Staff on probation has their performance appraised prior to confirmation. 6.5.2 The results of the appraisal are collated and analyzed under the responsibility of the Admin Manager. 6.5.3 Training needs are also identified in the appraisal. 6.6 6.6.1

Staff Attendance Booking A register is maintained to record daily staff work attendance.

6.6.2 The register is closed off after cut-off time for resumption (8.00 am). 6.6.3 The Admin Manager reviews monthly attendance records and in extreme cases of consistent tardiness, to inquire into the reasons. 6.7

Staff Leave

6.7.1 Staff members are entitled to annual leave, casual leave, sick leave, maternity leave (for married women) and any other type of leave as approved. 6.7.2 Annual leave is mandatory and time not taken is forfeited. Exceptions arise if due to contractual engagements management deems it necessary to defer the leave. 6.7.3 Staff members have to apply through their department/unit head for all types of leave by completing the leave form (Form 116). Upon endorsement, it is then sent to Admin Department for processing and final approval. 6.7.4 Leave periods granted are filed and maintained in individual personal files. 6.8

Welfare Issues Welfare issues are addressed in the company as appropriate. These include but are not limited to leave (annual, casual, sick, maternity), promotions, salary review, loans, health benefits, bonuses (safety, performance) and recognitions.

EGBA SPLIT-CLAMPS LIMITED Admin/Human Resources Procedure 6.9

Ref. No: ESCL-SOP-008 Rev. No: 00 Issue Date:12th Nov, 2012 Page 7 of 7

Staff Discipline ESCL disciplinary policy is based on the principles of fairness and firmness in the application of rules, strict adherence to the laws of the land. All employees undertake to obey the rules and regulations as a condition of employment. Deviation from this is subject to disciplinary action, which may include any one or a combination of the following in any order.  Query  Warning  Suspension  Termination, and  Outright dismissal.

7.0

RECORDS

7.1

Education/Training record.

7.2

Training schedule.

7.3

Staff performance appraisal records (Form 113).

7.4

New staff induction records (Form 114).

7.5

Competence records (Form 112).

7.6

Training evaluation record (Form 115)

7.7

Recruitment Record

7.8

Leave / Time off Record

7.9

Staff Discipline Record

7.10

Reward and Recognition.