Human Resource Policy (Staff Policy)

Once any vacancy is identified after an employee has left/or will leave the job or new tasks for the organization arise which require a new post. The need for filling such vacancies and issues like expectations of the post, recruitment planning, internal recruitment if applicable, mode of vacancy announcement, type of contract etc is discussed in the Executive Committee meetings.

All employees recruited by the organization have explicit job descriptions that form part of the employment contract whether permanent or temporary. Job descriptions clarify the tasks to be performed, the level of responsibility of the job, the knowledge and the skill level required to do the job productively. For most cases job descriptions are standard.

The organization undertakes to advertise suitable vacancies internally, but reserves the right to recruit externally if the existing employees can’t be withdrawn from his/her respective positions, or that they lack the required skills for the existing vacancy. If the organization decides to advertise internally, it is done by an announcement on office notice board to the employees. Brief details of the minimum requirements for the application and the job are given. The employee who wishes to be considered for the position will contact the Chief Functionary and apply for the vacancy formally only if he/she approves. In this case the over-all potential of the candidate and past performance in the organization is considered.

If the internal recruitment round has not yielded any positive results or if the organization has decided to recruit externally only, the recruitment procedure continues with an external vacancy announcement. An external vacancy announcement is being done by cost-effective advertising. Such announcements clearly indicate the application procedure and closing date. A.5 Application period People who wish to apply for positions advertised externally can do so only by application and submission of an updated CV putting down personal details, educational details and details of working experience. Application period for any vacancy is at least 15 days from the date of advertisement. Applications received from candidates are short-listed and invited for the interview.

People who wish to apply for positions advertised externally can do so only by application and submission of an updated CV putting down personal details, educational details and details of working experience. Application period for any vacancy is at least 15 days from the date of advertisement. Applications received from candidates are short-listed and invited for the interview.

Samajik Seva Sadan (SSS) invites candidates for interview to assess whether a candidate is sufficiently capable for a vacant position. Motivation, judgment, qualifications and experience on the job are part of the issues considered. Beside a talk with a candidate computer tests, knowledge tests, work on case studies, driving a car/bike are also part of an interview. The Recruitment board comprising of one or two EC members, the Director and Secretary forms an interview panel to conduct interview for vacancies. If a post is very specialized an expert can be asked to join the interviewing panel. During the interview the interview panel fills in an interview form for each candidate that helps to compare the results of the interviews. After each round of interviews all candidates’ merits are discussed and the decision is taken by the interview panel members. Each candidate is informed about the interview results. If the result is positive the candidate will receive a job offer including an invitation to discuss the terms and conditions of employment. No provision of TA/DA is there for candidates coming for the interview.

​If during the first round of interviews no definite selection can be made, a second round of interviews with a limited number of the candidates is held. A second round of interviews is always required in case the vacant post, requiring a more in-depth assessment of the candidates. The second round candidates are selected by the interview panel that was active during the first round of interviews. After the first round of interviews, referees of the candidate are consulted. For a second round of interviews the interview panel consists of more panel members than in the first round if believed necessary. The extra members may for instance consist of specialists or other key persons who may be important for reaching a more balanced and better decision. During the second interview usually more in depth questions are asked. If no suitable candidate is found after two interview rounds the recruitment process starts again.

After final selection of a candidate, an offer letter for the post is sent to the candidate’s postal address. The job offer letter clarifies the requirements for accepting the job offer and reporting on duty. The candidate will have to react to the job offer letter within two weeks. If the candidate shows interest in the job offer, an appointment letter with terms and conditions of employment is issued by the Director of Samajik Seva Sadan (SSS). If the candidate accepts the employment contract is signed. In some cases a second meeting is required to further discuss the terms and conditions of employment before signing these documents. Each appointment letter would carry a copy of the staff policy document. Period of contract depends upon the nature of the project and it is not obligatory on part of SSS to extend the contract beyond the specified period.

All new appointees stay under probation for a period that varies from 3-6 months. The goal of the probation period is basically:

a) To test the ability of the probationer to perform well on the job

b) To test the suitability of the probationer’s character to fit into the organization

A supervisor for the probationer is deputed from among the senior staffs of the organisation that guides as well as monitors the work progresses of the probationer. If work performance during the probation period is not satisfactory, the contract shall be terminated. In special cases, where there is scope for improvement, during probation staff is only entitled to consolidated pay allowances. Leave, medical benefits and such other benefits as admissible under staff policy shall not be applicable to the probationers.

The first month of probation is meant to familiarize the probationer with the organization and also to help him/her to settle down and understand the organization’s operations. After one month the supervisor and the probationer assess together whether the work progresses well and where improvements are needed. The supervisor prepares a performance report of the probationer and submits it to the Director of Samajik Seva Sadan (SSS) for review. If the first month was unsuccessful and there are no positive prospects for performance to be improved, at this stage the probationer can be dismissed or demoted the person to his/her former position (in case of an internal probationer) or can be transferred to another position, or can continue the probation period in the current position. However after completion of the probation period performance of the probationer is once again evaluated by the supervisor and based on his/her recommendation either the employment of the probationer is confirmed or probation is further extended or complete dismissal of the probationer or to transfer the probationer to another position in the organization. In case the decision is to extend the probation period, this will be for a period of another 1-3 months.

If a probationer is dissatisfied with the decision of the organization he/she can appeal to the Director. The Director may in such case invite the probationer for a personal meeting. For this meeting the Director may invite other persons as well. After considering the appeal the Director will take a final and binding decision.

Written notice to terminate employment, by the organization to the employee or by employee to the organization must be done as follows:

a. During probation: 7 days in advance

b. Employees up to one year employed: 30 days in advance.

c. Employees longer than 1 year employed: 60 days in advance.

One Month salary will be deducted and experience certificate will not be issued failing to comply with the Notice period for termination of contract or resignation The organization may revoke these conditions on the basis of:

a. Provisions within disciplinary procedures. Immediate dismissal can be given in case of insubordination, absenteeism, lack of performance, lack of co-operation and theft.

b. Continuous Underperformance for a period of 3 months

c. Upon closing of associated project and uncertainties of further funding by respective donor

d. The employee has been certified permanently unable to work by a medical practitioner

e. The employee has been imprisoned or convicted of an offense.

f. The employee disobey the organization policies & norms

g. The employee Working against the organization interest

Because of contractual nature of employment in the organization, as such there is no age limit in the organization for retirement. So no retirement benefits also laid down in the policy.