GENERAL
TERMS AND CONDITIONS OF EMPLOYMENT FOR ALL STAFF
Throughout this document and the course of this
employment,
“Affiliate”
means any of the companies forming a part of The BMA Group of Companies.
“Headquarters”
means the head office of The BMA Group at Ikeja, or wherever so designated.
“Management”
means the Management Team of The BMA Group or any group of persons so
designated
or delegated.
“Staff
member” means any employee lawfully and directly engaged by the BMA Group
or any affiliate/company under the Group.
“The Company”, or “Our Company” or “The
Organization” means The BMA Group and/or any of its
subsidiary organization where the context so admits.
1.
Inter-Departmental
Transfers and Secondment
a. All
Staff members are required to remember at all times that their employment is
with the BMA
Group as a whole.
b. To
this end, any staff member may be transferred from one department in any of our
affiliated companies to another department or from one subsidiary to another.
c. The
above transfers will take place notwithstanding that the latter place of work
was not the company/subsidiary the Staff member initially applied to or was
employed at.
d. The
above transfers will take place notwithstanding that the latter posting is
different from the skill, occupation or profession for which the Staff member
was initially employed, so long as competency is assured.
e. While
every effort will be made to ensure that staff members and their family members are not unnecessarily separated, transfers will take place notwithstanding the marital status of staff members.
f. The transfers may also take place notwithstanding that the new posting or assignment will take the Staff member out of his/her Town/State/Country of residence to any other Town/State/Country whether on permanent or temporary basis.
g. As a matter of policies, inter-departmental and inter-company transfers take place at the end of every TWO (2) years, or at any other time that the Management may deem fit.
2.
Relations
With Clients/Customers
a. A large part of our work involves relating with the outside world in respect of our activities.
b. To this end, staff members are expected to exhibit the highest possible level of professionalism in all of their dealings.
c. Different people have differing views and opinions and different manners of expressing them:
i. While some people would express their views and opinions in a polite manner, others may be rude and uncouth in their language and interactions.
ii. To this latter category of members of the public, the staff is expected to
demonstrate a limitless tolerance, no matter the level of provocation.
iii. Where
the staff senses that the member of the public concerned is not prepared, ready
or willing to adjust/understand, then the staff member is allowed to politely
end that conversation or interaction, either by transferring the person to a
superior in the organization, or obtaining the person’s contact details for a
feedback/follow-up when tempers would have cooled.
iv. On
no account must any client, colleague or any member of the public be insulted,
abused or treated in any undignified manner by any staff member.
d. Fluency
in communication is a must-have asset. All staff members who relate with
members of the public as part of their duties are expected to maintain an
appreciable level of communication and persuasive skills.
3. Dedication
To Duty
a. This
is of paramount importance. Staff members are expected to demonstrate an
acceptable level of dedication in terms of prompt attendance to duties,
dynamism and sacrifices that will lead to the success of our activities.
b. Workable
ideas and suggestions that will lead to the success or improvement of any of
our activities or programs are always welcome from members of staff.
c. And due recognition shall be given to such
staff.
4. Punctuality
a. Punctuality, they
say, is the soul of business. To this end, all staff members must be punctual
in resuming or closing at the stipulated time of the day.
b. Lateness will not be acceptable by any means.
c. Truancy
is a no-go area.
d. Unnecessary
excuses for permissions are not welcome.
e. Both
lateness and truancy will be sanctioned as the Management may deem fit. In many
cases, it will lead to summary dismissal without pay.
f. Where
it is unavoidable to be absent from work or where a staff member seeks
permission to be late or absent, such request must be communicated in writing
to the immediate Superior or the office not later than TWENTY-FOUR (24) HOURS before the date, and approval in writing
must be obtained. Exceptions are in cases of emergency, absolute urgency or
unexpected circumstances.
g. Where
Management deems fit, sanctions may be invoked on truancy and lateness in the
following manner:
i. Absence
from Work without permission = Equivalent of THREE (3) DAYS PAY for each day of
absence may be deducted.
ii. Lateness
to work without permission;
1. Arrival
at work before 12.00 noon = Half a day’s pay to be deducted.
2. Arrival
at work after 12.00 noon = A full day’s pay to be deducted
h. Notwithstanding
any provisions in this Contract of employment, Management reserves the right to
summarily terminate the appointment of any Staff Member or dismiss such Staff
member who has been late to or absent from work for up to Four times in a
month.
5.
Honesty,
Integrity and Transparency
a. We
demand absolute honesty and transparency from all staff members. This will
include:
i. Transparency
in all financial transactions and dealings involving the Organization;
ii. Proper
accounting records, feedbacks and procedures;
iii. Refraining
from seeking and/or making undue personal gains from expenses and expenditures;
iv. Not
colluding with third parties in defrauding the Organization, inflating
contracts, under-supplying, over-invoicing or causing financial losses, etc.
whether intentionally or otherwise.
v. Not
demanding kickbacks, gratification, bribes, gifts, personal favors or any
financial or monetary inducement from other member of staff, clients or third
parties in the execution of official duties and assignments, or in order to
attain a personal goal.
vi. Not
engaging in any act that will bring the Organization into disrepute or run
contrary to any of our official policies.
vii. Even
in their private lives, not engaging in any criminality, anti-social behavior,
dishonorable conduct, illegal or unlawful activities or any act which may bring
their name and the name of our Organization into disrepute.
viii. The
main watchword here is integrity.
b. Employment Questionnaire:
Before, upon or after resumption of employment, each staff member is given a
Questionnaire which requests for necessary information about the Staff member.
i. By
accepting this employment, you agree, undertake and warrant that all the
information supplied by you in the Questionnaire are true and correct as at the
time of submission.
ii. You
agree that all necessary documents, qualifications, transcripts, certificates
or records submitted by you or by any third party on your behalf are true,
genuine and correct.
iii. By
submitting the document, each Staff member agrees and authorizes the
Organization to carry out independent investigation and verifications from any
third party as regards any information or document supplied by the Staff
member.
iv. Each
Staff member understands that it is also a criminal offence to submit fake or
forged documents, qualifications, transcripts, certificates or records whether
by themselves or by any third party on their behalf.
c. Any
of the above-named acts will attract immediate dismissal, without prejudice to
any other criminal or civil proceedings against such member of staff.
6. Discipline
a. Must
be maintained at all times.
b. This
will include subordination to superiors, obedience to lawful orders and
authorities, observance of the rules and regulations at all times, etc.
c. It
is also an act of official indiscipline and dereliction of duty to engage in
private trading, business or other unofficial commercial transactions in the
office during office working hours or to permit a third party to engage in such
acts.
d. Part
of discipline is to refrain from making any official statements or announcement
on behalf of our Organization to the media or the public without due
authorization. Every interaction with/from the media must be referred to the
appropriate Officer in charge of Corporate Matters.
e. In
all cases, employment at our Organization is on full time basis, except
otherwise stated in the official letter of employment. Therefore, no private
practice, part-time or unofficial dealings is allowed during official working
hours for all staff members who are on full-time employment.
f. Workplace
Harassments and Discrimination – This is a common phenomenon and deserves a specific
mention here. The BMA Group is an equal-opportunity employer. To this end:
i. We
provide equal opportunities for all staff members irrespective of their gender,
ethnic or religious affiliations. We do not discriminate. Our priority is
competence.
ii. To
this end, we do not tolerate any act of workplace victimization or harassment
by or from one staff to another.
iii. Specifically,
we frown at sexual harassment at workplace and are rigid about the imposition
of sanctions where any allegation of sexual harassment is proven,
notwithstanding the status or position of the staff involved. Such sanction may
include summary dismissal, if the Management deems so.
7.
Decorum
a. All
staff members must maintain decorum in the office.
b. This
will include:
i.
Ensuring that the office or
workplace is kept neat, tidy and decent at all times.
ii.
Notwithstanding whether the
particular Office retains a staff whose duty is to see to the cleanliness of
the office, all staff members are to ensure that their office/table/workplace
are kept neat and decent at all times of the day.
iii.
Eating is not allowed inside
the office and on the work tables except at the designated places where
applicable.
iv.
Food, water and drinks must
be kept away from view and must not be put on the table or near documents.
v.
Tables must not be clustered
unnecessarily with files and papers. All files and documents on a staff’s table
must be neatly and properly arranged.
vi.
All documents been handled
must be properly handled with utmost care, safety and tenderness. Pease note
that any defacing, loss or damage of any official document will not be
tolerated, notwithstanding whether such damage or loss is doe intentionally,
recklessly, negligently or otherwise.
vii.
Chattering, shouting, noise,
arguments, unnecessary gossip, misunderstanding, fighting or any untoward
attitude inside the office or during office hours is totally prohibited.
viii.
Decorum must also be
observed at all times in our all our official dealings with clients and
customers. For this purpose, we do not encourage intimate relationship with
clients and customers beyond what is necessary.
8. Confidentiality:
a. In all
cases, confidentiality of our operations is very important.
b. To
this end, details of our operations are not allowed to be disclosed to third
parties, friends, or families who have no need to know.
c. Aside
from partners, sponsors or funders, our operational guidelines or procedures
including the state of our finances are not allowed to be disclosed to third
parties, friends, families or even colleagues who are not entitled to know.
d.
During office hours, privacy
must be maintained. Therefore, no private or personal visitor is allowed during
working hours.
i. A
staff member may be allowed to receive a private visitor during the lunch
break, and this must be at the general reception area – not inside the staff’s
office.
e. As
a matter of official policy, no member of Staff is allowed to go home with any
official document, file, material or correspondence without prior official
approval.
f. On
no occasion must any official document, file or correspondence be given,
transmitted or allowed to be accessed by any third party who has no
authorization to do so.
g. In
most cases, staff members are given their specific official email addresses or
login details/codes for assessing some parts of our websites. ON NO ACCOUNT
must these email addresses or login details be shared with family, friends or
even colleagues.
h. ON
NO ACCOUNT must official emails or access areas of our websites be accessed
using third-party or public devices. This is of utmost importance because of
the inherent security threats involved.
i. ON
NO ACCOUNT must any staff member use or permit the use of any external device
like flash drives, hard drives, memory cards or other copying/imaging devices
obtained from any third party or that have not been designated for official use.
The risk of virus infections and security attacks from such devices are real
and must be put into consideration at all times.
9.
Incentives
a.
To encourage members of
staff in their duties, incentives may be provided from time to time for some or
all staff members. But note that these incentives are not obligatory or
mandatory on the Management. It is absolutely at the Management’s discretion
and merely to serve as means of encouragement.
b.
Incentives here will include
elevations and promotions where and when necessary, as well as providing
opportunities for qualified staff members to apply for any vacant higher
position or occasional gifts at the end of the year or during festivals.
c.
Incentives may also include
approval for trainings whether locally or overseas, attending
professional/occupational development courses, trainings, seminars,
conferences, workshops, etc.
d.
Some of our official
policies include sourcing for funding and sponsorship for our activities where
applicable.
i. On
deserving occasions, Management may give to staff members incentives from
funding secured by that staff member.
ii. The
amount to be given, how and when is ABSOLUTELY at the Management’s
discretion.
iii. It
is only meant to serve as incentives and encouragement to staff members. It is
neither obligatory nor a right, and must not be demanded as a bonus or
remuneration.
iv. The
Management will retain the absolute discretion to decide if, how, where and
when such incentives will be given.
v. However,
staff members who put in dedicated efforts to secure funding will be duly
incentivized and encouraged to do more.
10.
Dressing
and Dress Modes
a.
All members of staff must
dress officially, decently, moderately and without extravagance at all times.
b.
Dressing to the office
should be aimed at enhancing our personalities, not otherwise.
c.
From Mondays to Thursdays, all staff members must be dressed officially
and decently.
i.
No T-shirt, jeans, casual
wears or native dresses are allowed on these days.
ii.
Male Staff members are
encouraged to put on shirt (preferably with ties) properly tucked in and neat.
iii.
Female members must dress
decently without any indecent exposures.
d.
On Fridays, staff members
who wish may wear full traditional attires, i.e., with caps, scarves or
headgears.
e.
On Saturdays, staff members are allowed to dress casually to office.
On these Saturdays, T-shirt, jeans, etc. are allowed. Exception is where any
official event is to take place on a Saturday that requires an official mode of
dressing.
f.
No “sagging” or shabby
dressing is allowed.
11.
Salaries
and Pension Schemes
a.
Salaries and allowances are
paid on the first day of the following month. Where the first day of the new
month falls on a weekend or public holiday, then salaries will be paid on the
next business day.
b.
Salaries are paid to bank
accounts. All staff members may be requested to open a salary account at
designated banks for the purpose of receiving their salaries.
c.
The Company reserves the
right to exercise a lien on the salaries or allowances of any staff member,
pending the completion of investigations in the case of negligence, misconduct
or dereliction of duty or to guarantee the performance of obligation in cases
where same is demanded of the Staff.
d.
Upon confirmation of
employment, all staff members will be required to subscribe to a pension
scheme, in line with the requirements of the laws.
e.
To this end, all staff
members whose employments have been confirmed will be required to submit the
pension managers of their choice from the approved list, to which remittances will
be made.
f.
All staff members will also
be reminded of this requirement on regular basis.
12.
Termination
of Employment
a.
Where a Staff member desires
to resign or terminate his/her employment with our Organization, such a Staff
member must give at least a month’s written notice in advance, unless otherwise
stated in his/her letter of employment.
b.
Upon receipt of such notice
of resignation/termination of employment, the Organization shall furnish a
reply in writing to the Staff member, indicating whether the notice is approved
or not.
c.
Any staff member who does
not follow the above stated procedure may be deemed to have absconded from
his/her duty post and such a staff member may be dismissed.
d.
The Organization reserves
the right to terminate the appointment of or dismiss any Staff member FORTHWITH
if the Staff member is found liable or in breach of any of the terms and
conditions specified herein or specified from time to time.
e.
Where a Staff member is
dismissed from his/her employment, such a staff member shall forfeit all
his/her entitlements.
f.
Upon resignation or
termination of employment, the staff member concerned MUST surrender and give
up ALL properties and items belonging to the Organization, whether in his/her
possession, or in the possession of any third party at the staff member’s
instance.
g.
Any staff member who desires
to resign or terminate his/her employment must pay up all outstanding
indebtedness to the Organization, including loans, advances, I.O.U. or any
monetary obligations owed the Organization, colleagues, or owed to any third
party at the instance/involvement of the Organization or to our knowledge. Such
a Staff member must also discharge any outstanding financial or other
duty/obligations to any third party before the resignation is approved.
h.
Where a Staff member who
desires to resign or terminate his/her employment occupies any residential
apartment/property belonging to the Organization, such a Staff member must give
up and vacate the property with effect from the date of his resignation, and before
any financial entitlement is paid to him/her.
i.
The Organization is entitled
to place a lien on any entitlement or property belonging to any Staff member
who desires to resign, until such a Staff member complies with the procedure
specified above or put in place from time to time.
j.
Upon the approval of any
notice of resignation or termination, the due entitlement of the Staff member
shall be calculated and paid to him/her after any necessary deductions have
been made.
13.
Miscellaneous
a. The
above are not all the only terms and conditions of this employment.
b. The
updated versions of the terms and conditions shall be made available to all
Staff members on our website from time to time.
c. By
signing below, you indicate that you accept all the Terms and Conditions of
Employment as stated above.
d. By
signing this Contract, you agree that our Organization reserves the rights to
alter, amend, revise, review, add to or remove any or all of the terms and
conditions herein stated, at any time, with or without any prior notice.