Human Resource Manual
January, 2016
Assam State Rural Livelihoods Mission (ASRLMS) NABAJYOTI NAGAR, SIVA NATH GOGOI PATH, GUWAHATI, ASSSAM-781037
Email:
[email protected] website: www.asrlms.in
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Table of Contents SL. No.
Particulars
Page(s)
1
Forword
2
List of Accronyms
7-8
3
Chapter I: Introduction
9-10
4
Chapter II: Staff Structure
11-21
5
Chapter III: Recruitment and Selection Process
22-24
6
Chapter IV: Staff Engagement, Contract and Remuneration
25-31
7
Chapter V: Holidays and Leave Policy
32-34
8
Chapter VI: Transfer Policy
9
Chapter VII: Capacity Building of Staff
36-38
10
Chapter VIII: Staff Code of Conduct
39-44
11
Chapter IX: Staff Exit Policy
45-46
12
Annexures
47-68
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3
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FOREWORD
The Panchayat & Rural Development Department (P&RD) of Government of Assam is at the forefront of implementing a wide array of programmes to improve the lives of the poor in the State.
Assam State Rural Livelihoods Mission Society (ASRLMS), a society created by the Govt of Assam has been a pioneer to catalyze, guide, support, and oversee implementation of livelihoods programs of the State, including the National Rural Livelihoods Mission (NRLM) among others.
To help ASRLMS to achieve its vision, it is essential to institutionalize its internal processes that serve
as the foundation for its operations. This HR manual is an attempt to build the institutional capacity of
ASRLMS and to provide support to the employees considering both professional and humanitarian aspects.
This manual will serve as a guiding framework that provides transparency in all that touches our daily life at our workplace while guiding us on our roles, responsibilities and rights.
I am sure that this manual will serve as an important tool for a fair and transparent HR administration that will serve the vision of ASRLMS. I warmly appreciate the efforts of the ASRLMS team in bringing out this Manual.
-Sd-
State Mission Director, ASRLMS
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List of Accronyms Accronyms AAP
Annual Action Plan
AP
Action Plan
ASRLMS
Assam State Rural Livelihoods Mission Society
AMD
Additional Mission Director
BC
Block Coordinator
BMMU
Block Mission Management Unit
BPM
Block Project Manager
CB
Capacity Building
CBA
Capacity Building Agency
CBO
Community Based Organization
COO
Chief Operating Officer
CV
Curriculum Vitae
DA
Daily Allowance
DC
Deputy Commissioner
DFE
District Functional Expert
DMMU
District Mission Management Unit
DPM
District Project Manager
EC
Executive Committee
ESI
Employee State Insurance
F&A
Finance and Accounts
FI
Financial Inclusion
FTE
Fixed Tenure Employee
GB
Governing Body
GoA
Government of ASSAM
GoI
Government of India
HR
Human Resource
HQ
Headquarter
IAS
Indian Administrative Services
JD
Job Description
KPI
Key Performance Indicators
KRA
Key Result Area
M&E
Monitoring & Evaluation
MoA
Memorandum of Association
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Accronyms NGO
Non-Government Organization
NMMU
National Mission Management Unit
NRLM
National Rural Livelihoods Mission
NRM
Natural Resources Management
P&RD
Panchayat & Rural Development Department
PF
Provident Fund
PIA
Project Implementing Agency
PM
Project Manager
PSC
Project Scrutiny/Sanctioning Committee
PSU
Public Sector Unit
R&S
Recruitment & Selection
SMD
State Mission Director
SM, IB & CB SMMU
Social Mobilization, Institution Building & Capacity Building State Mission Management Unit
SOP
Standard Operating Procedure
SPIP
State Perspective and Implementation Plan
SPM
State Project Manager
TA
Travelling Allowance
TSA
Technical Support Agency
YP
Young Professional/Year Plan
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Chapter I: Introduction 1.1. NRLM Mission “To reduce poverty by enabling the poor households to access gainful self-employment and skilled wage employment opportunities, resulting in appreciable increase in their incomes, on a sustainable basis through building strong grassroots institutions of the poor. These institutions enable and empower the poor households to build-up their human, social, financial and other resources, solidarity, voice and bargaining power. They, in turn, enable them to access their rights, entitlements and opportunities.” 1.2. NRLM Core Values The following core values will guide all the activities under NRLM: strong belief in the capacities and skills of the poor; providing a meaningful role for the poor in all project processes – planning, implementation and monitoring; promotion of transparency and accountability in CBOs; and Reducing their dependence on external support agencies. NRLM is implemented through sensitive and appropriate support structures with dedicated
professionals at the National, State, District and Block (sub-district) levels. At the national-level, an independent body – National Rural Livelihoods Promotion Society (NRLPS) has been set up as a Technical Support Agency (TSA) for NRLM. As per mandate of Mission, Assam State Rural Livelihoods Mission Society (ASRLMS) is registered under Societies Act XXI of 1860 on 11.11.2011 to ensure independent functioning of the Mission in the state of Assam. ASRLMS has dedicated staff at three levels – State, District and Block. The State Mission Management Unit (SMMU) facilitates the district and block units in building and supporting the community institutions and community professionals. 1.3. NRLM Staff Non-negotiable Principles All NRLM staffs are required to follow the stated non-negotiable principles. These are:
Faith in the capacity of the poor. Staying, being and working with the Poor in the village, trying to maximize their time with the community. Integrity is of highest order in the discharge of various responsibilities.
ASRLMS enables setting and implementing appropriate HR systems to create healthy and positive work environment to achieve desired results. ASRLMS along with its community institutions operates as a non-hierarchical learning team. ASRLMS seeks to select and induct competent staff with belief in the core values and non-negotiable principles of the Mission. ASRLMS envisages setting right HR systems in place to stimulate a positive work environment to achieve desired results. ASRLMS supports open, transparent, honest, respectful and timely two-way communication across the organization. Hence, it promotes an open-door policy at all levels of implementation, which fosters positive working relationships. All the staffs in ASRLMS (across levels)
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proactively seek and disseminate information to contribute to the goals of the organization. ASRLMS along with its community institutions operates as a non-hierarchical learning community. ASRLMS seeks to select, induct and retain the staff dedicated to the ‘Mission’ of the Mission, with belief in its core values and non-negotiable principles. ASRLMS is committed to ensure a healthy work environment for its staff, so as to keep them motivated to go that extra mile in the service of the poor and in the empowerment of the poor.
“The door should open listening to the footsteps”
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Chapter II: Staff Structure 2.0 Staff Structure ASRLMS implements the Mission under the broad guidance of the Executive Committee and Governing Body. The Chief Minister of the State is the Chairperson of the Governing Body of ASRLMS. Other members of the Governing Body include Minister (P & RD Deptt.), Chief Secretary and other officials from relevant ministries/ departments/government bodies, representatives of training institutes, academic institutions and the State Mission Director (SMD) of ASRLMS. The Executive Committee under the Chairpersonship of the Chief Secretary and members including the Principal Secretary (P & RD Deptt.) and Commissioners/Secretaries of relevant ministries/departments and SMD has been constituted and entrusted the responsibility of taking decisions on all important matters in the ASRLMS as per the Memorandum of Association with the Govt. of Assam. The staff structure of the ASRLMS is as given below: At State Mission Management Unit (SMMU) level: State Mission Director
Additional Mission Director
COO – Programs & COO-Skills
State Project Managers
Project Managers
Project Executives
Project Assistants
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Account Assistants
11
At District Mission Management Unit (DMMU) level: District Project Manager
District Functional Experts
District Accounts Manager
District MIS Manager
Junior Assistant
Office Assistant
At Block Mission Management Unit (BMMU) level:
Block Project Manager Block Coordinators
Block Accountant
MIS Executives
Office Assistant
The Mission is implemented at three levels of operation - the State Mission Management Unit (SMMU), District Mission Management Unit (DMMU) and Block Mission Management Unit (BMMU). The SMD (State Mission Director) is in-charge of ASRLMS and responsible for running the programme in the entire state. S/he is should be an IAS cadre deputed from Govt. of Assam and should have a deep understanding of the nuances of a mission such as NRLM. S/he would seek support from Additional Mission Director (AMD) for System Functions and COOs for Program Functions and Skills.
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The AMD should be a senior officer not below the rank of Deputy Secretary from state civil services. The AMD would hold the responsibility to ensure that the Systems like Finance, HR & Admin, MIS, Monitoring and Evaluation, Procurement, etc are in place across ASRLMS and would be supported by COO (Chief Operating Officer) for Program functions and COO (Chief Operating Officer) for Skills. The COOs would be recruited from the open market. SMD is supported by State Project Managers, Project Managers, Project Executives and Consultants at the State Mission Management Unit (SMMU). Each of the State Project Managers/Project Managers is expected to hold charge of one or more of the thematic units (program or systems). A core team would include SPM for various themes namely Social Mobilization, Institution Building & Capacity Building, Financial Inclusion, Livelihoods, Skills and Placement, MIS/M&E and ICT, Financial Management, Social Inclusion and Social Development etc. The SMMU may have other thematic units like Communication and Knowledge Management and other Systems units namely Human Resources/Admin, Procurement, etc, based on the need and requirement. The SMMU plans for the implementation (State Perspective and Implementation Plans [SPIP] and Annual Action Plans [AAP]) of NRLM in the state. It also provides technical assistance to the District Mission Management Units (DMMU) and Block Mission Management Units (BMMU). The District Mission Management Unit (DMMU) would be headed by the District Project Manager (DPM). The DMMU team would consist of District Functional Experts (DFEs) and other support staffs like Data Entry Operators/MIS Assistant and Accountant etc. The BMMU would consist of a Block Project Manager (BPM). S/he would be supported by Block Coordinators (BCs) and other support staffs like Data Entry Operators/MIS Assistant and Accountant etc. ASRLMS may recruit Young Professionals/ NRLM Fellows (YP/NFs) on its rolls or can offer fellowship to them. They may be placed at the SMMU, DMMU or BMMU level. ASRLMS shall recruit/filled up the vacancies as per requirement of the Mission, fund availability and approval of the budget by the competent authority. The number/post(s) may vary at each level based of the requirement of the Mission, HR Rationalization policy and Exit policy of ASRLMS. 2.1 Qualifications, Years of Experience and likely Numbers follows:
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of the proposed HR structure is as
13
Age (in Years)
Level
State Mission Director
Addl. Mission Director COO (Program Functions)
Below 50
COO (Skills)
Below 50
Financial Adviser State Project Manager (SM, 32-45 IB & CB)
State Project Manager (HR & 32-45 Administration and Capacity Building of Staff) State Project Manager 32-45 (Livelihoods & Marketing)
State
Project
Manager 32-45
Qualification
Years of Experience
State Mission Management Unit (SMMU) A senior IAS officer on deputation Officer having experience in the rank of Additional from the Govt. of Assam Secretary/Secretary, preferably who has served as Deputy Commissioner for overall implementation of the Mission in the State. A senior ACS officer on deputation Govt. servant from State Civil Services not below the rank from the Govt. of Assam of Deputy Secretary Post-Graduate degree 10+ years post qualification relevant experience in social /community development sector, out of which atleast 3 Years should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. Post-Graduate degree 10+ years post qualification relevant experience in social /community development sector, out of which atleast 3 Years should be on Skill development and placement projects of considerable size and scale. An AFS Cadre On Deputation from Having experience in the rank of Senior Financial Adviser Govt. of Assam or Senior grade position in Finance & Accounts. Post-Graduate degree 7+ years Post qualification Experience in social /community development sector, out of which atleast 2 Years should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. Post-Graduate degree in Human 7+ years Post qualification Experience in HR Resource/MBA (HR). agency/company with considerable scale and size, out of which atleast 2 Years should be in Rural Development/Community development sector. Post-Graduate degree 7+ years Post qualification Experience relevant experience in social /community development sector, out of which atleast 2 Years should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. Post-Graduate degree 7+ years Post qualification Experience relevant
Number of Posts (Indicative) 1
1 1
1
1 1
1
1
1
Age (in Years)
Level
Qualification
(Financial Inclusion)
Number of Posts (Indicative)
Years of Experience experience in social /community development sector, out of which atleast 2 Years should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. 7+ years post qualification relevant experience in social /community development sector, out of which atleast 2 Years should be on Skill development and placement projects of considerable size and scale. 7+ years Post qualification Experience in social /community development project of considerable scale and size, out of which atleast 2 Years should be in M & E of Rural Development /Community development sector. 7+ Years Post Qualification Experience in Finance & Accounts in Govt./Private sector out of which atleast 2 Years should be in Rural Development /Community development sector.
State Project Manager (Skill 32-45 Development & Placement)
Post-Graduate degree
State Project Manager 32-45 (Monitoring and Evaluation, MIS)
Post-Graduate degree
State Project Manager 32-45 (Finance & Accounts)
Post-Graduate Degree in Commerce/Management/ICWAI/ CA having experience in Social/Community development project funded by World Bank/Central Govt./in PSUs Graduate 5+ Years Post Qualification Experience in the relevant field Post-Graduate degree 5+ years post qualification experience in social /community development sector, out of which atleast 1 Year should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. Post-Graduate degree 5+ years post qualification relevant experience in social/community development sector, out of which atleast 1 Years should be on Skill development and placement projects of considerable size and scale. Post-Graduate degree 5+ years post qualification relevant experience in social/community development sector, out of which atleast 1 Years should be on relevant domain like SM, IB
[Erstwhile Officer] Consultants
Chief
Finance
45-63
Project Managers (Social 30-40 Mobilization, Institution Building & Capacity Building) Project Manager (Skill 30-40 Development & Placement)
Project Manager 30-40 (Livelihoods & Marketing)
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1
1
1
3-5 1
1-2
1
Level
Age (in Years)
Qualification
Years of Experience & CB, FI, LH, S & P etc. 5+ years post qualification experience in social/community development sector, out of which atleast 1 Years should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. 5+ years post qualification experience in social /community development sector out of which 1 years should be in Knowledge Management & Communication. 5+ Years post qualification experience in Finance & Accounts in Govt./Private sector out of which atleast 1 Years should be on procurement related experience in externally funded projects by the World Bank/ADB/UN Agencies etc. 3+ years post qualification relevant experience in social/community development sector, out of which atleast 1 Years should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. as the case may be. 3+ Years of post qualification experience in MIS related works in Govt./Private sector.
Project Manager (Financial 30-40 Inclusion)
Post-Graduate degree
Project Manager (Social 30-40 Development & KMC)
Post-Graduate degree
Project Manager (Finance & 30-40 Procurement) [Erstwhile Finance OfficerProcurement]
MBA (Finance) having experience in similar capacity in Social/Community development sector project funded by World Bank/Central Govt./in PSUs.
Project Executives 25-40 (Programs & Skills)
Post-Graduate degree
Project Executive (MIS)
MCA/MSc-IT having experience in documentation, reporting, data analysis and online monitoring activities in Social/Community Development projects. Working Knowledge of data management software will be desirable. Post-Graduate degree < 2 years
25-40
Young Professionals /NRLM < 30 Fellows (YP/NF) Project Assistant 23-40 Accounts Assistant 23-40
Number of Posts (Indicative)
1
1
3-5
1
1-3
Post Graduate Degree 2+ years post qualification in relevant domain. Post-Graduate degree in Commerce 2+ Years of post qualification experience with knowledge in computer Accounts/Finance in Govt./Private Sector. application and Tally. Candidate
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in
1-2 1
Age (in Years)
Level
MIS Assistant
23-40
PS to SMD
23-40
Office Assistant [Erstwhile Gr-IV] Night Chowkider Grade- IV
23-40
District Project Manager
30-40
District Functional Expert (SM, IB & CB) District Functional Expert (HR, Monitoring & Evaluation) District Functional Expert (Livelihoods & Marketing) District Functional Expert (Financial Inclusion)
25-40
21-40 21-40
25-40
Qualification
Number of Posts (Indicative)
Years of Experience
having prior experience will be preferred. BCA/BSc-IT, proficiency in computer 2+ years of post qualification experience in MIS related typing, data entry and report works in Govt./Private sector. generation and good knowledge of MS-Office. Post-Graduate degree in any discipline Candidates having experience in handling EPBAX, FAX with 1 year diploma in computer and other computer applications will be given application from recognized institutes preference. having proficiency in communication, drafting skills and knowledge in Stenography. Graduate in any discipline with knowledge in computer applications. Class VIII passed Class VIII passed District Mission Management Unit (DMMU) Post-Graduate degree 3+ years post qualification experience in social/ community development sector, out of which atleast 1 Years should be on relevant domain like SM, IB & CB, FI, LH, S & P etc. Post-Graduate degree 2+ years post qualification experience in social/ community development sector Post-Graduate degree 2+ years post qualification experience in social/ community development sector
25-40
Post-Graduate degree
25-40
Post-Graduate degree
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1–4
1
6 1 1 1
1 1
1 1
Level
Age (in Years)
District Functional Expert 25-40 (Skill Dev. & Placement) District MIS Manager 25-40
District Accounts Manager 25-40 [Erstwhile District Accounts Officer]
Junior Assistant
23-40
Office Assistant [Erstwhile Gr-IV]
23-40
Block Project Manager
25-40
Block Coordinators
23-40
Block Accountant
23-40
Qualification
Number of Posts (Indicative)
Years of Experience
Post-Graduate degree
2+ years post qualification experience in social/ community development sector MCA/MSc-IT having experience in 2+ years post qualification experience in MIS related documentation, reporting, data works in Govt./Private sector. analysis and online monitoring activities in Social/Community Development projects. Working Knowledge of data management software will be essential. Post-Graduate degree in 2+ years post qualification experience in Commerce/CA/ICWA. Candidates Finance/Accounts related works in Govt./Private sector. having experience in working in Projects/Schemes funded by World Bank/GoI or Social/Community development project will be preferred. B.Com with knowledge in computer application and Tally. Candidates having prior experience and higher qualifications will be preferred. Graduate in any discipline with working knowledge in computer applications. Block Mission Management Unit (BMMU) Post Graduate degree 2+ years post qualification experience in social/ community development sector Graduate 1+ years post qualification experience in social/ community development sector. Graduate degree in Commerce. 1+ years post qualification experience in Finance Candidates having experience in /Accounts related works in Govt./Private sector. working in Project/Schemes funded by
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1 1
1
1
1
1 1-5 1
Level
Block MIS Executive
MIS Assistant Accountant
Office Assistant [Erstwhile Gr-IV]
Age (in Years)
23-40
cum 23-40
23-40
Qualification
Number of Posts (Indicative)
Years of Experience
World Bank/GoI or Social/Community development sector project will be preferred. BCA/B.Sc.-IT. Working knowledge of 1+ years post qualification experience in MIS related data management software will be works in Govt./Private sector. desirable. Graduate (BCA/B.Com) with 1+ years post qualification experience in relevant sector. knowledge and experience in MSOffice plus tally and other data entry/accounting software Graduate in any discipline with knowledge in computer applications.
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1
1-2
1
Note: EC of ASRLMS may set/alter the qualification and/or experience on a case to case basis. In addition to the regular staff structure, ASRLMS may also engage resource persons on call, assignment based consultants and interns on need basis. Further, ASRLMS (SMMU, DMMU and BMMU) may hire support services on their own or through a service provider/agency. Units at State, District and Block can have Support Staff additionally in a ratio of 1:4 (or 5) i.e. 1 support staff member for 4 to 5 staff members) if there is sufficient financial resources. 2.2 Categories of Staff which the ASRLMS would recruit may include: 2.2.1 Staff placed by Government: Government Staff in ASRLMS includes SMD who would spearhead the mission in the state. State government shall also place the Additional Mission Director. 2.2.2 Staff on Deputation: ASRLMS may take the services of existing staff in Government and other organizations on deputation. They would, however, be selected competitively following the same selection method applicable to the staff recruited from open market. 2.2.3 Staff from Open Market: This category would form the majority. Professionals with experience and relevant qualifications in NRLM domains shall be recruited on fixed tenure basis. They would be engaged in ASRLMS at State, District and Block level based on their qualification and experience. 2.2.4 Consultants: “Consultant”, would be a competent individual with proven capability whose services would be used, in different thematic verticals of ASRLMS, as and when required. 2.2.5 Young Professionals/NRLM Fellows (YP/NFs): Under the YP/NF policy, young (not more than 30 years) fresh post graduates with or without experience, from prestigious academic and training institutes across the country and outside2 would be recruited (They would receive a fixed pay; Experience would matter only till the point of selection; Pre qualification experience shall not be considered valid). They would be drawn from disciplines like rural management, management, social work, forestry, agriculture, Vety. & A.H., Home Science, Fishery, engineering, marketing, finance, HR, law etc. The tenure of YP/NF would be 2 years in general. 2.2.6 MIS Assistants and Accountants: Human Resource for these operations would be recruited from open market, HR Agency or deployed from any government department to provide his/her services to the ASRLMS. 2.2.7 Resource Persons on Call: State would develop a Pool of Resource Persons on various themes, both program and systems and/or may also refer to NRLM National Resource Pool. Resource Persons would be engaged on call basis as and when required on a temporary period (ranging from a day to a few weeks/months). This pool would include freelancers, professionals working in capacity building agencies and other development organizations and alumni of NRLM and ASRLMS. This pool is dynamic and would be augmented based on the need and availability of resource persons from time-to-time. In line with the emphasis on enhancing communitization of NRLM, ASRLMS would seek the services of Community Resource Persons in training, auditing, planning, monitoring, assessing progress and performance in the blocks and community institutions etc. 2.2.8 Interns: ASRLMS would engage students, researchers and professional from diverse disciplines as full time interns, as per availability. ASRLMS would offer Internship programme for post-graduate students of development, law, management and the social sciences, M.Phil/PhD students to complete their research and dissertation, International scholars from reputed universities and freelancers 2
All IIMs, all IITs, XLRI, FMS, IRMA, Delhi School of Economics, IIFM, TISS, JNU, XISS, XIMB, National Law Schools (like NLS, NALSAR etc.), Delhi School of Social Work and any other P.G institutions of national eminence; International Institutes of eminence (Like universities of Colombia, John Hopkins, Howard, Yale, Oxford, London School of Economics etc.)
and/or professionals on sabbatical leave. Their engagement spans may differ according to need and availability. There shall be no remuneration for interns. 2.3 Reporting Relationship in ASRLMS: The Reporting Relationship is presented in the table below: Position Reporting to State Mission Management Unit (SMMU) State Mission Director Vice Chairman, Executive Committee Additional Mission Director SMD Financial Adviser AMD Chief Operating Officer(s) AMD State Project Manager(s) AMD/COO Consultant(s) Respective SPM/Designated Thematic Head Project Manager(s) Respective SPM/Designated Thematic Head Project Executive(s) Respective SPM/Designated Thematic Head YPs/NFs Respective SPM/Designated Thematic Head Project Assistant Respective Project Manager Accounts Assistant Respective SPM MIS Assistant Functional Head PS to SMD SPM-HR & Admin. Office Assistant SPM-HR & Admin. District Mission Management Unit (DMMU) District Project Managers AMD/ Project Director-DRDA DMMU Staff DPM Block Mission Management Unit (BMMU) Block Project Manager (Intensive Districts) DPM Block Project Manager (Non-Intensive BDO Districts) BMMU Staff BPM DMMU is expected to report to SMMU through their unit head i.e DPM. Similarly, BMMU would report to DMMU through their unit head i.e BPM. Also, all the functional anchors at the DMMU and BMMU level report to their unit heads and also work in close coordination with their functional heads at the state level. 2.4 Delegation of Powers ASRLMS, being the implementing arm of NRLM, has a clear Delegation of Powers to various levels SMMU, DMMU and BMMU for smooth implementation and quick response to the demands from the community/field/ground. Within the overall direction and guidance of Governing Body, Executive Committee approves the Annual Action Plans and monitors the progress of the ASRLMS. The implementation led by SMD is done through SMMU, DMMU and BMMU with fair degree of decentralization. 2.4.1 Powers with SMMU SMMU would establish suitable systems, processes, protocols and mechanisms to implement the mission in a professional manner. It would deploy resources, monitor and guide the district and block units in various elements/themes of NRLM from time to time for implementation of the program. 2.4.2 Powers with DMMU/BMMU BMMU is the cutting edge unit working with the community and DMMU works with the BMMUs.
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Chapter III: Recruitment and Selection Process 3.0 Recruitment and Selection Process Staff recruitment at all levels would be carried out at the SMMU in a phased manner, as per the progress of the mission. The staff members would be duly inducted and immersed in NRLM processes, values and philosophy. ASRLMS would follow the reservation policy of the Govt. of Assam. It would ensure that a transparent selection process is in place at all levels. The ASRLMS may hire the services of a HR agency for recruitment and other HR management purpose. ASRLMS may refer to the NRLM approved HR Agency list or may engage some other HR agency. ASRLMS needs to adhere to the stipulated procurement norms in hiring the agency. State Mission Director will engage staff/professionals as and when vacancy arises for all units. However, for creation of new post(s), SMD shall take approval from Executive Committee, ASRLMS. 3.1 Selection Criteria The candidates must be selected on the basis of merit and relevant experience, keeping the desired competency requirements in view. The staff would be recruited against a Job Description elaborating on the work domain, roles, responsibilities and functions of the recruited individual. (Refer Annexure-I for Job Description) Recruited Staff should have an attitude to service the poor and a pro-poor facilitative orientation. S/He is expected to have domain knowledge about poverty, development principles, strategies, knowledge of successful interventions, various actors in development, their roles and limitations etc, if s/he has been recruited for a program function. Systems person should have relevant domain knowledge and experience as fixed by the EC of ASRLMS. Other desirable skills in any candidate would be leadership skills, mobilization skills, communication skills, training, presentation skills etc. ASRLMS would follow the principle of gender equity in selection of its staff. Further, persons with disabilities and from ST/SC community would be given special focus during the selection. 3.2 Selection Methods ASRLMS shall recruit the staff by either of the following methods: 3.2.1 Engaging Staff from Open Market: The following specific processes shall be followed for engagement of Staff from Open Market: I. Identification of Vacancy /vacancies: Vacancy/Vacancies against approved position shall be identified and consolidated by the SPM-HR and approved by the SMD. The required eligibility criteria for those positions would also be notified along with the vacancies through advertisement. Applications shall be invited from open market through advertisement. II. Advertisement: To reach out to a larger talent pool, advertisements may be released in multiple media (including one local English News paper and also atleast two vernacular dailies). The advertisement shall also be released on ASRLMS website. III. Receiving Applications: Applications would be received by SPM-HR on behalf of the ASRLMS from interested candidates. ASRLMS may also develop a system of receiving application online from candidates, to make the process more efficient. Even in case of external recruitment, existing staff of ASRLMS may apply for the vacancies advertised. iv. Screening Applications: The screening committee shall be constituted by the SMD and would screen the applications against the eligibility criteria to arrive at the list of shortlisted candidates. (If an external HR agency has been engaged, they would screen the applications). v. Inviting for Selection Process: Shortlisted candidates would be invited to attend the selection process by sending out call letters (through emails and/or post). Information regarding the shortlisted candidates, venue and dates of selection process shall be posted on the ASRLMS website. The list of rejected candidates may also be posted on the ASRLMS official website. vi. Selection Process: ASRLMS may employ various techniques such as written tests, psychometric tests, theme-specific (Subject Knowledge) tests, presentations, group discussion etc. to determine the competency of the candidates. The final selection would be done through a Personal Interview. ASRLMS HR Manual 2015
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ASRLMS may give additional weightage (as marks) to the existing staff, who have completed at least two year of continuous service in ASRLMS, in the selection process. If all other parameters/ scores are equal with candidates from open market, existing ASRLMS staff may be more suited for the vacancy, as s/he has a better understanding of ASRLMS programmes and its functioning. This additional weightage may be given as per the latest performance grade obtained by the staff or as approved by the selection committee, as the case may be. vii. Interview Panel: The final selection would be done through an interview. ASRLMS must set up an interview panel, ideally consisting of SMD, AMD, one NMMU member, senior faculty from academic institutions and one senior officer from concerned thematic of ASRLMS. NF/YPs can also be recruited through this methodology. Viii. Merit List: The SPM - HR would consolidate the scores obtained by candidates in each test and prepare a final position wise merit list (this may be done by the external HR Agency, if hired). iX. Wait List: If the selection committee deems fit, it may also prepare a wait list, with the provision that the wait list would remain effective for a period of one year. However, engagement of candidates from wait list would be at the sole discretion of ASRLMS. X. Reference Check: The SPM - HR would conduct a reference check for the candidates appearing in the merit list. Xi. Approval of Merit and Waiting List: The merit list as well waiting list would be approved by the competent authority and offer letters to be issued to the candidates in order of the merit list. 3.2.2 Engaging Staff on Deputation The appointment of staffs from Government Departments/ PSU Banks on deputation shall be in accordance with the terms and conditions stipulated by the State Government/ PSU Banks. The SMD would be appointed by the State Government. All staff appointed on deputation in ASRLMS shall be appointed by the SMD. The SMD may, in future, delegate this authority to his/her subordinates for appointment of staff at District Level and below. 3.2.2.1 Fitment: The staff taken on deputation from government department must be properly ‘fitted’ into ASRLMS. In order to ensure that the available human resources are fitted in a manner that their existing competency matches with the roles they are being fitted into, a competency mapping exercise would be done. The exercise should be conducted and competency gaps for performing their roles optimally should be identified. This exercise is essential to ensure deserving staff are fitted for right positions with the right competencies. The entire fitment process is as elaborated in Annexure II. Once appointed, the deputed staff would be governed by the rules and regulations of ASRLMS. Their detailed terms of engagement with ASRLMS would be chalked out. On completion of contact, the staff on deputation would revert to their parent cadre. 3.2.3 Internal Recruitment and Selection: Internal recruitment, from amongst the employees of ASRLMS, is one of the methods for recruitment in respect of vacancies. Internal recruitments may also be used as a means for career progression of existing staff. All such internal recruitments are required to follow the norms specified in this policy and shall be subject to availability of staff with suitable skills and competencies, within ASRLMS. Atleast 30% of total vacancies in a particular position, if number of vacancies is 3 (in the same post) or more, shall be reserved for internal candidates. If the number of vacancy in a particular position is less than three, the selection committee chaired by SMD will take the final decision on the process of selection depending on the nature of duties, exigency to fill up the vacancy etc.
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The following specific processes shall be followed for engagement of Staff through internal recruitment and selection: I. The required eligibility criteria for those positions would also be notified along with the vacancies through Official Notification. II. Eligibility Criteria: The employees who have completed 3 years continuous service in ASRLMS shall be eligible for applying to the next higher level position. III. Notification: An Official Notification shall be issued in respect of vacancy/vacancies to be filled up through Internal Recruitment which shall be affixed in Notice Board of ASRLMS all Unit offices and also on ASRLMS official website. IV. Receiving Applications: Applications would be received by SPM-HR on behalf of the ASRLMS from interested candidates. ASRLMS may also develop a system of receiving application online from candidates, to make the process more efficient. V. Screening Applications: The screening committee shall be constituted by the SMD and would screen the applications against the eligibility criteria to arrive at the list of shortlisted candidates. (If an external HR agency has been engaged, they would screen the applications). VI. Inviting for Selection Process: Shortlisted candidates would be invited to attend the selection process by sending out call letters (through emails and/or post). Information regarding the shortlisted candidates, venue and dates of selection process shall be posted on the ASRLMS website. The list of rejected candidates may also be posted on the ASRLMS official website. VII. Selection Process: The selection of candidates for internal recruitment would be done through a Personal Interview Process and Evaluation of Performance Appraisal. VIII. Interview Panel: The final selection would be done through an interview. ASRLMS must set up an interview panel, ideally consisting of SMD, AMD, SPM-HR and concerned thematic head of ASRLMS. IX. Merit List: The SPM - HR would consolidate the scores obtained by candidates in each test and prepare a final position wise merit list. X. Wait List: If selection committee deems fit, it may prepare a wait list, with the provision that the wait list would remain effective for a period of 12 months. XI. Approval of Merit and Waiting List: The merit list as well as waiting list would be approved by the competent authority (Chairman-EC) and offer letters to be issued to the candidates of merit list. 3.2.4 Engaging Staff through Campus Recruitment ASRLMS may also go for campus recruitment (placement) for Young Professionals (YP)/NRLM Fellow (NF) if any vacancy/need for such fellows arises in the society. The selection methodology would include tests of attitude, interest, aptitude, knowledge, skills and commitment to work with poor.
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Chapter IV: Staff Engagement, Contract and Remuneration A contract i.e., ‘a legal binding arrangement between ASRLMS and the concerned staff for performing their roles and duties while engaged as staff under ASRLMS’ would be signed once the selected candidates confirm their joining after the probation period. The recruitment and selection of staff in ASRLMS in general would be on a fixed tenure of at least 3 years unless otherwise decided by the SMD and/or EC-ASRLMS. All such appointments would follow the Recruitment and Selection Policy of ASRLMS. Other terms of contract include: Contract would be renewed every three years subject to satisfactory Annual Performance Appraisal and availability of Fund sanctioned by Govt. of India and or Govt. of Assam. All fixed tenure staff would be transferable as per the needs of ASRLMS. The contract of Fixed Tenure Staff may be terminated upon unsatisfactory performance (as per Performance Appraisal) or, terminated due to disciplinary action or may end voluntarily (resignation) by the staff. For other staff, the terms and conditions of work and conduct would be defined in the contract. 4.0 SALARY AND BENEFIT POLICY 4.1 The remuneration payable to each level in ASRLMS3 can be seen in the table below. Position
Remuneration
State Mission Management Unit (SMMU) State Mission Director As per norms of Govt. of Assam Addl. Mission Director As per norms of Govt. of Assam Financial Adviser As per norms of Govt. of Assam COO (Program Functions) Rs. 84,000 COO (Skills) Rs. 84,000 State Project Managers (SPMs) Rs. 63,000 Consultants Rs.56,000 Project Managers (PMs) Rs. 49,000 Project Executives Rs. 42,000 Project Assistant Rs. 35,000 YP/NF Rs. 25,000 Accounts Assistant Rs. 21,560 MIS Assistant Rs. 21,560 PS to SMD Rs. 21,560 Office Assistant Rs. 12,000 Night Chowkidar / Gr-IV Rs. 8,000 District Mission Management Unit (DMMU) District Project Manager Rs. 42,000 District Functional Experts (DFEs) Rs. 35,000 District Accounts Manager Rs. 28,000 District MIS Manager Rs. 25,000 Junior Assistant Rs. 21,000 Office Assistant Rs.12,000 Block Mission Management Unit (BMMU) Block Project Manager Rs. 35,000 Block Coordinators Rs. 21,560 3
This structure protects all who were recruited before the implementation of the new norms.
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Position Block Accountant Block MIS Executive MIS Assistant cum Accountant Office Assistant
Remuneration Rs. 21,000 Rs. 21,000 Rs. 15,000 Rs.12,000
4.2 Annual Increment: The annual increment for the staff of ASRLMS would be 10%. The increment will be calculated on the basis of the total emolument, excluding allowances drawn during the preceding month on which the renewal of contract is due. The existing staff who have completed minimum one year of service in ASRLMS on or before 31st January, 2016, in the same capacity or redesignated position as mentioned in this revised HR manual will get 10% enhancement on new salary structure as mentioned in the above table for fixation of their salary. 4.3 Remuneration package for Consultants: ASRLMS will engage Consultants in its different verticals/components depending on requirement/need of the mission. Their tenure will be coterminous with the special project(s) for which they have been engaged. 4.4 All the statutory requirements applicable in context of remuneration structure would be duly met with. Hence, the remuneration would be paid subject to TDS deduction. 4.5 Staff on Deputation from the Govt.: The staff placed by Government would be paid as per the prevailing Government of Assam norms applicable to them. Remuneration for staff on deputation would be as per their fitment – To encourage the staff to join the ASRLMS and contribute to the mission, EC of ASRLMS may decide to give them suitable deputation allowance beyond their existing pay as an incentive for the candidate. The employee may be given a deputation allowance based on his/her present remuneration package, maximum upto 30% of basic pay or decided by EC of ASRLMS from time to time. The ASRLMS would avail the services of support staff like Personal Secretary, data entry operator, Office Maintenance Staff, Pantry Staff etc. Services of support staff could be hired through agency and salary can be fixed keeping in view of existing salary in similar type of organizations/minimum wages structure. 4. 6 : Performance Linked Incentive: Apart from this, an annual performance linked pay, (as detailed in the Performance Management Policy of ASRLMS) would be given to all employees up to a maximum of 5% of the pay of preceding month on which renewal of contract is due. Performance Appraisal Score Performance Incentive (%) 90 - 100% 5% 80 – 90% 4% 70 – 80% 3% 60 – 70% 2% Less than 60% Nil 4.7 Allowances 4.7.1 TA/DA allowance ASRLMS appreciates that the staff spends significant amount of time in the field with the poor. Approved monthly field travel plan would be the basis for travel in the field. Other travel would require prior approval of the competent authority (reporting officer, if not specified otherwise). All travel claims must be submitted in the prescribed format (claim form) along with supporting documents (Bills) to the Accounts Department, within 15 days of completion of travel. Claim/Bills after scrutiny by the accounts division should be settled within a week of their receipt. Broadly, ASRLMS staff would get: ASRLMS HR Manual 2015
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– –
Fixed Travel Allowance for District/Block Staff Outstation Travel (Outstation Travel includes Travel Allowance (TA), Local Conveyance Charges during outstation travel, Lodging Allowance and Daily Allowance (DA) )
Local Travel Allowance For District and Block Staff, local field travel does not come under TA/DA; instead, they will get Rs.2500 and Rs 2000 respectively as Fixed Travel Allowance/month towards DA, provided they have night stay in villages for 15 days. If the number of night stay in villages is less than 15 days a month, the staff will get Rs.130 per day only. However, outside the Block/District, TA/DA norms would be applicable. Outstation Travel: Outstation Travel [Outstation Travel includes Travel Allowance (TA), Local Conveyance Charges during outstation travel, Lodging Allowance and Daily Allowance (DA)] A. Journey: Sl. No. 1 2 3
4 5
6
7 8 9 10
11
12
12
Category
Outside the State
Within State
State Mission Management Unit (SMMU) SMD As per Govt. of Assam norms AMD As per Govt. of Assam norms PMs and Above and Air Fare – Economy Class or II AC AC 2 tier sleeper/ Luxury Bus/ AC Consultants sleeper or Luxury Bus/ AC Taxi Taxi/ Office Vehicle. Air Journey Economy class in case of special case subject to approval of SMD. PE/YP/NF AC 3 tier sleeper/ bus/ Auto/ Taxi AC 3 tier sleeper/bus /Auto/ Shared Taxi Project Asstt./Acctt. Sleeper Class/Bus/Auto Sleeper Class/Bus/Auto/Shared Taxi Asstt./MIS Asstt./ PS to SMD/Office Asstt. District Mission Management Unit (DMMU) DPM, DFE AC 3 tier sleeper/ Luxury Bus/ AC AC 3 tier sleeper/bus/Auto/Taxi Taxi. Air Journey Economy class in case of special case subject to approval of SMD. DAM,DMIS Manager AC 3 tier sleeper/bus/Auto/Taxi AC 3 tier sleeper/bus/Auto/Shared Taxi Junior Asstt. Sleeper Class/Bus/Auto Sleeper Class/Bus/Auto Office Asstt. Sleeper Class/Bus/Auto Sleeper Class/Bus/Auto/Shared Taxi Block Mission Management Unit (BMMU) BPM AC 3 tier sleeper/ Luxury Bus/ AC AC 3 tier sleeper/bus/Auto/Taxi Taxi. Air Journey Economy class in case of special case subject to approval of SMD. BC AC 3 tier sleeper/Bus/ AC Taxi. AC 3 tier sleeper/bus/Auto/Shared Air Journey Economy class in case Taxi of special case subject to approval of SMD. Block Accountant, AC 3 tier sleeper/Bus/ Taxi/Auto. AC 3 tier sleeper/bus/Auto/Shared BMIS Exe. MIS Asstt. Taxi Cum Acctt. Office Asstt. Sleeper Class/Bus/Auto Sleeper Class/Bus/Auto/Shared Taxi
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B. Daily Allowance (DA), Lodging and Local Travel Rates: Category
DA
Lodging Rate/Day
Local Travel/Day (Not applicable when official vehicle is used) Within Assam For Visit For Visit Within Assam For Visit For Visit Within For Visit to For Visit to (except for to to (except for to to Assam Guwahati/ Outside the Visit to Guwahati/ Outside Visit to Guwahati/ Outside (except for Dispur State Guwahati/ Dispur the State Guwahati/ Dispur the Visit to Dispur) Dispur) State Guwahati/ Dispur) Chairman-EC 1800 3200 7200 13500 As per actuals Vice-Chairman-EC 1400 2500 5600 10500 As per actuals State Mission Management Unit (SMMU) SMD 1000 1800 4000 7500 As per actuals AMD 700 1400 2000 4500 As per actuals PMs and Above & 600 1000 1000 3000 800 Not 1500 Consultants Applicable PE/YP/NF 350 750 800 2500 600 750* 1000 Project Asstt./ Acctt. 300 450 500 600 750 2000 400 500* 750 Asstt./MIS Asstt./ PS to SMD/Office Asstt. District Mission Management Unit (DMMU) 300 (For DPM, DFE, DAM,DMIS 350 525 750 800 1000 2500 500 1000 visit to Manager other district only) 200 (For Junior Asstt. 300 450 500 600 750 1500 300 500 visit to other district only) 150 (For Office Asstt. 250 375 450 400 500 1000 250 500 visit to other district only)
Block Mission Management Unit (BMMU) 750 800 1000
BPM & BC, BA, BMIS Exe. MIS & Acctt.
350
525
2500
Office Asstt.
250
375
450
400
500
1000
Grade IV 200 300 * Applicable only if posted outside Guwahati.
400
300
400
700
250 (For visit to other block only) 150 (For visit to other block only) 120
400
750
250
500
150
250
Notes:
The rates mentioned above for lodging and local travel are maximum and are reimbursable on actual on receipt of Bills and vouchers. For Local travel a maximum amount of Rs.250/day may be reimbursed on “self Declaration (without bills)”. Air travel, where admissible, should be undertaken in economy class only, utilizing lowest available fares under check fares or other discounted fares on any airline, by the shortest direct route. Office vehicle or taxi, if admissible, should generally be used only where it is more economical or where direct train connection is not available. Travel for official purposes using own vehicle is permissible and Reimbursement would be as per km basis. The rates of reimbursement are Rs.9 per KM for car and Rs.3 per KM for two wheeler. Staff would be provided travel advance (80% of the estimated amount). No fresh advance will be provided, if settlement of last 2 advances are pending. In case of emergency, SMD may consider relaxation of these rules from case to case basis. SMD can allow higher classes of accommodation/mode of journey in case of emergency for a person/staff who does not otherwise qualify. SMD can approve any untoward travel expense (including food expense) for reimbursement in case of emergency like natural calamity etc.
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4.7.2 Other Allowances 4.7.2.1 Mobile, Internet and Self-Learning Allowances: Category
Mobile and internet allowance (actuals) Self-learning/ Newspaper/Magazine/ Books, etc. on production of actual bills Two Wheeler Purchase Advance (Interest Free one time) Medical Insurance Premium (against proof of accident/health insurance) Group Accidental Insurance
Chairman- EC
ViceChairmanEC
SMD
AMD/COO/SPM/ Consultant /PM/ DPM
Upto Rs.2500 Upto Rs.2500 Upto Rs.2500 Upto Rs.1500 pm pm pm pm Rs.750 pm Rs.750 pm Rs.750 pm Rs.700 pm
Premium for policy upto Rs.7.5 lakh
Premium for policy upto Rs.7.5 lakh
Premium for policy upto Rs.5 lakh
Education Allowance (Upto 2 children till the age of 18 years)
Rs.1,500 pm per child
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DFE/BPM/PE
BC/Accounts & MIS (State, District & Block)
Upto Rs.1000 pm
Upto Rs.500 pm
Junior Asstt./Office Asstt./Acctt. Asstt. Upto Rs.500 pm
Rs.500 pm
Rs.300 pm
Rs.200 pm
Upto Rs.60,000 [will be deducted in 12 EMIs] Premium for policy upto Rs.7.5lakh
Upto Rs.60,000 Nil [will be deducted in 12 EMIs] Premium for policy Premium for upto Rs.7.5 lakh policy upto Rs.7.5 lakh
Premium for policy upto Rs.5 lakh Rs.1,500 pm per child
Premium for policy upto Rs.5 lakh Rs.1,500 pm per child
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Premium for policy upto Rs.5 lakh Rs.1,500 pm per child
4.7.2.2 Provident Fund: Employees’ Provident Fund Scheme (EPF) is a social security benefit scheme in the form of provident fund, pension and insurance as envisaged under Employees’ Provident Funds and Miscellaneous Provision Act, 1952 and schemes formed there under specially to the casual, contractual and outsourced employees working in different establishments, Government Departments, Undertakings and Autonomous Bodies, both Central and State. Provision of this Act extends to whole of India except the State of Jammu and Kashmir and to any establishment employing twenty or more persons, subject to provisions contain in Section 16 of the said Act. All Employees of ASRLMS shall get the benefit of Provident Fund as per the provision made in the said Act. 4.7.3 Attachment Allowance: SMD may attach any staff from BMMUs/DMMUs from time to time for accomplishment of time bound assignment and due to shortage of manpower at SMMU. In such cases, the incumbent will get the following allowances: Sl. No.
Particulars
Allowance
1
Upto 10 Days
1.5 times of DA as per entitlement
2
11 – 30 Days
75% of DA as per entitlement
3
31 -60 Days
50% of DA as per entitlement
4
60 days onwards
25% of DA as per entitlement
Chapter V: Holidays and Leave Policy 5.1 Holidays All ASRLMS staff shall be entitled to avail official holidays notified by the Govt. of Assam with full pay unless otherwise required to meet exigencies of works. All ASRLMS offices shall treat all Sundays and the 2nd and 4th Saturday of a month as weekly holidays. 5.2 Leaves for Staff on Fixed Tenure Leaves Leave Medical Leave (with Medical Certificate) Maternity Leave Paternity Leave Leave Without Pay (LWP)
Days (per year) 24 days (on accrual basis) 12 days 180 days (paid leave) 15 days (paid leave) In special cases, as decided by SMD
5.3 General Rules applicable to Leave: The following are the rules and regulations of leaves, which are applicable for all staff: I. All types of Leave shall pertain to a calendar year i.e. from 1st January to 31st December. II. The leave granting authority would be the reporting officer. III. Leave is to be regarded as a privilege. An employee cannot claim leave as an unqualified right. IV. It is necessary to apply for the leave in advance and important to get the sanction before proceeding on leave, except in emergencies. Even in an emergency, an employee is required to inform his/her reporting officer about leave, at the earliest. (Annexure V-A). V. All leave shall be supported by a request for leave/ leave application in the prescribed format and shall be approved by the appropriate authority. A copy of the approval is to be sent to the HR person concerned for the Unit for updating in the leave records. VI. All leave is subject to exigency of service and leave already granted can be curtailed or cancelled at any time by the authority granting leave, in the interest of the organization. VII. A staff when on leave shall not take up any service/ employment (paid or unpaid) elsewhere. VIII. Absence from duty and leave without authorization, unless in a medical emergency would be considered misconduct and disciplinary action may be taken against the staff as per the Disciplinary Policy of ASRLMS. Even in case of medical emergencies, the staff concerned should inform the authority as soon as possible. IX. Extension of leave against already granted leave shall not normally be allowed, except in case of an emergency. X. A staff member, joining in the middle of a calendar year, will be entitled to leave on a pro rata basis. XI. All approved leave shall be treated as periods of continuous employment except any unauthorized absence. XII. Any leave availed without the permission/ratification of the Reporting Officer would be treated as absenteeism (hence no salary is payable for this period). XIII. In case of non-compliance to any of the norms mentioned in leave policy, the SMD shall have the full authority to treat the whole period of leave as leave without pay or unauthorized absence. XIV. ASRLMS shall maintain proper record of leave for every employee. A leave register shall be maintained for each employee.
5.4 Rules and Procedures of Leave 5.4.1 All Staff of ASRLMS will be entitled to 24 days Leave in a given calendar year i.e. from January 5.4.2
to December. Leave lapses at the end of each calendar year and can not be carried forward to the succeeding year.
5.4.3 Leave may, in general, be availed for not more than four days at a time, and it cannot be taken together with any other type of leave, unless approved by the SMD / competent authority, as a special case. 5.4.4 Applications for leave should be made on the prescribed forms and submitted to the reporting officer. 5.4.5 The reporting officer shall grant the leave on the prescribed form or shall deny leave giving valid reasons for such a denial of leave. 5.4.6 In case the reporting officer refuses to grant leave, the concerned employee may refer his application to the next higher authority along with the copy of denial by his/her reporting officer for appropriate action. 5.5 Medical Leave: 5.5.1 All Staff of ASRLMS will be entitled to 12 days Medical Leave in a given calendar year i.e. from January to December. 5.5.2 Medical leave may be used if the employee is unable to work due to his or her own sickness, disability, or medical/dental appointments. 5.5.3 The employee must provide medical certification regarding the illness or injury. 5.5.4 Every application for leave on medical ground made by an employee shall be accompanied by a medical certificate issued by the Medical Officer of a Government Hospital or Government Approved Hospital, as the case may be, defining, as clearly as possible, the nature and probable duration of the sickness. 5.5.5 The Medical Officer concerned shall not recommend the grant of leave in any case in which there appears to be no reasonable prospect that the employee concerned will ever be fit to resume duties and in such cases, the opinion that the employee is permanently unfit shall be recorded in the medical certificate. 5.5.6 The Authority competent to sanction leave may secure a second medical opinion by having the applicant medically examined by a District Level Medical Board. 5.5.7 Grant of medical certificate under this rule does not in itself confer upon the employee any right to leave.
5.6 Maternity Leave (ML) – Rules and Procedures 5.6.1 All female staff is entitled to avail maternity leave as per the provisions of the Maternity Benefit Act, 1961. 5.6.2 Periods of ML are counted as periods of continuous employment. 5.6.3 At the time of resuming work after the maternity leave, the employee shall submit a Certificate from Medical Officer (Certificate highlighting the date and other details of delivery) from a Govt. Hospitals or recognised Private Hospitals. 5.6.4 Notification for ML: The concerned staff should inform her reporting officer about the impending ML and her absence as soon as possible. Formal request for ML should be submitted in prescribed format along with Medical Certificate from Medical Officer (Govt. Hospitals or recognised Private Hospitals) to the concerned Reporting Officer, at the earliest but at least fifteen days in advance. (Annexure V-B). 5.6.5 Commencement of Maternity Leave: The staff may choose when to start her maternity leave as per her convenience. 5.6.6 The staff may avail Maternity Leave for maximum two occasions in her entire service period. 5.6.7 In no case, Maternity Leave will be extended beyond 180 days. 5.7 Paternity Leave 5.7.1 Paternity leave is admissible to all male employees with less than two surviving children, subject to a maximum of 15 days during the birth of his children. Such paternity may be availed twice for a maximum of two childbirths. This leave may be split before and after the childbirth, as per the desire of the staff.(Annexure V-C) 5.8 Leave without Pay (LWP) 5.8.1 Leave without pay may be granted to a staff in special circumstances and when no other leave is ASRLMS HR Manual 2015
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available or admissible as entitlement. The circumstances for such LWP shall be decided solely at the discretion of the SMD (or AMD, if so designated by the SMD). Some of these could be-5.8.2 To meet medical needs of self, spouse, children or dependent parents. 5.8.3 For self educational purposes. 5.8.4 During the period of LWP, the staff is not entitled to any kind of salary or allowances. 5.8.5 LWP will be treated as a period of continuous employment. 5.9 Maintenance of Leave Records 5.9.1 The SPM – HR (for SMMU) and DFE HR and M&E (for District and Block Unit) shall be responsible for maintenance and regular update of leave records for each employee of ASRLMS in the form of a Leave Register with separate record for each type of leave or as an electronic record. 5.9.2 Each administrative unit of ASRLMS unit shall maintain such a Leave register, for staff serving in the unit. 5.9.3 A copy of all documents related to leave (applications, approvals, joining letter, leave extension letter etc.), shall be sent to SPM - HR by the leave sanctioning authority and the staff member, for due updation. 5.9.4 All staff shall be entitled to view their leave records for validation and information. 5.10 Leave status in case of change of place of posting: In the event of the employee getting posted from one unit to another during the tenure, his/her leave records including leave at credit shall transfer to the new place of posting.
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Chapter VI: Transfer Policy 6.0 In the interest of the ASRLMS, it is expected that staff may be transferred to different locations based on organizational requirements. The arrangements described below are intended to facilitate such moves, and provide for adequate reimbursement of expenses incurred in such transfers. In this context, a transfer is defined as relocation exceeding a six month period. Such a move would normally entail shifting of household belongings and family. In such cases, the following expenses may be reimbursed: 6.1 Allowances during transfer: 6.1.1 Journey on transfer: a. Travelling Allowance for journey on transfer shall be given at the same rate as applicable for normal TA/DA. b. TA/DA for journey as per entitlement shall be admissible for all members of the family subject to the maximum of actual fares paid. c. Definition of family shall cover spouse, dependent children and dependant parents. d. The TA/DA on transfer shall not be admissible if there is no change of place of residence. 6.1.2: Transfer Allowance: In case of a transfer, a lump sum amount would be given, to cover all costs of relocation i.e. cost of packing, loading & unloading, damage/lost in transit etc. 6.1.3: Transportation Expense: For transportation of personal belongings, transportation expense at the rate of Rs.6 per 1000 KG per KM by rail or Road will be given to all employees. Table: Transfer Allowance and Transportation Expenses admissible to ASRLMS employees: Category Transfer Allowance Quantity Admissible DPM/ DFE/ BPM/DAM/DMIS Manager /PE Rs.1200 Upto 3000 KG /Project Asstt. BC/ YP/NF/ BA/ BMIS Exe./ MIS & Acctt./ Rs.900 Upto 1500 KG Junior Asstt. /Acctt. Asstt./MIS Asstt /Office Asstt. Grade IV Rs.600 Upto 1000 KG 6.1.4 No allowances would be payable in case of a request for transfer from staff. 6.1.5 The employee will claim and obtain all the allowances and expenses from the new unit where he/she has joined. 6.2 Authority For all transfers, the SMD would be the final authority. 6.5 Joining Period after Transfer A staff on transfer shall join the new place of posting within 4 working days from the day of handing over the charge. This period of 4 days will be granted as leave with pay and will not be accounted for in the staffs leave account.
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Chapter VII: Capacity Building of Staff 7.0 Capacity Building of the Staff The ASRLMS would invest in the training and capacity building of its staff. The capacity building of the staff is a continuous process to upgrade their skills and knowledge to serve effectively. The capacity building framework includes induction, thematic and management trainings to fulfil the requirements of ASRLMS. All staff would be equipped with facilitation/participation and direct training skills, management and leadership orientation. Apart from Induction training and refresher training, a Training Needs Assessment (TNA) would be undertaken periodically and trainings would be commissioned accordingly. 7.1 Induction Induction of staff at the state, district, block and sub-block levels is a critical component of ASRLMS’s capacity building framework. The induction would be conducted within the first six months of the staff coming on board. An experienced person from SMMU anchors the induction & other training programmes to ensure that learning occurs and is ingrained in the participants. ASRLMS will take support from various Capacity Building Agencies (CBAs), SIRD, NIRD & PR, Management Institutes or resource persons for staff training and induction. However, the induction will not be outsourced completely to the resource person/agency. The induction would orient and immerse the staff in NRLM, its philosophy, guiding principles/values and vision. The induction should focus on four key areas – Facilitation, Management, Training and Leadership Skills. Management Skills broadly includes self management, team management, project management and institution management skills. Even though there would be intensive thematic trainings after induction whenever there is work demand in the field, there should be some initial learning on some cross cutting themes during the induction in all the phases. These cross cutting themes induction need to be given focus throughout all the sessions of training as they are the basic development themes like Gender, Vulnerability, Social inclusion/Exclusion, Development professionalism and Rural Livelihoods, Skill Development & Placement etc. The induction plan would be conducted in a phased manner including both classroom training and field exposure. Field learning would include village immersion for atleast two weeks, exposure visit to best practice sites, attachment to colleagues from own state or advanced states, etc. All the participants would have to submit certain deliverable during each phase which the participants would submit individually or in teams/groups as decided by SMMU/Anchor. In addition, they should also submit their tour diaries, book reviews, etc. 7.1.1 Induction Design for the staff at all levels would broadly comprise of the four phases: Phase
I
II
III
BCs BPMs/DFEs SMMU/DPMs (18 weeks) (16 weeks) (14 weeks) Fieldwork: Village Immersion and Exposure visit to NRO Understanding the Context - Poverty, Vulnerability & Livelihoods Classroom Segment (CRS) – 6 Classroom Segment (CRS) – 6 Classroom Segment (CRS) – 6 days days days Fieldwork: Accompanying CRP rounds; Participatory Assessment Field Work Segment (FWS) – Field Work Segment (FWS) – 4 Field Work Segment (FWS) – 2 6.5 weeks weeks weeks Understanding Institutions and Beyond CRS – 10 days CRS – 10 days CRS – 10 days Fieldwork: Plan for the Poverty Reduction in a village or two FWS – 4 weeks FWS – 4 weeks FWS – 2 weeks Thematic/Management Orientation CRS – 6 days CRS – 6 days CRS – 6 days
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Phase
IV
BCs BPMs/DFEs SMMU/DPMs (18 weeks) (16 weeks) (14 weeks) Fieldwork: Attachment to existing DPM/DFEs/BPMs/BCs; Short-term and long-term Plans for the Cluster/Block/District/State/Theme FWS – 4 weeks FWS – 3 weeks FWS – 3 weeks PHASE IV: Planning CRS – 4 days CRS – 6 days CRS – 6 days
7.1.2 Training Modules in each of the phases would broadly include the following: All the staff members would undergo a field immersion visit including field exposure to NRO states before the commencement of the first phase training. PHASE I: Understanding the Context - Poverty, Vulnerability & Livelihoods Introduction to NRLM & NRLM Framework; Identifying NRLM Target Group, PIP Process Poverty, Vulnerability, Gender and Livelihoods Understanding self, qualities of a development worker Team building – cooperation, team work, conflict management, negotiation skills Poverty, Vulnerability, Gender and Livelihoods PRA/PLA Tools – introduction to tools Initiation into Documentation PHASE II: Understanding Institutions and Beyond Architecture of Institutions (SHGs, Federations) Gender and Social Inclusion SHG: Mobilisation, Group Dynamics, Panchasutra Financial inclusion beyond savings and credit SHG: Bookkeeping, Grading, RF, MCP, CIF and Bank Linkages, Interest subvention, VRF Livelihoods – major livelihoods of the poor, resources, issues; Livelihoods situation analysis Capacity Building: Community Institutions/Cadres, Local Stakeholders, Convergence and Partnerships Leadership – problem solving, decision-making; Team vision, Team Management and Team Learning Planning for interventions – feasibility, viability and cost-effectiveness Participatory Training Methods Overview of Methods and Tools [Module Development, Planning, Case Studies, Games, Songs, Material, non-verbal communication etc.] PHASE III: Thematic/Management Orientation Introduction and Scope of themes Processes at community level – interventions, institutions, community cadres, capacity building, etc. Developing Personal and Team Vision PHASE IV: Planning Financial Management MIS, M&L, FM, Community Procurement etc.; ICT and learning Feasibility, viability, cost-effectiveness of interventions Planning for Poverty Reduction, Planning for Interventions Plan for Interventions: Business Plan, proposals, Training Plan, Integrated Plan 7.1.3 Induction Design for Accounts, Finance and MIS Professionals: Particulars Accounts & Finance MIS Phase (4 weeks) (4 weeks) Fieldwork: Village Immersion for 3 days Understanding the Context - Poverty, Vulnerability & Livelihoods I Classroom Segment (CRS) – 6 Classroom Segment (CRS) – 6 Classroom Segment days days (CRS) – 6 days II Thematic/Management Orientation ASRLMS HR Manual 2015
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Phase
Particulars
Accounts & Finance MIS (4 weeks) (4 weeks) CRS – 3 days CRS – 3 days CRS – 3 days Fieldwork: Attachment to existing DMMU/BMMU Field Work Segment (FWS) – 2 FWS – 2 weeks FWS – 2 weeks weeks
Deliverables include Integrated Report on each phase fieldwork and the assignments in the classwork on self, team, village/area and intervention learning and implementation plans. During their induction period, assessment is continuous by the induction anchor, apart from assessing learning and performance by day-to-day assessment methods and scores. The candidates who display not satisfactory performance during induction would be de-selected. Also, any person who is not able to follow core values and non-negotiable principles of NRLM and who is not interested to stay with/be with/work with the poor would be filtered out during the course of the induction. 7.2 Customized Management Training Programmes would be organized for the SMD, AMD, COOs, SPMs/SMMU members, District Heads, Block Heads, etc. These Management Training Programmes help the unit heads to develop the unit visions and strategise their phasing plans. These Programmes would duly focus on developing their management, leadership and team building skills. Each Unit would go through visioning and perspective building process. 7.3 Some of the NRLM Implementation specific training on Programme Issues may be conducted on need basis. Some of these trainings include 1. 2. 3. 4. 5. 6. 7. 8. 9.
Book keeping, auditing SHGs and Village Organizations Collectivization/VO-management/By-laws CLF management Participatory Identification of Poor Micro-plan preparation Livelihood planning and Livelihood groups management Convergence Planning (GPDP) Training on Office Systems, HR, Managerial skills & Soft skills Basic IT, MIS, M&E, Programme Reporting, & Documentation
These trainings would be organized on need basis. Their duration and methodology can vary depending on the staff requirement and level of training.
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Chapter VIII: Staff Code of Conduct 8.0 Staff Code of Conduct ASRLMS provides enough space for the staff to perform at their best. ASRLMS would be a learning organisation and its team would adopt non-hierarchical functioning with collegial spirit. 8.1 Personal Conduct: All employees are at all times ambassadors of the organization. As such, they have an obligation to conduct themselves in an honest and ethical manner both in private and public and act in the best interest of the ASRLMS at all times. They are expected to demonstrate exemplary personal conduct through adherence to the following: 8.1.1 Avoidance of Conflict of Interest: Staff should avoid situations in which their personal interest could conflict with the interest of ASRLMS (eg. staff actively associated with the management of, or hold financial interest in any business concern, accepting favours or a gift for any services rendered by her/him on behalf of the ASRLMS). Conflict if any, or potential conflict, must be disclosed to higher management for guidance and action as appropriate. Some clear cases of conflict of interest are listed below: 8.1.1.1 No employee may be actively associated with the management of, or hold financial interest in any business concern, if it were possible for her/him to benefit from such association or financial interest by reason of her/his employment in the Society. 8.1.1.2 An employee shall not accept any favour or a gift for any services rendered by her/him on behalf of the Society without explicit approval of the SMD. However, an employee is not debarred from holding shares in a public company unless such a holding amounts to controlling interest of such company. 8.1.2 Transparency & Accountability: All employees shall ensure that their actions in the conduct of business are totally transparent except where the needs of business security dictate otherwise. All employees shall voluntarily ensure that their activities, with regard to their conduct, in person and official transactions, are open to audit and follow the highest norms of accountability. 8.1.3 Maintain Confidentiality: No employee shall disclose or use any confidential information gained in the course of employment/ association with ASRLMS for personal gain or for the advantage of any other person. No information either formally or informally shall be provided to the press, other publicity media or any other external agency except as per approved policies of ASRLMS. 8.1.4 Use ASRLMS Facilities judiciously: Staff should not misuse ASRLMS facilities. In the use of such official facilities, care shall be exercised to ensure the same with highest level of diligence. 8.1.5 Dealing with People in the Organization: Employees shall uphold the values, which are at the core of our HR Philosophy - trust, teamwork, mutuality and collaboration, meritocracy, objectivity, self-respect and human dignity. All employees would strive to create an enabling working atmosphere in the organization. 8.1.6 Be Gender Sensitive and Socially Inclusive: ASRLMS is committed to a gender friendly and a socially inclusive workplace. It seeks to enhance equal opportunities for men and women of all caste, religion, race without any discrimination including the differently –abled. It strives to prevent/stop /redress sexual harassment at the workplace and institute good employment practices that promote inclusive work practices. All employees are expected to be gender sensitive and adopt nondiscriminatory work practices, through their behavior, beliefs, values and attitudes mainstreaming gender in the organization culture. 8.1.7 No tolerance to Sexual Harassment: Sexual harassment includes unwelcome sexually determined behaviour such as: unwelcome physical contact; a demand or request for sexual favours; sexually coloured remarks; showing pornography and any other unwelcome physical, verbal or nonverbal conduct of a sexual nature. ASRLMS has a zero tolerance policy towards any incident of sexual ASRLMS HR Manual 2015
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harassment. It also has an open door for reportees and encourages employees to report any harassment concerns and is responsive to employee complaints about harassment or other unwelcome and offensive conduct. Grievance Redressal Committees would be extremely sensitive while handling such grievances. 8.1.8 Do not compromise the interests of ASRLMS in dealing with other stakeholders: Staff should ensure that in their dealings with all external agencies, including suppliers, vendors, partners, etc., ASRLMS’s interests are never compromised, or else it would be viewed as serious breach of discipline and would attract disciplinary action. 8.1.9 Discipline: ASRLMS expects its employees to be disciplined display exemplary professional conduct and accountability. This is expected to be manifest in words and actions relating to attendance, timely and professional performance of work, in the management of funds and assets of the organization and in dealing with the people and stakeholders of the organization. 8.1.10 Outside Occupation: An employee shall not engage in any outside remunerative occupation, except with the permission of ASRLMS. All voluntary engagements, outside the realm of employment in ASRLMS shall be such that it does not lead to any conflict of interest or adversely affect the employees’ performance in ASRLMS. 8.2 Ensure Legal Compliance: All ASRLMS employees shall comply fully with all applicable laws and regulations. Ensuring legal and regulatory compliance is the responsibility of the SMD, COO, DPMs and the BPMs. ASRLMS would not accept practices, which are unlawful or may be damaging to its reputation. All the concerned officials must satisfy themselves that sound and adequate arrangements exist to ensure that they comply with the legal and regulatory requirements In the event the implication of any law is not clear, SMD should seek legal advice before taking a decision. 8.3 Leading by Example: It is expected that all senior employees set the professional tone for the organization. Through both their words and their actions, the organization’s leadership conveys what is acceptable and unacceptable behaviour. Through their actions and behaviour, they must reinforce ASRLMS’s beliefs in individual conviction and personal integrity. 8.7 Adhere to Code of Conduct: Any instance of non-adherence to the Code of Conduct/any other observed unethical behaviour on the part of any staff should be brought to the attention of the immediate reporting authority/ unit heads. The SMD would be the final authority to decide on such cases of non-adherence. 8.8 Office Hours: 8.8.1 The working hours of ASRLMS shall in general be from 10 a.m. to 5:00 p.m., with half hour break for lunch. However the nature of work may require different working hours at for different administrative units as well as different functional teams of the organizations. Hence office timings could be flexible for individuals and units. 8.8.2 Since Field Office Staff would be working with the PRIs and communities directly, they may have to make field visits early morning, late evening as per convenience of the PRIs and communities. 8.8.3 Drivers and Office Attendants are required to work as per the instruction of the official s/he is assigned to. 8.8.4 Pregnant women and lactating mothers may be allowed for flexible working time (with adjustment of their daily working time) for a specified period if they request so and after the approval of their Reporting Officer. 8.8.5 Staff shall not leave the office during working hours without the concurrence of the Reporting Officer. 8.9 Personal Files & Records 8.9.1 ASRLMS State Unit, District unit and Block Units shall have an up-to-date Personal Files of staff starting from the date of their appointment. These personal files shall be maintained at the District Unit for all staff at the District Unit and below, and at the State Level for staff in State Unit. It would be
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a preferable practice to maintain a copy of all personal records of all staff centrally at the State Unit, which could be put in place when an It-enabled HRMS is established. 8.9.2 The personal file will contain the necessary information and documents (certificates, references, personal details, medical records, performance review and leave records etc.) with regard to the employment of the employee within ASRLMS. The personal file should be treated as a "confidential" document. 8.9.3 Access to Personal files and records: These files shall be made available to the Human Resources staff in the course of their regular work relating to the subject and supervisors in the direct line of supervision over that employee, with exceptions authorized by the SMD/AMD. Employment Records and Personal Information may be disclosed to third parties only with the relevant individual's consent or pursuant to a legal authorization, such as a subpoena, court order or official written and verified request from a state or federal investigatory agency. All Officials dealing with such records and documents should treat it with utmost confidence and ensure that there is no accidental or deliberate disclosure of such personal information to any third party unless otherwise authorized, as above. Any deviation from this will attract disciplinary action. 8.10 Updation of Personal Records: 8.10.1 All such personal records shall be periodically updated through sharing of the documents with the employee. The updation shall be done at least once a year, financial or calendar year as may be decided by ASRLMS. 8.10.2 All personal records shall be available for review by the employee concerned, at the request of the employee. Also copies of the same may be provided to the employee at a cost, for their record and reference. 8.10.3 All such records may be disposed off as per the Records Management Policy of ASRLMS, but in a manner that ensures due care to the nature of its confidentiality. 8.11 Staff Attendance 8.11.1 It is the duty of all employees to report in time for work every official working day unless they are on tour, on leave, or sick. 8.11.2 All Staff must sign the attendance register/give attendance at the biometric attendance system daily on arrival and leaving. The attendance register/biometric attendance system would also be used to keep record of employees’ arrival, leave, absence, and official travel etc. 8.11.3 Failing to sign the attendance Register/biometric attendance system will be treated as absence from duty unless appropriately informed. Employees when unable to report to work due to unavoidable circumstances should inform their departmental/ unit heads at the earliest possible on the same day. 8.11.4 The daily attendance register/Biometric attendance report must be submitted to the person handling Administration at the end of month. 8.11.5 Habitual tardiness and unauthorized absence will not be permitted and, if it persists despite warnings, appropriate disciplinary action for such practice may be taken against that employee. 8.12 Work Place 8.12.1 ASRLMS recognizes that safe and hygienic atmosphere at workplace is a precondition to motivate employees to work with ASRLMS. In order to ensure this, the organization, to the best of its ability, will take all measures to provide safe and hygienic upkeep of the office for employees. 8.12.2 Each employee has the responsibility to work safely and maintain the facilities in a good condition. 8.13 Health & Safety 8.13.1 Health and Safety: ASRLMS attaches great importance to a healthy and safe work environment. It is committed to provide good physical working conditions and encourages high standards of hygiene and housekeeping. All unit heads will ensure that such working conditions are met. 8.13.2 Environment Policies: ASRLMS believes that commitment to sustainable development is a key component of all its activities and programmes and therefore accords it the highest priority. ASRLMS is ASRLMS HR Manual 2015
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committed to Best Practices in environmental matters arising out of its activities and expects each unit and staff to fully demonstrate this commitment. 8.13.3 All ASRLMS employees will abide by the established safety policies and immediately report any unsafe conditions or injuries during working time to their Department/ Unit heads. 8.14 Office Assets 6.14.1 Any official asset assigned to the employees is the property of ASRLMS. The employee will be held responsible for the loss, damage or misuse of the official asset. 8.14.2 In case of loss or damage caused by external circumstances and not due to the negligence of the employee, suitable decision regarding action against the employee may be taken by the SMD on a case-to-case basis. 8.15 Use of Office Vehicle 8.15.1 ASRLMS vehicles shall be used for official purposes only. 8.15.2 Only authorized drivers with valid driving licenses shall be allowed to drive ASRLMS vehicles. However, in exceptional cases due to emergency and if situation compels, ASRLMS officials with valid driving license may be authorized to drive official vehicles. 8.15.3 All drivers shall drive in a responsible, defensive manner and at reasonable and safe speeds. Drivers shall obey all traffic laws and rules. Any violation of traffic laws by a driver is the responsibility of drivers and not ASRLMS. Driving under the influence of alcohol or drugs is considered as major infraction and will be subject to disciplinary action or outright dismissal. 8.15.4 All drivers and the motorcycle riders shall strictly maintain log books in the prescribed format of ASRLMS vehicles. 8.16 Identity Cards (ID cards): 8.16.1 ASRLMS shall issue Identity cards to all its employees. The ID cards will be issued (signed by the SMD or her/ his designated person) and managed by the HR department at the State Level. 8.16.2 The employees will provide a receipt for the same. Identity card is not transferable to others. In case of loss of ID card, the employee concerned must immediately report it to the Unit head. The Unit head should write to the State HR Department with a request to issue a duplicate ID card to the concerned employee. The cost of issuing a duplicate ID card would be borne by the employee. 8.17 Information Policy 8.17.1 Disclosure of Information: An employee of the ASRLMS at all times ensure absolute confidentiality of information obtained in the course of his / her work in ASRLMS. All such disclosure shall be only to authorize personnel only. In case of doubt, the employee shall seek clarification from the reporting Officer or the Head HR. 8.17.2 An employee is prohibited from making use of any unpublished or confidential information made known to her/him in the normal course of her/his work within the Society for any purpose other than her/his normal duties. 8.17.3 An employee shall obtain prior approval from the SMD in writing for any publication of any book or article or any other work, subject matter of which is connected to the official functions of the Society. 8.17.4 An employee shall not release any information to media and /or be involved in any interview with media without the explicit approval of the SMD of the Society. All communication to external agencies shall be undertaken only with the explicit approval of the reporting officer or SMD-ASRLMS. 8.17.5 Channel of Communication: Reports or any submissions to the senior management or to outside parties for official business should be made through the immediate supervisory officer unless explicit approval has been obtained from the SMD to deviate from the normal channel. The Unit Head/Thematic Head will open one e-mail id for all official communication within and outside the ASRLMS. The User Name & Password must be shared with his immediate Reporting Officer at the time of leaving the ASRLMS. The Reporting will change the Password and handover the User id & Password to the successor.
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8.18 Grievance Redressal ASRLMS understands "grievance" as a disagreement or dissatisfaction connected with the conditions of work perceived to be arising due to a violation of established ASRLMS policies and procedures. In the context of the work environment, grievances maybe of various types, such as: Those related to terms of service and benefits and their interpretations. Those related to the work environment. Those relating to interpersonal relationships, discipline and conduct of colleagues. Grievance Redressal Committees (GRC) would be set up at Block, District and State levels to address issues of the staff. The Block GRC would resolve issues at the block and sub-block levels, whereas the District GRC would tend to matters at the District level. The GRC would review the merits of the grievance brought to its notice and decide the action to be taken. A written statement on the grievance would be submitted to the GRC by the staff. The GRC would hold and hear both parties of the case and arrive at a conclusion and action to be taken. If the staff is not satisfied with the resolution proposed, the staff can submit their complaint to the GRC next in hierarchy. ASRLMS Executive Committee (EC) would be the final appellate authority to resolve all the grievances. It may appoint a Sub-Committee of members to resolve any grievance brought to the EC. There could be a possibility that the GRC may receive an anonymous grievance where the concerned staff may not want to identify her/himself. Such anonymous petition would have to be in writing (email included) for further inquiry under this policy. In due course of grievance redressal if any GRC finds that the grievance was filed due to malice or mala fide intentions, the GRC or the nodal GR Officer might, as part of its Action Taken report, recommend a warning to the staff concerned and recover the costs incurred if any in connection with the grievance. 8.19 Performance Management System Performance Management in ASRLMS aims at: Enhancing the performance of individuals and teams through a systematic review of performance; Enhancing self-esteem of the staff by rewarding performance and to bring in a culture of healthy competition to perform; and Identifying gaps in performance and pave way for future capacity building Performance review of staff would be conducted once in a year by the Reporting Officer. Performance review emphasises on managing and facilitating the processes of performance planning, measurement, recognition, development and de-selection. 8.19.1 The Performance Management Process involves communication between both staff and Reporting Officer in: Identifying and describing essential job functions and relating them to the mission and goals of the organization Developing realistic and appropriate performance standards Giving and receiving feedback about performance Writing and communicating constructive performance appraisals Planning education and development opportunities to sustain, improve or build on work performance. Staff member and the Reporting Officer (or the team) would develop clear and simple Key Result/Performance Areas (KRA) based on the Job Description finalized during the selection of the staff member. Further, once the KRAs are listed, related objectively verifiable Key Performance Indicators (KPI) would be developed. KRA and KPI would be linked with the action plans at State/ District/ Block Levels relevant for the staff member. 8.19.2 Performance Management System in ASRLMS primarily consists of: ASRLMS HR Manual 2015
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8.19.2.1 Annual Performance Plan / Target Setting – ASRLMS Block, District and State Plans would be translated into individual staff member’s Performance Plan, broken down into Key Result Areas (KRAs) and Key Performance Indicators (KPIs). Broadly the KRAs for the field/cluster and Block teams would focus on ‘action’; KRAs for the District teams would focus on ‘facilitation’ and handholding; and KRAs for the State team would focus on ‘guidance’, perspective building and leadership. 8.19.2.2 Performance Scoring
Sl. No.
KPI
% Achievement of KPI – Self Evaluation (KS)
% Achievement of KPI – Reporting Officer Evaluation (KR)
Weightage of KPI (W)
Self Appraisal Score SA = KS*W
Reporting Officer Appraisal Score SR = KR*W
Final Score S = (SA* W1) + (SR*W2)
Each KRA (and KPIs within that) would be assigned a weight for overall performance assessment and the achievement would be scored by the staff member and the Reporting Officer. Combining all the KRAs, overall score by staff member and the overall score by the Reporting Officer would be calculated. Then, a performance score for the staff member combing these two scores would be arrived. This score (for quantitative objective performance) and the qualitative assessment score by the Reporting Officer (this would take qualitative parameters including initiative, leadership, reliability, quality etc.). This score combining quantitative performance and qualitative assessment would be the Final Score for the Staff member. 8.19.3 Performance Review Staff members with FS below 50% would automatically be terminated. Staff members with scores in between 50% and 75% would be served notice to improve performance. If similar scores obtained subsequently, they should be terminated. Staff members with higher scores would be provided with non-monetary and/or monetary incentives consistent with the score. Non-monetary Incentives would include certificate, trophies, nomination for MDP programmes, etc. ASRLMS believes that Performance Management System would go a long way in motivating the staff to put in their best efforts towards ASRLMS’s mission and vision of improved livelihoods of the poor and reduced poverty.
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Chapter IX: Staff Exit Policy 9.0 An employee of fixed tenure, may exit from service with ASRLMS on account of: 9.1 Termination of Contract: The Contract signed between the ASRLMS and an employee may be terminated by the ASRLMS on the following grounds. 9.1.1.1 Termination on Disciplinary Grounds: If an act of indiscipline is established against an employee as per Staff Code of Conduct Policy, the Competent Authority may terminate the contract of the employee within 7 days of establishment of the act of indiscipline. 9.1.2.1 Termination on Medical Grounds An employee who is persistently absent or proceeds on leave (for recurrent short or long periods) on medical grounds may be considered for termination. In this case, the termination of contract may be made giving a 30 days notice period. 9.1.2.2 Termination on unsatisfactory performance (as per Performance Appraisal): If the performance of the employee is found persistently unsatisfactory for two consecutive years, the competent authority may terminate the employee giving a 7 days notice period. 9.1.2.3 Termination of Contract due to Resignation tendered by employees An employee may tender his/her resignation addressed to the SMD with a copy marked to the reporting officer. The competent authority will relieve the concerned employee within 7 days of receipt of the resignation letter. The employee concerned should take a ‘No Dues Certificate’ before the last day of his/her duty from all concerned offices/department of the ASRLMS. This certificate should be finally signed and approved by SMD for payment of all dues. Accounts unit shall prepare a final list of recoverable (in case of advances) and dues within 7 days of receipt of the copy of the approved resignation letter. All recoverables must be first settled as per the accounting norms before payment of dues. The employee should hand over charge to her/his reporting officer or the DPM for all positions at the district and block level. For DPM and all State level positions, the charge should be handed over to the SPM/PM concerned or as decided by SMD. 9.1.2.4 Termination due to desertion: In such cases, ASRLMS shall make contacts over telephone to enquire about reason of desertion. If suitable answers are not received the Society may serve at least two letters to the permanent residential address as per Society records. Accounts unit shall prepare a final list of recoverable (in case of advances) and dues and inform the SMD. If required legal proceedings (notice through newspaper) may be initiated against the person. 9.1.2.5 Termination of Contract due to death of employee: In case of unfortunate death of an employee, HR Section will be responsible to prepare a status list of clearance from all offices/ departments of the ASRLMS and submit to SMD for approval. A condolence message from the ASRLMS signed by the SMD and all the employees may be sent to the bereaved family. Recoverable (in case of advances) may be settled as per the accounting norms and payment of dues made to the nominated member as per ASRLMS records within a fortnight. Competent Authority: For all levels of staff the SMD is the designated authority for approving / accepting termination of tenure or separation of staffs. 9.2 Process of obtaining “No Dues Certificate”: A No Dues Certificate shall be obtained by the outgoing employee from the Unit Head. An NDC checklist shall be given to every employee on termination for due concurrence from all authorities concerned and for submission to the NDC issuing authority. The Checklist for NDC, shall include the following as a minimum : 9.2.1 Certification by the Reporting officer – on receipt of formal hand-over report, and all other properties of ASRLMS entrusted to the employee. ASRLMS HR Manual 2015
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9.2.2 Certification by Accounts – on pending financial dues from the employee. The accounts unit concerned shall prepare a final list of recoverable (in case of advances) and dues within fifteen days of receipt of the copy of the approved resignation letter. All recoverables must be first settled as per the accounting norms before payment of dues. 9.2.3
Only when the NDC checklist is completed, the Unit head may issue the NDC.
9.2.4 The employee concerned shall hand over all job responsibilities/ assignments and organization’s belongings to his/her reporting Officer during the notice period. 9.2.5 Full and Final settlement of dues payable to or recoverable from an employee shall in general be completed on the last working day of every employee as far as possible. All such full & final settlement shall be made only after receipt of an approved / completed NDC in all respects. 9.2.6 All dues from employee shall be intimated in advance and recovered. In general, Full and Final settlement will not be paid until the employee clears all pending dues through a cheque or cash. In exceptional cases, ASRLMS shall adjust pending dues against the Full and Final settlement amount payable before making the final payment to the employee. In such case all such dues recovered shall be clearly described in the Full & Final Settlement Statement. The full and final settlement shall, in general include: a. Pay and employment related benefits – either full or on pro-rata as applicable b. Any pending TA/DA c. Provident Fund (filled in Form 13) – to be signed by the employee and submitted to HR Section to initiate transfer of PF account. d. The indicative timeframe for Full and Final Settlement is as below: A. Resignation with due Notice - On last Working Day B. Resignation without due Notice – within 30 working days of relief C. Compulsory Termination - within 30days for formal relief subject to terms of disciplinary order, if any. D. Exit after completion of Contract Period– On Last working Day
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Annexure I: Job Description Post State Mission Director
Addl. Mission Director
Financial Adviser
Responsibilities S/he shall exercise all powers as delegated by GB/EC of ASRLMS S/he shall monitor all programmes/activities/works of the Mission S/he shall issue/guidelines/instructions etc. for successful implementation of the Mission in the State S/he shall convene and appraise EC & GB of ASRLMS on a regular basis. S/he shall assist in liaisoning with other Govt. departments for convergence AMD shall assist SMD in all aspects for overall success of the Mission S/he shall assist SMD in monitoring of all programmes/activities/works of the Mission S/he shall exercise the powers as delegated by GB/EC of ASRLMS and any other power delegated/assigned by SMD. S/he shall be responsible for liaisoning with Non-Govt. Organization/departments/institutes etc. for convergence. S/He will assist State Society in the discharge office responsibilities: For the financial regularity of the transaction under Budget in the respect of which SMD functions as a controlling officer. For the maintenance of the accounts of transaction correctly and in the form prescribed under rules and orders in force. The functions of the Financial Advisor are two folds:i) As Advisor to the State Society in all matter relating to budget estimates, budget control, budget variance and to the operation of the financial rules of the State Society. ii) Exercising supervision over the regular and correct compilation of all the accounts that are required to be compiled and maintained in the State Society. S/He should be well conversant with all the sanctions and orders passing through the office of the State Society and with order proceedings of the State Society. S/He should advised SMD on the financial effect of all the proposals for expenditure and keep watch as far as possible over all the liabilities as they are incurred against the grants. S/He will be responsible for the arrangement for compilation of correct accounts, consolidated audit report, Interim financial reports which are to be submitted by SMD to higher authorities. S/He should scrutinise over all matters relating to appropriation accounts and disposal of audit objections. S/He will exercise overall supervision over the Accounting Centres and inspect the Accounting Centres to oversee whether the Accounting and Financial Procedures are complied.
COO Functions) COO (Skills)
(Program
COO shall be responsible for providing necessary support to SPMs in designing/formulating policies/guidelines etc. for SM, IB & CB, Livelihoods, Financial Inclusion, Social Development, HR, Admin etc. COO shall be responsible for providing necessary support to SPM & PMs in designing/formulating policies/guidelines etc. for Skill Development & Placement Projects (DDU-GKY).
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Coordinating with RSETI and Monitoring their activities. State Project Manager S/He shall work in close association with COO, AMD and SMD for improvement (SM, IB & CB) of the project during the project period. S/He shall be responsible for designing various policy frameworks related to SM, IB & CB. S/He shall be responsible for designing implementation guidelines based on the policy framework. S/he shall also modify the guidelines based on experience, need etc. S/he shall be responsible for overall progress in terms of SM, IB & CB across the State. S/he shall be responsible for partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as resource agencies. S/he shall be in close coordination with NRO(s) for rolling out Resource Block Strategy in the State till the completion of the programme S/he shall be responsible for preparing necessary policies/guidelines for replicating/mobilizing the Resources from RB to other Intensive and NonIntensive Blocks of the State. S/he shall be responsible for creation of Social Capital for SM, IB & CB as per need. S/he shall exercise TNA for the Social Capital and arrange training programmes for the same from time to time. S/he shall be responsible for overall progress of the districts/blocks in all respect for which s/he is assigned for. S/he shall be responsible for preparation Annual Action Plan for SM, IB & CB every year and timely implementation of the same. Any other tasks as assigned by SMD or may arise during the Project Period Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units Timely reporting, review and supervision of task. State Project Manager S/He shall work in close association with COO, AMD and SMD and SPMs for (HR & Admin. and improvement of the project during the project period. Capacity Building of S/He shall be responsible for: Staff) Designing various policy frameworks related to his/her thematic area and intertwining them Designing implementation guideline according to the policy framework Timely review and modification of guidelines based on experience and need Team building and shared vision in the Mission Performance appraisal of Staff Grievance Redressal of Staff Preparation of staff capacity building plan for staff and timely execution of the same Institutionalizing system of services, conduct and discipline in the Mission Operationalizing gender action plan in Mission Management Units Recruitment and induction of new staff Preparation of Annual Action Plan related to his/her area and timely execution of the same Conducting Training Need Assessment (TNA) for staff and thereby preparation of training calendar and execution of the same Proper management of staff records Timely reporting and review of task ASRLMS HR Manual 2015
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Any other tasks as assigned by SMD or may arise during the Project Period State Project Manager S/He shall work in close association with COO, AMD and SMD for improvement (Livelihoods & of the project during the project period. S/He shall be responsible for: Marketing) Designing various policy frameworks related to his/her thematic area and intertwining them Designing implementation guideline according to the policy framework Timely review and modification of guidelines based on experience and need Partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as resource agencies S/he shall be responsible for overall progress in terms of livelihoods across the State S/he shall be in close coordination with NRO(s) for rolling out different programmes/project related to Livelihoods in the State till the completion of the programme S/he shall be responsible for preparing necessary policies/guidelines for replicating/mobilizing the Resources from RB to other Intensive and NonIntensive Blocks of the State. S/he shall be responsible for creation of Social Capital for livelihoods as per need. S/he shall exercise TNA for the Social Capital and arrange training programmes for the same from time to time. S/he shall be responsible for overall progress of the districts/blocks in all respect for which s/he is assigned for. S/he shall be responsible for preparation Annual Action Plan for Livelihoods every year and timely implementation of the same. Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units Timely reporting, review and supervision of task. Any other tasks as assigned by SMD or may arise during the Project Period State Project Manager S/He shall work in close association with COO, AMD and SMD for improvement (Financial Inclusion) of the project during the project period. S/He shall be responsible for: Designing various policy frameworks related to his/her thematic area and intertwining them Designing implementation guideline according to the policy framework Timely review and modification of guidelines based on experience and need Partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as resource agencies S/he shall be responsible for overall progress in terms of financial inclusion across the State S/he shall be in close coordination with NRO(s) for rolling out different programmes/project related to financial inclusion in the State till the completion of the programme S/he shall be responsible for preparing necessary policies/guidelines for replicating/mobilizing the Resources from RB to other Intensive and NonIntensive Blocks of the State. S/he shall be responsible for creation of Social Capital for financial inclusion as per need. S/he shall be responsible for overall progress of the districts/blocks in all respect for which s/he is assigned for. ASRLMS HR Manual 2015
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State Project Manager (Skill Development & Placement)
State Project Manager (Monitoring and Evaluation, MIS)
State Project Manager
S/he shall be responsible for preparation Annual Action Plan for Financial Inclusion every year and timely implementation of the same. Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units Timely reporting, review and supervision of task. Any other tasks as assigned by SMD or may arise during the Project Period S/He will work in close coordination with the COO-Skills. Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units. S/He will be responsible for preparation of the YP/AP as the case may be. S/he will work closely with the PSC for evaluation of project proposals submitted by PIAs. S/he will work closely with the PIAs and help them in mobilizing candidates, counselling and organizing Kaushal Melas as per SOP. S/He will work for capacity building of SMMU, DMMU and BMMU staff, PRIs, CBOs and the PIAs. S/he will work for development of Alumni Support Centres, Migration Support Centres as envisioned in the YP/AP. S/he will work for development of IT systems for tracking retention, placement, career progression etc. and development of state youth database. S/he will ensure quality assurance at all levels as per the SOP. S/he will coordinate with the State Skill Mission and other state skilling initiatives. Any other tasks as assigned by SMD or may arise during the Project Period and specified in the SOP. S/He shall work in close association with COO, AMD, SMD and other SPMs for improvement of the project during the project period. S/He shall be responsible for: Designing various Monitoring and Evaluation policy frameworks related to the thematic areas and intertwining them Timely review and modification of guidelines based on experience and need Partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as resource agencies S/he shall be in close coordination with NRO(s) for rolling out different programmes/project related to M & E in the State till the completion of the programme S/he shall be responsible for preparing necessary policies/guidelines for replicating/mobilizing the M & E strategy from RB to other Intensive and Non-Intensive Blocks of the State. S/he shall be responsible for overall progress of the districts/blocks in all respect for which s/he is assigned for. S/he shall be responsible for preparation Annual Action Plan for M & E every year and timely implementation of the same. Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units Timely reporting, review and supervision of task. Any other tasks as assigned by SMD or may arise during the Project Period S/He shall work in close association with COO, AMD, SMD and other SPMs for
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(Finance & Accounts)
improvement of the project during the project period. S/He shall be responsible for: S/He shall have the overall responsibility for all the financial and accounting aspects of the mission. S/he shall be accountable to the SMD and FA for all financial activities in ASRLMS. S/he shall provide leadership and strategic direction on the financial aspects, including development of financial capability in all the implementing agencies at the district, block and community institutions. He/she shall oversee the finance and accounting functions of all units, budgetary control, monitoring and control of financial management system, internal control functions at the State, District and Block level. Prepare annual budget in sync with AAP for SMMU, DMMUs and BMMUs for submission to EC and GoI for sanction of the budget. Institute mechanism for proper accounting and auditing of funds at State, District, Block and Village level Track district/block wise, component wise fund releases and expenditure vis-à-vis plan and budget Prepare regular quarterly/annual financial reports for submission to SMD, EC and Governments Build capacity of bookkeepers, community auditors etc., at block & village level Review financial progress at District & Block level Liaison with statutory auditors for the audit on an annual basis and place the audited accounts before SMD of ASRLMS and file returns with statutory authorities including Income Tax Department Liaison with consultants engaged to work on Finance and accounts aspects including FMTSA Ensure that the internal audit system is working as per schedule and follow up of issues arising out of internal audit. Timely release of funds to DMMU and BMMUs on time basis as per agreed annual worked plans. Timely release of funds to external agencies/vendors etc. Review financial progress at District & Block level.
S/he shall exercise TNA for the Finance & Accounts team of ASRLMS and arrange training programmes for the same from time to time. Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units. S/he shall be responsible for engagement of Auditors (both Internal and Statutory) as per norms. Timely reporting, review and supervision of task. Any other tasks as assigned by SMD or may arise during the Project Period Project Manager (SM, S/He shall work in close association with SPM- SM, IB & CB for improvement of IB & CB) the project during the project period. S/He shall assist SPM- SM, IB & CB in designing various policy frameworks ASRLMS HR Manual 2015
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related to SM, IB & CB. S/He shall assist SPM- SM, IB & CB in designing/modification implementation guidelines based on the policy framework, experience, need etc. S/he shall be responsible for partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as resource agencies. S/he shall be in close coordination with NRO(s) for rolling out Resource Block Strategy in the State till the completion of the programme S/he shall assist SPM- SM, IB & CB in preparation of necessary policies/guidelines for replicating/mobilizing the Resources from RB to other Intensive and Non-Intensive Blocks of the State. S/he shall be responsible for creation of Social Capital for SM, IB & CB as per need. S/he shall exercise TNA for the Social Capital and arrange training programmes for the same from time to time. S/he shall be responsible for overall progress of the districts/blocks in all respect for which s/he is assigned for. S/he shall be responsible for preparation Annual Action Plan for SM, IB & CB every year and timely implementation of the same. Any other tasks as assigned by SMD, SPM-SM,IB & CB or may arise during the Project Period Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units S/he will be responsible for managing development of social capital cadre across the project. S/he will be responsible for rolling out policy for CRPs, BKs and other related structures within the project. S/he will be responsible for operationalising PRP strategies within the project and manage their programmatic and administrative affairs. S/he will be responsible for executing partnership for institution development within the project and manage initial staff induction process for the project staff. S/he will act as nodal guide for districts in relation to implement Institutional Development programme, Nurturing of BLF and its synergy with other project components. Timely reporting, review and supervision of task. Project Manager (Skill S/He will work in close coordination with the SPM-Skills and assist him/her in Development & the following activities. Placement) Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units. S/He will be responsible for preparation of the YP/AP as the case may be. S/he will work closely with the PSC for evaluation of project proposals submitted by PIAs. S/he will work closely with the PIAs and help them in mobilizing candidates, counselling and organizing Kaushal Melas as per SOP. S/He will work for capacity building of SMMU, DMMU and BMMU staff, PRIs, CBOs and the PIAs. S/he will work for development of Alumni Support Centres, Migration Support Centres as envisioned in the YP/AP. S/he will work for development of IT systems for tracking retention, placement, career progression etc. and development of state youth database. ASRLMS HR Manual 2015
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S/he will ensure quality assurance at all levels as per the SOP. S/he will coordinate with the State Skill Mission and other state skilling initiatives. Any other tasks as assigned by SMD or may arise during the Project Period and specified in the SOP. Project Manager S/He shall work in close association with SPM- FI for improvement of the (Financial Inclusion) project during the project period. S/He shall assist SPM- FI in designing various policy frameworks related to FI. S/He shall assist SPM- FI in designing/modification of implementation guidelines based on the policy framework, experience, need etc. S/he shall be responsible for partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as resource agencies. S/he shall be in close coordination with NRO(s) for rolling out Resource Block Strategy in the State till the completion of the programme S/he shall assist SPM- FI in preparation of necessary policies/guidelines for replicating/mobilizing the Resources from RB to other Intensive and NonIntensive Blocks of the State. S/he shall be responsible for creation of Social Capital for FI as per need. S/he shall exercise TNA for the Social Capital and arrange training programmes for the same from time to time. S/he shall be responsible for overall progress of the districts/blocks in all respect for which s/he is assigned for. S/he shall be responsible for preparation Annual Action Plan for FI every year and timely implementation of the same. Any other tasks as assigned by SMD, SPM-FI or may arise during the Project Period Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units S/he would manage the Micro-insurance (Life, Health & Assets) portfolio of the project and will work towards developing partnerships with different public and private insurance service provider and negotiate a deal for the Community institutions. S/he should undertake need assessment of insurance services, at community level, scanning of insurance market and finding right kind of insurance products for rural households alternatively designing of insurance products, designing of delivery system- for premium collection, issuing of certificate and claim processing and settlement. Timely reporting, review and supervision of task. Project Manager S/He shall work in close association with SPM-LH & M for improvement of the (Livelihoods & project during the project period. S/He shall assist SPM-LH & M for: Marketing) Designing various policy frameworks related to his/her thematic area and intertwining them Designing implementation guideline according to the policy framework Timely review and modification of guidelines based on experience and need Partnership management with service providers both public and private, coordinating relationship with project stakeholders as well as resource agencies S/he shall be in close coordination with NRO(s) for rolling out different programmes/project related to Livelihoods in the State till the completion of the programme ASRLMS HR Manual 2015
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S/he shall be responsible for preparing necessary policies/guidelines for replicating/mobilizing the Resources from RB to other Intensive and NonIntensive Blocks of the State. S/he shall be responsible for creation of Social Capital for livelihoods as per need. S/he shall exercise TNA for the Social Capital and arrange training programmes for the same from time to time. S/he shall be responsible for overall progress of the districts/blocks in all respect for which s/he is assigned for. S/he shall be responsible for preparation Annual Action Plan for Livelihoods every year and timely implementation of the same. Team building across the project and handholding on project management, performing administrative function and conflict resolution to district and block units Timely reporting, review and supervision of task. S/he will be responsible for developing value chain for undertaking related intervention and facilitate in improving quality of the commodities / products, marketing as well as selling of aggregation of produce / commodities produced from both farm and off farm sectors / sub-sectors in the surrounding area or to the big trader through the BMMU teams. S/he will also have to undertake extensive field visit to identify social innovations to improve livelihoods through advertisement, scouting and assist the SPM-Livelihoods in validating & documenting them. Any other tasks as assigned by SMD or may arise during the Project period. Project Manager S/he will be responsible for undertaking participatory action research and (Social Development & provide analytical support to the M & E cell of the project to develop new KMC ) strategies for project implementation and feed to the project level policy formulation. S/he will be also responsible for co-ordinating the learning agenda of the organization, supporting in newsletter, preparation of Quarterly Progress Report, and editing learning notes. S/he would be also be responsible to document field experiences into knowledge products/objects and organizing learning events/workshop at the district/state levels. S/he will be responsible for identifying learning requirement of the project staff and plan as well as execute training/exposure/interactive learning events accordingly. S/he should also be responsible for counselling and improving understanding of HRD process among project staff. S/He will plan & execute the social development agenda of the Mission including pilots as undertaken by the GoA/GoI from time to time. Project Manager S/He will work in close coordination with FA and SPM-Finance & Accounts. (Finance & S/He shall assist in relation to fiduciary governance of the mission fund. Procurement) S/he shall consolidate and compile Annual Action Plan of SMMU, DMMUs and BMMUs for onward submission to GoI. S/he coordinates with FA and SPM-F & A to oversee the finance and accounting system of all units, budgetary control, monitoring and control of financial management system, internal control functions at the state, district and block level. Prepare schedule and impart financial training to staff members at SMMU, DMMU and BMMU Ensure funds to the community are disbursed according to the standard ASRLMS HR Manual 2015
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protocol and records of the disbursement are maintained at all levels of the ASRLMS Advise various accounting centers to follow prudent financial norms and ensure fiduciary discipline at accounting centers Conduct Quarterly Review of financial progress against Annual Budget (quarterly target) and identify the variance to ensure that project is progressing as planned and to plug any deviation Review DMMUs and BMMUs in financial management aspects S/he shall ensure proper adherence to guidelines/SOP issued by the GoA/GoI/World Bank as the case may be, in relation to procurement of goods & services by the Society. S/He shall oversee the procurement related matters of SMMU, DMMUs, BMMUs and CBOs. Any other tasks as assigned by SMD or may arise during the Project Period. Project Executives S/He will assist SPMs & PMs in their respective thematic areas as described (Programs) above. Project Executive (MIS) S/He will assist SPM – MIS & M & E in their respective thematic areas as described above. S/He will generate/consolidate and compile reports submitted by DRDA/DMMUs/BMMUs and will submit to respective thematic heads as per requirement of the Mission Young Professionals/ S/He will assist the thematic heads in all aspects as per requirement NRLM Fellows S/he will be responsible for timely completion of assignments given to them by SPMs and submit the report accordingly Consultants (Category S/He will provide necessary guidance and support to respective thematic Wise) heads for which s/he has been engaged. Project Assistant S/He will assist the thematic heads in all aspects as per requirement S/He will be the custodians of official files and will record their movement within & outside the society. S/He will be responsible for extending all secretarial assistance to staff there with SMMU. Largely s/he will be looking after all communication, office record keeping, compiling of project information, maintaining records related with programmatic, administrative and HRD affairs and acting as nodal person for channelling communication to/from SMMU. Accounts Assistant S/He shall assist Finance and Account team performing all finance and accounting functions at State level as instructed from time-to-time. S/He shall assist M & E and MIS team performing all functions at State level as instructed from time-to-time. Office Assistant S/he will perform all menial works like Photocopying, despatching and receiving of official communications, maintaining DAK file & peon book, store keeping and all other facility management activities of the unit. District Project S/he will be the overall project in-charge and team leader at district level. Manager S/he will be responsible for planning, execution and monitoring of all project activities at district level. S/he will be supervising the functioning of block units in the district and guide them to function uniformly and deliver quality results. S/he will be responsible to manage partnership, ensure rolling out of organisational system (HR, MIS, Admin, Fin etc.) all across the district and ensuring reporting. S/he will be responsible for ensuring fund flow and its effective utilisation MIS Assistant
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District Functional Expert (SM, IB & CB)
District Functional Expert (HR, Monitoring & Evaluation)
District Functional Expert (Livelihoods & Marketing)
District Expert Inclusion)
Functional (Financial
District Functional Expert (Skills)
by project units operational in the district. S/he will act as nodal person at district level for learning and knowledge management in the project. S/he will also be responsible for managing of CIF for larger livelihoods and social development activities. As team leader at district level, s/he will be ensuring improvement of service delivery and quality control in project activities across the district. S/he will also responsible for nurturing the block level federations in the district. S/He will be responsible for executing all activities related to SM,IB & CB in the district S/He will be responsible for executing all activities in the area for which he/she has been assigned for. S/He will be responsible for preparation of CB plan for social capitals of his/her district S/He will share/discuss his/her field experiences with SPM-SM, IB & CB from time to time Any other task assigned by DPM/SPMs from time to time S/He will be responsible for executing all activities related to HR and M & E in the district S/He will be responsible for executing all activities in the area for which he/she has been assigned for. S/He will be responsible for preparation of CB plan for DMMU & BMMU staff of his/her district S/He will be responsible for evaluation of reports and inform DPM and other DFEs from time to time for necessary action. Any other task assigned by DPM/SPMs from time to time S/he will be responsible for executing as well as managing partnership activities of the project at district level. S/he will be also an expert of specific livelihoods interventions. S/he will assist DPM in planning all livelihoods activities in the district. S/he will be also working as resource support available to BMMU units for executing partnership based activities or any other livelihoods programme. S/he will be responsible for executing as well as managing partnership activities of the project at district level. S/he will be also a expert of financial inclusion interventions. S/he will assist DPM in planning all financial inclusion development activities in the district. S/he will be also working as resource support available to BMMU units for executing partnership based activities or any other financial inclusion programme. S/he will be responsible for executing as well as managing skill development and placement activities at the district level. S/he will be also a expert on Skill Development & Placement at district level. S/he will assist DPM in planning all skill development & placement activities of the district. S/he will be the focal point of coordination between the PIAs, PRIs and CBOs at district level. S/He will extend support to the PIAs, PRIs and CBOs in mobilizing, counselling and selection of candidates. S/He will extend services to the BMMUs, PRIs and CBOs in creation and maintaining youth database of the district. Any other task assigned by DPM/SPMs from time to time.
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S/He will be responsible for maintaining database of his/her district related to the Mission. S/He will provide support to BMMUs for maintaining database of the blocks. S/He will be responsible for collection, compilation and generation of data as per the requirement of DMMU/SMMU from time to time. Any other task assigned by DPM/SPMs from time to time. District Accounts S/he will be responsible for ensuring rolling out of financial and Manager administrative system in all BMMUs and DMMU of the district. S/he will be responsible for managing CIF flow within the project in accordance with system laid down. S/he will be responsible for ensuring IUFR in time, coordination with internal auditors and other financial consultants of the project and guiding as well as training BMMU accountants in proper book keeping & accounting. S/he should also be responsible for advising DPM in following financial prudent norms and ensuring fiduciary discipline at BMMU level. S/he will also be responsible for looking after regular administrative affairs across the district. He/ She shall be responsible for all finance and accounting functions at the DMMU level. S/He shall be responsible for maintenance of proper books of accounts and consolidate accounts from Block level S/He will be responsible for preparation of interim financial statements (Internal reports) to be submitted to SMMU in regular intervals S/He will be responsible for ensuring timely and up-to-date upkeep of accounts. S/He will be responsible for maintenance and compilation of records of CIF from Blocks. S/He will be responsible for incorporate internal controls in accounting system at District level S/He will be responsible for preparation of stock statement and updation of Fixed Assets Register after proper physical verification at periodic intervals. S/He will assist external and internal audit team(s) in audit related matters S/He will analyse advances and ensure their proper accounting S/He will reconcile Payments with Expenditures and ensure proper accounting. S/He will ensure that legal and statutory deductions and remittances are made in time. Any other task assigned by DPM/SPMs from time to time. Junior Assistant S/He will assist all DPM, DFEs, Accounts and MIS teams in all aspects as per requirement S/He will be the custodians of official files and will record their movement within & outside the DMMU. S/He will be responsible for extending all secretarial assistance to staff there with DMMU. Largely s/he will be looking after all communication, office record keeping, compiling of project information, maintaining records related with programmatic, administrative and HRD affairs and acting as nodal person for channelling communication to/from DMMU. Any other task assigned by DPM/SPMs from time to time. Office Assistant S/he will perform all menial works like Photocopying, despatching and receiving of official communications, maintaining DAK file & peon book, store keeping and all other facility management activities of the unit. Block Project Manager S/he will be the team leader of BMMU managing the BMMU team. MIS Executive
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Block Coordinators
Block Accountant
S/he will be responsible for planning and execution of project activities at block level. S/he will liaison with line Government departments, banking institutions, civil society organisations and other external agency for project purposes. S/he will responsible for nurturing block level federations and execute partnership activities of the project. S/he will also responsible for managing Community Investment Fund (CIF), community level training (village based scheduled non-residential training programme) and cross learning activities within block. S/he will be overall in-charge of finance and administrative functions of BMMU and responsible for upkeeping of MIS as well as reporting. Any other task assigned by DPM/SPMs from time to time. S/he will be responsible for executing specialist function at block level and generic coordination of field based activities at cluster level. As a specialist s/he will be the nodal person for specific assignments which include Micro Planning, Bank Linkages, Community Institution Building, livelihood promotion and social development. S/he will be responsible for targeting in the project, formation and nurturing of SHGs, basic training to them, managing operations of community support cadres, facilitating micro plan and bank linkages in SHGs, supervising CIF utilisation and conflict resolutions at community level. S/he shall be responsible for all finance and accounting functions at the BMMU level. S/He will be responsible for ensuring rolling out of financial and administrative system in the BMMU. S/he will be responsible for managing CIF flow within the project in accordance with system laid down. S/he will be responsible for ensuring IUFR in time, coordination with internal auditors and other financial consultants of the project. S/he will be responsible for keeping all books of records properly in the BMMU. S/he should also be responsible for advising BPM in following financial prudent norms and ensuring fiduciary discipline at BMMU level. S/he will also be responsible for looking after regular administrative affairs across the block. S/he will be responsible for maintaining books of account at BMMU level and updating them regularly. S/he will also be responsible for providing all secretarial assistance to block staff and maintain all official records. S/he will also be responsible for channeling upward and backward official communication. S/He will maintain proper books of accounts, consolidate accounts and submit it to DMMU. S/He will ensure timely and up-to-date upkeep of accounts regularly. S/He will maintain Accounting and Financial Procedures at BMMU. S/he will incorporate internal controls in account system at Block level. S/He will prepare stock statement and updation of Fixed Assets Register after proper physical verification at periodic intervals S/He will assist internal audit team(s) in audit related matters S/he will analyse advances and ensure their proper accounting S/He will reconcile Payments with Expenditures and ensure proper accounting S/He will ensure that legal and statutory deductions and remittances are made in time.
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MIS Executive
MIS Assistant Accountant
Office Assistant
Any other task assigned by BPM/DPM/SPMs from time to time. S/He will be responsible for maintaining database of his/her Block related to the Mission. S/He will be responsible for collection, compilation and generation of data as per the requirement of BMMU/DMMU/SMMU from time to time. Any other task assigned by BPM/DPM/SPMs from time to time. cum S/He will be responsible for maintenance of Block database related to the Mission. S/He will generate/consolidate and compile data as per requirement by BMMU/DMMU/SMMU S/He will maintain books of accounts and update the same in time. S/He will be responsible for maintenance and updating of Books of Records in BMMU. Any other task assigned by BPM/DPM/SPMs from time to time. S/he will perform all menial works like Photocopying, despatching and receiving of official communications, maintaining DAK file & peon book, store keeping and all other facility management activities of the unit.
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Annexure II: Fitment of the Government Staff Following methodology would be adopted for effective and efficient fitment of the Government Staff taken on board for the NRLM programme. Competency Mapping and Assessment: This would be done through mapping the demands in each role and match them with individuals for success in performing the role. Each staff would be assessed on the basis of (i) Knowledge; (ii) Attitude; (iii) Skills; and (iv) Values. The process of competency mapping would begin with mapping the competencies required for each role. Position wise required competency and skills would be mapped and a list of skills and attitude required to perform the defined and expected role and job would be listed. Knowledge Assessment: The subject wise knowledge of the staff would be tested through a written exam. Attitude Assessment: Given the context and nature of ASRLMS goals, a person with attitude that reflects team work, proactiveness, openness, rigor etc is required. Therefore, attitude would be assessed through a psychometric test which would also help us to understand a personality and behaviour of the person. Skills Assessment: Skills of the candidate would include presentation, communication and training skills, etc. They would be scored based on the tasks assigned to them. These tasks would include group discussion, presentation, report writing, etc. Values Assessment: Candidates may also be assessed for their values, as it is one of the most important criterions to work with the poor. Sensitivity, humility, honesty, etc can be assessed based on a psychometric test. They may also be asked to stay with the community and assessed during this phase. ASRLMS may assign desirable weightages to each test component and hence calculate a cumulative score. Categorization and Fitment of Staff: On completion of the above and declaration of results, selected staff would be grouped into three categories: o Best fit: Staff scoring 80% or above marks o Moderately fit: Staff scoring above 60% but less than 80% marks Through the competency mapping exercise, the mission would be able to identify the areas where a particular individual is lacking and prepare a training plan accordingly. The mission would develop a capacity building plan for the staff, provide full support and exposure to the staff to make them best fit for ASRLMS. Post training and exposure, the staff would once again go through a similar exercise to track progress. o Least fit: Staff scoring above 40% but less than 60% marks The least fit staff would be given six months time and capacitated by providing training and exposure in the required field, to improve his/her performance. At the end of six months another competency mapping would be done to find his/her suitability for ASRLMS. If the incumbent does not score above 60% marks even after the extended time and training inputs s/he would be served notice of disengagement Staff scoring less than 40% marks would not be engaged at all.
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Annexure III-A
Assam State Rural Livelihoods Mission Society (ASRLMS) TRAVELLING ALLOWANCE BILL FORM Name: Purpose of Visit:
Sl. No. 1
Designation:
Date
Dep. Time
Arr. Time
From
2
3
4
5
Total
Headquarter/Place of Posting:
To
Mode of Conveyance
Fare Paid (Rs.)
6
7
8
Local Conveyance detail
Fare Paid (Rs.)
Rate of DA
Amount of DA (Rs.)
Total Amount (Rs.)
9
10
11
12
13=8+10+ 12
No. of Days ……….
Total Amount (in words): Rupees … …………………………………………………………………………………………………………………………………………… only. Advance (if any): Rs. ……
Balance: Rs. …………..
Certified that the amount of TA/DA claimed above is not reimbursed by any other agencies either wholly or partly. The information provided above is true to the best of my knowledge and belief.
Place: Date:
Signature of Claimant
Checked By
N.B.: This TA bill should be submitted alonwith Office order, Tour Diary and Vouchers.
Approved By
Annexure III-B
ASRLMS Tour Diary Format Name: ………………………………………. Designation: ………………………………… Tour Diary for the Month…………............ Year..………
Sl. No
Date
Time
Place Visited From
Purpose To
Signature of Employee…………………………………
Annexure IV
Passport
Photo
ASRLMS Employee Personal Information From
1. Person Details
1.1
Name
(First) 1.2
Sex
1.3
Date of Birth
1.4
Category
1.5
Marital Status
1.6
Father/
Female
(Middle)
(Surname)
Male
Mother/ Spouse’s Name 1.7
Present Address
1.8
Permanent Address
1.9
Contact Number
Mobile
Landline
1.10 Email id 1.11 Blood Group 1.12 Anniversary Date 1.13 Details of Dependents
Father Mother Spouse Child
2. Bank Details 2.1 Name of Bank ASRLMS HR Manual 2015
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2.2
Name and Address Branch
2.3
Type of Account
2.4
Account Number
2.5
IFSC Code
3.
PAN
4
Passport Number
5
Driving Licence
of
Number 6
Name & Address details of person to be contracted in case of any emergency
6.1
Name
6.2
Address
6.3
Contact Number
6.4
Relationship
I declare that the details given above are true, complete and correct to the best of my knowledge and belief.
Date
Signature of the Employee
For office use only
Mr/Mrs______________________________ _______
had joined as ______________
In ________________________ Unit with effect from_____________________________. The period of contract is up to____________________________________.
Date:
Signature of the HR Personal
ASRLMS HR Manual 2015
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Annexure V-A
ASRLMS Leave Application Form Applicant’s name:
Employee Code:
DATE Address while on leave:
Designation:
Unit:
Leave Particulars From(date)
To (date)
Duration
Reasons for Leave
Signature of the Applicant & Date For Office Use Balance Leave as on……
Recommending Authority (Sign Sanctioning Authority (Sign & Date) & Date) Memo No.
ASRLMS HR Manual 2015
Sanction Order No.
65
Annexure V-B
ASRLMS Maternity Leave Application Form Applicant’s name:
Employee Code:
DATE Address while on leave:
Designation:
Unit:
Maternity Leave Particulars From(date)
To (date)
Duration
No. of live issues as on date (if applicable) Name:
Age: Signature of the Applicant
For Office Use
Recommending Authority (Sign Sanctioning Authority & Date)
ASRLMS HR Manual 2015
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Annexure V-C
ASRLMS Paternity Leave Application Form Applicant’s name:
Employee Code:
DATE Address while on leave:
Designation:
Unit:
Paternity Leave Particulars From(date)
To (date)
Duration
No. of live issues as on date (if applicable) Name:
Age: Signature of the Applicant
For Office Use
Recommending Authority (Sign Sanctioning Authority & Date)
ASRLMS HR Manual 2015
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Annexure VI
ASRLMS TRANSFER REQUEST FORMAT Applicant’s name:
Employee Code:
Present place of work:
Designation:
Unit:
Reporting to:
To
Type of transfer (Mutual/ Reasons on request) transfer
Transfer Particulars From
for
Likely Date Of Joining at new place of posting:
Applicant Sign. & Date
ASRLMS HR Manual 2015
Received by / Forwarded Approved by by
68
ASRLMS HR Manual 2015
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