Employee Code of Conduct Policy

The Employee Code-Of-Conduct Policy outlines the ethical framework & values within which employees and associates of an organisation would conduct themselves. The policy defines certain standards of conduct and duties that employee must comply with, within and outside the organization. This is a must-have policy for all organisations irrespective of size.

Employee Code of Conduct

Objective

The Employee Code-Of-Conduct Policy sets standards for professional conduct within the organisation. The policy sets the framework for employees’ behaviour towards their colleagues, supervisors and overall organisation. It aims to maintain employees' harmony, self-respect and dignity in their different organisational capacities.

Scope and Applicability

This Policy defines business ethics and contains specific rules for employee actions and behaviour. The Employee Code-Of-Conduct Policy applies to all employees within the organisation.

Policy / Process

Policy Definition

Through this policy, the organisation desires to convey to its employees and associates the set of rules which displays the Company’s ethics and culture to its clients, shareholders and public. More importantly, the policy also protects employees' dignity, self-respect and rights.

The policy is the standard and uniform code of conduct, which is deemed mandatory by employees.

The Employee Code-Of-Conduct Policy outlines the ethical principles and values as follows

• Integrity – Employees must work and act objectively and in the organisation's interest. Employees must not work or act in a manner that raises suspicion.
• Truthfulness and Honesty – Employees must be honest in their dealings within and outside the organisation. Employees must perform roles and responsibilities with accuracy, efficiency and dedication.
• Objectivity – Employees must perform their duties unbiasedly and avoid favouritism while performing their duties.
• Fairness & Equality – Employees must treat all colleagues and clients fairly and equally, provide subordinates with equal opportunities and provide clients with service without favouritism.
• Knowledge Sharing – Employees must share their knowledge and skills with other employees/subordinates to fulfil job responsibilities.
• Team Work and Team Spirit – Employees must be committed to working in teams and promoting team spirit that ensures harmony within the organisation.
• Promoting Positivity – Employees, including the team leaders & management, should promote positivity within the organisation that focuses on harmonious relationships and strive to create a solution-oriented culture.

Procedures

The principles of professional standards and job duties, i.e. PPSJD, define the procedure for adherence to the Employee Code-Of-Conduct Policy. The PPSJD states that employees must observe all professional standards and job duties stated hereunder and encourage compliance amongst their colleagues and subsequent action upon them.

Principles of professional standards and job duties

Loyalty and Dedication to the organisation

• Loyalty and dedication to the organisation shall assist the organisation in achieving its larger vision.
• Employees and management teams can achieve the same by adhering to the organisation's values, ethics, and policies related to dealing with the internal stakeholders, i.e. colleagues and teammates AND external stakeholders, i.e. clients, vendors, suppliers and contractors.
• Employees must not undermine the organisation's image while dealing with internal or external stakeholders.

Excellence in Dealing with Clients

• Excellence in dealing with Clients shall assist the organisation in extending services honestly, professionally and accurately.
• The same can be achieved by employees providing excellent customer service, ensuring client satisfaction and exceeding client expectations.
• Employees must continuously seek to improve the services provided to clients in line with the highest standards of quality and excellence.
• Employees must respect the rights and interests of clients and treat them courteously, professionally, impartially and equally without any favouritism.
• Employees must provide clients with services in an accurate and timely manner and resolve the issues within the authorised jurisdiction of employees in case any issues arise. If the resolution of issues gets delayed, employees must transparently state the reasons for delaying services.
• Employees must remain committed to accuracy, promptness and transparency in providing clients with the required information.
• Employees must ensure to reach the workplace on time and that their appearance in the presence of clients is dignified, well-groomed with a professional appearance, with a personal identification card and abiding by the organisation’s dress code / uniform policy, wherever applicable.

Maintaining Privacy and Confidentiality

• Maintaining Privacy and Confidentiality must be followed by all employees as the same assists the organisation in protecting the confidential and sensitive information related to the organisation in aspects of Finance, HR, Supply Chain, Strategies, New product/service development, IT infrastructure, etc.
• All the information related to the clients, partners, employees, etc. must be treated with highest standards of confidentiality in accordance to the laws of the land and ensure that all the data is exclusively used for work purposes and through authorised employees only.
• Employees must not disclose any written or verbal information that is confidential.
• Employees must refrain from using the organisation’s information or assets and facilities to achieve personal gains.
• Employees must not disclose, use or copy or disseminate confidential information on the internet on social media and networking platforms.

Avoiding Conflict of Interest

• Conflict of Interest must be avoided by employees as the same assists the organisation in maintaining harmony among different departments & reiterates the company values of working as a team and objectivity.
• Employees should refrain from committing any act that may compromise their objectivity and independence in performing duties.
• Employees must refrain from participating in operations, processes or in decision-making for awarding contracts that may directly or indirectly secure profits for employees
• Employees must not participate in the operation process or in the decision-making of projects in which employees are serving as partners or have an interest.
• Employees must refrain from abusing their posts to secure personal interest, benefits or gains.
• Employee must refrain from participating in operations or decision-making processes that would directly or indirectly influence awarding of any contract to a contractor or supplier or any project in which the employee/s’ spouse or any relative has an interest; or that which would secure a percentage of profit or any material benefit for any of them.
• Employee must not participate in operations and decision-making processes with the intent to undermine the interests of any clients with whom employees have feelings of hate or towards whom employees have hatred or grudge for any reason whatsoever.

Maintaining Occupational Health and Safety

• Occupational Health and Safety rules must be followed by employees at all times as the same assists the organisation in ensuring employee safety and the safety of those in and around the premises.
• Maintaining Occupational Health and Safety assists the organisation in creating a healthy work environment, identifying hazardous conditions and hazards, and taking preventive measures and precautions to eliminate them.
• Employees must comply with applicable laws of the land and organisation concerning occupational health and safety of themselves and those around them.
• Employees must not misuse any safety equipment or gear the organisation provides.
• Employees must immediately report occupational accidents and injuries as and when they occur.
• Employees must report any hazardous materials and equipment and any unsafe practices and situations at the workplace.
• Employees must refrain from performing dangerous tasks for which they are not qualified or trained.

Protecting Organization’s Assets and Public Property

• Protecting Organization’s Assets assist the organisation in ensuring efficient and effective use of assets and avoiding any losses from misusing these resources.
• Protecting public property ensures that employees who work in public areas or on public property must not cause any damage to the public property.
• Employees must fulfil their responsibility for protecting all the resources entrusted to employees or placed in their possession or disposal and refrain from using them for personal purposes without the organisation's prior approval.
• Employees must preserve the organisation’s funds as well as the organisation’s property.
• Employees must ensure efficient use of the organisation’s resources.
• Employees must not use the organisation’s property or resources to achieve personal interest. Employees should only use the organisation’s property and resources exclusively for work purposes.
• Employees must protect information about the organisation, such as Intellectual Property rights, trade secrets, patents, copyrights, work plans, databases, payroll, financial information, and reports.

Responsibility of every employee

In the event employee has any suspicions of a breach relating to his work and is asked to perform any illegal action wherein the employee has suspicions of direct/indirect conflict of interest relating to employees, the employee's spouse or any of relatives Or where there is a misuse of resources and assets. The employee must notify the Line Manager or Business Head of the unit in writing within 24 hours, and this must be done with confidentiality and subject to the following

• Employees must have proof of the incident which they want to report.
• In the absence of solid proof, there must be sustained suspicion of an explicit violation.
• The Objective of reporting the incident or action must be to achieve the interest of work and not to defame any client or colleague.
• Strict confidentiality must be maintained in aspects related to the reported incident.
• Line Manager or the Head of the Business Unit should immediately undertake necessary investigations in case of reporting any incident of non-compliance with the employee code of conduct.

Non-compliance and Consequences

The organisation shall take necessary disciplinary actions in terms of continuous non-compliance with the employee code of conduct policy. The disciplinary action includes demotion, reprimand, suspension, termination, and detraction of benefits for a definite or indefinite time.

An investigation committee shall be formulated to unbiasedly investigate the complaint submitted for non-compliance to the employee code of conduct policy.

Legal action shall also be undertaken if severe organisation losses – monetary or reputation - are registered.

Special Circumstances and Exceptions

If an employee cannot comply with the employee code of conduct policy due to personal challenges, financial situations, or a natural calamity, then the organisation shall review the situation and, if found true, exempt the employee from the above-mentioned consequences.