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Islamic Relief Worldwide

Employee & Culture Guide International HR IPD

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Title: Employee Culture Guide

Category: International HR

URN: IRW/INT/HR/004

Policy Type: Guidelines

Version Control: V1.00

Date of Creation: June 2021

Last Modified: June 20221

Review Date: June 2023

Approving Body: International Program Division Director

Date of Approval: June 2021

Document author(s)/ Key:

International Human Resources

Contributors including: International HR, Field office HR, HOR’s, IPD director

Department: International Finance & Services IPD

For public access or staff access

Staff Access Only

Contents

1. Welcome to Islamic Relief Worldwide

2. History of Islamic Relief

3. Introduction

4. Islamic Relief vision, mission and values

5. Rights of the employer

6. Rights of the employee

7. Dress code

8. Recruitment process-pre-employment reference verification and Interagency Misconduct Scheme 9. Security screening and background checks 10. Induction programme

11. Probationary period

12. Contracts, general terms of employment, information and procedures

13. Hours of work 14. Medical insurance 15. Information governance 16. Islamic Relief safeguarding framework

17. Whistleblowing guidelines

18. Trafficking & Modern Slavery

19. Equality and diversity principles

20. Code of conduct

21. Conflict of interest

22. Complaints guidelines, external facing

23. Field office complaints

24. Grievance guidelines

25. Disciplinary procedures

26. Maternity leave guidelines

27. Paternity leave guidelines

28. Holiday and time off work guidelines

29. Bereavement leave

30. Sickness absence and reporting procedures

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31. Human Resources Information System (HRIS) look at hr manual

32. Per diem and living allowance

33. Social media guidelines

34. Health and safety guidelines

35. Vehicle usage

36. Anti-fraud, corruption and bribery prevention

37. Handover for leavers

38. Office property and equipment

39. Exit Interviews

40. Local HR Legislation

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1. Welcome to Islamic Relief

Assalam Alaykum,

Peace Be With You.

As an independent humanitarian and development organisation, Islamic Relief Worldwide has been serving

humanity since 1984. With an active presence in over 30 countries across the globe, we strive to make the

world a better and fairer place for the three billion people still living in poverty.

Islamic Relief works with communities to strengthen their resilience to disasters, and we provide vital

emergency aid when disasters occur.

We help vulnerable people to access basic services, including education, water and sanitation, as well as

healthcare. We provide lasting routes out of poverty through our sustainable livelihoods schemes, and our

integrated approach to development is transforming communities worldwide.

We tackle the root causes of poverty and make sure that the world’s most vulnerable people have a strong

voice and real influence in both our programs and advocacy. We are also a policy leader on Islamic

humanitarianism, and our research programs develop distinctive, practical approaches to the key issues that

are affecting our world today.

2. History of Islamic Relief

Islamic Relief Worldwide was established in 1984 by four medical students from the University of Birmingham

in the UK in response to the famine in Africa. The individuals went from door to door and from mosque to

mosque asking for donations, and this paid for food and healthcare for people affected by the famine.

In 1985, Islamic Relief initiated its first project – sponsoring a chicken farm in Sudan. That same year, its

founders hired a small office in Mosely, in Birmingham, and from there raised £100,000 for the famine

response in Sudan

Islamic Relief grew at a rapid rate, and over the next five years, started working in Mozambique, Iran, Pakistan,

Malawi, Iraq, and Afghanistan, among others, responding to emergencies and distributing clothes, food,

offering health support and beginning the long-term project that is now our one-to-one Orphan Sponsorship

Program.

3. Introduction

The Employee & Culture guide has been developed to provide general guidelines about Islamic Relief’s policies

and procedures for all country office employees. It is a guide to assist you in becoming familiar with some of

the obligations, responsibilities and expectations as part of your employment.

Islamic Relief will provide each locally contracted employee with a copy of this handbook upon the

commencement of employment. All employees are expected to comply with the guidelines stated within. The

highest standards of personal and professional ethics are expected of all Islamic Relief employees.

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Further, Islamic Relief expects each employee to display a good judgment and courtesy in their professional

relationship and manners with members of the public, benefices, donors, partners, governmental authorities

and colleagues.

It is imperative to appreciate that local labour and employment laws are inherently adaptable to the content

stated within and therefore please refer to your local HR Representative for further information and clarity

where necessary.

4. Islamic Relief Vision, mission and values

IR Vision: Inspired by our Islamic faith and guided by our values, we envisage a world where communities are empowered, social obligations are fulfilled, and people respond as one to the suffering of others. IR Mission: Exemplifying our Islamic values, we will mobilise resources, build partnerships and develop local capacity as we work to:

Enable communities to mitigate the effect of disasters, prepare for their occurrence and respond by providing relief, protection and recovery.

Promote integrated development and environmental custodianship with a focus on sustainable livelihoods.

Support the marginalised and vulnerable to voice their needs and address root causes of poverty.

Our values: We remain guided by the timeless values and teachings of the Qur’an and the prophetic example (Sunnah), most specifically:

Sincerity (Ikhlas) – In responding to poverty and suffering, our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity.

Excellences (Ihsan) – Our actions in tackling poverty are marked by excellence in our operations and the conduct through which we help the deserving people we serve.

Compassion (Rahma) – We believe the protection and wellbeing of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.

Social Justice (Adl) – Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and develop their capabilities and resources.

Custodianship (Amana) – We uphold our duty of custodianship over Earth and its resources, and the trust people place in us as a humanitarian and development practitioner to be transparent and accountable.

5. Rights and obligations of the employer

As an organisation, we are responsible for making sure the business follows the relevant regulations as

stipulated by the local country government and establish conditions of employment. Other rights and

obligations relate to the employee’s responsibilities include the following but are not limited to:

Supporting the business aims, values and etiquettes Setting conditions of service Supporting and enforce local health and safety duties regulated by local labour laws IRW has a statutory duty to take care of the health and safety of their employees by providing a clean

environment to work in, first aid equipment, protective clothing and ensuring all machinery is safe; Require employees to fulfil the conditions of employment contracts. Setting a probation period for the employee

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Establishing standards for evaluating job performance Ensuring appropriate use of company equipment, facilities and time Setting disciplinary and grievance procedures Imposing disciplinary sanction where appropriate Ensuring that employees are not discriminated against.

6. Rights and obligations of the employee

Employee particulars are established within the terms and conditions of their employment or their contract,

other than those that are governed by local labour laws, these are known as contractual employee rights. The

terms of the contract may vary the terms of your employment and may award you additional rights beyond

the statutory minimum as regulated by the standard labour law.

All Islamic Relief employees have a duty of care to ensure that they work in a manner that is not harmful to

their own health and safety, the health and safety of others and the health and safety of the environment and

community. They are also required to conduct their work in accordance with guidelines set out in the manual,

contractual terms of employment and individual job descriptions.

7. Dress Code

Islamic Relief Worldwide recognizes the diversity of cultures of its employees and seeks to take a sensitive

approach when this affects dress and uniform requirements. However, priority will be given to health and

safety, security and professionalism.

Personal appearance and hygiene are important elements of professional conduct. Your appearance should

be professional at all times both within the workplace and when representing Islamic Relief elsewhere.

Modesty is also of great importance and your dress should reflect the values and sensibilities of the

organisation and should present a professional image at all times.

This means that you are required to be neat, clean and tidy while at work whether working on Islamic Relief’s

premises or elsewhere. Your clothing should follow professional and cultural norms and be modest in

appearance so that it does not cause offense to others.

Business dress is strongly recommended since most Islamic Relief locations have external visitors, while smart

casual will be considered a minimum requirement. However, staff are required to adhere to the appropriate

nature of their role. For example, those who are distributing food and essential supplies should wear

appropriate trousers and tea shirts with visible personalized Islamic Relief logo.

You should dress appropriately to your gender and when travelling to other locations you should make sure

you dress within the norms of the local culture and in line with Islamic Relief’s values and expectations.

Dress Code Violations: Managers or supervisor are expected to inform employees when they are violating the dress code. Employees in violation are expected to immediately correct the issue. If you are in doubt about the suitability of your clothing or outfit (including jewelry) then you should seek guidance on your dress code from your local HR department.

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8. Recruitment process

Pre-employment reference verification and Interagency Misconduct Scheme (IAMS)

Prior to submitting the job offer to the potential employee, the Human Resources Department will contact the references mentioned in the employment application.

Interagency Misconduct Scheme for the disclosure of safeguarding related misconduct in recruitment – Interagency Misconduct Scheme also known as IAMS is a scheme that has been developed by a group of humanitarian, development and other civil society organization’s to describe their commitment to share relevant information about individuals who have been found to have committed sexual harassment, sexual exploitation or sexual abuse in the course of their employment or terms of their position. This Scheme is

Identify need to fill

a position/new

role

Request approval

from department

head/HOR/HR

Application

shortlisting by each

panelist member. Candidate selection,

obtain signed TOR,

verbal offer, and issue

conditional offer.

Once approval has been

obtained, recruiting manager

to update JD, HR – to

advertise the vacancy on

registered sites, agencies and

newspapers.

Arrange pre-interview

assessments where relevant

and then schedule

interviews.

Arrange employment

and Inter-agency

verification.

Conduct background

and screening checks.

Issue contract of

employment once in

receipt of screening

clearance and satisfactory

reface verification.

Issue rejection confirmation

to unsuccessful interviewed

candidates

Convene corporate

induction and arrange

mandatory training.

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intended to be consistent with and support implementation of the Core Humanitarian Standard on Quality and Accountability (CHS).

This Scheme is complementary to and separate from any other forms of due diligence that IRW may carry out as part of the Recruitment Process for the purposes of assessing a Candidate’s suitability for a position, such as provision of references and background checks or other vetting and screening mechanisms. In this context, it is within the discretion IRW to request or provide further information than the minimum required within the Statement of Conduct. For further information on how the interagency scheme will be incorporated in the recruitment process then please seek guidance from your HR Representative.

The main aim of an employment check is to verify the information provided on the application form. Please note employment verification of up to five years of previous work history may be obtained as part of the pre-employment verification check.

The verification process focusses on confirming the following information:

Dates of employment; Position held; Duties (if applicable); Salary (if applicable); Reason(s) for leaving.

All offer of employment will be based on the satisfactory receipt of pre-employment verification references and should be provided the HR department.

9. Security Screening and background checks

All Islamic Relief worldwide staff members undergo a security screening check prior to starting with the

organisation.

What is screening?

The HR team includes critical responsibilities such as managing global screening compliance with Data

Protection standards and other legal/benchmarked standards in order to ensure IRW is clear of staff with any

illegal, criminal, fraudulent or terrorist background, hence protecting the organisation from legal and

reputational risks and executing its due diligence.

Importance of screening our employees Pre-employment screening helps provide the following:

Assurance that a prospective employee is trustworthy and has the necessary skills and/or experience required to perform the role they have applied for

Helps in the detection of convictions, illegal workers, terrorists and other individuals that do not have our best interest at heart and are a major concern; personal security of staff members

Protect the business from fraudulent activity, financial and reputational consequences.

10. Induction programme

All employees will be in receipt of a comprehensive induction programme that is arranged by the country HR

Representative. HR induction may include the following:

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Human Resources and administration, procurement and financial guidelines Introduction to Islamic Relief’s Structure, projects and departments Islamic Relief’s strategic plan, purpose, principles and core values History of Islamic Relief Should complete online global e-induction available at HAD learning portal. The employee's line manager will provide a job-specific induction covering the following areas: Discussion on job responsibilities and job description Introduction of Islamic Relief’s counterpart agencies/donor’s Project monitoring procedures Setting up objectives for the probationary period Review of job specific issues (project documents, vehicle regulations, etc.)

The induction programme includes the following:

Health and Safety – Emergency exits – Evacuation procedures – First aid facilities –Hand safety policy – Accident reporting – Protective clothing – Specific hazards – Policy on smoking – Mandatory training – Cyber security training Organisation – Site map – Telephone system – Computer system – Organisation chart – company/departmental – Company products and services – Security pass/procedures Terms and conditions – Absence/sickness procedure – Working hours, core office hours, flexi-time, etc – Arrangements for breaks – Holidays/special leave – Probation period – Performance management system – Disciplinary procedure – Grievance procedure – Internet and email policy --Safeguarding --Dignity at Work – PSEA – Modern Slavery

11. Probationary period

IRW is committed to ensuring that all newly appointed staff receive the best possible support during their

probation period to demonstrate their suitability to undertake the full range of duties required for the role.

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All newly appointed staff, whose terms and conditions of employment state that their appointment is subject

to a probationary period. The length of the probation period will be stated in the terms and conditions of

employment.

The probationary period will normally last for 1 to 6 calendar months which is dependent on the local labour

laws, nature of the role recruited to and type of contract. During the probationary period the line manager

will meet regularly with the staff member to discuss their progress and suitability for the role. The line manager

will provide feedback to staff wherever possible on any aspects of their performance or conduct that either

meet or do not meet the set standards or objectives. This feedback should be clear, specific and constructive

and should be given as soon as possible after the event on which they are feeding back.

Successful probation is linked to reading and signing up to gender justice, mandatory trainings, anti-bribery,

code of conduct, grievance, disciplinary and complaints policies.

If the line manager considers that there has been insufficient improvement from the employee by the review

date then they should seek advice from an appropriate HR representative.

12. Contracts, general terms of employment, Information and Procedures

Contracts of employment are agreements made between Islamic Relief and individual employees which

govern the engagement and set out the terms of the working relationship. The purpose of an employment

contract is to ensure that the organisation, and you as an individual, have a clear understanding of what is

expected during the term of employment. The contract would also serve helpful in helping you understand

what your rights are under local labour legislation. Both you and the organisation are bound to the

employment contract until such time that it ends due to notice given or a change in terms by either party. The

employment contract of the new employee shall be valid from the commencement of the work established in

the contract.

Notice period: refers to the period of notice that IRW or the employee must provide in order to terminate an

employee’s current contract of employment. The period of notice that an employer or employee must provide

is included within terms and condition of employment.

Permanent employee - an individual employed to work for Islamic Relief permanently, either on a full or part-

time basis.

Fixed Term employee- an individual employed to work for Islamic Relief for a defined period of time.

Part-time employee - an individual who works fewer hours than a full-time worker. The actual number of

hours of work is specified in the terms of employment.

Volunteers – a volunteer is an unpaid or on agreed terms a paid worker who performs work for and on behalf

of the organisation. A volunteer who works for Islamic relief should be issued with a contract or agreement.

Internship - a student or trainee who works, sometimes without pay, in order to gain work experience or satisfy requirements for a qualification.

13. Hours of work

Your hours of work are as specified in your individual contract of employment. Extra duties and additional

hours’ work will be requested and recorded as required. The organisation will not exceed the maximum

number of hours regulated as per the local labour laws.

Working hours do not include:

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breaks e.g. lunch breaks travelling outside of normal working hours and not requested by the employer paid or unpaid holiday travel to and from work (if the employee has a fixed place of work).

Salary Structure/payments:

IRW have salary structures in place for which each country office and each role within. Salaries shall be paid

monthly, in accordance with the contract of employment.

Staff are required to report hours worked as evidenced by completion of a timesheet.

Gratuity

Employees may be entitled to a gratuity from the first day of employment at a set local labour law rate. Please

contact you designated HR representative for further guidance or information that is applicable to you.

14. Medical insurance

Medical insurance cover may be provided as part of your employment engagement with IRW. For more

information on entitlement eligibility then you should contact your local HR representative.

15. Information Governance

Information that staff create and receive in the course of carrying out work activities on behalf of Islamic Relief

belong to Islamic Relief and must be appropriately managed and accessed in accordance with several policies

so not to put the organisation or individuals at risk. These policies include Islamic Relief’s data protection,

information security, records management and data retention policies.

Responsibilities of staff:

Undertake your mandatory data protection and cyber-security online training when required and receive local orientation on the filing and archiving (records management) systems in use by your department/office.

Handle confidential data, including personal data and commercially sensitive data such as quotations and tenders in a confidential manner and in accordance with the following principles and rules at all times:

- Data security. For example, store and share confidential data using systems provided by Islamic Relief

that are protected by a strong password and access controls.

- Data minimisation. For example, only collect, store, share the minimum level of confidential data

required for the task at hand, and work to avoid any unnecessary duplication.

- Data accuracy. For example, record confidential data accurately and keep it up-to-date when

necessary to ensure right-holders receive their correct entitlements.

- Data retention. For example, only store confidential data for as long as required in accordance with

Islamic Relief’s data retention policy and then delete or destroy it in a secure manner.

- Data sharing. Only permit access to, or share confidential data on a strict need- to- know basis. Don’t

feel pressured to share confidential data with third-parties such as donors, local partners or

government bodies, and only permit the sharing if you are confident that the third-party has a lawful

reason to receive the data and will protect it. If unsure seek advice from your line manager.

- Data breaches. If you identify that confidential data could have been compromised, for example, a

physical file or electronic device has been lost or stolen, a suspicious email link has been clicked, or

personal data has been sent to the incorrect third-party recipient, then report it immediately to

data.protection@irworldwide.org and/or cyber.security@irworldwide.org

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Create or receive evidence of your work activities (‘records’) and ensure such records are filed on a records management system administered by your department/office.

Keep the language and tone of work communications professional, stick to facts, and avoid recording personal opinions or excessive details.

Maintain good housekeeping of your email accounts and other document stores under your direct control, including keeping well organised emails/files on behalf of Islamic Relief, and regularly deleting unnecessary data so your accounts remain within the designated storage limit.

For further information on IG guidelines contact your local IG officer. For further guidelines on

information/cyber security specifically contact: cyber.security@irworldwide.org

16. Islamic Relief’s Safeguarding Framework IRW are committed to professionalism and the highest standards of excellence in the protection, health and

wellbeing of our beneficiaries. Our actions are inspired and grounded by our Islamic values: excellence,

sincerity, social justice, compassion and custodianship which hold us responsible for ensuring children, young

people and people at risk are protected against all forms of harm and abuse including and in particular

violence, sexual exploitation and abuse. IRW is also responsible to ensure staff and volunteers are protected

against the risk of harm and abuse. IRW believes everyone has the right to be safe, respected and valued

regardless of who they are or their circumstances. A key tenet of our values is to ensure that staff, volunteers,

our operations and programmes ‘do no harm’ to children, young people and people at risk including risk of

discrimination.

Islamic Relief considers the welfare and protection of children, young people and people at risk to be

paramount to the organisation. With a zero tolerance approach, Islamic Relief is committed to responding

swiftly, appropriately and constructively to any and all information children, young people and people at risk

have disclosed. The nature and extent of any particular safeguarding approach should be determined by, and

proportionate to, the risk inherent in operations, programmes and activities engaged by Islamic Relief.

IRW has a Safeguarding framework in place to make sure the organisation has a holistic and systematic

approach to safeguarding throughout all levels of the organisational structure and towards those we serve.

The safeguarding framework builds on the key learning from policies addressing safeguarding needs. The

framework includes the following policies:

- Safeguarding Policy

- Child Safeguarding Policy

- People at Risk Policy

- Prevention of Sexual Abuse, Exploitation & Harassment Policy

- Dignity at Work Policy

- Code of Conduct

Whistleblowing also forms part of the Safeguarding Framework and is explained below. A crucial component

of safeguarding is the mandatory training of all Islamic Relief staff and representatives on safeguarding and

related policies.

Reporting

Any concerns IRW employees or representatives have regarding their safety or the safety of children, young

people and people at risk should be reported using our various complaints mechanisms or procedures IRW

have in place. These guidelines are designed to inform, guide and direct staff and representatives of IRW’S

Safeguarding Framework which has been designed to create a safe, protective and a conducive environment

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for a culture of safeguarding across all levels of the organisation. It is mandatory for all those representing IRW

locally, nationally and globally to understand, implement and adhere to all the policies outlined in this

document and other related policies which form part of the Safeguarding Framework.

Please Contact your Country Safeguarding Focal person for further information and guidance.

16.1 Child protection

Islamic Relief’s Child Safeguarding Policy aims to address child protection through a number of ways. The policy

document provides an introduction to protection and safeguarding of children, highlights the methods

through which children are protected against abuse, and provides the tools for equipping staff to deal with

issues of child safeguarding. It states IR’s commitment to protecting children, and outlines a set of processes

and procedures that the organisation and all associated staff and members have to put in place in order to

comply with this commitment. There is also a section which provides guidance to engage communities and

staff through a faith sensitive approach.

16.2 People at risk

In its daily work IR encounters many people who are potentially at risk of harm for a variety of reasons including

ongoing social, environmental and political conflict or disasters. Harm includes being at risk from violence,

abuse, neglect, sexual exploitation and harassment. The People at Risk policy aims to ensure that we exercise

our duty of care to safeguard such people whether adults or children of all ages with or without disabilities in

all areas of our work and engagement.

Adhering to the leave no one behind agenda it is critical to create a protective environment which supports

People at risk, and understand the importance of the safety and wellbeing of all by providing additional

measures to protect those at risk.

16.3 Protection from Sexual Exploitation, Abuse & Harassment (PSEAH) Policy:

PSEA is a term used by the UN and NGO community to refer to measures taken to protect vulnerable people

from sexual exploitation and abuse by staff and associated personnel or representatives. IRW believe everyone

has the right to be safe, respected and valued regardless of who they are or their circumstances. A key tenet

of our values is to ensure that staff, volunteers, our operations and programmes do not exploit their position

of power over communities or colleagues.

The organisation takes protection, sexual exploitation and harassment concerns very seriously and conducts

diligent investigations of all complaints raised and appropriate action, including disciplinary action, where

required. It is mandatory for all those representing IRW locally, nationally and globally to understand,

implement and adhere to all the guidelines. For further information please seek guidance for your respective

HR representative

16.4 Dignity at work

Islamic Relief Worldwide is committed to create and maintain a culture whereby all staff have the right to be treated with dignity, respect and have equality of opportunity. IRW’s values, which are inspired by the Islamic faith, and the trust and responsibility invested in us by our donors and supporters, require us to work to the highest of moral and ethical standards. We have to act as role models through our actions and behavior and the Dignity at Work Policy sets out these expectations. IRW expects all employees to work individually and

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collectively to ensure a safe, positive working environment for all staff, in which harassment, bullying and (victimization) are not tolerated in any form. Harassment, bullying and victimization are forms of discrimination and IR will not tolerate such behavior in the

workplace. The Dignity at Work policy sets out how such instances will be dealt with by the organisation.

16.5 Code of conduct

Islamic Relief has a zero tolerance towards all forms of violence, sexual exploitation and abuse. Representatives of Islamic Relief working directly or indirectly with children, young people and people at risk must follow Islamic Relief’s code of conduct. These codes also apply to staff and their conduct towards each other, towards people we work with, towards those we serve. Representatives must treat staff, children, young people and people at risk with respect, recognising their

right to personal privacy. Staff must not make racist or sexist remarks towards anyone. Inappropriate physical contact is prohibited; Representatives of Islamic relief must not spend time alone with children, young people and people at

risk. They must plan activities so that more than one person is present, or at the very least, other people are within sight and hearing.

Staff and representatives of Islamic Relief must not stay overnight in the same room with children, young people and people at risk.

Always take concerns of harassment, sexual exploitation, violence or abuse issues seriously. All disciplinary measures/sanctions must be non-violent and must not humiliate staff, children, young

people and people at risk. Staff and representatives must not take images of children, young people and people at risk which are

detrimental or explicit and undermine their dignity. Refer to child safeguarding policy or communication guidelines.

They must not rely on just their good name to protect themselves, and must not put themselves in positions where they could be falsely accused of something by anyone.

Sexual exploitation and abuse by Islamic Relief staff constitute acts of gross misconduct and are therefore grounds for the termination of employment.

Any type of relationship, including sexual relationship, between Islamic Relief staff and children, young people, people at risk or beneficiaries are strictly prohibited, since they are based on inherently unequal power dynamics. Such relationships would undermine the integrity of work to help vulnerable and excluded children and would be classed as gross misconduct.

Where an Islamic Relief staff member develops concerns or suspicions regarding sexual abuse or exploitation by a colleague, whether in Islamic Relief or not, they must report such concerns to the country director and the global safeguarding focal point.

17. Whistleblowing guidelines

Islamic Relief wants to ensure we have safe and confidential approaches for staff to raise their concerns. When

an IR employee discovers behavior or conduct which they believe shows serious malpractice or wrongdoing

within IR, and feels they cannot openly share this information within their own organisation, then this

information can be disclosed through IR’s internal whistleblowing mechanism without fear of reprisal.

The decision to report can be a difficult one, not least because of fear of what those responsible for the alleged

malpractice may do. IR will not tolerate harassment or victimization in any form and will take action and put

in place support mechanisms to protect employees who raise a legitimate concern.

Safecall is an independent organisation that provides a safe place for employees to report concerns that affect

the wellbeing of our beneficiaries and organisation. Each country has a number they can access with

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interpreters available. Your details and information will not be shared with Islamic Relief. In addition to Safecall

Islamic Relief Worldwide operates a whistleblowing email:

whistleblowing@irworldwide.org Please see Safecall information in Appendix 2.

18. Trafficking and Modern Slavery

The United Nations defines trafficking in people as the recruitment, transportation, transfer, harboring or receipt of persons, by improper means (such as the use of force, coercion, abduction, fraud, deception) for an improper purpose, and may involve the giving or receiving of payments. Modern Slavery – traffickers and slave masters use all forms or violence and abuse to coerce, deceive and force individuals into a life of abuse and inhumane treatment including forced labour, sexual and domestic servitude. The terms human trafficking and modern slavery are used to cover a range of exploitative practices including slavery, forced labour, child labour, removal of organs and slavery-like practices.

IR will not tolerate any forms of trafficking or modern slavery. IR employees are obliged to disclose any information of such practices that they may know about or come across to the organisation.

19. Equality and diversity principles

Islamic Relief is committed to provide a non-discriminatory working environment in which everyone feels valued, respected and able to valuably contribute to IRW’s mission. We oppose all forms of unlawful discrimination.

Islamic Relief recognizes diversity & Inclusion as a resource for enhanced performance and achievement. We recognise that those who are different from us should be treated with respect and have an equal right to access resources and opportunities.

All employees have an individual responsibility to comply with the guidelines on equal opportunities,

harassment and bullying and to ensure that they respect the rights of their colleagues, beneficiaries & others

they come into contact with in the course of their work with IR. Failure to comply with specified guidelines

may result in disciplinary action being taken against them.

Please contact your HR representative for further guidance.

20. Code of Conduct

The purpose of Code of Conduct is to provide members of the Islamic Relief family with a set of value based

principles guiding the standards of conduct that they are expected to uphold in their interactions with each

other, the organisation and the wider community. Failure to comply with this policy and guidelines in this

document may result in disciplinary action up to and including termination of employment, contract or

procurement arrangement. The action taken will be commensurate with the seriousness of the conduct and

an evaluation of the situation. All serious violations of these guidelines will be brought to the attention of the

CEO where deemed appropriate.

Principles

All members of staff in Islamic Relief including directors and the Chief Executive Officer formally support the Islamic ethos as a requirement of their employment agreement and are expected to demonstrate their support for the vision and mission of Islamic Relief, their employment responsibilities and conduct.

As an Islamic Relief staff member, you should not bring the organisation into disrepute. Therefore your conduct in the presence of colleagues, consultants, trustees, beneficiaries, donors or supporters whether in the UK or overseas is of paramount importance.

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What are the values underpinning this policy?

We believe that Islamic Relief’s values and ethics provide us with a unique framework for good conduct and one that can apply to all staff and volunteers regardless of background. The IR values are primarily drawn from the Qur’an and Sunnah (prophetic way) and these primary sources of the Islamic faith remain the reference points that define Islamic Relief’s values.

The values allow the organisation to guide its code of conduct which in turn helps nurture integrity, morality and ethics which according to Islamic traditions are pathways to peace and harmony. The references to both the code and to values also remind us that there is both a legal and moral (or spiritual) dimension to the conduct and desired behaviour.

From these primary reference points, Islamic Relief has identified five particular values to act as a focal point of the organisation, namely:

Excellence (Ihsan) Sincerity (Ikhlas) Social Justice (‘Adl) Compassion (Rahma) Custodianship (Amana)

In line with these values and in terms of the code of conduct, employees are hence required to embody excellence in their conduct, be sincere in their behaviour, act justly, be kind and compassionate with others and take ownership (custodianship) of their actions as role models and ambassadors of the organisation.

The Islamic Relief values also inform the wider way in which the organisation works in the international development arena, details of which are contained in the ‘Islamic Relief Code of Ethics’ (also often referred to as the Islamic Relief Code of Conduct). However this document which is the (HR) Code of Conduct will focus solely on employee behaviour and individual conduct as opposed to the broader organisational code of ethics.

If you are in any doubt about any aspect of the Code of Conduct please speak to your HR Partner.

What Conduct is expected at Islamic Relief?

Islamic Relief wishes to be a role model of good conduct and excellence in the community by recognising and rewarding excellent conduct, but also handling misconduct and poor behaviour in a fair and appropriate manner.

The following outlines a range of categories which represent the types of scenarios that the code of conduct would typically cover. While this is not exhaustive, it should serve as an adequately comprehensive outline of the kind of conduct that is expected of staff and the kinds of conduct that are not acceptable.

Following reasonable instructions

You must reply promptly, conscientiously and effectively with all lawful and reasonable decisions, instructions and directions given by a person having authority to give such directions, such as your Line Manager or senior management.

You must not knowingly or deliberately impede compliance with, or implementation of, a lawful and reasonable decision or direction.

When making decisions or giving directions, you must act within your legal and organisational responsibilities and obligations. You must make what you believe to be competent decisions and give fair and reasonable guidance and directions where you are empowered to do so.

Professional conduct and ethical behaviour

During your employment with Islamic Relief, you should act in a professional and respectful way that

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enhances your professional reputation and the reputation of Islamic Relief. You should be aware that your personal conduct and lifestyle both within and outside normal working hours can reflect either positively or adversely on Islamic Relief and therefore you should act appropriately in the presence of donors and beneficiaries at all times, both within and outside of your working hours so as not to bring Islamic Relief into disrepute.

You must treat fellow colleagues and others within their work environment with respect and dignity. You must be familiar with all policies, procedures and obligations that are applicable to your role. The HR

Department will make all relevant information available to staff through the induction process and extranet. You are required to read and ensure that you understand policy documents issued or circulated to you. If you are uncertain about any aspect of policies, procedures and obligations which apply to you, please speak to your HR Partner or Line Manager.

You must act promptly in reporting breaches of the law, Islamic Relief and/or government policy as well as misconduct and maladministration under Islamic Relief’s Code of Conduct, to your Line Manager, HR Partner and/or CEO, whichever is appropriate.

You should perform your work duties competently and responsibly with focus on delivering or supporting high quality service to the donors and the beneficiaries.

You must freely share experience and skills where appropriate to help other members of the organisation. You must maintain your professional competence through appropriate professional development or

learning experience. You must provide partners, donors and sponsors with information that is accurate, complete, objective,

relevant, timely and understandable. You must comply with all applicable rules and regulations of local government and other appropriate

private and public regulatory agencies. You must maintain the accuracy, integrity and appropriate confidentiality of all information used in your

professional dealings in Islamic Relief. You must only take leave of absence from your work duties when authorised to do so. You must ensure that Islamic Relief resources are not used improperly. These resources include financial

and material resources as well as intellectual, information, system and knowledge resources related to the work of Islamic Relief. Work time is also a valuable resource that must be managed effectively to create productive outcomes.

You must not behave in ways that a reasonable person would consider to be offensive, intimidating, humiliating or threatening. Such conduct might include, but not be restricted to, targeting fellow colleagues with unfair and continued criticism, making excessive or unreasonable demands of others, and making any form, either oral or written (including electronic communication) of derogatory comments to work colleagues, donors or beneficiaries. Should such unacceptable behaviour occur, then all recipients of such behaviour have recourse to the process contained within the Islamic Relief’s Grievance Policy and Procedure.

Please refer to Islamic Relief’s Disciplinary Policy and Procedures for definitions of misconduct.

21. Conflict of Interest

Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts

of interest. Examples of inappropriate activity that may be perceived as a conflict of interest include, but are

not limited to, the offering of special arrangements for colleagues or external individuals outside the scope of

general business dealings, dealings involving friends or relatives that could be seen as unfairly balanced or

structured, or cases involving personal gains by the employee.

Given the broad nature of this highly sensitive area, employees are strongly encouraged to seek out their line

manager support for their interpretation of any and all possible conflict of interest situations before the

agreement or action (this is necessary as not all conflict is due to agreements) is entered into.

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You can seek further clarification on issues related to the subject of acceptable standards of operation from

your local HR Representative.

22. Complaints guidelines, external facing

IRW strives to deliver its programmes in accordance with its organisational values. It also aims to meet the

standards required by its Affiliations and Memberships please see appendix 1.

IRW’s complaints mechanisms make up one of the five pillars of IRW’s Accountability Framework (IRW

Handbook) and are essential for giving our users, stakeholders and staff the right to highlight inadequacies in

our service or conduct of our staff, thus enabling us to improve and address any injustice or inefficiency in our

work. It is important to differentiate between the IRW Complaints policy and the Grievance Policy and

Procedure for staff, which explains the process for staff with concerns about their work, working conditions or

relationships with colleagues that they wish to raise with management.

Islamic Relief encourages beneficiaries and stakeholders to hold us to account, and this complaints system is

designed to facilitate that. Feedback and complaints are extremely important to us as they enable us to

continually improve as well as build and maintain trust and confidence in our operations.

We will review and investigate all complaints and ensure the rights, safety, privacy, confidentiality and dignity

of the complainant are respected and protected. Our beneficiaries, of all ages, abilities and needs are assured

that we welcome their complaints and that the support they are entitled to will not be affected in any way.

The main objectives and implementation of the complaints procedure is highlighted in the guidelines for each

office, please contact your designated HR representative.

23. Field office complaints

All IRW field offices, projects, and programs will have a designated point of contact to deal with complaints

locally, known as the Complaints Focal Person (CFP). They will be accessible and available to support

beneficiaries and stakeholders in order to enable them to make a complaint and ensure that the complaints

guidelines and processes are understood.

Please contact complaints@irworldwide.org or complaint focal person of your office

24. Grievance guidelines:

The grievance guidelines is set to resolve issues when individuals may have concerns about their work, working

environment or working relationships with colleagues including their Line Manager.

If an employee has a grievance at work, it is important that this is addressed and resolved as quickly as possible.

An informal resolution to a grievance is the preferred option. Where this is not possible, the formal procedure

may be adopted.

For further information please contact your designated HR Representative.

25. Disciplinary guidelines:

IRW recognises that there may be issues that arise with employees who fall below the expected code of

conduct and as a result such matters may be processed formally in line with the guidelines. Conduct refers to

the behaviors or actions of an employee. An employee may be subject to disciplinary procedures when his or

her conduct is deemed unsatisfactory or inappropriate.

For further information please contact your designated HR Representative.

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26. Maternity leave guidelines

IRW provide maternity provisions to all employees on either a permanent, fixed term, full or part time

contract. However eligibility for maternity pay entitlement is dependent on length of service as detailed below.

IRW enhanced maternity pay

After six months’ service and conditional upon the successful completion of probationary period, an expectant

mother will be entitled to receive six months maternity leave on full pay of her contracted salary. This shall

consist of one month to be taken as pre-natal and five months to be taken as post-natal. This is based upon

the provision that this is not lower than statutory regulations as per the local labour legislation of the work

location.

Upon completion of the six months maternity leave (will full pay) the expectant mother be entitled to a further

three months of maternity leave .This period shall however be unpaid. If however the contract of employment

is due to cease prior to the five months post-natal leave, then all paid benefits shall cease in line with the end

of contract date. In order to qualify for this maternity leave, 6 months of continuous employment with IR shall

need to be held prior to becoming pregnant.

If an expectant mother does not qualify to receive the Company’s maternity pay then she may be eligible to

claim maternity allowance from the local security allowance as per the government ruling.

Notice requirements

In order to be entitled to take maternity leave, the employee is required to provide the Company written

notification of the date she wishes to start her maternity leave. For exact notice provision please seek guidance

from your designated HR representative.

Proof of expectancy will need to be provided to the local HR representative (in the absence of HR, this shall be

provided to Country director) which confirms the pregnancy and the expected date of delivery. Once provided,

the local HR representative will confirm to the employee her maternity pay period and maternity pay

entitlements.

All contractual benefits will continue throughout the full period of statutory maternity leave, apart from the

right to pay. The employee continues to be employed during the extent of her maternity leave and this service

counts towards her period of continuous service.

Health and safety

At any time whilst you are at work, you have a general duty to take reasonable care regarding your own health

and safety. During pregnancy the expectant mother may need to take special care and it is important that if

she has any concerns, that she raises these immediately with her Line Manager and designated HR

Representative so that the necessary amendments can be made.

Annual leave

Annual leave continues to accrue during maternity leave at the contractual rate. Employees should take any

outstanding holidays due to them before the commencement of their maternity leave.

27. Paternity leave guidelines

An employee whose partner gives birth to a child may be eligible to receive IRW’s paternity pay.

Eligibility and Entitlement Criteria

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Employees must satisfy the following conditions in order to qualify for paternity leave and pay.

The employee must be the biological father or registered adopter of the child or the mother’s husband or partner.

Proof of expectancy of spouse / proof of birth of child shall be required to be provided to the local HR representative (in the absence of HR, this shall be provided to the Country Director). This leave shall need to be taken within 3 months of the child being born.

The employee must have worked continuously for six months, which is also conditional and based upon the successful completion of probationary period an expectant father will then be entitled to receive 3 days paternity leave on full pay.

After six months’ service and conditional upon the successful completion of probationary period once the length of service exceeds 12 months’ then paternity pay entitlement will be increased to one weeks (5 working days) on full pay. In order to qualify for this leave, proof of expectancy of spouse / proof of birth of child shall be required to be provided to the local HR representative (in the absence of HR, this shall be provided to the Country Director). This leave shall need to be taken within 3 months of the child being born.

28. Holiday and time off work guidelines

Holiday entitlement

Holiday entitlement is specified in your contract of employment. Entitlement in the first year for employees

joining the organisation. This may be pro-rated based on the number of complete days worked after the date

of joining and before the end of the annual leave year.

Approval for holiday absences

Before making any holiday commitments you must obtain from your Line Manager, agreement to the

proposed dates normally at least two weeks before the required date(s). Every effort will be made to

accommodate both the length of holiday and the dates but alternative arrangements may be made in the

event of absences at a particular time causing operational difficulties. All leave requests must be submitted

and approved by the relevant line manager on the Human Resources Information System (HRIS) and further

monitored by country HR Representatives.

Pro-rata holiday entitlement for leavers

Staff leaving IRW are entitled to the pro-rata of their annual leave entitlement for any accrued but untaken

annual leave. Pro-rata leave entitlement is calculated based on the number of complete days worked within

the calendar year and up until the last official day. This calculation is also based on your contractual holiday

entitlement. The final figure will contain deductions of any leave taken so far.

If the amount of leave taken during the leave year exceeds the amount accrued by the termination date of

employment, the pay for the extra days taken will be deducted from the final payroll.

Public bank holidays will be classified as a non-working days as per the statutory guidelines and paid at your

contracted daily rate.

Specials leave days may be granted for Eid celebrations which will provided on the basis on local government

provision.

For individual entitlement on joining or leaving the Company then please consult your local HR Representative.

29. Bereavement leave

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IRW is prepared to treat individual matters sympathetically when it comes to individuals needing time off for

bereavement leave.

Bereavement leave, which may also be known as compassionate leave, may be granted to employees when

an immediate member of the family dies or is terminally ill.

For further information please contact your designated HR Representative.

30. Sickness Absence and reporting procedures

If you will be out of office due to sickness you will need to contact your line manager at the earliest possible

opportunity and the first working day of your absence, advising where possible the nature of your illness and

its expected duration. If you are not able to speak to your line manager directly then you must speak to your

designated HR Representative.

If you are still unwell the following subsequent days, then the same notification procedure must be repeated.

Depending on the nature of you illness or condition you must obtain a medical certificate from your Doctor

stating the reason for your absence and the expected duration of the incapacity. This medical certificate must

be forwarded to Human Resources for recording purposes.

For long term sickness (periods of absence over two weeks) you should arrange to see your line manager on

your return to work to discuss if you require any additional support following your return to work. Please

discuss with your Line Manager in the first instance who can contact HR for further guidance if required.

Each episode of sickness absence leave irrespective of whether it is only one day will need to be followed with

a return to work review (RTW) to be completed and recorded on file. A return to work interview is a short,

informal meeting held with an employee on their return to work after an absence.

Please refer to your contract of employment for information on your sick pay entitlements.

31. Human Resources Information System (HRIS)

IRW has introduced the Human Resource Information System (HRIS) in the field offices. HRIS is an online

system design to automate HR activities and processes across all Islamic Relief field offices. HRIS is internally

developed by ICT team and is designed to support HR with employee record keeping, leave management, and

online appraisals as well as reporting needs at field office, regional and HQ level. In addition, ICT development

team is also exploring the option of including timesheets, online recruitment and payroll in near future to

further enhance the system offerings.

The system helps to standardize HR processes and working practices across field offices and trigger more

efficient ways of working.

For further support on how to record or update information then please contact your designated HR

Representative.

32. Per Diem and living allowance

IRW understands that with certain posts there will be travel and cost expenses involved as part of the

fulfilment for the role. Per Diem is a daily allowance granted to individuals to cover living expenses when

travelling for work purposes.

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A per diem payment can cover part or all of the expenses incurred. For example, it may include allowances to cover expenses such as the cost of meals, personal correspondence and any other personal incidental expenses. All expense claims will need to be submitted to the employee’s line manager for approval within the set period. Please consult your designated HR Representative for information on rates and the general rulings applicable to you.

33. Social media guidelines

Islamic Relief recognises that there are legitimate business reasons for using social media as a tool within the

workplace. The widespread availability of social media in modern society means that it is important for

organizations’ and its employees to understand how to use it effectively and sensibly, both in the workplace

and during personal use. These guidelines ensure that Islamic Relief is not exposed to legal and governance

risks through the use of social media, and that its reputation is not adversely effected. In addition, we aim to

ensure that all Islamic Relief staff are protected whilst using social media and feel empowered to contribute

to collaborative online activity, where it supports their role in the Company. Please speak to your HR

Representative for further information and guidance.

34. Health and Safety Guidelines

You should make yourself familiar with our Health and Safety Guidelines and take reasonable care of your own

health and safety and that of other people who may be affected by your work. You must not take any action

that could threaten the health and safety of yourself, other employees, beneficiaries or members of the public.

Protective clothing and other equipment which may be issued for your protection because of the nature of your job must be worn and used at all appropriate times. Failure to do so could be a contravention of your health and safety responsibilities. Once issued, this protective wear or equipment is your responsibility. As an employee it is your responsibility to tell your employer about any concerns about your health and safety at work whether that be in the office or field location.

35. Vehicle Usage Use of Islamic Relief vehicles are limited to the official use only, and must be driven by the officially hired

drivers. Staff at country offices are not allowed to drive Islamic Relief vehicles. All Islamic Relief vehicles must be kept overnight in the office premises, and must be maintained, serviced

and clean at all times, and the drivers will be accountable to keep the vehicle maintained, clean and scratch less at all times.

Vehicle minor scratches must be reported immediately to the vehicle in charge in the office and should be repaired immediately, cost will be deducted from the staff who was responsible and driving the vehicle at that time. Vehicle must be monitored on daily basis to record any dents scratches or repairs needed.

Under certain circumstances e.g. emergency need. Islamic Relief policy allows staff to use the vehicle for private purpose which should be limited and not keep IR vehicles engaged longer for private use.

The staff who use IR vehicle for private use, can be charged per kilometre/mile based on the rate set as per local economy of the country (All private use of vehicles must be authorized by line manager and country director). Private use of vehicle policy must be incorporated into the country office vehicle use policy.

Due to the security situation and the difference in the culture, tradition and traffic laws, it is highly recommended for expatriate staff not to drive Islamic Relief vehicles and use IR driver for work and private use of vehicle, expatriate staff in the country offices will be provided a pick up and drop from and to the work place only.

Any private use of IR vehicle during commuting or weekend should be paid by expat staff to IR office with per KM/mile as per local policy

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36. Anti-Fraud, Corruption and Bribery Prevention

Islamic Relief has Zero Tolerance on bribery and Corruption. As a non-profit company, it is imperative that the organisation makes complete, full, accurate and timely disclosures as required by applicable laws and regulation. Employees are expected to provide necessary information to the appropriate internal parties and the organisation’s certified public accountants to assure that all filings and releases are complete, accurate, and understandable.

Islamic Relief prohibits any kind of fraudulent activities, including for example:

Bribery as defined by the UK Anti-Bribery Act (2011) Embezzlement Forgery or alteration of cheques or other negotiable instruments Falsification of Islamic Relief records or financial statements Misappropriation of Islamic Relief, employee, partner, donor or supplier assets Any other dishonest or fraudulent act

37. Handover for leavers

IRW recognises that colleagues do move on to other roles and organizations’ and therefore strives to ensure that the handover process is as smooth as possible for all parties affected. Over years of service, personal possessions may build and therefore it is essential to keep a regular track with the items which are issued to you to aid the work in which you do. However, upon leaving it is expected for all items to be fully returned, this may include assets, project documents, Hard & Soft record, communication etc.

It is expected that upon submitting notice of resignation or dismissal that an agreement is made with your line

manager to ensure that both parties are aware of all of the possessions and by which date these need to be

returned to IR. Please note that there should be no circumstances where items are handed over past the last

official working day and if so, IRW reserves the right to withhold the final pay of the employee until all items

are fully returned.

38. Office property and equipment

All IRW issued office equipment for example a laptop should be used for the sole purpose of job fulfilment and

for work purposes only. Employees are expected to ensure that all IRW equipment is protected and

maintained.

Individuals should make adequate provisions for the physical and information security of any equipment in

their possession. Areas containing equipment should be locked after business hours or at other times when

not in use. Special precautions should be taken for portable items that are taken outside work locations for

purposes such as field location visits or home working where permitted.

In the event of equipment theft or loss, an employee should notify their manager, HR and ICT information security immediately and complete the necessary incident loss report form.

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For individuals whose employment comes to an end must promptly return all office equipment and all confidential documents and other office materials as part of the leaver handover. Other items such as ID or security passes must also be returned before or on the last day of employment. Employees are not permitted to retain equipment or copies of any documents or materials. It is the responsibility of HR to document the handover and return of all company equipment. If an employee fails to return company property at the end of their employment having been asked to do so, the company may make either deductions from the employee's final salary payment in the event that company property is not returned or seek legal proceedings as governed by the local labour legislation.

39. Exit interviews

As a leaver you will undergo an exit interview which will be convened by your local HR Representative. The purpose of exit interview is to provide a structure that enables IRW to elicit valuable information regarding the experience of employees who are leaving the organisation and obtain general feedback on the role. This may include feedback on areas such as basic operations, systems, workload, management and supervision.

List of IRW policies for further reading

https://extranet.irworldwide.org/policylibrary/default.aspx

Appendix 1. Local HR laws superseding IRW global people and culture manual

(Please insert if any)

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Appendix 2- Affiliation and member ship

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Appendix 2- Safecall

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