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HR POLICIES AND PROCEDURE

1.THE ADMINISTRATION TEAM

The team comprises administrators designated to the various departments or divisions, and are
known appropriately as Departmental Administrators or Divisional Administrators. The
Administrators will provide administrative, secretarial and clerical support within their
departments, and hierarchically reports to the departmental head. They will provide the point of
contact on all ancillary matters between departments.

The team of administrators meet once a month amongst themselves to highlight, brief and
update each other of matters on hand, to brainstorm improvements and new policies for
implementation.

Importance of Good Administration

The Administrative procedure is a formulated guide to lay down best practices to address the
areas and issues that generally do not fall specifically into any clearly defined work instructions
or procedure, but are nonetheless critical in its application and contribution towards the
promotion of an efficient and effective work environment. It eliminates or at least minimise chaos
and promotes an organised and systematic way of how things are done in a consistent manner.

Team Objectives

1. To implement best administrative practises to inculcate and ensure a smooth, efficient &
effective communications and work flow within each department, division and the whole
organisation.

2. To make reference and apply in daily work relevant policies, procedures and work
instructions laid down by the Company.

3. To generate, maintain and keep current the various information tools and channels

4. To establish, implement and ensure the adherence to standardised reporting formats to


project a uniformed corporate image and style adopted by Topaz.

5. To provide and facilitate, maintain and improve, regulate and structure the use of office
administration tools, conveniences, facilities, equipments, services and others.

6. To centralise, take charge and maintain all official documentations generated & targeted for
use internally and/or externally.

7. To establish policies on Management Information System, police & regulate the use of all
facilities both hardware and software, provide IT related services to internal customers and
users, and all other related areas not specific herein.

8. To establish policies, police and regulate all Security and Safety matters of the Company to
ascertain and protect the integrity of the Company’s properties (tangible or otherwise), safety of
its people and external parties present within the Company’s parameters, including the door
access systems, guard system, and defined measures to counteract emergency situations.

9. Regulate, implement and observe housekeeping measures in line with 5S practises to


inculcate, promote and optimise the benefits of a work environment which is clean, healthy,
organised, orderly, consistent and disciplined manner.

10. To support each and every department and division in all other administrative matters.

The Company expect all its employees to conduct themselves in a manner which will credit not
only themselves but also the Company at all times such as reporting for work regularly and
punctually, doing a fair day’s work, obeying instructions from their superiors, working in harmony
with their colleagues and being mindful always of their own safety and the safety of others. They
are also expected to maintain a high standard of quality in their performance to achieve the
targeted productivity.

2. CODE OF CONDUCT

Attendance at Work

All employees are expected to come to work each working day. Frequent absenteeism that will
seriously affect the Company’s operation and impose hardship on their colleagues will not be
tolerated.

2.0 Punctuality

Strict punctuality when reporting to work at the beginning of a day, after meal break must be
observed. Employees are deemed to be late if they are not at their work place at the appropriate
time. Time loss caused by late arrival and early departure without permission must be avoided
at all cost and frequent lateness may result in disciplinary action being taken.

3.0 Notice of Absence

3.1 If an employee needs leave for any reason, he should apply to his Supervisor/HOD using
the “HRD/LA/F-008 : Leave Application Form” at least three (3) working days in advance. (Refer
to Employment Handbook for full description).

3.2 If an employee is unexpectedly prevented from coming to work, he must obtain permission
from his Supervisor/HOD by telephone. Should permission not be granted, he should report for
work immediately.
3.3 If sickness is the reason for an employee’s inability to report to work, he must still inform his
Supervisor/HOD or the HRD by telephone and he should have a valid medical certificate to
authenticate his absence. (Refer to Employment Handbook for full description)

3.4 Absence without leave/permission is not allowed and severe disciplinary action leading to
dismissal may be taken.

4.0 Dress and Appearance

4.1 All employees shall dress in a presentable manner so as not to impair the image of the
Company or the effective working of other employees.

4.2 Uniformed employees are required to wear the uniforms in a presentable and correct
manner at all times during working hours including during overtime and work done on off-day,
rest day or paid public holidays. Buttons and zips should be buttoned and zipped up
accordingly.

4.3 Employee’s hair should be neat and tidy at all times during working hours. Long hair should
be tied up and hair net worn in designated area to prevent employee’s hair from dropping into
the products or getting tangled up in equipment and conveyor belt.

5.0 Conflict of Interest

5.1 When a person is employed by the Company, it is the Company’s understanding that the
Company is his primary employer and that other employment or any involvement directly or
indirectly in the management of any Company or participate in any business activities including
family enterprise whether for gain or otherwise or undertake any form of paid work including
self-employment that is in conflict to his work schedule and/or distracts his attention or duties to
the Company except with the expressed permission from the Company is considered as a
breach of his contract of employment . Permission so granted may be withdrawn at anytime
without assigning any reason thereto and an employee who has been given such permission
shall ensure that the Company’s reputation, business interest and other interest are preserved
at all times.

5.2 An employee is expected to devote his best efforts to the business of the Company and
neither work on his own behalf or with others in competition to the Company.

5.3 An employee should disclose any personal interest that he or his family may have in a
customer or supplier including shareholdings in the customer’s or supplier’s companies.

5.4 All employees shall not conduct themselves in such a manner as likely to bring their private
personal matters in conflict with their duties.
6.0 Public Statement

6.1 All employees shall not either orally or in writing or in any other form make any public
statements or shall he circulate any such statement made by him or made by anyone else on :-
• The policies or decisions of the Company on any issues.
• The work of the department in which he is or was employed where such statement may
reasonably be regarded as indicative of the policy of the Company or may embarrass or be
likely to embarrass the Company.
• Measures taken by the Company on any official matters taken or carried out by the
employees.

“Public statement” or “discuss publicly” includes the making of any statement or comments to
the press or the public or in the course of any lecture or speech or the broadcasting thereof by
sound or vision or through the electronic media.

6.2 All employees shall not make use of the Company’s name or stationery or logo or
trademarks in giving references in a private capacity.

6.3 All employees shall not, at any time, criticise or comment on other companies, so much so
that it may cause the Company to be used for defamation.

7.0 Financial Transaction

7.1 Unauthorised financial transactions listed below are instances prohibited within the
Company’s premise unless approved by the Company :-
• Any type of gambling
• Donations for political or social or any other purpose
• Private trade or sales including private insurance arrangements
• Lending or borrowing money in circumstances prejudicial to discipline.

7.2 Donations for compassionate or calamities reason such as death or disability of employee or
accident or natural disaster of employee or his family shall be communicated to HRD to obtain
Company’s approval before such donations are collected.

8.0 Housekeeping

All employees are responsible to keep their work place clean and tidy at all times.

9.0 Confidentiality

9.1 Confidential information includes but is not limited to financial records, personnel and payroll
records of current and past employees, information regarding customer accounts and
transactions, vendors or suppliers, products and product development or any documents or
information regarding the Company’s operations, procedures, practices or products.
9.2 No confidential information should be divulged to individuals outside the Company without
prior approval from the Company.

9.3 Confidential information can only be divulged to employees with the Company who has a
need for such information in their normal course of work or are authorised to receive such
information. An employee should refer to his HOD if in doubt whether the requested information
can be divulged.

9.4 All records and files are confidential and remain the property of the Company and cannot be
removed from the Company’s premise without prior approval from the Company.

9.5 An employee is to ensure the security and safekeeping of all Company’s documents and
working papers in his custody.

9.6 Confidential information obtained during or through employment with the Company should
not be used by any employee for the purpose of furthering current or future employment or
activities or for obtaining personal gains or profits.

9.7 The Company reserve the right to avail itself of all legal or equitable remedies to prevent
impermissible use of confidential information or to receive damages incurred as a result of such
impermissible use of the confidential information.

10.0 Employee’s Personnel Information

10.1 All employees are to keep their personnel information strictly confidential and shall not
disclose or discuss these issues with their colleagues.

10.2 The Company will restrict disclosure of employee’s personnel information to authorised
staff only and any request for such information must be directed to HOD (Human Resource).
Only the HOD (Human Resource) is authorised to release such information about current and
former employees.

10.3 Disclosure of personnel information to outside sources will be limited to authorised law
enforcement or local government agencies conducting investigations and to financial
institutions.

10.4 All requests for references must be directed to the HOD (Human Resource). The
Company’s policy as to references for employees is to disclose only the dates of employment
and the title of the last position held. Other information such as last earned salary will only be
disclosed upon authorisation from the employee.
11.0 Work Conduct

11.1 An employee should act always to minimise any risk of loss or damage to the Company’s
property, image or lowering of its productivity or quality standard or the lowering of the general
morale in the Company.

11.2 An employee is required to conduct himself with propriety and decorum and responsibility
at all times and not to indulge in any act or conduct that may cause damage to the good name
of the Company or to their own integrity, reputation or credibility or bring the Company into
disrepute.

11.3 An employee shall not conduct himself in such a manner as can reasonably be construed
as being negligent, careless or lacking in efficiency. Any payment that has to be made by the
Company as a result of the employee’s negligence or carelessness or as a result of action taken
without approval shall be recoverable from the employee’s by ways that the Company deems fit.

11.4 An employee should comply with reasonable instructions or requests.

11.5 An employee should maintain good relations with those for whom or with whom he work
and to avoid obstructive behaviour or actions which threaten their health or safety.

11.6 The Company shall endeavour to demonstrate its concern and respect to its employees as
an employee and as an individual and expects that its employees will earn its respect by being
responsible, constructive and mindful of others.

12.0 Off-duty Conduct

12.1 While the Company does not seek to interfere with off-duty conduct of its employees,
certain types of personal conduct may interfere with the Company’s business interest.
Employees are therefore expected to conduct their personal affairs in a manner which does not
adversely affect the Company’s or their own integrity, reputation or credibility.

12.2 Illegal or immoral off-duty conduct will not be tolerated.

13.0 Honesty and Integrity

13.1 As a representative of the Company, an employee is expected to maintain the highest


standard of honesty and integrity both during or after working hours amd shall not conduct
himself in such a manner as to lay himself open to suspicion of dishonesty.

13.2 An employee should be frank in his dealings with customers, suppliers, statutory
authorities and any other business associates.

13.3 An employee should maintain an accurate record of his time and expenses.
14.0 Corruption

All employees are prohibited from being a party to any corruptive acts which are detrimental to
the interests of the Company. Employees who are known to do so will be subjected to severe
disciplinary action including dismissal.

15.0 Pecuniary Embarrassment

The Company takes a serious view of any employee who has incurred indebtedness or serious
pecuniary embarrassment whereby he becomes a bankrupt or a judgement debtor. The
Company reserve the right to dismiss such an employee if he is found in that position.

16.0 Gifts

In order to protect against undue obligations of an employee to customers or suppliers or any


individual who have business dealings with the Company whether existing or potential, no
employee may accept any gifts whether in cash or kind from such parties without the express
approval from the Company. This principle applies not only to tangible gifts but also to vouchers,
products / service discounts off normal retail prices and entertainment at the expense of the
customer or supplier.

17.0 Loyalty to Company

17.1 All employees shall at all times and all occasions give his undivided loyalty and devotion to
the Company.

17.2 All employees shall not subordinate their duties to the Company in favour of their private
personal matters.

18.0 Business Expenses

18.1 The Company will reimburse employee for reasonable and actual expenses incurred in
connection with necessary and authorised Company’s business.

18.2 Control of such expenses is the responsibility of each employee.

18.3 Good judgement should be exercised when authorising the use of and when utilising
Company’s funds.

19.0 Insider Trading

Employees may be subjected to criminal and civil liability for engaging in transactions in the
Company’s securities at a time when material information regarding the Company is known to
the employee and has not been disclosed to the public. Such activities may also subject the
Company to substantial penalties. Further, an employee may be liable for improper transactions
by persons to whom he has disclosed material, inside information regarding the Company.

3.DISCIPLINE

The Company's discipline policy is to correct misdemeanor and unsatisfactory work habits in
order to maintain a productive, safe and pleasant work conditions for all its employees.

The Company realises that there could be no exhaustive enumeration of all kinds of offences.
Therefore, offences not explicitly covered under any of the following types of offences shall be
dealt with in accordance with the circumstances surrounding each case and shall be classified
as falling within the purview of any of the following defined types of offences.

1.0 Minor Misconduct

1.1 For minor offenders :-


• An oral discussion will be held with the employee to correct the unacceptable behaviour or
conduct. This oral discussion will be recorded in the employee’s personnel file and if the
shortcomings are corrected, no further action will be taken.
• If the staff does not improve, a verbal warning will be given whereby the employee will be
given a specified time period to correct his shortcomings. This verbal warning will also be
recorded in the employee’s personnel file.

1.2 The following misconduct are classified as minor :-


• Failure to observe Safety Instructions in circumstances not consisting a major misconduct.
• Committing a nuisance in the Company’s premise
• Causing accident/damages by careless/negligence of work or by inadequate supervision.
• Malingering or refusal to observe superior’s instruction on assigned work
• Laziness or inefficiency.
• Tardiness or leaving work early without adequate reasons or absence without approved leave.
• Quarrelling in the Company’s premise
• Obtaining or attempting to obtain leave of absence by false pretence.
• Sticking unauthorised poster/placard on the walls in the Company’s premise.
• Unauthorised announcement using the Company’s PA or telephone system.
• Distributing unauthorised documents/circulars/hand-bills to Company’s employees
• Not taking good care of Company’s properties or not keeping work station clean and tidy.
• Refusal to let Security staff checks his personal belongings, clothings etc at the time of
entering or leaving the Company’s premise.
• Causing slander/libel on other employees
• Any other failure to follow Company’s Code of Conduct or Rules and Regulations which may
be determined by the Company from time to time.
• Influencing or aiding another employee to commit any of the above misconduct.
2.0 Major Misconduct

2.1 For major offenders, the Company may after due inquiry :-
• Give him a verbal or written warning
• Suspend him with or without pay up to fourteen (14) days.
• Defer, withhold or stop his increment
• Downgrading/demotion
• Terminate his employment

2.2 The following misconduct are classified as major in nature :-


• Coercion or harrassment of other employees while in the Company premise.
• Unauthorised possession or theft/embezzlement of Company’s property or other employee’s
personal property.
• Leaving place of work without sufficient cause during working hours.
• Entering and interfering other sections/departments other than in the course of duty.
• Taking or attempting to take into the Company premise lethal weapon or hazardous/harmful
items which could endanger the well-being of any person or Company’s operations.
• Destructing, damaging, abolishing, concealing or losing Company’s property by wilful action or
serious negligence.
• Conduct which causes injury to another person or likely to endanger the safety of others.
• Insubordination or wilful refusal to abide by Company’s policies/regulations, superior’s
instructions or deliberately acting exceeding his authority.
• Refusal to work, gross negligence at work or wilful slow down in performance at work.
• Manufacturing/repairing for unauthorised purposes or personal use using Company’s material,
time or equipment.
• Attempting to offer or receive any monies/benefits in order to induce or prevent action to
be/from being taken.
• Clocking other employee’s time card or being in unauthorised possession of other employee’s
time card or ID tag.
• Being under the influence of liquor and/or illegal drugs or possessing illegal drugs or any type
of intoxicants while in the Company’s premise.
• Unauthorised fire-making or smoking in Company’s premise.
• Organising, holding, attending or taking part in any meeting within the Company’s premise
which is not in connection with the Company’s business, without obtaining prior permission of
the Management.
• Disclosure of Company’s confidential information.
• Committing acts which are detrimental to the Company’s good image or interest.
• Double employment or being indulged in other business to distract his/her attention from
his/her duties.
• Continued sub-standard job performance including maintaining a negative attitude towards or
losing interest in his work assignment.
• Commission of any act subversive to the discipline of the Company, such as fighting, throwing
things or other disorderly conduct.
• Vandalism, gambling, fraud, theft or immoral/abusive conduct.
• Sleeping on duty.
• Repeated commitment of minor misconduct.
• Any other serious misconduct which may be determined by the Company from time to time.
• Influencing or aiding another employee to commit any of the above misconduct.

3.0 Suspension

The Company may suspend any employee pending Company investigation of the case. Such
suspension shall be on half ( ½ ) pay and shall not exceed two (2) weeks at any one time. If the
inquiry does not disclose any misconduct on the part of the employee and he is reinstated, he
shall receive the balance of his salary from the date of his suspension. If he is found to have
committed the offence, the Company may take disciplinary action as outlined under Para 2.1
and if that employee is terminated, the effective date of his termination shall be the date on
which the Company decides to take disciplinary action.

4.0 Domestic Inquiry

4.1 The Panel of Inquiry shall comprise at least three (3) persons nominated by HOD (Human
Resource). Members shall constitute from amongst the staff in the Company who are not
directly involved in the investigation and charging of the case.

4.2 Before any disciplinary action is taken, the employee shall be given every opportunity to be
heard and the Company’s decision after the inquiry shall be final.

5.0 Right of Appeal

Employee who is subjected to any disciplinary action shall have the right of appeal; provided
that any the disciplinary action shall stand while the appeal is being processed.

4. RULES AND REGULATIONS

The Company expects each employee to conduct himself at all times with proper decorum.
Likewise the Company has established rules and regulations to protect it and its staff from any
misbehaviour of any of its members.

The following Rules and Regulations shall apply to all employees of the Company while in the
Company’s premise at all times including break times, overtime and work done on off-day, rest
day and paid public holidays.

1.0 Alcoholic Beverages

1.1 No employee shall be under the influence of and/or possession of or using alcoholic
beverages including drinking such beverages during paid work hours.

1.2 No employee shall drive a Company’s vehicle or operate any equipment while under the
influence of alcohol.

2.0 Drugs

2.1 No employee shall be under the influence of and/or possession of and/or use drugs (other
than medicines given under a doctor’s prescription) and/or solicitation, distribution or purchase
drugs.

2.2 No employee shall drive a Company’s vehicle or operate any equipment while under the
influence of drugs.

3.0 Offensive weapons

Employees shall not carry offensive weapons such as firearms, explosive materials, poison,
corrosive chemicals, knives, sharp objects etc within the Company premise or keep them in
their personal lockers/drawers/cabinets.

4.0 Solicitation

No employee shall solicit or promote support for any cause or organisation (including political
parties) during his working time or during the working time of the employee at whom such
activity is directed.

5.0 Distribution of Literature

No employee shall distribute or circulate any written or printed materials in his work area during
his working time or during the working time of the employee at whom such activity is directed.

6.0 Smoking

Smoking is strictly prohibited in the Company’s premise. Smoking is permitted only outside the
Company’s premise during break time only.

7.0 Eating

All employees are strictly prohibited to eat in the Company’s premise except in the cafeteria,
office kitchenette (applicable to office staff only) and guardhouse (applicable to Security Guards
on duty only).

8.0 Company’s Properties

8.1 No employee is allowed to use Company’s properties for his personal use.

8.2 Company’s properties eg lockers, desks, cabinets, vehicles, equipments, tools etc must be
maintained according to Company’s procedures and/or instructions and must be kept clean at
all times and return to its storage area after use.

8.3 The Company reserve the right to inspect all Company’s property without notice to the
employee and whether or not the employee is present.

8.4 If the Company has a reasonable suspicion that an employee is in unauthorised possession
of Company’s properties, he may be subjected to a body search and/or his possession. An
employee failure to submit to a search will render him guilty of unauthorised possession of
Company’s properties.

8.5 Employees should return all Company’s properties provided to him during his period of
employment with the Company to his Supervisor / HOD on the last day of his employment in the
Company.

9.0 Telephone / Telefax / Electronic mail

9.1 No employee is allowed to use the Company’s telephone / telefax / electronic mail for his
personal use.

9.2 Personal calls except for emergency calls will not be entertained during working hours.

9.3 Should an employee be found to have use the Company’s telephone / telefax / electronic
mail for his personal use, the Company reserve the right to seek re-imbursement on the charges
incurred from him.

10.0 Lights, Air-Conditioners and Equipments

Employees who work late or on overtime must ensure that all lights, air-conditions and
Equipments are shut off when they leave the work place. Employees may approach the security
guards for assistance.