HUMAN RESOURCES BOARD MEETING/INDUCTION PROGRAM JACARANDA HOTEL 30 TH TO 31 ST MAY 2013 Specific Mandate Fair Employment Practices The purpose of this is to foster employee engagement by securing a good working environment. This includes harassment policy, substance and alcohol abuse, standards of conduct and performance, ethics policy among others. Employment Policy To ensure a structured approach to the recruitment and selection process as we aim to make the Council an equal employer of choice and further obtain the best qualified candidate to fill our vacancies. Specific Mandate Leave Administration To provide guidelines on the different categories of leave entitlements for efficient leave administration. These include, annual, maternity, paternity, sick leave among others. Compensation Compensation comprises of salary and other benefits paid to the employee during the existence of the employment contract. An employee's compensation, including salary, is set out in the employee's letter of appointment and in formal written notifications of periodic changes to it. Specific Mandate Performance Management The performance evaluation process is designed to align individual and department objectives and performance, with EAGCs overall business strategies and values. The individual employee's performance and accomplishments are linked to the overall performance of EAGC, ultimately affecting the Councils strategic goals. Discipline Management The purpose is to inform staff members of the possible consequences of actions that are contrary to the standard of conduct or performance expected of them. Specific Mandate Grievance Complaints To foster harmonious work relations amongst employees, give guidelines on how to raise grievances and provide a framework for resolving grievances. Separation Management To ensure that staff exit is well managed and that the Council gets learning points. Types of separation include resignation, end of contracts, retirement among others. Human Resources Update Eastern Africa Grain Council Staff Compliment Currently the staff compliment for EAGC as at 30 th April 2013 is 31 staff members. We have currently advertised for the following three positions: o Market Linkages Officer o Field Officer, Lower Eastern and Central Rift o Country Program Manager Tanzania Human Resources Update Recruitments Justine Namubiru - Project Assistant Administration in Uganda Justine reports to the Country Program Manager, Uganda and is based in Kampala, Uganda. She receives a monthly gross salary of UGX 2,000,000 per month and the appointment was effective from 15th March 2013 to 30th June Barbra Balungi - Graduate Internship in Uganda Barbra reports to the Country Program Manager, Uganda and is based in Kampala, Uganda. She receives a monthly stipend of UGX 300,000 per month and the appointment was effective from 1st March 2013 and is reviewed monthly but will not extend for more than 1 year. Human Resources Update Recruitments Yves Batungwanayo - Country Representative-Burundi Yves reports to the Regional Manager, Marketing Information Systems & Communications. He receives a gross salary of Kshs. 55,000/= per month and the appointment was effective 1 st March 2013 to 31 st August Sheilla Mulli Events Assistant ABF Kenya Sheilla reports to the Team Leader- Kenya & Project Officer- WRS. She receives a gross salary of Kshs. 55,000/= per month and the appointment was effective 9th May to 9th August 2013. Human Resources Update Recruitments Nelson Munai Kabarak Demo Site Manager Nelson reports to the Team Leader-Kenya & Project Officer WRS. He receives a gross salary of Kshs. 15,000/= per month and the appointment was effective 5th April to 5th August 2013. Human Resources Update Separations Laurette Abuya - Market Linkages Officer Laurette was employed on 2 nd May 212 for a period of one year and the contract ended on 1 st May She opted not to renew her contract after its expiry. Confirmations The following staff have been evaluated to determine their suitability for confirmation in their current positions: o Judith Rotich - Program Officer Capacity Building & Training, who was employed on 7 th January o Dorcas Kiai - Human Resources & Administration Officer, who was employed on 21 st January 2013. Human Resources Update Contract Renewals Erickson Oduya- Program Officer- MIS Ericksons contract was renewed from 1st April 2013 for a period of two years. His salary was reviewed from Kshs. 55,000/= to Kshs. 75,000/= per month and in addition EAGC will place a 10% of his gross salary (on a monthly basis) into an individual pension plan as gratuity. Dr. Hellen Natu Policy Advocacy Officer Dr. Natus contract was renewed from 1st April 2013 to 30th June Her salary remained at Kshs. 250,000/= per month. Human Resources Update Staff Training & Development Commodity Exchanges and Market Development Program under USDAs Cochran Fellowship Program The program will focus on commodity markets development, Agricultural Trade Policy and Sanitary and PhytoSanitary and other topics. The following financial support provided by the USDA Cochran Program is for training fees, emergency medical insurance, lodging and food only. The following have been selected for sponsorship: o Jane Wanza-Team Leader-Kenya & Project Officer WRS o Lilian Bazaale-Country Program Manager, Uganda Human Resources Update Staff Training & Development ILO Enterprise Development through Value Chains and Business Service Markets This is a distance learning program that assists the participant to ramp-up their enterprise development program using practical tools for developing value chains and business service markets. It is done in four modules. Thereafter the participant is given the unique opportunity to meet practitioners from all around the world and exchange experiences. This will take place in June 2013 in Turin, Italy at the ITC ILO during the Summer Academy on Sustainable Enterprise Development. o Janet Ngombalu-Regional Manager, Marketing Information Systems & Communications is currently in this program. Human Resources Update Job Evaluation The Council wishes to conduct a comprehensive job evaluation in line with its commitment to continual improvement. The objectives of the job evaluation will be: Determine the relative value of individual jobs through a fair and professional assessment process. Assess existing job descriptions against actual roles carried out. Review the classification of jobs including the grading and salary structures. Develop a framework to support the expansion plan of the Council. Human Resources Update Process Improvement ISO 9001: 2008 The Council aims at attaining ISO 9001:2008 is to assist EAGC achieve standards of quality that are recognized and respected throughout the world. Specific objectives include: Ensure that our services are reliable and of good quality. Strategic tool to reduce costs by minimizing waste and errors and increasing productivity. Gain acceptability, access new markets and facilitate fair global trade. Internal benefits such as customer satisfaction, smooth work processes, and customer/supplier partnerships. Human Resources Update Human Resources Manual The purpose of the HR Manual is to provide a practical and comprehensive management guide of HR policies, procedures and practices in a fair, equitable and consistent manner. The current HR Manual was developed and approved in 2009 and currently we are reviewing it to ensure that it complies with all relevant legislative standards. There is a draft, it will be circulated to the Board of Directors for approval. Human Resources Update Heads of Sections Presentation A Head of sections presentation is proposed which will cover the following topics among others: People Management, Delegation, Change management, Coaching, Mentoring, Counseling and Conflict Resolution. Team building session The Council is proposing Team-building Workshop when funds are available for its entire staff to increase communication and effectiveness within the team or group so that the Council can reach its objectives. The purpose of team building activities will be to foster awareness of the team spirit and to reinforce commitment to the team's shared goals and objectives THANK YOU