Afghan Coordination & Logistic Unit (ACLU)

Chapter 1: Introduction

The Afghan Coordination & Logistic Unit (ACLU) Human Resources Manual provides the framework and standards for managing employees, promoting a healthy work environment, and ensuring organizational compliance with labor laws and donor regulations. This manual is a comprehensive guide to the policies and practices that govern employment within ACLU.

1.1 Purpose
The purpose of this manual is to define the rights and responsibilities of employees, outline HR processes, and guide management decisions. It ensures fair treatment and sets clear expectations.

1.2 Scope
This manual applies to all staff members employed by ACLU regardless of position, contract type, or funding source.

1.3 Amendments
ACLU reserves the right to amend, modify, or update any section of this manual. Changes must be approved by the Director and communicated in writing to all employees.

1.4 Compliance
All employees are required to comply with the policies and procedures outlined in this manual. Non-compliance may result in disciplinary action.

Chapter 2: Recruitment and Selection

2.1 Policy Statement
ACLU is committed to hiring qualified and competent staff through transparent, fair, and merit-based recruitment processes. Equal opportunity is a fundamental principle in all recruitment practices.

2.2 Vacancy Identification
Department Heads identify staffing needs and submit recruitment requests to the HR Department. All requests must be justified and align with the approved budget and organizational structure.

2.3 Job Descriptions
Each position must have a clearly defined job description including title, duties, qualifications, reporting lines, and performance expectations. HR is responsible for maintaining updated job descriptions.

2.4 Advertisement
Vacant positions shall be advertised internally and externally. A minimum posting period of 7 calendar days is required, using appropriate channels such as websites, social media, notice boards, and recruitment networks.

2.5 Application and Shortlisting
Applicants must submit a cover letter and CV. The HR Department screens applications and prepares a shortlist based on required qualifications and experience. A selection committee reviews and finalizes the list.

2.6 Interview and Assessment
Shortlisted candidates are invited for an interview. Assessments may include written tests, presentations, or practical exercises, depending on the nature of the position. The interview panel documents scores and recommendations.

2.7 Selection and Offer
The candidate with the highest overall score and alignment to the job is selected. HR prepares an offer letter, including employment terms, salary, and reporting date. Employment is subject to reference checks and verification.

2.8 Recruitment Records
All recruitment documents — applications, interview forms, scoring sheets, and approvals — must be securely filed and maintained for a minimum of 2 years.

2.9 Probation Period
All new employees are subject to a probationary period of three months. Performance will be assessed before confirmation. The probation may be extended once for a maximum of three additional months.

End of Chapter 2

Chapter 3: Employment and Contracting

3.1 Employment Categories
ACLU employs staff under various categories, including full-time, part-time, fixed-term, and consultancy contracts. Each category has clearly defined terms and conditions.

3.2 Employment Contracts
All employees must have a written and signed employment contract specifying the role, duration, salary, benefits, and reporting line. Contracts must be approved by the Director and maintained by the HR Department.

3.3 Contract Duration and Renewal
Contracts may be fixed-term or open-ended. Renewals must be based on performance, funding availability, and program needs. Renewal decisions are documented and processed by HR.

3.4 Orientation
New employees undergo an orientation program to understand ACLU’s policies, culture, and operational guidelines. Orientation must be completed within the first month of employment and documented in the personnel file.

3.5 Job Assignment and Transfer
ACLU may reassign or transfer employees based on organizational needs. Transfers must be communicated in writing and discussed with the affected employee. HR updates job records accordingly.

3.6 Contract Termination
Employment may be terminated by resignation, end of contract, redundancy, or disciplinary action. Termination must follow due process and applicable laws. Employees must receive a clearance form and final payment upon departure.

3.7 Exit Interview
An exit interview is conducted for all departing employees to collect feedback and document any issues. The HR Department maintains records of exit interviews for future improvement.

End of Chapter 3

Chapter 4: Code of Conduct

4.1 General Conduct
All employees of ACLU are expected to demonstrate professional, respectful, and ethical behavior at all times. Staff must contribute to a positive and safe working environment.

4.2 Respect and Integrity
Employees must respect colleagues, clients, partners, and beneficiaries regardless of race, gender, religion, ethnicity, or political affiliation. Discrimination, harassment, or abusive behavior is not tolerated.

4.3 Confidentiality
Staff must protect confidential information obtained during their employment and not disclose it to unauthorized parties. This obligation continues after employment ends.

4.4 Conflict of Interest
Employees must avoid situations where personal interests conflict with organizational duties. Any real or potential conflict must be disclosed to the supervisor or Director immediately.

4.5 Use of Organizational Assets
ACLU property and resources must be used responsibly and only for official purposes. Misuse or damage may result in disciplinary action or reimbursement.

4.6 Attendance and Punctuality
Staff are expected to report to work on time and notify their supervisor in case of absence or lateness. Habitual absenteeism may lead to disciplinary action.

4.7 Dress Code
Employees should dress appropriately and professionally based on their role and working environment. Inappropriate or offensive attire is not permitted.

4.8 Disciplinary Measures
Violations of the Code of Conduct may result in verbal or written warnings, suspension, or termination based on the severity and recurrence of the misconduct. Investigations must be documented.

End of Chapter 4

Chapter 5: Working Hours and Leave

5.1 Working Hours
The standard working week at ACLU is 40 hours, from Saturday to Thursday, with Friday as a weekly holiday. Daily working hours are from 8:00 AM to 4:00 PM, including a one-hour lunch break. Adjustments may be made based on project needs and security considerations.

5.2 Attendance Register
Employees must sign the daily attendance sheet or use the designated electronic attendance system. Unauthorized absences or habitual lateness will be subject to disciplinary measures.

5.3 Overtime
Overtime work must be pre-approved by a supervisor and recorded appropriately. Compensation may be provided as time-off in lieu or payment, depending on the donor’s policy and employment category.

5.4 Public Holidays
ACLU observes all official public holidays as announced by the government. Any work required on a public holiday will be compensated with time-off in lieu.

5.5 Annual Leave
All employees are entitled to 20 working days of paid annual leave per year. Leave requests must be approved in advance. Unused leave may be carried over to the next year, up to a maximum of 10 days.

5.6 Sick Leave
Employees are entitled to up to 10 working days of paid sick leave annually. A medical certificate must be submitted for absences exceeding two days.

5.7 Maternity and Paternity Leave
Female employees are entitled to 90 calendar days of paid maternity leave. Male employees are entitled to 3 working days of paid paternity leave. Additional unpaid leave may be requested subject to approval.

5.8 Special Leave
Special leave may be granted for compassionate reasons, study, or other exceptional cases. Such leave must be approved by the Director and recorded by HR.

5.9 Leave Records
The HR Department shall maintain up-to-date records of all leave types and balances. Staff may request their leave status at any time.

End of Chapter 5

Chapter 6: Performance Management

6.1 Policy Statement
ACLU promotes a culture of continuous improvement and accountability. Performance management is a structured process that evaluates employee contributions and supports professional development.

6.2 Performance Planning
At the beginning of each year, supervisors and staff must set clear performance objectives linked to the organization’s goals. These objectives are documented and shared with HR.

6.3 Monitoring and Feedback
Supervisors are required to provide ongoing feedback to staff regarding their performance, accomplishments, and areas for improvement. Mid-year reviews may be conducted where necessary.

6.4 Annual Performance Appraisal
A formal appraisal is conducted at the end of the year using a standard evaluation form. The process includes self-assessment, supervisor evaluation, and a feedback session. Ratings must be justified with evidence.

6.5 Performance Improvement Plans (PIPs)
If an employee’s performance falls below expectations, a Performance Improvement Plan may be initiated. The PIP outlines goals, support measures, timelines, and monitoring methods. Non-compliance may lead to disciplinary action or contract non-renewal.

6.6 Promotions and Rewards
High-performing staff may be considered for promotions, salary increments, or other forms of recognition. Recommendations must be approved by the Director and documented in the personnel file.

6.7 Documentation
All performance appraisals, PIPs, and related correspondence must be securely stored in the employee’s file by the HR Department.

End of Chapter 6

Chapter 7: Staff Development and Training

7.1 Policy Statement
ACLU encourages continuous learning and capacity building. The organization supports professional development to enhance staff performance and align skills with organizational needs.

7.2 Training Needs Assessment
Supervisors and HR shall identify training needs during performance appraisals or project planning. Needs may also be identified through audits or changes in program requirements.

7.3 Training Plans
Annual training plans are prepared by HR in consultation with department heads. The plans prioritize essential skills and allocate budget accordingly.

7.4 Internal and External Training
Staff may attend internal workshops, external courses, conferences, or webinars. All external trainings must be approved by the Director and documented.

7.5 Orientation and Refresher Training
New hires undergo orientation within the first month of employment. Refresher training on policies such as Code of Conduct, Safety, and Financial Procedures is provided regularly.

7.6 Training Records
HR maintains a database of all training events, attendance, certificates, and feedback. Training impact is reviewed annually.

7.7 Study Leave and Scholarships
Staff may apply for study leave or educational support based on organizational relevance and availability of funding. Approval is at the discretion of senior management.

End of Chapter 7

Chapter 8: Compensation and Benefits

8.1 Salary Structure
ACLU maintains a structured salary scale that reflects the level of responsibility, required qualifications, and market benchmarks. The scale is reviewed periodically based on funding and inflation.

8.2 Salary Payments
Salaries are paid monthly in AFN or USD based on the employment contract. Payment is made by bank transfer or cash no later than the 5th working day of the following month. Payslips are provided to all staff.

8.3 Allowances
Allowances may include transportation, communication, hardship, or risk-based benefits. These must be clearly stated in the contract and supported by donor policies.

8.4 Bonuses and Incentives
ACLU may provide performance-based bonuses or incentive payments, subject to budget availability and board approval. Criteria for eligibility must be documented and transparent.

8.5 Social Security and Tax
ACLU complies with national labor laws regarding income tax and social security contributions. Deductions are made at source and paid to the relevant authorities.

8.6 Medical Insurance
Eligible staff may receive medical insurance coverage for themselves and dependents. Insurance policies are reviewed and procured annually by the Admin and HR Departments.

8.7 Gratuity and Severance
Upon completion of the employment period or in case of termination (excluding disciplinary cases), staff may be entitled to gratuity or severance based on years of service and applicable laws.

8.8 Other Benefits
Other non-monetary benefits may include professional memberships, training opportunities, or equipment provision. These must be approved by the Director.

End of Chapter 8

Chapter 9: Employee Relations

9.1 Open Communication
ACLU encourages open dialogue and respectful communication between all staff levels. Employees are free to raise concerns or provide feedback without fear of retaliation.

9.2 Grievance Procedure
Employees may file grievances related to their working conditions, treatment, or rights. Grievances must be submitted in writing to the immediate supervisor or HR. ACLU commits to fair and timely resolution.

9.3 Disciplinary Procedure
Disciplinary measures shall be proportionate to the nature and frequency of misconduct. Steps include verbal warning, written warning, suspension, and termination. All actions must be documented and signed by both parties.

9.4 Conflict Resolution
Conflicts between employees should be resolved amicably through mediation facilitated by HR. Persistent issues may require formal investigation and intervention by senior management.

9.5 Whistleblower Protection
Employees who report misconduct, fraud, or violations of policy in good faith are protected from retaliation. Reports may be submitted anonymously through secure channels maintained by HR or the Director.

End of Chapter 9

Chapter 10: Workplace Safety and Security

10.1 Health and Safety
ACLU is committed to maintaining a safe and healthy work environment for all staff. Workspaces must meet health and safety standards, including access to clean water, sanitation, lighting, and ventilation.

10.2 Security Guidelines
Employees must follow security protocols issued by the organization. All incidents, threats, or unsafe conditions must be reported immediately to the Security Focal Point or Management.

10.3 Emergency Preparedness
Emergency procedures, including fire evacuation plans and first aid protocols, must be communicated to all staff. Periodic drills will be conducted to ensure readiness.

10.4 Travel Safety
Official travel requires prior approval and risk assessment. Staff must comply with security briefings, route planning, and reporting procedures during travel.

10.5 Insurance
The organization may provide personal accident insurance for employees traveling or operating in high-risk locations. Details must be included in the employment contract or travel request form.

End of Chapter 10

Chapter 11: Travel and Representation

11.1 Travel Authorization
All official travel must be approved by the relevant supervisor or Director in advance. A travel request form must be submitted outlining purpose, dates, destination, and estimated cost.

11.2 Per Diem and Allowances
Employees are entitled to per diem based on ACLU’s rates and donor policy. Rates differ by location and duration. Receipts must be submitted for other expenses incurred.

11.3 Safety and Conduct During Travel
Staff must follow security protocols while traveling. Misconduct or failure to comply with travel policies may lead to disciplinary action.

11.4 Representation and Meetings
Staff representing ACLU at external events must conduct themselves professionally and ensure clear, accurate communication. Meeting outcomes should be reported to management.

End of Chapter 11

Chapter 12: Information and Communication

12.1 Communication Tools
Employees are provided with communication tools including email, phone, and internet access for official use. Personal use should be limited and must not interfere with work.

12.2 Information Security
All data must be protected from unauthorized access or disclosure. Staff are required to follow cybersecurity protocols and protect passwords and devices.

12.3 Use of Social Media
Staff must not post or share organizational content on personal social media accounts unless authorized. Opinions expressed must not appear to represent ACLU without approval.

12.4 Official Communication
All official communications must be accurate, respectful, and authorized. External communication must be reviewed by supervisors or the Communications Officer where applicable.

End of Chapter 12

Chapter 13: Disciplinary Procedures

13.1 General Principles
ACLU aims to ensure that all disciplinary matters are handled fairly, consistently, and in accordance with applicable laws and internal policies.

13.2 Types of Misconduct
Misconduct may include but is not limited to: unprofessional behavior, unauthorized absence, insubordination, misuse of organizational assets, or harassment.

13.3 Disciplinary Process
The process includes investigation, hearing, warning (verbal/written), suspension, or termination. All steps must be documented and filed by HR.

13.4 Right to Appeal
Employees have the right to appeal any disciplinary action by submitting a written request to the Director within 5 working days of notification.

End of Chapter 13

Chapter 14: Conflict of Interest

14.1 Definition
A conflict of interest arises when personal, financial, or other interests could compromise professional judgment or actions.

14.2 Disclosure
Employees must disclose any actual or perceived conflict to their supervisor or Director. A disclosure form may be required and kept on file.

14.3 Mitigation
Management will assess the conflict and take necessary steps to eliminate or reduce its impact, which may include reassignment or recusal from decisions.

End of Chapter 14

Chapter 15: Staff Welfare

15.1 Wellbeing and Support
ACLU is committed to the welfare of its employees. This includes physical and mental health, job satisfaction, and access to support services.

15.2 Counseling Services
Where possible, staff may access counseling support through external providers arranged by ACLU, particularly after critical incidents.

15.3 Recreational Activities
Teams are encouraged to organize team-building and recreational events to promote morale and collegiality.

End of Chapter 15

Chapter 16: Asset Management

16.1 Responsibility
Employees are responsible for safeguarding any ACLU property assigned to them including IT equipment, documents, and project materials.

16.2 Loss or Damage
Any loss or damage must be reported immediately to the supervisor. Negligence or misuse may lead to disciplinary measures or recovery of cost.

16.3 Return of Assets
All assets must be returned to ACLU upon resignation, transfer, or end of contract. HR and Admin departments oversee clearance procedures.

End of Chapter 16

Chapter 17: Anti-Fraud and Corruption

17.1 Policy Statement
ACLU has zero tolerance for fraud and corruption. All staff must act with honesty and integrity in all dealings and report any suspicion immediately.

17.2 Reporting Mechanisms
Staff may report suspicions through confidential channels to HR or senior leadership. Reports will be investigated promptly.

17.3 Protection from Retaliation
Whistleblowers are protected from retaliation. Confidentiality will be maintained to the extent possible.

End of Chapter 17

Chapter 18: Gender and Inclusion

18.1 Equal Opportunity
ACLU promotes gender equality, diversity, and inclusion in all employment practices. Discrimination is strictly prohibited.

18.2 Inclusive Environment
Efforts are made to create a workplace that is inclusive and respectful for all employees regardless of identity or background.

18.3 Gender Mainstreaming
Gender considerations are integrated into HR policies, recruitment, and project implementation.

End of Chapter 18

Chapter 19: Remote Work and Flexibility

19.1 Remote Work Policy
Remote work arrangements may be approved based on project needs and job responsibilities. Clear expectations must be set in writing.

19.2 Communication and Accountability
Remote employees must remain responsive during working hours and attend all scheduled meetings. Performance standards remain unchanged.

19.3 Equipment and Security
ACLU may provide necessary equipment. Staff must ensure secure handling of all data and documents while working remotely.

End of Chapter 19

Chapter 20: Exit Management

20.1 Notice Period
Employees must provide written notice as specified in their contract. Early termination by either party must follow due process.

20.2 Exit Clearance
Departing staff must complete a clearance form covering HR, Admin, and Finance obligations. Final payments are subject to clearance approval.

20.3 Exit Interview
An exit interview is conducted by HR to gather feedback and document learnings.

End of Chapter 20

Chapter 21: Policy Implementation and Review

21.1 Implementation
Department heads and supervisors are responsible for implementing HR policies in their teams. HR supports capacity building and compliance.

21.2 Review Cycle
This manual will be reviewed every two years or as needed based on organizational changes or legal updates. Amendments must be approved by senior management.

21.3 Staff Awareness
HR will ensure all staff are oriented to the manual. Updates will be shared through meetings, emails, or re-orientation sessions.

End of Chapter 21

Approval and Sign-Off

This Human Resources Manual has been reviewed and approved for implementation by the leadership of Afghan Coordination & Logistic Unit (ACLU).

Date of Approval: [Insert Final Date]

Signatures have been secured and are maintained in official HR files.