ITCE Corporate Oce
Salwa Road-Souq Al Ain No. 5
Telephone: +974 44 320300 Fax: +974 44 320 400
P1 P3
Introduction to ITCE _ 2 ITCE Policies & Procedures _ 29
Our Philosophy _ 3 Computer Systems _ 30
Chairman’s Message _ 4 Software Applications _ 31
Group of Company _ 5 Data Electronic Information _ 32
Organizational Chart _ 6 Anti-Virus Protection _ 33
Statement Regarding Handbook _ 7 Training and User Accounts _ 34
Corporate Team Expectation _ 8 Internet and Email Usage _ 35
Current Guidelines _ 36
P2 Employee Guidelines _ 37
_
38
Warning Letters
Employee Classifications _ 9 Notice Period _ 40
and Job Descriptions Annual Leave _ 41
Steps in Employee Recruitment _ 10 Sick Leave _ 42
Employees Job Description _ 11 Code Of Ethics _ 43
Executive Secretary _ 12 Compliance with Applicable Laws & _ 44
Human Resource _ 13 Regulations
Human Resource Manager _ 14 Ethical Conduct _ 45
HR Assistant _ 15 Financial Reporting _ 47
PRO _ 17 Salary Increase _ 48
Legal Department _ 18 Professional Development Leave _ 50
Accounting Department _ 19 Guidelines for Granting Leave _ 52
Cost Estimator _ 21 Evaluations _ 54
Operations _ 22 Sta Evaluation Form _ 55
IT Department _ 24 Performance Rating _ 56
Graphic Designer _ 26 Summary _ 57
Web Developer _ 27 Handbook Acknowledgement _ 59
Social Media Specialist _ 28
I.T.C.E. is one of the leading businesses in Qatar, located in
Doha. We provide a wide range of specialized products and
services to various business sectors throughout the Middle East
and North African (MENA) region. All of our projects are
supervised and executed by specialists, experienced and
seasoned professionals who are all leaders in their fields.
We specialize in the following business sectors:
• Trading
• Construction
• Infrastructure
• Landscaping
• Manufacturing
• Training & Consultancy Services
• Retail
• Technology
• Food & Beverage
ITCE is an equal opportunity company. It hires talents without
regard to race, language, religion, gender and nationality.
P1 Introduction
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 2
INTEGRITY
To be Honest and Transparent in all our business relations. To
retain the trust and respect of governments, partners, suppliers
and competitors. To uphold best practice environmental
principles.
VALUE
To apply industry best practices and continuously improve
performance through the delivery of superior results. To deploy
innovative products and processes that deliver the benefits of
emerging technologies.
PEOPLE
To be an organization for which both nationals and expatriates
aspire to work. To create opportunities and contribute tangibly
to communities in which we live and operate.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 3
Message from the
Chairman
Our company assures its clients’ satisfaction through
dedication to quality control and ecient planning, which in
turn develop and maintain our clients’ trust and foster good
customer relationships. We do not settle for less than a quality
job every time and we pride ourselves in this respect.
Our eciency and fairness in management play an important
role in the continued success of the company. I personally look
forward to working with you to “Make your dream come true!”
no matter what your requirement is. I want also to acknowledge
the hard work and dedication of the people behind our success.
It will not be possible to reach where we are now without the
help of each one who gives their best and excel in every way
and who believes in the core values of ITCE.
Ismail Ali Iskandir Al Ansari
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 4
Food & Beverage Ibake Morocon Table
T.C.E. Group of Companies
Retail Al Jiwan Savio Firmino
Technology Qonooz Mumzdunya Doha nights Photoshrup
Media 1
ITCE Group of Companies Consultancy / Media / Training Creative Design BGI Creative Studio
Manufacturing Artistant Better Solutions Qatec
Al Bustan Landscaping Image Works International Group Electromechanically Etipas
Construction
ITCE Moroco Flex Pro M4 Flooring
Trading & Contracting Distribution/JV/ Agency
I. ITCE Specialized Projects
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 5
Manager
Accounting
Cost Estimator
Finance Manager
Finance
Assistant
Admin Manager
General Admin
PA CEO/ Chairmen
HR
PRO
HR Manager
HR Assistant
Sales
Manager
Marketing
Sales Marketing
Logistic
Logistic Manager
IT
General IT
IT Manager
Legal
Lawyer
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 6 Accounting Administration Finance/ Manager Operation CEO Chairman Organizational Chart
Statement Regarding
Handbook
This handbook is subject to revision by ITCE. At any time that a substantial
change is made to the handbook, all employees will receive notice from the
corporate oce. Employees are welcome to make comments, ask questions, or
make suggestions regarding this handbook and the clarity of its contents.
Please see your supervisor to give your feedback.
Quality Assurance
All ITCE companies are required to participate in the ITCE Quality Assurance
Plan in order to maintain the brand and consistency from one company to
another with respect to how the company meets ITCE standards, to how the
branch/ company relates to the corporate oce.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 7
P2
Corporate Oce Administrative
Team Expectations
The primary strength of an exemplary administrative sta environment is its team
organization. If there is a strong team, there is a good environment in which to work.
The focus of this team organization should be on the (3) “three R’s”: Respect, Routines, and
Responsibilities. The following are expectations of the team:
Administrative team should meet regularly to discuss routines and strategies to support
services, policies and procedures. The executive secretary will record minutes of every team
meeting. Following the team meeting, the recorder will e-mail a copy of team meeting
minutes to all administrators and ITCE ocers within 72 hours.
The team will share operational objectives and strategies for all areas. This planning should
involve services, policies and procedures.
The team will develop, implement, and evaluate behavioral, physical, and personal plans to
meet business needs and achieve the ITCE mission.
The team’s chosen format should allow for ongoing documentation for clear, consistent, and
accurate communication.
Fair and realistic job performance standards as outlined by ITCE Corporate should be
maintained for each sta position to facilitate the evaluation.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 8
P2
Employee Classifications
and Job Descriptions
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 9
1. Identify the need of an employee. This information is received
from various departments.
2. Collecting the details such as qualification, experience of the
employee required from the department head. Prepare the Job
descriptions.
3. Check the availability of the Visa with the PRO.
4. Contact a recruitment agent and prepare a demand letter
showing the details of the employee required and the Job
description.
5. Collect the CVs from the recruitment agent and forward it to
the Operations Head.
6. Prepare an Oer Letter & a Joining Letter. The candidate
should sign all documents including a Non-Disclosure
Agreement
7. Collect the approved CVs and forward it to the PRO to
prepare the Visa.
Steps in recruiting
a new employee
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 10
EMPLOYEES
JOB DESCRIPTION
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 11
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 11
Executive Secretary
Job title: Exectutive Secretary
Reports to: CEO
Consults with: Operation Managers
Collaborates with: Company sta & corporate sta
The administration encompasses the oces of the Chairman & the CEO. Enhances executive's
eectiveness by providing information management support; representing the executive to
others.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and
transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting
letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings,
conferences, teleconferences, and travel.
• Represents the executive by attending meetings in the executive's absence; speaking for the
executive.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering
or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical sta; following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems;
recording meeting discussions.
• Maintains oce supplies inventory by checking stock to determine inventory level;
anticipating needed supplies; evaluating new oce products; placing and expediting orders
for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements;
following manufacturer's instructions; troubleshooting malfunctions; calling for repairs;
maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops;
reviewing professional publications; establishing personal networks; participating in
professional societies.
• Contributes to team eort by accomplishing related results as needed.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 12
Human Resources
Department
HR department will conduct orientation session to new joiners to discuss and explain
company’s objectives, mission, vision, policies and procedures.
• Prepare the personal files includes personal records and employment information.
Whilst the Human Resources is tasked to look after the administrative issues, it is also
recommended to include in it utilization of appropriate Forms and documentation procedures
as follows:
HRF 01 Employment Application Form
HRF 02 Interview / Evaluation Form
HRF 03 Oer Letter
HRF 04 Temporary Appointment Form
HRF 05 Joining Letter
HRF 06 Employee Information Form
HRF 07 Sta / Manpower Recruitment Request Form
HRF 08 Fixed Assets Undertaking Form
HRF 09 Employee Transfer Form
HRF 10 Materials / Purchase Requisition Form
HRF 11 Rental Driver’s Checklist Form
HRF 12 Employee Leave Application Form
HRF 13 Employee Leave Details Form
HRF 14 Employee Hand-over Form
HRF 15 Employee Settlement Calculation Form
HRF 16 Employee Clearance Form
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 13
Human Resource
Manager
Job title: Human Resource Manager
Reports to: CEO
Consults with: Operation Managers
Collaborates with: Accounts/Finance, Administration
Maintains and enhances the organization's human resources by planning, implementing, and
evaluating employee relations and human resources policies, programs, and practices.
• Maintains the work structure by updating job requirements and job descriptions for all
positions.
• Maintains organization sta by establishing a recruiting, testing, and interviewing program;
counseling managers on candidate selection; conducting and analyzing exit interviews;
recommending changes.
• Prepares employees for assignments by establishing and conducting orientation and training
programs.
• Maintains a pay plan by conducting periodic pay surveys; scheduling and conducting job
evaluations; preparing pay budgets; monitoring and scheduling individual pay actions;
recommending, planning, and implementing pay structure revisions.
• Ensures planning, monitoring, and appraisal of employee work results by training managers
to coach and discipline employees; scheduling management conferences with employees;
hearing and resolving employee grievances; counseling employees and supervisors.
• Maintains employee benefits programs and informs employees of benefits by studying and
assessing benefit needs and trends; recommending benefit programs to management;
directing the processing of benefit claims; obtaining and evaluating benefit contract bids;
awarding benefit contracts; designing and conducting educational programs on benefit
programs.
• Ensures legal compliance by monitoring and implementing applicable human resource
federal and state requirements; conducting investigations; maintaining records; representing
the organization at hearings.
• Maintains management guidelines by preparing, updating, and recommending human
resource policies and procedures.
• Maintains historical human resource records by designing a filing and retrieval system;
keeping past and current records.
• Maintains professional and technical knowledge by attending educational workshops;
reviewing professional publications; establishing personal networks; participating in
professional societies.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 14
• Completes human resource operational requirements by scheduling and assigning
employees; following up on work results.
• Maintains human resource sta by recruiting, selecting, orienting, and training
employees.
• Maintains human resource sta job results by counseling and disciplining
employees; planning, monitoring, and appraising job results.
• Contributes to team eort by accomplishing related results as needed.
HR Assistant
Job title: Human Resource Assistant
Reports to: Human Resource Manager
Consults with: Operation Managers, CEO
Collaborates with: Accounts/Finance, Administration, All Corporate Sta, and
Company Stas
• Processing incoming mail
• Creating and distributing documents
• Providing customer service to organization employees
• Serving as a point of contact with benefit vendors/administrators
• Maintaining computer system by updating and entering data
• Setting appointments and arranging meetings
• Maintaining calendars of HR management team
• Compiling reports and spreadsheets and preparing spreadsheets
HR assistants are involved in a number of areas of human resources, including:
Recruitment/New Hire Process
• Participating in recruitment eorts
• Posting job ads and organizing resumes and job applications
• Scheduling job interviews and assisting in interview process
• Collecting employment and tax information
• Ensuring background and reference checks are completed
• Preparing new employee files
• Overseeing the completion of compensation and benefit documentation
• Orienting new employees to the organization (setting up a designated log-in,
workstation, email address, etc.)
• Conducting benefit enrollment process
• Administering new employment assessments
• Serving as a point person for all new employee questions
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 15
Payroll and Benefits Administration
• Processing payroll, which includes ensuring vacation and sick time are tracked in the system
• Answering payroll questions
• Facilitating resolutions to any payroll errors
• Participating in benefits tasks, such as claim resolutions, reconciling benefits statements, and
approving invoices for payment
Record Maintenance
• Maintaining current HR files and databases
• Updating and maintaining employee benefits, employment status, and similar records
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Performing file audits to ensure that all required employee documentation is collected and
maintained
• Performing payroll/benefit-related reconciliations
• Performing payroll and benefits audits and recommending any correction action
• Completing termination paperwork and assisting with exist interviews.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 16
P.R.O.
Job title: PRO
Reports to: Human Resource Manager, CEO, Operations Manager
Consults with: Human Resource Manager, HR Assistant
Collaborates with: HR Assistant, Accounts/Finance
• Process all pertinent documents in reference to the criteria of immigration oce,
ministry of labor, government oces, ministry of foreign aairs in compliance with the
laws and regulations.
• Process all pending applications for employment visa, business visa, residence visa, exit
visa or driving license.
• Prepare and process applications in labor oce as well as prepare on-line applications
of immigration in compliance with Qatar laws and regulations.
• Attest pertinent papers prior to approval.
• Keep records of personnel for visas, labor cards, and other important documents.
• Communicate all new laws or rules issued by Government including review of prices.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 17
Legal Department
Job title: Legal Counsel
Reports to: Chairman, CEO, Operations Manager
Consults with: Operations Manager
Collaborates with: HR Manager, PRO, Accounts
• Provide sound professional legal advice, clarifications and legal opinions to the organization
on relevant aspects concerning the business of Client so as to ensure that all legal provisions
are adhered to and the Client and Parent Group are protected from adverse legal
consequences.
• Promptly attend to, diagnose, and lead in the problem solving of various legal issues
pertaining to Client in order to ensure that their legal status is compliant with local laws and
regulations.
• Lead the institution of litigation/arbitration proceedings where necessary and monitor the
proceedings so as to ensure ecient follow-up of cases in the court/arbitration, in cooperation
with external counsel, the General Counsel - Local and other senior Legal Department
colleagues, develop strategies to optimize Client's positions and prospects for successful
outcomes.
• Continuous monitoring of various legal issues pertaining to Client to ensure that its legal
status is and remains compliant with applicable laws and regulations.
• Prepare contracts with third parties so as to safeguard Client's legal position. Draft contracts
using standardized formats as far as possible as well as best practices.
• Stay abreast of applicable local and international laws and regulations and monitor changes
so as to support the provision of sound legal advice to management and ensure timely
implementation of changes required to remain in full compliance with laws and regulations.
• Make proposals for and participate in the definition and development of new legal processes,
systems and procedures to improve eciency in documentation consistent with best practice,
with particular emphasis on the development of standard legal documents and templates.
• Oversee the preparation of minutes of meetings and resolutions for the boards and general
meetings of Client and ensure that each entity’s corporate documents are legally compliant
and up-to-date.
• Archive relevant documents in the appropriate places and maintain organized files so as to
facilitate future reference.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 18
Accounting
Department
The Accounting Department provides the management of various standard accounting
worksheets or accounting reports where all forms of expenditures are to be listed. Further, the
management will use this report as basis of their annual budget forecast and for external
auditing purposes.
Accounting Director
Job title: Accounting Director
Reports to: Chairman, CEO, Operations Manager
Consults with: Operations Manager, HR Department
Collaborates with: HR Manager, HR Assistant, PRO, Accountant
• Supports organization financial objectives by providing financial analyses and
recommendations; directing sta.
• Accomplishes accounting human resource strategies by determining accountabilities;
communicating and enforcing values, policies, and procedures; implementing recruitment,
selection, orientation, training, coaching, counseling, disciplinary, and communication
programs; planning, monitoring, appraising, and reviewing job contributions; planning and
reviewing compensation strategies.
• Develops accounting organizational strategies by contributing accounting and financial
information, analysis, and recommendations to strategic thinking and direction; establishing
functional objectives in line with organizational objectives.
• Establishes accounting operational strategies by evaluating trends; establishing critical
measurements; determining production, productivity, quality, and customer-service strategies;
designing systems; accumulating resources; resolving problems; implementing change.
• Provides financial projections by coordinating budget/forecast preparation; collecting,
analyzing, and consolidating financial information; advising departments on the collection and
analysis of data.
• Maintains sucient funds by forecasting cash requirements and obligations.
• Minimizes legally required taxes by studying regulations; presenting tax strategies to
management; filing returns.
• Maximizes sales margin by recommending product and service pricing policies.
• Minimizes inventory investment by analyzing turns; recommending inventory levels and
reorder points.
• Updates job knowledge by participating in educational opportunities; reading professional
publications; maintaining personal networks; participating in professional organizations.
• Accomplishes department and organization mission by completing related results as needed.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 19
Accounting Clerk
Job title: Accounting Clerk
Reports to: Accounting Director, Operations Manager,
Consults with: Accounting Director, Operations Manager, HR Department
Collaborates with: HR Manager, HR Assistant, PRO, Accountant Director
• Maintains accounting records by making copies; filing documents.
• Reconciles bank statements by comparing statements with general ledger.
• Maintains accounting databases by entering data into the computer; processing backups.
• Verifies financial reports by running performance analysis software program.
• Determines value of depreciable assets by running depreciation software program.
• Protects organization's value by keeping information confidential.
• Updates job knowledge by participating in educational opportunities.
• Accomplishes accounting and organization mission by completing related results as
needed.
Store Keeper
Job title: Store Keeper
Reports to: Accounting Department Accounting Clerk, Cost Estimator
Consults with: Accounting Clerk, Cost Estimator
Collaborates with: Cost Estimator, Logistics
• Prepares Material Request to be purchased to infuse store stocks.
• Maintains orderliness of stocks in the Store where classifications and groupings are at all
times maintained.
• To identify store items which are highly sensitive to high temperature and flames or fire.
• Receives delivery of supply and ensure all items and quantities are accounted for per the
enclosed LPO copy.
• Log all material issue and material request in the inventory card to have an updated
inventory report status.
• Log all material request number issued to control and avoid duplications.
• He should monitor which items is frequently used and highly in demand consumables used
in the workshop.
• Log all deliveries in the Stock Control
• Accomplish all documentations which will be forwarded to the accounting to facilitate
payment.
• Constantly monitors Stocks which are almost out of stock.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 20
Cost Estimator
Job title: Cost estimator
Reports to: Accounting director, accounting clerk, finance
Consults with: Accounting director, accounting clerk
Collaborates with: Accounting director, accounting clerk, sales, production supervisor
• Identify and quantify cost factors, such as production time, materials, and labor expenses
• Travel to jobsites to gather information on materials needed, labor required, and other
factors
• Read blueprints and technical documents in order to prepare estimates
• Collaborate with designer, sales agents, clients, and contractors on estimates
• Consult with industry experts to discuss estimates and resolve issues
• Use computer software to calculate estimates
• Evaluate a product’s cost-eectiveness or profitability
• Recommend ways to make a product more cost eective or profitable
• Work with sales teams to prepare estimates and bids for clients
• Develop project plans for the duration of the project
• Accurately predicting the cost, size, and duration of future construction and manufacturing
projects is vital to the survival of businesses
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 21
Operations
Operations Manager
Job Title: Operations Manager
Reports to: Chairman, CEO
Consults with: All corporate departments head,
Collaborates with: HR manager, Administration, Accounting Department
• To ensures that all key personnel are functioning appropriately and eectively in their
day-to-day activities
• To receive all reports from the key personnel and take appropriate actions
• To ensure that delivery of materials are properly documented and acknowledged by the
clients.
• To ensures that petty cash is always available in the oce.
• Making sure an organization is running as well as it possibly can, with a smooth ecient
service that meets the expectations and needs of customers and clients.
• Ensuring that all operations are manufactured in a correct, cost eective and timely manner
in alignment with specifications and quality requirements.
• Improving operational management systems, processes and best practices that guarantee
organizational well-being.
• Ensure that all workings are manufactured in a correct, cost eective and timely manner in
alignment with specifications and quality requirements.
• Chalking out or improve operational systems, processes and best practices that guarantee
organizational well-being Purchase materials, plan inventory and ensure warehouse
eciency.
• Contribute towards the achievement of company’s strategic and operational objectives.
• Ensure that the company runs with legality and conformity to established regulations.
Secretary/Reception
Job title: Secretary
Reports to: CEO, Operations Manager, HR Department
Consults with: Administration Department, Operations Manager, HR Assistant
Collaborates with: All Corporate Sta and company stas
• To report to the Operation Manager all issues, the strategy used, and the action taken by.
• To periodically make reports on trucks performance to keep the management well-informed
on repair variations. To constantly communicate with the Transport Section Supervisor.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 22
• The administrative tasks are carried out by the Secretary who is handles filing and typing of
correspondences such as, but not limited to, Letters, Memos, Faxes, and Quotations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and
other material.
• Operate electronic mail systems and coordinate the flow of information both internally and
with other organizations.
• Order and dispense supplies.
• Supervise other clerical sta, and provide training and orientation to new sta.
• Operate oce equipment such as fax machines, copiers, and phone systems, and use
computers for spreadsheet, word processing, database management, and other applications.
Motor Pool Supervisor
Job title: Logistics
Reports to: Operations Manager, HR Department
Consults with: Administration Department, HR Assistant
Collaborates with: All company stas
• To eectively monitor the activities of Transport personnel ensuring that all trucks repair and
are properly and timely attended to such as repair hand-over, update of maintenance log.
• To ensure trucks in the workshop which are under repair must not stay long and needs to be
dispatched immediately.
• Receives Cars/Trucks for repair
• Records the complaints of the driver onto the Maintenance Log which comes in duplicate
copies; truck copy and oce file.
• To keep a record of repairs for all trucks to monitor the frequency of damage/repair which will
eventually aect the operations?
• Informs the driver the “estimate” completion date of the repair.
• Maintains a comprehensive log for each truck that undergone repairs. This will be used in
monitoring truck repair history – repair frequency and accumulated repair cost.
• Ensures that all drivers signed in and out in the timesheet daily.
• Enforces Health and Safety Procedure to all drivers.
• Coordinates with the Head of Operations and Maintenance all cars related activities and
reports.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 23
IT Department
IT Technician
• Preparation of Timesheet for all Sta in the Operations and Site.
• Computerization of documents in the site and operations such as Timesheets.
• Troubleshooting for the company’s computer.
IT Manager
Job title: It Manager
Reports to: All Department
Consults with: IT Department
Collaborates with: All company stas and corporate sta
1. Manage information technology and computer systems.
• Plan, organize, direct, control and evaluate the operations of information systems,
• Develop and implement policies and procedures for electronic data processing and
computer systems operations and development
• Meet with managers to discuss system requirements, specifications, costs and timelines
• Hire and manage information systems personnel and contractors to design, develop,
implement, operate and administer computer and telecommunications software, networks
and information systems
• Control the computer systems budgets and expenditures
2. Ensure technology is accessible and equipped with current hardware and software.
• Troubleshoot hardware, software and network operating system
• Be familiar with all hardware and software
• Be familiar with network operating system
• Provide orientation to new users of existing technology
• Train sta about potential uses of existing technology
• Train sta about new and potential use
• Provide individual training and support on request
• Provide recommendations about accessing information and support
• Maintain current and accurate inventory of technology hardware, software and resources
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 24
• The administrative tasks are carried out by the Secretary who is handles filing and typing of
correspondences such as, but not limited to, Letters, Memos, Faxes, and Quotations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and
other material.
• Operate electronic mail systems and coordinate the flow of information both internally and
with other organizations.
• Order and dispense supplies.
• Supervise other clerical sta, and provide training and orientation to new sta.
• Operate oce equipment such as fax machines, copiers, and phone systems, and use
computers for spreadsheet, word processing, database management, and other applications.
Motor Pool Supervisor
Job title: Logistics
Reports to: Operations Manager, HR Department
Consults with: Administration Department, HR Assistant
Collaborates with: All company stas
• To eectively monitor the activities of Transport personnel ensuring that all trucks repair and
are properly and timely attended to such as repair hand-over, update of maintenance log.
• To ensure trucks in the workshop which are under repair must not stay long and needs to be
dispatched immediately.
• Receives Cars/Trucks for repair
• Records the complaints of the driver onto the Maintenance Log which comes in duplicate
copies; truck copy and oce file.
• To keep a record of repairs for all trucks to monitor the frequency of damage/repair which will
eventually aect the operations?
• Informs the driver the “estimate” completion date of the repair.
• Maintains a comprehensive log for each truck that undergone repairs. This will be used in
monitoring truck repair history – repair frequency and accumulated repair cost.
• Ensures that all drivers signed in and out in the timesheet daily.
• Enforces Health and Safety Procedure to all drivers.
• Coordinates with the Head of Operations and Maintenance all cars related activities and
reports.
3. Monitor and maintain technology to ensure maximum access.
• Troubleshoot all technology issues.
• Maintain log and/or list of required repairs and maintenance.
• Make recommendations about purchase of technology resources.
• Research current and potential resources and services.
• Provide network access to all sta and students.
• Install work stations.
• Connect and set up hardware.
• Load all required software.
• Provide network accounts and passwords as required.
• Monitor security of all technology.
• Advise sta of security breach and/or change in password or security status.
• Ensure installation of lock out programs.
• Perform other related duties as required during working hours.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 25
Graphic Designer
Job title: Graphic Designer
Reports to: IT Manager
Consults with: IT manager
Collaborates with: IT Manager, Web developer, Social Media Specialist
• Meet with clients or the art director to determine the scope of a project
• Advise clients on strategies to reach a particular audience
• Determine the message the design should portray
• Create images that identify a product or convey a message
• Develop graphics for product illustrations, logos, and websites
• Select colors, images, text style, and layout
• Present the design to clients or the art director
• Incorporate changes recommended by the clients into the final design
• Review designs for errors before printing or publishing them
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 26
Web Developer
Job title: Wed Designer
Reports to: IT Manager
Consults with: IT Manager, Graphic Designer
Collaborates with: IT Manager, Web developer, Social Media Specialist
• Designing, coding and modifying websites, from layout to function and according to a
client's specifications. Strive to create visually appealing sites that feature user-friendly
design and clear navigation.
• Regular exposure to business stakeholders and executive management, as well as the
authority and scope to apply your expertise to many interesting technical problems.
• Candidate must have a strong understanding of UI, cross-browser compatibility, general
web functions and standards.
• The position requires constant communication with colleagues.
• Deep expertise and hands on experience with Web Applications and programming
languages such as HTML, CSS, JavaScript, JQuery and API's.
• Deep functional knowledge or hands on design experience with Web Services (REST, SOAP,
etc ..) is needed to be successful in this position.
• Strong grasp of security principles and how they apply to E-Commerce applications.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 27
Social Media
Specialist
Job title: Social Media Specialist
Reports to: IT Manager
Consults with: IT Manager, Graphic Designer
Collaborates with: IT Manager, Web developer, Graphics Designer
• Build and execute social media strategy through competitive research, platform
determination, benchmarking, messaging and audience identification
• Generate, edit, publish and share daily content (original text, images, video or HTML) that
builds meaningful connections and encourages community members to take action
• Set up and optimize company pages within each platform to increase the visibility of
company’s social content
• Moderate all user-generated content in line with the moderation policy for each
community
• Create editorial calendars and syndication schedules
• Continuously improve by capturing and analyzing the appropriate social data/metrics,
insights and best practices, and then acting on the information
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 28
The purpose of the IT Policy is to ensure the eective
protection and proper usage of the Computer systems within
I.T.C.E.. The IT investment of the organization is considerable,
and the dependency on computer technology in the delivery
of I.T.C.E. is high. The IT Policy will assist in maintaining
systems at operational level. Contraventions of the IT Policy
could seriously disrupt the operation of ITCE vand any
breaches will be treated seriously. Managers are responsible
for ensuring adherence to the IT Policy within their
Departments, overseen by the relevant member of the
Directorate
P3 ITCE Policies & Procedures
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 29
Computer System
NETWORK
• Network management, administration and maintenance within ITCE are the responsibility
of the IT Department/IT Services Provider).
• Access to and usage of the Servers is restricted to authorized sta.
Hardware {PCs, Laptops, Notebooks, Printers, Modems, etc.)
• The requirement for IT equipment will normally be identified within the context of an IT
strategy for ITCE and more specifically within a planned program of PC replacement.
• The purchase, installation, configuration and maintenance of computer equipment are
the responsibility of the IT Department/IT Services Provider.
• Computer equipment registers will be maintained by the IT Department/IT
Services Provider to ensure full tracking of equipment.
• The IT Manager (or other named post) will liaise with Oce Services Manager (or other
named post) to ensure adequate insurance cover for computer equipment. The IT
Department (or other named post) will ensure stas are aware of any restrictions and
limitations.
• Requirements for new hardware should be discussed in advance with the IT Manager/IT
Services provider to assess the detailed specification.
• The deployment of new equipment or re-deployment of existing equipment is
undertaken by the IT Department/IT Services provider after consultation with
Department Managers/Heads.
• The relocation of hardware within or out of ITCE premises should be discussed with the
IT Manager/IT Services provider in advance to ensure good reason for relocation,
determine the most appropriate means of relocation and to ensure computer equipment
registers and insurance policies are updated.
• The security and safekeeping of portable and other equipment used ITCE oces is the
responsibility of all sta using it.
• All sta members are responsible for the proper usage, care and cleanliness of the
computer equipment they use. Managers should ensure that stas must maintain their
machines.
• Problems with hardware should be reported to the IT Department/IT Services provider in
accordance with established IT Help Desk procedures.
machines.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 30
Software & Software
Applications
• The requirement for IT equipment will normally be identified within the context of an IT
strategy for ITCE and more specifically within a planned software upgrade program.
• The purchase, installation, configuration and support of all software and software
applications used within Ali Iskandar Al Ansari & Partners are the responsibility of the IT
Department/IT Services Provider.
• Software, including screensavers, must not be installed by users without prior
authorization from the IT Department/IT Services Provider. This includes programs
downloaded from the Internet.
• ITCE will treat the installation of unlicensed software by users as a serious breach of the
IT Policy.
• Software license registers will be maintained by the IT Department/IT Services Provider
to ensure compliance with legislation.
• Software disks will be kept secure by the IT Department/IT Services Provider.
• Requirements for new software/software applications should be discussed in advance
with the IT Manager/IT Services Provider to assess the detailed specification and
implications.
• Problems with software should be reported to the IT Department/IT Services Provider.
• Requests for modifications, enhancements and upgrades of existing software
applications should be discussed with the IT Manager/IT Services Provider.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 31
Data/Electronic
Information
• Data Management should be in accordance with the data management policies and
procedures of Ali Iskandar Al Ansari & Partners.
• Department Managers/Heads are responsible for maintaining the quality of the
computer-held data processed by their sta.
• The individual user is responsible to their line manager for the quality of the computer
data they have personally processed.
• Department Managers/Heads are responsible for ensuring compliance with Data
Protection legislation with regards to data processed within their Departments.
• In conjunction with the nominated Data Protection Ocer of the organization, the
IT Manager/IT Services Provider will keep abreast of data protection legislation, advise
accordingly and ensure applications and databases are registered in accordance with the
legislation and internal organizational data management policies.
• All information/data held on the organization’s systems is deemed the property of Ali
Iskandar Al Ansari & Partners.
• As a condition of employment, sta consent to the examination of the use and content
of all data/information processed and/or stored by the sta member on the organization’s
systems as required.
BACK UP
• The IT Department/IT Services Provider is responsible for ensuring the implementation
of an eective back-up strategy for server-held software and data.
• Users of networked desktop PCs should avoid storing data on their local hard drives. Data
so stored may be lost if a problem develops with the PC, and the IT Department may not
be able to assist in its recovery. Data should be stored within the file directory (folder)
structure used by the oce.
• Remote and laptop/notebook PC users must ensure they back up their data regularly.
The IT Department/IT Services Provider will provide advice and assistance.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 32
Anti-Virus Protection
• The IT Department/IT Services Provider is responsible for the implementation of an
eective virus security strategy. All machines, networked and standalone, will have
up-to-date anti-virus protection.
• The installation of anti-virus software on all machines is the responsibility of the IT
Department/IT Services Provider.
• The IT Department/IT Services Provider will ensure the upgrade of the anti-virus software
on networked desk-top PCs.
• Remote users and users of portable machines will assist in the upgrade of anti- virus
software in accordance with specified mechanisms agreed with the IT Department/ IT
Services Provider, e.g. internet updates
• Sta should virus-scan all media (including floppy disks, zip disks and CDs) before first
use. The IT Department/ IT Services Provider will provide assistance and training where
required
• On detection of a virus sta should notify the IT Department/ IT Services Provider who
will provide assistance.
• Under no circumstances sta should not attempt to disable or interfere with the
virus scanning software.
Health & Safety
• Health and safety with regards to computer equipment and computer work stations
should be managed within the context of the general and any specific Health
& Safety policies and procedures within I.T.C.E.. The Oce Services Manager (or other
named post) will provide advice.
• Managers are responsible for ensuring health & safety legislation and procedures with
regards to computer equipment are implemented within their Departments.
• The IT Manager/ IT Services Provider will keep abreast of IT-related legislation and advise
accordingly.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 33
Training & User
Accounts
Training
• It is the responsibility of Department Managers to ensure appropriate computer training
for their sta is identified. The IT Department/ IT Services Provider can advise on
computer-related training issues.
User Accounts
• Department Managers should notify the IT Department/ IT Services Provider of new
members of sta in advance to allow the creation of network and e-mail accounts and
system permissions.
• Department Managers should notify the IT Department/ IT Services Provider of the
departure of sta to allow the deletion of network and e-mail accounts.
Passwords
• The IT Department/ IT Services Provider will ensure pass wording is part of the security
strategy of the ITCE & Partners IT system.
• Users should change their passwords when prompted by the system in the case
of networked machines or on a regular basis for standalone machines.
• Stas are responsible for the security of their passwords which they should not divulge,
even to colleagues.
• Problem with passwords should be reported to the IT Department/ IT Services Provider.
System Usage
• Users should ensure their computers are fully shut down and turned o at end of day.
• Computers should be locked or shut down when left unattended for any significant
period of time.
• With regards to file management, Department Managers will determine the top- level
folders/directories and associated permissions for their department and inform the IT
Department/ IT Services Provider. The IT Department/ IT Services Provider will create or
modify the folders accordingly.
• Within their respective top-level folders, sta should create sub-folders in accordance
with their own departmental guidelines but cannot create new top-level folders.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 34
Internet and
Email Usage
INTERNET
• Access to the Internet is provided for business purposes. Limited personal use is
permitted and is to be restricted to lunch breaks and periods out with working time.
• Sta should not make inappropriate use of their access to the Internet. They must not use
ITCE systems to access pornographic, illegal or other improper material.
• Sta should not subscribe to chat rooms, dating agencies, messaging services or other
on-line subscription Internet sites unless they pertain to work duties.
• Programs, including screensavers, must not be downloaded from the Internet without
authorization from the IT Department.
• ITCE retains the right to monitor Internet usage by sta.
This right is exercised solely through the IT Department /IT Services Provider and, where
relating to a specific member of sta, only on instructions from a member of Directorate.
• It is a condition of employment that all sta consents to the examination of the use and
content of their Internet activity as required.
• Abuse of Internet access will be dealt with severely relative to seriousness. Minor abuse
will lead to removal of the privilege of access from an individual's workstation.
E-MAIL
• The Ali Iskandar Al Ansari & Partners e-mail system is a core business application. It
should not be used for political, business or commercial purposes not related to ITCE &
Partners.
• The ITCE e-mail system must not be used to send illegal or inappropriate material.
• Limited personal use of email is permitted. Managers should ensure there is no abuse of
this privilege.
• It is a condition of employment that all sta consent to the examination of the use and
content of their email accounts as required.
• Global distribution lists should be used appropriately. Email to all sta (spamming)
should be used only when appropriate.
• Sta should minimize the number of messages in their email in-box to ensure maximum
eciency of the delivery system. Folders should be set up and messages filed accordingly.
• Limited personal use of email is permitted. Managers should ensure there is no abuse of
this privilege.
• It is a condition of employment that all sta consent to the examination of the use and
content of their email accounts as required.
• Global distribution lists should be used appropriately. Email to all sta (spamming)
should be used only when appropriate.
• Sta should minimize the number of messages in their email in-box to ensure maximum
eciency of the delivery system. Folders should be set up and messages filed accordingly.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 35
Current Guidelines
Current Guidelines
• Confidential material sent by e-mail should be so marked but sent only with caution.
• Ali Iskandar Al Ansari & Partners retains the right to access and view all Emails sent and
received by the Email system. This right is exercised solely through the IT Department/IT
Services Provider on the instructions of a member of Directorate.
CONTRAVENTION OF THE IT POLICY
• Sta should be aware of their responsibilities under the Data Protection Act, Computer
Misuse Act and the Copyright Design and Patents Act. The IT Department will provide
guidance where required.
• Contravention of the ITCE IT Policy or any act of
Deliberate sabotage to Ali Iskandar Al Ansari & Partners computer systems may be
considered a disciplinary oence.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 36
Employees Guidelines
Employee Attendace
• All employees are expected to render 9 hours per day with 1 hour break.
• All employees should follow the 8:00 am - 5:00 pm timings.
• All employees should do the biometrics one in the morning and one in the afternoon.
Failure to do so is considered absent, except for technical issues.
• For biometrics problem (finger error, or biometrics not working) please report
immediately to IT Department.
• All biometrics reports are generated by IT Department and submitted to HR Department
at the end of the month for checking.
• All attendance disputes will be entertained after employees acknowledged the timesheet.
Payout
• All timesheet are submitted to Accounting Department for deductions if any. And makes
the final timesheet for ITCE pay out.
• ITCE salary is given every 5th of the month.
• For resigned employees all final settlement are processed by the HR Department and
Accounting Department.
• All employees are entitled for an annual leave after completing one year of service with
return ticket, depending on the contract signed.
ALL Medical and other Terms & Conditions and Benefits will be given as per Qatar Labor
law.
Probation Period
New employee will be subject to a six (6) months’ probation period which will be
considered as part of the overall contractual period.
Discipline
To create a smooth and fair working environment, Company expects employees to behave
with the highest standards of discipline
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 37
Warning Letter
Disciplinary action when employee breaches company policies and procedures on
repetitive bases exceeding notification quota.
Major breaches include but not limited to:
• Failure to complete work schedule.
• Failure to comply with health and safety regulations.
• Smoking inside the building.
• Failure to follow legitimate instructions from an immediate supervisor/manager.
• Leak confidential information.
• Misuse of company property/ equipment, contrary to its intended purpose.
• Driving or operating any company vehicle, machine, or equipment without authority or in
a reckless and dangerous manner.
• Any negligent act that causes damage to the company.
• Fighting or intimidating other employees in the company.
• Directly or indirectly soliciting money or favors from customers.
‘Final Warning’ will be issued following to two (2) written warning letters if employee shows
no improvement. Following proper investigation, a ‘Final Warning Letter’ will be issued
which may results in any disciplinary action.
Employee Attendance
• All employees are expected to render 9 hours per day with 1 hour break.
• All employees should follow the 8:00 am - 5:00 pm timings.
• All employees should do the biometrics one in the morning and one in the afternoon.
Failure to do so is considered absent, except for technical issues.
• For biometrics problem (finger error, or biometrics not working) please report
immediately to IT Department.
• All biometrics reports are generated by IT Department and submitted to HR Department
at the end of the month for checking.
• All attendance disputes will be entertained after employees acknowledged the timesheet.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 38
Removal of Warnings
‘Final Warning’ will be issued following to two (2) written warning letters if employee shows
no improvement.
Following proper investigation, a ‘Final Warning Letter’ will be issued which may results in any
disciplinary action.
Overtime
Business operations occasionally require employees to work extra hours. Only workers and
certain junior level sta will be eligible to receive overtime as per Qatar Labor Law.
Retail sta who works overtime will be eligible to receive compensation for the extra hours
worked. Employee who worked overtime without primary approval will not be eligible for
overtime.
Resignation
Employee, who decides to end the contract with the company, shall send a resignation letter
to his/her direct manager and then to the Head of HR for final approval.
Company at its discretion may relieve the employee immediately.
Employee will be paid in full the benefits of the notice period.
Immediate Termination
An employee’s services will be terminated immediately if he / she is found guilty of the
following oences:
1. Presenting a forged doctor’s certificate.
2. False testimony about the company or its employee(s).
3. Supplying confidential information and/or copying company’s documents, manuals,
computer files to others without approval.
4. Supplying false information about oneself.
5. Outrage of modesty, sexual harassment, or extortion of immoral /unethical favors.
6. Any action deemed to be immoral, unethical, or illegal.
7. Employees found intending to bring out company property o premises except for duty
purposes
8. Theft of company, customer, or employee property.
9. Consumption of alcohol or illegal drugs while on duty.
10. Fighting on duty.
11. Gambling on duty.
12. Causing confrontation amongst work colleagues with provocative arguments in religion
and politics. Trading foreign exchange illegally.
13. Forging or altering ocial documents or time records.
14. Abusing of sick leave.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 39
Notice Period
Employee who submits his/her resignation or is being terminated will be subject to notice
period as per Qatar Labor Law. Employees will be entitled to their full compensation,
benefits and entitlements during the notice period.
• If employed less than 5 years, the notice period is 1 month.
• If employed more than 5 years, the notice period is 2 months.
• During the probation period the notice is 3 days.
Sponsorship
Employee can transfer his/her sponsorship if local hired. All cases will be subject to
management consideration and approval.
Company Property
Upon departure employee must return all company property. This includes but not limited
to computers, reports, files, manuals, literature, confidential information, drawings,
customer list, data or materials.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 40
Annual Leave
An employee is entitled to thirty (30) days of annual leave after completing one (1) year of
service.
To know:
• Ocial holidays are not counted as part of the Annual Leave.
• Employee can request for half (½) entitlements of the annual leave after completion of the
probation period.
• Settlement shall be paid through regular payroll process.
• Calculation will be on calendar basis.
• If employee extends the approved annual leave period, extra days of absence will be
subject to deduction as per Labor law.
• Departure day will not be considered as annual leave. An Employee can travel anytime
during the day. (Once in a year)
• Annual Leave can be divided into two (2) periods. Only half (½) of the Annual Leave can
be accrued to the following year.
• Full entitlements for the second year should not exceed forty-five (45) days.
• Technical sta “warehouse, home delivery & production” can take the full entitlements for
two (2) consecutive years only.
• Leave incentive from previous year will either be taken in the current year or paid with final
Settlement.
• Annual airfare allowance will be paid based on the airline annual average cost.
It will be paid through regular payroll during the anniversary month of joining as per
employee
Entitlements.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 41
Sick Leave
An employee is entitled to sick leave after completion of three (3) months of service.
Beyond twelve (12) weeks of sick leave, if the employee unable to resume duties,
employment contract can be terminated.
This period will not be considered as interruption of Employment timing.
Two weeks = Full Pay
Four Weeks = Half Pay
MEDICAL CERTIFICATE
A medical certificate must justify sick leaves. Absence without medical certificate will be
deducted from the annual leave or considered unpaid leave if there is no leave incentive.
Sick leave certificate should be submitted to HR.
Medical certificate from outside Qatar will be considered in case of hospitalization but will
not be considered in case of sickness.
MARRIAGE LEAVE
An employee will be entitled to ten (10) paid calendar days after one (1) year of service.
Marriage certificate will be required.
Employee who is planning to get married will receive one (1) month basic ITCE as ITCE
advance after completing one (1) year of service. This ITCE advance will be deducted.
in full by the end of the same month.
UNPAID LEAVE
Employee will be entitled to seven (7) days if there is no leave incentive in his/her account.
Public Holidays
Eid Al Fitr 3 days
Eid Al Dha 4 days
National Sports Day 1 day
National Day 1 Day
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 42
Code of Ethics
Fair Dealing
Members of ITCE community are expected to conduct themselves ethically, honestly, and
with integrity in all dealings. This means principles of fairness, good faith, and respect
consistent with laws, regulations, and ITCE policies govern our conduct with others both
inside and outside the community. Each situation needs to be examined in accordance
with the Standards of Ethical Conduct. No unlawful practice or a practice at odds with
these standards can be justified on the basis of customary practice, expediency, or
achieving a “higher” purpose.
Individual Responsibility and Accountability
Members of ITCE community are expected to exercise responsibility appropriate to their
position and delegated authorities. They are responsible to each other, ITCE, and ITCE’s
stakeholders, both for their actions and their decisions not to act. Each individual is
expected to conduct the business of ITCE in accordance with the Core Values and the
Standards of Ethical Conduct, exercising sound judgment and serving the best interests of
the institution and the community.
Respect for Others
ITCE is committed to the principle of treating each community member with respect and
dignity. ITCE prohibits discrimination and harassment and provides equal opportunities for
all community members and applicants regardless of race, color, national origin, religion,
sex, gender identity, pregnancy, physical or mental disability, medical condition
(cancerrelated or genetic characteristics), ancestry, marital status, age, sexual orientation,
citizenship, or status as a covered veteran. Further, romantic or sexual relationships
between faculty responsible for academic supervision, evaluation, or instruction and their
students are prohibited. ITCE is committed to creating a safe and drug free workplace.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 43
Compliance with Applicable
Laws and Regulations
Members of ITCE community are expected to become familiar with the laws and regulations
concerning their areas of responsibility. Many, but not all, legal requirements are embodied
in ITCE policies. Failure to comply can have serious adverse consequences, both for
individuals and for ITCE, in terms of reputation, finances, and the health and safety of the
community. ITCE business is to be conducted in conformance with legal requirements,
including contractual commitments undertaken by individuals authorized to bind ITCE to
such commitments.
Compliance with Applicable Policies, Procedures, and
Other Forms of Guidance
ITCE policies and procedures are designed to inform our everyday responsibilities, to set
minimum standards, and to give ITCE community members notice of expectations.
Members of ITCE community are expected to transact all ITCE business in conformance
with policies and procedures and accordingly have an obligation to become familiar with
those that concern their areas of responsibility. Each member is expected to seek
clarification on a policy or other ITCE directive he or she finds to be unclear, outdated, or at
odds with ITCE objectives. It is not acceptable to ignore or disobey policies if one is not in
agreement with them or to avoid compliance by deliberately seeking loopholes.
In some cases, ITCE employees are also governed by ethical codes or standards of their
professions or disciplines. It is expected that those employees will comply with applicable
professional standards in addition to laws and regulations.
Conflicts of Interest or Commitment
Employee members of the ITCE community are expected to devote primary professional
allegiance to ITCE and to the mission of services. Outside employment must not interfere
with ITCE duties. Outside professional activities, personal financial interests, or acceptance
of benefits from third parties can create actual or perceived conflicts between ITCE’s
mission and an individual’s private interests. ITCE community members who have certain
professional or financial interests are expected to disclose them in compliance with
applicable conflict of interest/conflict of commitment policies. In all matters, community
members are expected to take appropriate steps, including consultation if issues are
unclear, to avoid both conflicts of interest and the appearance of such conflicts.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 44
Ethical Conduct &
Intellectual Honesty
All members of ITCE community engaged in research findings or writings are expected to
conduct their activities with integrity and intellectual honesty at all times. To protect the
rights of other individuals' intellectual property, ITCE prohibits copyright violations.
Members of ITCE community engaged in research and writing are not to: fabricate data or
results; change or knowingly omit data or results to misrepresent results in the written
record; or intentionally misappropriate the ideas, writings, research, or findings of others.
All those engaged in the above activities are expected to pursue the advancement of
knowledge while meeting the highest standards of honesty, accuracy, and objectivity. They
are also expected to demonstrate accountability in regard to all findings and published ITCE
materials.
Records: Confidentiality/Privacy and Access
ITCE is the custodian of many types of information, including that which is confidential,
proprietary, and private. Individuals who have access to such information are expected to
be familiar and to comply with applicable laws, ITCE policies, directives, and agreements
pertaining to access, use, protection, and disclosure of such information. Computer security
and privacy are also subject to law and ITCE policy.
Internal Controls
Internal controls are the processes employed to help ensure that ITCE’s business is carried
out in accordance with these professional standards, ITCE policies and procedures,
applicable laws and regulations, and sound business practices. They help to promote
ecient operations, accurate financial reporting, protection of assets, and responsible fiscal
management. All members of ITCE community are responsible for internal controls. Each
business unit or department head is specifically responsible for ensuring that internal
controls are established, documented properly, and maintained for activities within their
jurisdiction. Any individual entrusted with funds, including principal investors, is responsible
for ensuring that adequate internal controls exist over the use and accountability of such
funds.
.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 45
Use of ITCE Resources
ITCE resources may only be used for activities on behalf of ITCE. They may not be used for
private gain or personal purposes except in limited circumstances permitted by existing
policy where incidental personal use does not conflict with and is reasonable in relation to
ITCE duties (e.g. telephones). Members of ITCE community are expected to treat ITCE
property with care and to adhere to laws, policies, and procedures for the acquisition, use,
maintenance, record keeping, and disposal of ITCE property. For purposes of applying this
policy, “ITCE resources” is defined to include but not be limited to the following, whether
owned by or under the management of ITCE:
• Cash, and other assets, whether tangible or intangible; real or personal property;
• Receivables and other rights or claims against third parties;
• Intellectual property rights;
• Eorts of ITCE personnel and of any non ITCE entity billing ITCE for their eort;
• Facilities and the rights to use ITCE facilities;
• ITCE’s name;
• ITCE records, including student and faculty records;
• ITCE information technology infrastructure
Dress Code
Sta shall adhere to the same dress code. Sta should dress professionally at all times,
particularly while working with clients or business-related setting. This would include
refraining from wearing inappropriate apparel. Tank tops, tube tops, halter tops/dresses,
shorts, short skirts/dresses, low-cut tops, and/or revealing dress (exposed chest area,
mid-thigh and up dresses) are not appropriate attire to wear during regular business hours.
Tattoos should not be shown, if you have tattoos you should conceal them from sight.
As representatives of ITCE, it is imperative to present a professional image to our clients
from diverse backgrounds. Please consult the Administrative/HR Team with questions
about whether a particular clothing item may be considered inappropriate.
We will have casual Fridays where jeans (nice/no holes) will be allowed, again tank tops,
tube tops, halter tops, shorts, short skirts/dresses, low-cut tops, and/or revealing dress are
not appropriate attire, as well as exercise clothing and t-shirts.
Anyone in violation of the dress code will be given a written warning or possibly asked to
leave for the day without pay for that day.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 46
Financial Reporting
All ITCE accounting and financial records, tax reports, expense reports, time sheets, and
reports, and other documents including those submitted to government agencies must be
accurate, clear, and complete. All published financial reports will make full, fair, accurate,
timely, and understandable disclosures as required under generally accepted accounting
principles for government entities, bank covenant agreements, and other requirements.
Certain individuals with responsibility for the preparation of financial statements and
disclosures, or elements thereof, may be required to make attestations in support of this
standard.
Reporting Violations and Protection from Retaliation
Members of ITCE community are strongly encouraged to report all known or suspected
improper activities.
Performance Appraisals
Following the initial six-month performance assessment, the Chairman & the CEO, or
Company Manager shall conduct a performance appraisal annually. The primary objective
of the performance appraisal is to look back over the past year and summarize the ongoing
feedback and communication that has transpired between the employee and the
supervisor. Additionally, ITCE’s evaluation process is designed to:
• Provide a framework of goals and standards from which to measure performance.
• Develop action and training plans to correct performance problems and establish goals
for the next review period.
• Identify employees who should be promoted or given greater responsibility.
• Act as a springboard to raise individual career development issues.
• Serve as a tool to determine salary increases based on contributions to ITCE
The employee can expect the supervisor to review employee performance in a private
meeting. As part of the appraisal process, the employee will receive a copy of the written
performance appraisal and have the opportunity to submit written comments. After the
employee and supervisor have met and discussed the appraisal, both will sign the appraisal
to indicate that the review has occurred. A copy of the signed appraisal will be placed in the
employee’s permanent personnel file.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 47
Salary Increase
Salary increases for administrators are generally awarded annually. Increases are based
upon individual performance and are granted solely at ITCE's discretion.
Promotions and Transfers
Whenever possible, ITCE encourages its administrative sta to seek career advancement
opportunities through promotions within ITCE. If there is a new position for which an
employee wishes to be considered, the employee may apply. If the employee does not
receive the new position, he/she will not jeopardize his/her current position. If an employee
is chosen for transfer to a new position, the employee shall give the current supervisor at
least four week notice. Supervisors may negotiate a shorter or longer notice period. The
new department will assume responsibility for all vacation and personal days that have not
been used. Once a transfer becomes ocial, the employee will be subject to a six-month
probation period. Two to four weeks before the introductory period ends, the supervisor
shall prepare a written assessment of performance and recommend whether or not
employment in the new position should continue.
Professional Development Policy & Procedure
Purpose
Professional Development is the continuous process of acquiring new knowledge and skills
that relate to One’s profession, job responsibilities, or work environment. It plays a key role
in maintaining trained, Informed, and motivated employees, regardless of job classification.
The objectives of professional development are to help employees enhance their job skills,
obtain job-related knowledge and information, increase productivity and eciency, and/or
prepare for higher-level positions. In the case of faculty members, it also provides an
opportunity for classroom skill enhancement and increased knowledge in their specific
academic discipline.
I.T.C.E. | EMPLOYEE HANDBOOK | PAGE 48
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