by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
Pre-Evaluation Questionnaire
Name: Designation: Date: ———–
Education: DOJ: Time: One hour.
- Answer the following questions to the best of your ability:
- Write about yourself.
- Describe admin officer activities?
- What are the HR officer activities?
- Describe Compliance officer activities?
- What are the welfare officer responsibilities?
- What type’s document have to keep in personal file?
- What is the full meaning of WRAP, BSCI, CT-PAT, EHS, COC, FLA, SEDEX, COLA
- How many principal of WRAP? Write down the WRAP principal?
- Describe the flowing policy? Discrimination & Non Harassment.
- Describe Maternity benefit & calculation?
- Describe earn leave benefit & calculation?
- Describe Punishment procedure?
- What are the misconducts?
- Write down Dismissal benefit &Termination benefit?
- What is the Complain procedure?
- How many kinds of leave? Write down?
- What are your career goals in the next 5 years?
Compliance Issue
Thank you for taking time in reading this manual titled This manual is written to assist you and your organization to better understand Garment Buyers commitment towards our customers standards and how we will be able to achieve these standards.
Garment Buyers factory evaluation is divided into the following evaluation categories and your factory may be subjected to all or a minimum of two mandatory evaluation categories, depending on the type/s of business you conduct with Buyer and its customers.
Social Compliance Evaluation (Mandatory)
Technical Compliance Evaluation (Mandatory)
Legal Trans-shipment (C/O) Compliance Evaluation
C-TPAT Compliance Evaluation
The following information will provide you with a better understanding of what we expect of our vendors and factories with regards to the above categories of evaluation. It will also outline for you what you must prepare for a Buyer evaluation.
Prior to Garment Buyers evaluation, it is compulsory for a set of Pre-Factory Evaluation Documents (Section 2) to be submitted. Please read and fully understand the requirement to avoid the delays for Physical Evaluation. Please also take time in reading the Self Assessment Form (Section 3) for better understanding what we are looking for
If you have any questions after reading this manual, you are welcome to contact the Factory Compliance Board (FCB) for further clarification.
Continuous Improvement (CI)
When a Continuous Improvement (CI) rating is given to either a new or existing factory, Buyer will allow the factory to make corrections and comply within a certain time frame (up to 24 weeks) set by Factory Compliance Board. In the event the factory still does not comply upon the expiry of the agreed time frame, Factory Compliance Board may upgrade the rating to Immediate Action (IA) and require the factory to make corrections within a tighter time frame. Exemptions for a further extension beyond the set time frame may be granted by Factory Compliance Board upon request by vendor/factory to a case by case basis. Some examples of areas requiring Continuous Improvements (CI) are: –
Factory to further improve on conditions at work place
Factory to further improve on educating workers on health & safety
Factory to further improve on educating supervisors on treatment of workers
Factory to further improve on conditions at dormitories
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Job Responsibility of HR Officer
To maintain/supervise following activities:
To arrange different meeting, seminars and workshop related HR & Admin functions.
To leading, coordinating and supporting all activities of social compliance Audit, Technical Audit & C-TPAT Audit
To establish audit instruments, specific standards and guidelines to support the Code of buyer Conduct and to ensure the corrective action plans are being implemented.
Responsible for wide range of HR issues, such as recruitment, training & development, job review, performance appraisal, employee relations, and disciplinary issues in accordance with relevant policies, procedures and legislative requirements
To ensure standard administrative and HR related support for better working environment throughout the organization
To handle employees’ grievances, disciplinary procedures and employee’s relation issues
To ensure overall Facilities Services and Security of Personnel and Physical Assets
Overall responsible for monitoring daily attendance & movement system
Preparing & developing the factories for buyers visit or third parties, communicating with factories, audit companies, buyers and other agencies
To maintaining communication with all government/compliance related organization
To responsible for ensuring healthy workplace maintaining efficient operation of safety, hygiene and environment.
To update all of the company policies, documents as the requirements of buyer and according to local law.
To assist. Recruitment & selection procedure.
To assist. Proper implementation of policies, rules and regulation of the company.
To prepare Compensation and benefits.
To conduct so many training session as per yearly training calendar such as Induction, Firefighter & Rescuer ,First Aider, Health & Safety, P.P.E & M.S.D.S etc.
To follow up Health & Safety & Housekeeping issue as per compliance.
To monitor and follow up grievance handling procedure.
To concern buyer code of conduct such as SEDEX, BSCI, CT-PAT, WRAP, etc.
To conduct all kind of audit & visit.
To prepare & follow up internal monthly & quarterly social audit plan.
To follow up CAP as per buyers requirements.
To coordinate and arrange all kinds of Admin, Compliance & Welfare related meeting.
To keep corrective action plans up-to-date and monitor buyer and factory performance.
To look after factory overall administration & security functions.
To filled-up all Buyer compliance, quality & security related form.
Maintain employee’s personal files and personal data.
Develop and update employee’s job descriptions.
Assisting in recruitment and selection process.
Maintains and updates employees leave related data in HR Software
Maintains and updates all kinds of leave reports
rganize Interviews and interview sessions of the job applicants, evaluate applicants skills and assess suitability.
Prepare various types of HR related letters (Appointment, Confirmation, Warning, Show-cause, Transfer, Annual Increment, etc.)
onitoring the organizations compensation and salary structure and benefits.
ook after the overall Human Resources & administrative functions to implement the HR & Admin strategies in the region.
Development of a good and reliable industrial relation and assist to settle different grievances under Bangladesh labor Act 2006.
Assist in maintaining overall floor compliance, housekeeping, health & safety and welfare issues.
o assist audit procedure.
Engage with employees on a regular basis to understand the motivation levels of people in the organization.
onthly salary distributes.
To assist Training & Development.
Any others jobs assign by the management as and when required.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Joining Report – Format 1
To,
The Asst. Manager (HR, & Compliance)
Ltd.
……………… Dhaka.
[
Subject: Joining Report.
Dear Sir,
With due respect and humble submission, I am glad to inform you that with reference to your appointment letter no. 7655 dated 26th April, 2016 I hereby declare that the terms and conditions mentioned therein are accepted to me and I would like to join your company for duty as a General Manager (GM), Marketing & Sourcing In the department of Merchandising at Factory Office from dated 2nd May, 2018.
Therefore, I am submitting my joining report for your kind consideration.
Yours Faithfully,
F
Subject: Employment Offer Letter. – Format 2
Dear Mr. …………..,
With reference to your interview date on 26th April, 2018, the management is pleased to offer you an employment in the company as a General Manager, Marketing & Sourcing on the following terms and conditions.
- Probationary Period 6 (Six) months on successful completion at probation period. After that you will be appointed to a permanent position.
- Salary & Allowance as per Management negotiate on your interview.
- Other terms & Conditions will be applicable as per prevailing laws of the country as well as rules & regulations of the company.
- On the joining date, please bring original documents such as education certificate, experience certificate and any other relevant documents.
- Your joining will be 2nd May, 2018.
If you accept the offer of appointment on the terms and conditions stipulated above you should report yourself for duty on 2nd May, 2018.
Yours Truly
On behalf of the company
I am confident of my communication skill and believe that I am quick learner and have ability to take challenge and work under pressure. Able to lead a team. I am confident about your job requirement. I can control over migration, unique process to keep worker in control, develop worker and owner’s relationship, confirming decent workplace and making efficient audit.
Application for a suitable position of Electrical & Electronics sector in your Organization – Format 3
Dear Sir / Madam,
With due respect, I would like to express my interest to work with your one of the largest reputed Company in Bangladesh. I am a graduate of Presidency University, Department of Electrical & Electronics Engineering. My academic background and some previous experiences in this field of Executive- IT track makes apposite for the position. I am ready to accept challenges and work under stress.
I would really appreciate if you kindly give me an opportunity to work in your organization.
Yours Sincerely
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
What is Maternity Benefit Policy
Principle :
The management of Auto Garments Apparel Ltd. is committed to provide maternity benefit as per law and help maintain good physical and mental health of Mother & child.
Purpose:
To ensure compliance related to the maternity benefit rules and regulations as per law of Bangladesh.
Scope:
This policy is applicable for all the female employees who are employed by Auto Garments Apparel Ltd.
Provided that a female employee shall be entitled for such maternity benefit if she has worked with the company for at least 6 months up to the immediate preceding day of her delivery.
Provided that the benefit entitlement is only for the employee’s first and second child birth.
Payment Criteria:
Employee is entitled for 112 calendar days of Maternity Leave (ML).
Maternity Benefit is payable at the rate of monthly average wages which is calculated by dividing the total wages earned by the employee during the 3 months immediately preceding the date on which she gives notice by the number of actual working days during this period.
Payment must be given within 3 working days of receiving application or formal notification.
In case of those who will go to maternity on first week of any given month, HR will provide the pay slips of previous month with HRA concern signature.HRA/Compliance will send a requisition of estimated figure & HC of the persons going to Maternity Leave to Finance and Finance will deposit estimated amount to HRA/Compliance.
Any other matters relating to Maternity Benefit will follow the Bangladesh Labor law.
Documents to support payment:
Employee shall duly submit the application with supporting documents stated in Annexure 1 (Maternity Checklist) to HRA or Compliance Department (as appointed by the management).
Payment procedure:
Pre-maternity Benefit: 8 weeks Pre-Maternity Benefit shall be paid within 3 working days after providing the certificate of expected delivery date from a registered doctor along with the application supported by related documents.
Post-maternity Payment: Post-Maternity Benefit (Balance payment) shall be paid 3 working days after providing the proof of child birth i.e. Child birth certificate and related documents.
Responsibility:
Central HR is responsible for implementation
Factory HR is responsible for execution and compliance in the factory
Factory HR is responsible for Custody of documents relating to Maternity Benefit
Communication:
Any matters arising related to this policy to be communicated with Central HR.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Sewing & Production
Preservation Process for Delivery Products
PURPOSE:
To ensure preservation of products during internal processing and delivery to the customer destination. Full details of the audit methodology and the way in which the findings are reported are available publicly The audit will involve an assessment of your production site including any accommodation provided against the following standards:
- The national and local laws in your country of operation,
- Ethical Trading Initiative (ETI) Base Code, covering the nine topics of labour standards and Health & Safety (see– ‘Scope of a GARMENTSPEDIA Audit’).
SCOPE:
It will be necessary to interview a cross section of workers, approx. 5- 10% of the workforce. These interviews may be in groups or one to one. Management must not be present at these, to safeguard the confidentiality of individuals, and where interpreters are necessary there must be no links between the site and the interpreter to ensure total impartiality (see document 5E – ‘Principles of Worker Interview Information for Sites’). Applies to products made by Auto Garments Ltd.
RESPONSIBILITY:
- Production Managers are responsible for proper identification, handling, packaging and storage of products.
- Commercial is responsible for preservation of products up to its destination.
- Quality Control is responsible for assessing storage condition.
PROCEDURE:
Document Review (see document 5C attached for more detail) Part of the audit will include a detailed review of documents, such as time cards, payroll, wage slips, and personnel records (see document 5C – ‘List of Required Documents’). Ensure conformity of products during processing and up to destination during delivery.
Implementation
Identification:
Products will be identified by main label, price sticker, size label, main hang tag etc. as per instruction by the buyer.
Handling:
Adequate precautions will be taken to prevent damage of products and shippers during processing and loading into containers.
Packaging:
Corrugated cartons will be used for shipping of products.
Quantity and size assortment in the shipper carton will be done as per instruction of buyer mentioned in Purchase Order.
Storage and Protection:
Shipper cartons with products will be stored in Carton Transit area.
Delivery:
Products will be delivered to customer via containers to ensure prevention of damage during transportation.
Review/Check
A GARMENTSPEDIA audit carried out to the above topics is known as a 2-Pillar audit.
In addition there are 2 optional extra modules to GARMENTSPEDIA included by some Auto members as relevant for their supply chains. These are:-
- Environment
- Business Practices
If included these result in a 4-Pillar GARMENTSPEDIA audit – please check with your customers as appropriate to establish whether the required audit is a 2-Pillar or 4-Pillar.
If an issue is raised, and the local law differs from the ETI base code, the auditor will use the standard which gives greater protection to the worker. Therefore an issue may be raised against e.g. the ETI base code even if the local law permits the practice. * see 5 J. ‘Non-Compliance Process and Auto ’ for more details.
To ensure protection during storage at Auto garment Quality Control shall assess storage area condition once a month.
