Plan, organize and implement the best practices to meet the compliance requirements of The Auto Garments and provide expert services thereof to the Business Units to ensure that The Auto Garments is recognized as a compliant entity to all the existing and prospective buyers. …
Obtain and institute compliance standards and carryout regular assessment and gap analysis for individual buyers’ compliance requirements
Ensure implementation of the compliance by the Business Unit as per the compliance manuals.
Carry out regular compliance audit in the Business Unit and put up recommendations, follow-up for implementation and provide reports thereof.
Provide compliance training to the concern staff as and when needed.
Develop and maintain up-to-date knowledge and skills on compliance affairs in the buyers’ world.
Strive to achieve continuous improvement and adhere to the best practices of the world class apparels industries as regards to the compliance.
Prepare and update assessment of labour laws’ requirement from compliance point of view.
Help Business Unit HR Manager in implementing compliance related labour laws as practicable as possible.
Ensure and maintain a clean and tidy site.
Carry out any other jobs as assigned from time to time.
To ensure sustainable business in terms of HR & Compliance of the company, the major responsibilities are as follows:
Implement and monitor the company HR plan and policies in the factory and provide full HR services to the factory.
Ensure recruitment and selection program in the factory as per policy and procedure. Manpower Requisition, Personal file, ID card, Proximity card, awareness, service book,
Advise and guide the other managers of the factory on organizational, employee relations, communication as well as grievance handling issues.
Ensure congenial IR (industrial relations) environment in the factory and provide appropriate advices while dealing with workers’ representatives.
Ensure monthly compensation and benefits of the factory and undertake all related activities. Like wage & Salary, Overtime, bonus, earn leave, yearly atten. Bonus, AND it’s payment
Take on proper leave management system in the factory.
Maintain Organogram as per company policy.
Carry out performance management of employee. Increment, promotion,
Maintain proper disciplinary action in the factory.
Ensure full & final settlement of employees as well as maternity benefit.
Arrange various types of training & meeting.
Attend meeting and established the meeting issues as per decision.
Implement various type of work as per notice instruction.
Ensure proper application of company policy, procedure, code of conduct and rules and regulation.
Leave graph, Absent graph
Follow up for workers uniform, scarp/cap, drinking water, medical test of relevant Employee, housekeeping, sharp tools control,
Internal auditDifferent development works have been implemented in the factory considering compliance.
Implement and monitor factory’s security and other policies as appropriate and develop those further.
Maintain close liaison with all the relevant Govt. offices, Employers’ Association and other National Trade Bodies.
Carry out any other jobs as assigned from time to time.
Ensure canteen administration
Ensure workers transport facility
Implementation of local law.
Develop new valuable customer to ensure sustainable business growth.
Conduct audit according to buyer’s code of conduct & local law. (Ethical Standard/ Social Compliance Audit, GSV/C-TPAT Audit, Technical Audit, Environmental Audit & Safety audit)
Prepare CAP, adaptation, follow up & submit to buyer.
Monitor to ensure all update business licenses of the company.
Provide training to workers and staffs on compliance issues
Ensure/ Conduct PC meeting / Health & Safety meeting/GDC meeting
Maintain health & safety related work in the factory
Comply buyer’s code of conduct (COC).
Communication with buyers and other internal and external stakeholders.
Handled development project of buyers for compliance sustainability.
Coordination with significant department to ensure compliance.
Coordinate and organize the monthly compliance meeting.
Conduct monthly internal compliance audit and take corrective measures on audit findings considering sustainable development.
Perform audit at sub-contract factories.
Carry out buyer’s business and technical compliance visit in the factory.
Ensure proper health & safety provision in the factory.
Monitor welfare activities of employees.
Monitor to ensure discrimination, harassment & abuse free work place.
Conduct and monitor the compliance related training.
Carry out the risk assessment and obtain corrective measures.
To promotes healthy labor management practice and safe environment.
Required key skills (functional/technical)
An in-depth knowledge on standard compliance.
Knowledge on compliance audit and welfare activities.
Knowledge on occupational health and safety issues.
Knowledge on labor law.
Required qualifications/experience
Tertiary, Degree in related field
4-5 years experience in relevant field.
Goal orientation, Communication & collaboration, Critical thinking & Problem solving, Leading people, Positive & proactive, Planning & organizing and Information sharing & Transparency, Detail oriented and goal seeker personality.
Contractor must have a system to ensure compliance with legally mandated hours of work; must ensure that overtime is used only when each employee is compensated according to local laws; and must ensure that each employee is informed at the time of hiring if mandatory overtime is a condition of employment. Where local limits for regular and overtime work per week are less than 60 hours, the contractor must follow those limits. Where such limits are greater than 60 hours, every hour worked above 60 hours must be voluntary as evidenced by the employee’s signature not less than once each week indicating a desire to work the additional hours.
Requirements
Regular Work Hours
Contractor must comply with local regulations for regular work hours. Contractor must provide a mechanical or electronic time-keeping system for employees to record their work hours and must retain those records for a minimum of twelve months.
Overtime
If overtime is mandatory, each employee must be informed of this policy at the time of hiring. Total work hours including overtime must not be required in excess of the local labor laws or 60 hours per week on a regularly scheduled basis, whichever is lower.
If local labor laws allow the contractor to apply for special permission for employees to work additional hours beyond those regularly permitted, the contractor must obtain the permit and post it in the workplace.
Auto limit for hours of work is no more than 60 hours per week on a regularly scheduled basis, which means no more than 25% of any 12-week period, and due to extraordinary circumstances*.
Under extraordinary circumstances*, when hours of work exceed 60 per week, the contractor must obtain each employee’s signature on a weekly basis, stating that he or she understands the difference between mandatory and voluntary overtime and that he or she voluntarily chooses to work more than 60 hours in that particular week.
Extraordinary circumstances are defined as situations that are outside the control of the contractor (i.e., power is shut off by city, contractor has a flood or some other disaster, etc.) and do not include situations where the contractor must work to complete orders that exceeded their 60 hour/week capacity or capacity which meets lower overtime limits as mandated by local law.
Days Off
Every employee should receive at least one day off in seven on a regularly scheduled basis, which is defined as at least 75% of the weeks in any 12-week period. Whenever possible the day off should be scheduled on the same day of the week so that the employee can plan for that day of rest. If the day of rest is changed with less than one day’s (24 hours) prior notice that day should be paid as a regular rest day, if in accordance with local labor law. Under extraordinary circumstances, when the regular day off is worked, contractors must obtain each employee’s signature stating that he or she understands the difference between mandatory and voluntary overtime and that he or she voluntarily chooses to work this time.
Exemptions
Where exemptions to the local overtime regulations are needed and where it is legal to do so, a contractor may apply for such allowances with prior written approval from the Nike Compliance Manager. Once Nike approval is granted, contractor must complete the following steps:
Receive written, official approval from local labor authority
Have a system in place to ensure additional overtime work is voluntary
Obtain each employee’s signature, on a weekly basis, stating that he or she understands the difference between mandatory and voluntary overtime
Maintain a copy of Auto written approval on file
Overtime Wages
All overtime must be paid in accordance with local labor laws. (See Nike Standard on Wage.)
Document Retention
All time keeping records, time cards and other accounting documents must be retained on the contractor premises for a minimum of twelve months.
To ensure standard/suitable & comfortable hotel accommodation with a convenient budget for Auto Hotel Overseas Management or Honorable guests who are coming to Bangladesh for official purpose.
SCOPE
All overseas operations management/expatriates/guests who are working under Auto Hotel are entitled to enjoy the hotel accommodation facilities arranged by company.
POLICY
All overseas management/consultant/guests are entitled to get hotel accommodation facilities. Currently we are arranging accommodation service in Platinum Hotel.
Hotel accommodation cost should be borne by the company.
Laundry cost should be borne by the company.
Dinner, Breakfast & other refreshment cost should be borne by the visiting guest. Lunch should be arranged in factories/office in work days but in holidays lunch should be arranged by visiting guests.
We have housing facility for our expatriates where we have reserved some rooms with nice condition for our overseas guests. For long stay or if any guest wants to stay in our housing we will arrange to prepare dinner and breakfast for the guest in work days and Lunch will be arranged in Factories. In Holidays breakfast, lunch and dinner will be arranged in Expats Housing.
All visiting guests are entitled for single room accommodation.
Visiting guests shall inform to respective department or central admin by mail regarding the visiting schedule to Bangladesh. Hotel booking request should be send by mail at least one week before but it is not restricted for an emergency.
Visiting guests shall send the flight schedule (preferably e-ticket copy) by mail to reserve the hotel with a precise time/date and arrangement of airport pick up & drop facilities.
As per request the central admin should arrange to reserve the room and notify the guest accordingly.
Hotel room should be standard, comfortable, clean & tidy and air-conditioned.
Central admin shall arrange airport pick up & drop facilities by company’s pool vehicles, if pool vehicles are not available then arrange from the hotel/rental vehicles. Central Admin will inform the details of driver and car by mail along with accommodation confirmation.
For any amendment or cancellation of booking the information must be provided by the guest to central admin 48 hours prior to check-in date (if required).
A security audit was carried out at Auto Washing Ltd on 15 August 2009
Personal Security.
Physical Security.
Information Access Control.
Storage and Distribution.
Contractor Control.
Drug Interdiction.
The audit team consisted of the following persons of Corporate Head Office.
The audit started at 1015 hrs and concluded at 1700 hrs. The following are the observations:
Personal Security
Some lefty workers ID copy not displayed in the main gate.
Security Awareness among the workers needs to be geared up.
Background checks of old workers are not up dated frequently.
9 New Workers were found not issued with IDs.
Employment history checks are not conducted correctly.
Background checks are not completed for some new workers.
The plant has some isolated security related policies but missing a comprehensive Security Policy contained in a single book.
Missing ID card cases not investigated properly.
Physical Security
The tree situated between the perimeter wall and the factory building should be covered with barbed wire.
Chassis number of incoming cargo Covered Van not recorded in the Vehicle In/Out Register.
Some lights were found fuse near the perimeter wall.
There are no distribution records of keys.
Phone number of nearest Police Station not displayed with other important number in the gate.
Parking lot is not properly monitored.
Back ground checks on all applicants are not documented.
CCTV monitor recording is of 32 days only.
Auto intrusion detection system not yet installed in the factory.
Guards on patrol duty are not provided with torch lights at night.
Training and awareness on Cargo Integrity, recognition and detection of dangerous substances, internal conspiracies etc are to incorporated in the training classes.
Restriction on employees’ access must be restricted to own relevant areas.
Some portion of perimeter wall needs more lights to illuminate during hours of darkness.
Parking Lot for visitors and employees not separated.
Internal patrolling of guards is not documented in Guards Patrol Register.
Information Access Control
Computer back up system is not stored properly.
Incidents of unauthorized IT system access are not investigated.
Invalid password attempt to access file is not reviewed periodically.
Information access related security and procedures are not documented and verifiable.
The facility should implement intrusion warning system into its network system.
Factory must possess a policy for disciplining IT system violators.
Storage and Distribution
Cargo units are labeled but not weighed before loading.
Storage and distribution security procedures need improvements.
Restriction of movement of uninvolved persons in the loading dock.
There is no security control system in place to prevent introduction of foreign materials at the point of loading.
The sentry on duty at the store area needs to be trained further on counter intruder procedure.
Partially loaded cargo vans are not sealed.
Contractor Control
Security related aspects are not incorporated in the agreement.
Contractors records which are not documented in a separate register.
While selecting contractor the facility does not consider contractor’s security control.
Analysis:- Our analysis says that 27.51 % out of 538 persons were suffering from Cold & Headache that caused for seasonal Hot & cold weather. But this is not final figure the final figure is out of 1568 (Approx) workers 148 persons were suffering from Cold & Headache which is 09.44 % of the total man power.
Corrective Action: Our Paramedic and counselor counseled the worker to take care of their health and be aware of seasonal cold weather.
Paramedic Doctor Admin & Compliance Asst. General Manager
Working Hours Recording System: A functioning working hours recording system that can capture workers’ clock in and clock out time reflecting the actual working hours. No matter which recording system factories use (e.g. punch card, swipe card, manual recording and fingerprints detection system), it shall be able to differentiate amongst normal working hours, overtime hours on weekdays, weekends and holidays. An assigned responsible personnel to check the working hours records on a daily basis to spot inconsistency and errors.
Wages Communication System: Provide workers with a clear pay slip indicating how workers’ wages are calculated. This includes but is not limited to: number of normal working hours, overtime hours worked on weekdays, week ffs and public holidays, any type of deduction and benefit payment. Ensure that all legally required payroll documents, journals, and reports are available, complete, accurate, and up to date. At the time of recruitment, workers are provided in writing an introduction and explanation of the compensation system, including rate for normal and overtime hours, deductions and benefit policy.
Production Management System: A production tracking system in place to track number of units per worker or per group/line.
TOOL KIT: Production Tracking Sheet Working Hours Analysis Tool Wages and Working Hours Analysis Tool.
