by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Compliance Manager Job Responsibilities
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.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Hotel Policy
PURPOSE
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).
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Audit Report of a Washing Factory
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.
- Contractors back ground checks are not made.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance, RMG Document
Assessment of Security
An assessment o security was carried out on 16 April 2009 to review the security of Auto apparels ltd. the security inspection and audit was based on the board spectrums-Pat requirements which include all aspects of Physical Security, Personal Security, Information Access Control, Storage Formalities, Contractor Control, And Export logistics.
Aim:- The aim of this audit was to find out weaknesses prevailing in the security aspects of the factory and thereby adopt remedial measures so to correct the existing gaps, overcome the prevailing difficulties and thereby ensure a fool proof security arrangement in the factory.
Concept: The assessment covered the following facets:
- Personal Security.
- Physical Security.
- Information Access Control.
- Record and Documents.
- Storage Security.
- Shipment Information controls.
- Contractor Control.
Personal Security:
- New workers orientation has to be more effective especially on Product Integrity, IT Security, and Factory Security Sensitive Area etc.
- Update back ground checks of some employees were missed out.
- Some reinvestigation of for some workers in the Finishing Section is missed out.
- Copy of National ID is not obtained from many workers till now.
- Threat Awareness Program is to be presented in a more effective manner so that all workers are aware of it. Just attending a lecture on the same won’t be understood or retained by the workers.
- All workers must be made aware of the system the company is following to address any given situation or crisis and also how to report it, like if they find out a lock is broken or window is broken etc, then how whom to report.
Physical Security:
- CCTV is not having uninterrupted recording, due to power problem.
- Some signature were found missing in the KEY Control Register.
- Up to date names of Key persons who has privilege access to security sensitive zones, not posted outside the Finishing Section.
- Handing / Taking certificate over of keys not maintained when any key holder gets changed.
- Some signature were found missing in Patrol duty register.
- An up to date list of names and address of all contractors, repairman etc was found missing.
- Awareness of workers to prevent tampering of goods during production has to be geared up.
Information Access Control:
- Security longs for failed password attempt registers is empty without any entries. If no attempts were made then ‘Nil’ has to be recorded.
- Unannounced surprise checks on the whole system has to be increased.
- Password Changed Register must contain an inspection sheet.
Storages and Distribution:
- Store personals must be given adequate knowledge on the verification procedure non manifested cargo from being loaded.
- The concerned persons must be given proper training on departing cargo verification against purchase and delivery order.
- Some signatures found missing in the seal control register.
- Periodic unannounced related to storage and distributions are being performed properly.
Employee/ Visitor Packing:
- Parking lot must keep under observation.
- Identification logs must be used for all types of vehicles parked.
- Undercarriage of all vehicles must be checked by button viewers.
Loading/Unloading Shipment:
- The second sweater accompanying the Cargo Container up to port has put his signature in the concerned register.
- MAERSK logistics be asked to enter seal number in the Bill of Lading.
- The second sweater accompanying the cargo up to port should report long traffic jams.
Contractor Control:
- All contract workers must attend orientation training like own workers.
- Contract must be summoned time to time for brief and up date of security.
- All contractors must undergo proper background checks.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Approval for the Environment Impact Management
Date :
To
The Director General
Department of Environment
Poribesh Bhaban
E-16,Agargoan, Shere Bangla Nagar
Dhaka -1207 , Bangladesh
Sub: Approval for the Environment Impact Management
Dear Sir,
With due Respect we would like to draw your kind attention that Auto Fashions Ltd is 100% export oriented factory . AUTO promises its availability for the conservation of environment by declaring its theme of environmental vision and mission as “No Harm to Environment”. Our management, executives and the workers willingly move toward and work together for the achievement of better natural environment for the surroundings, employees and the community people. AUTO FASHIONS LTD. believes that SUCCESS is the other name of START. This belief haunts us, as well as takes us towards new horizons of improvement. We always want to ensure the continual improvement of the surrounding environment as well as the necessary prevention of environmental pollution. We, as the better practice from environmental point of view rely on maximum reuse and recycle process.
At present we are working with renowned Buyers as like as Wal-Mart ,Canadian Tire Cool Cat ,QVC etc etc. As per maintain of compliance standard we need to approval EIR (ENVIRONMENT IMPACT ASSESSMENT) from DOE .
We trust, you would give approval our requirement and complete in all respect .
Thanking you
COLLECTION GUIDELINE:
How: It is up to facilities to decide which the best calculation method to use is linked to what is possible within their operations and a balance between accuracy and cost/time of collection. No matter which calculation is used, the facility should be consistent in calculating and reporting this data point each month. Below are guidelines in order of preference and accuracy:
1. If your facility measures efficiency (%) per worker, this shall be the average efficiency of all new workers.
2. If workers are paid based on a piece rate system, new hire productivity rate can be calculated using the average hourly earnings of new hires and divide it by the average hourly earnings of experienced workers.
3. The factory can time track new workers and experienced workers in an isolated production line, as a representation for the total facility. The time tracking exercise can be done as frequent as the facility manages, but no less than once every 6th month.
4. The factory can use historical data on the number of pieces produced per day/hour for each position and compare it with the output of new hires.
5. It can be based on the results of on-boarding skills test/assessment.
% Unit: Percentage
Responsible staff:
• Production manager collects data on number of units produced and the human resource personnel is responsible for the working hours and worker profile data collection.
Data Source:
Production Tracking Sheet
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Letter of Appointment
Dear Mr. SSSS
With reference to your application and the subsequent interview with us, the management has considered employing you in the position of “Sr. Officer, HR & Compliance” and your date of joining will be on / before 23rd June 2018 under the following terms and conditions.
- Your consolidated salary will be Tk. ———– (Taka ————-) only per month.
- Your joining will be in HR & Compliance Department and report to the Manager, HR & Compliance at Auto Garments Ltd located at
- Your probation period will be for a period of 06 (six) months from the date of your Joining. Upon satisfactory completion of the probation period you will be confirmed in permanent employment.
- Unsatisfactory progress during the probation period may result in extension of the probation period at the discretion of the Company. During the period of probation, your service may be terminated by either party without giving any notice.
- The appointment may be terminated by either party by giving one month notice or pay in lieu thereof after confirmation.
- The company may from time to time change your job or assign you with different responsibilities and it will be your obligation to accept such change or assignment without any objection
- You will have to work according to the instructions of your superiors and shall perform your duties as per working job description / directions to be given to you from time to time.
- You will observe normal hours of work applicable to the office. You may need to spend additional hours as may be necessary for the efficient discharge of your work.
- You will not engage yourself directly or indirectly in any business other than that of this Company and you should regard the affairs of the Company strictly.
- It is an expressed condition of this contract that you will not pass on, disclose to or discuss with any unauthorized person either during your employment with the Company or after cessation of employment any information, incident or document concerning the Company’s business, agreements, finances, planning, manuals etc. or staff salaries. Failure to observe this condition will be construed as breach of trust and can warrant your dismissal and or make you liable to such action as deemed appropriate under law.
- You will not do anything subversive of discipline or detrimental to the interest of the Company.
- Your posting may be changed to any other unit of the Group in the best interest of the management.
- All other terms of employment not covered herein shall be in accordance with the rules and regulations of the company in force from time to time.
- Other benefits, facilities and welfare, obligations and regulations will be as per Policies the Company
- All taxes, if any, on your income will be paid/maintained with your own responsibility
- All regulation, policies, procedures in your letter of appointment those currently in force and they may be changes at company’s discretion. You will be however notified of these changes as and when they take place.
If the offer is acceptable to you on the above terms and conditions please affix your signature in attestation thereof in the duplicate copy of this letter.
Yours faithfully,
I, ______________________________, the undersigned confirm that I accept the employment with Auto Garments Ltd. on the terms and conditions as specified in the this appointment letter.
Signature : ………………………
