After COVID-19 outbreak, the African Union in collaboration with UNDP and AfriLabs worked together to implement the first African business simulation that seeks to help Micro/Small/Medium Enterprises MSMEs to overcome the current COVID-19 challenges and the lockdown. More than 400 participants and 10 different partners have been involved in building and participating in the simulation in 2020 from 5 different countries: Cameroon, Egypt, Sudan Senegal, and Zimbabwe.
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Table of Contents
1. Introduction
4 4 5 6 7 7 10 11
1.1 Mission Statement 1.2 Organisational Structure 1.3 Introduction to the Manual
2. Employment
2.1. Employee Classification 2.2 Employment Status 2.3 Recruitment and Selection 2.4 Probation Period 2.5 Orientation and Induction 2.6 Employee Records and Documentation 2.7 Employment Contracts 2.8 Employee Identification 3. Code of Conduct and Ethics 3.1 Code of Conduct 3.5 Timesheet and Time Keeping 3.6 Staff duties and Expectations 3.7 Dress Code 4. Compensation and Benefit 4.1 Salary Benefits 4.2 Allowance, Bonus and Incentives 4.3 Salary Advance 4.4 Staff Loan 4.5 Life Insurance/Group Accident 4.6 Health Benefits 5. Performance Management 5.1 Performance Management 3.2 Conflict of Interests 3.3 Sexual Harassment 3.4 Work Schedule
15 16 17 18 19 20 21
22 24 25 27 28 29 31 31
35 36 36 38 40 42 42
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5.2 Job/Target Planning 5.3 Learning Agenda
42 43 43 44 45 45 48 48 49 50 52 52 53 53 54 54 56 56 57 59 60 50 50 51
5.4 Collaboration Session 5.5 Review and Assessment. 6. Staff Development 6.1 Staff Development 7. Internship Program 7.1 Internship Program 7.2 Benefits 8. Leave Management 8.1 Leave Management 8.2 Annual Leave 8.3 Sick Leave
8.4 Maternity Leave 8.5 Paternity Leave 8.6 Compassionate Leave 8.7 Leave of Absence 9. Flexi-time Policy 9.1 Flexi-time Policy 10. Dispute resolution and Conflict 10.1 Dispute resolution and Conflict 10.2 Corrective Action 10.3 Dismissal 11. Employment Cessation 11.1 Employment Cessation 11.2 Resignation 11.3 Retirement 11.4 Termination of Employment 11.5 Reduction in force or other program requirements 12. Appendix
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61 61 63
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1.1 Mission Statement
Vision
A thriving innovation economy in Africa, driven by the power of our community.
Mission
To support innovation hubs and their communities to raise high-potential entrepreneurs that will stimulate economic growth and social development in Africa. We achieve this through capacity building, financing, networking, policy advocacy, and providing insightful, reliable data.
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1.2 Organisational Structure
AfriLabs is the largest pan-African network of over 500 technology and innovation hubs across 53 African Countries. AfriLabs was founded in 2011 to build a community around rapidly emerging tech hubs – innovation spaces that serve as meeting points and communities for developers, entrepreneurs, and investors. AfriLabs is governed by a Board that is representative of member hubs. The Board provides overall strategic leadership in the governance of the Organisation. Though seated in different countries across the continent, they meet regularly to define goals, review objectives, and take decisions regarding organization’s continuity and leadership amongst other things. The AfriLabs secretariat is led by an Executive Director, who is supported by the Senior Management Team responsible for overseeing and coordinating the organization’s daily operations both internally and across Africa. The Organisation has admitted over 500 technology and innovation hubs across Africa into its network. AfriLabs works with an increasing number of member hubs to support entrepreneurs and build a thriving tech ecosystem across the continent.
AfriLabs Secretariat is located at No. 18, Khartoum Street,
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1.3 Introduction to the Manual
AfriLabs is committed to ensuring that all employees have an accurate and thorough understanding of the policies, procedures, and benefits that affect them while they are employed. The purpose of this manual is to provide a guide to the responsibilities of the different parties in the constitution of this Organisation (i.e the employer and the employees). This manual in itself will be used in conjunction with the extant Labor Laws of each country’s hubs, codified Job Descriptions and other documents agreed to by both parties to the AfriLabs employment agreement. A copy of this manual will be available for employee reference at all times and shared as an online version with all employees for familiarisation and acknowledgments. All employees are encouraged to review this manual and discuss the questions they have with their supervisor or to request clarification directly from either the People Management Department or the of the secretariat. This policy is effective and subsequent reviews/adjustments to existing principles of this policy shall be approved by the Board through the Executive Director and the effective date will be communicated in due course. This policy manual does not constitute an expressed or implied contract, but rather an informative document.
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2.1 Employee Classification For the purpose of administering this policy, AfriLabs categorises jobs based on the following designations;
Executive Director (ED)
Chief Operating Officer (COO)
Director
Principal Manager
Senior Manager II
Senior Manager I
Manager II
Manager I
Senior Officer II
Senior Officer I
Officer II
Officer I
Associate II
Associate I
Interns/Volunteers
Auxiliary employee & Driver
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Below is a benchmark for engagement.
Job Category
Minimum Benchmark Experience 10 years experience in related field 5 years must be in a similar leadership role 10 years experience in related field. 4 years must be in a similar managerial role 8 years experience in related field 4 years must be in similar managerial role 7 years experience in related field. 4 years must be in a similar managerial role. 6 years experience in related field 3 years must be in a similar managerial role. 6 years experience in related field. 2 years must be in a similar managerial role
Minimum Qualification
Executive Director
Masters and/or PHD in any related field Proven capability; professional affiliation a plus Masters and/or Ph.D. in any related field. Proven capability; professional affiliation a plus. Masters in any related field Proven capability; professional affiliation a plus.
Chief Operating Officer
Director
Principal Manager
Masters or related field
Proven capability; professional affiliation a plus.
Senior Manager II
Masters in Business Administration.
Senior Manager I
Masters.
Proven capability; professional affiliation a plus.
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Job Category
Minimum Benchmark Experience
Minimum Qualification
Manager II
5 years experience in related field
Bachelors/HND or equivalent.
2 years must be in similar managerial role
Proven capability; professional affiliation a plus.
Manager I
5 years experience in related field. 1 years must be in a similar managerial role. 5 years experience in related fields. 4 years experience in related field. 3 years experience in related field 3 years experience in related field. 2 years experience in related fields. 2 years experience in related field. 0 - 1 years experience in related field
Bachelors/HND or equivalent.
Proven capability; professional affiliation a plus.
Senior Officer II
Bachelors Degree
Senior Officer I
Bachelors/HND or equivalent. Bachelors/HND or equivalent. Bachelors/HND or equivalent. Bachelors/HND or equivalent. Bachelors/HND or equivalent. Bachelors/HND or equivalent.
Officer II
Officer I
Associate II
Associate I
Interns/ Volunteers
Auxiliary employees
NA
SSCE
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2.2 Employee status
Description
The employment contract with AfriLabs is based on the terms and agreement consented to at the time of engagement which is based on the needs and in consonance with the provision of the Labour Law of the Federal Republic of Nigeria. Below is a list of employee categories at AfriLabs.
Remote Staff
These are remote workers contracted who are nationals or residents of the country they are deployed in. Workers in these categories are bound by the national laws of the country of their assignment. All benefits and allowances will be in tandem with the provisions of the labour law of the country of assignment. On any issue where the labour law does not make any or adequate provisions, this provision of this manual at such shall provide the required guidance.
Serviced Contractor
These are professionals who are engaged for a specific period to provide professional services with performance tied to agreed deliverables and would be paid by meeting milestones in the committed deliverables for their engagements.
National Seconded Staff
Employees in this category are engaged specifically for assignments that are to be performed either by project partners or hubs as such will be bound by the edicts of the Organisation to which they are seconded.
Interns
This category of persons are trainees who will be eligible for stipends from the Organisation for the period of their pursuit to garner experience in their chosen field of a career with the Organisation.
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2.3 Recruitment & Selection
Description
AfriLabs seeks qualified, viable and experienced employees for all vacancies, ensuring a fair and unbiased employment process regardless of their gender, race, colour, religion, ethnicity or origin.
Recruitment Stages
Staffing Needs Identification
The first step of the recruitment process for AfriLabs is the identification of staffing needs from a vision and internal perspective. The identification of this need should be done by the Hiring Manager in consultation with People Management. This collaboration is to ensure the needs are adequately captured in the design of a job description and establishing the recruitment procedures. All vacancies must be filled out in an employee requisition form where all details of recruitment are provided at a glance for the Chief Operating Officer’s approval. The requisition is to be accompanied by a detailed Job Description and a justification note providing details of the need and the intended impact level the new opening is expected to make in the coming months. The Job Description is expected to capture information such as; Brief summary of the Organisation, Job Title, Job Summary, Responsibilities, Supervisor, key relationships (internal & external), Job requirements, values and disclaimer clauses. All postings of job openings are to be advertised internally for internal consideration. However, where it is not possible to fill a vacant role internally, such a role will be advertised externally or a combination of both.
Internal Recruitment
If an internal candidate is found suitable for the position temporarily, they may be offered the job based on the concurrence of the current supervisor, certifying that the employee will not create a gap in the current department and that they are fit for the new role. People Management, in this situation, is expected to
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work out the transition plan engaging both departments to ensure workflow in both departments is not negatively impacted. The internal candidate will receive a compensation incentive of the total gross salary of the salary cadre for the position to be filled. If the internal candidate is found suitable for the position permanently upon their assessment review, they will be promoted, or their role will be upgraded to take on more responsibilities. Job postings should remain open for a minimum of 14 working days, unless the urgency or nature of the role requires a shorter period.
Internal Mobility
Internal Mobility refers to the lateral and vertical movement of employees within AfriLabs. This to provide employees with opportunities for growth, foster curiosity and engagement, and reduce voluntary turnover.
Upward Mobility:
This involves moving an existing employee to a new position, department, or location at the same level within the organisation. An employee moving to another department may be considered for a role that is higher than their current position, provided they meet all the necessary qualifications and demonstrate the capacity to excel in the new role. Before such a move can be approved, there must be a vacancy for that role in the target department. Additionally, a thorough assessment will be conducted to ensure that the employee possesses all the required skills for the position.
Role-to-Role Mobility
However, when an employee makes a lateral move to a different position within the organisation, it typically involves minimal or no change in job level or salary. This type of internal mobility provides employees with the opportunity to gain new experiences, skills, and perspectives while maintaining their current compensation and status.
Selection Process
AfriLabs is an equal opportunity employer, dedicated to a policy of non-
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discrimination in employment on any basis including race, colour, creed, religion, sex or physical/mental disability (where the individual’s condition will not prevent him/her from performing the essential functions of the positions to be filled).
Shortlisting
Upon closing of the job posting, shortlisting of applicants will be coordinated by People Management in collaboration with the hiring manager:
a. Identifying specific job-related criteria using the job description b. Matching these criteria with those detailed in the candidate’s CV
All candidates are to be notified of their interview at least seventy-two (72) hours ahead of the interview except in a case of emergency.
Interview
The table below provides an outline of the selection process with respect to grade levels in AfriLabs.
Interview Panel Member Formation
Panel member formation would be set taking note of the following;
Hiring Manager People Management Representative and An additional technical expert.
Candidate Evaluation
Using the Interview candidate evaluation form, the evaluation of interviewees is to be captured in three categories; technical, managerial, and behavioural questions. Interviews/candidate evaluations would be done through either written assessment, oral interviews, or both.
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Interview Documentation
At the end of the interviews, all panel members would be required to submit their respective documents to the People Management Representative for interview summary collation. At the end of the collation, the People Management Representative would share the interview summary with all panel members based on their computational scores for their respective recommendations. Thereafter, the decision to hire a candidate depending on the grade level will always remain with the Executive Director, Chief Operating Officer/Executive Management, Department Heads and People Management where applicable.
Reference Checks/Verification
All potential employees of AfriLabs will be subjected to compulsory background checks and anti-terrorist checks. As a part of the reference check process, successful candidates will be expected to provide a minimum of three referees and a copy of their valid means of identification which would be utilized in conducting the necessary checks. No relations by blood or marriage will be acceptable as referees for candidates. A successful candidate is not deemed fit for hire until he/she is cleared at the background checks/verification stage. Depending on the information gathered at this stage, the People Management department may decide to conduct supplementary checks on the candidates should they not receive satisfactory information at this stage.
Salary Offers
All successful candidates at the reference checks/verification stage may receive a proposed salary offer which must be derived from AfriLabs Salary structure and in consultation with the Executive Director, Chief Operating Officer or Executive Management where applicable before such may be communicated with the potential employee.
Pre-employment Health Screening
All successful candidates would be required to provide a certificate of fitness from a reputable hospital(preferably government) as part of the recruitment process. This is to assess the candidate’s medical capability to do the job for which they applied for, and ensure that none of the duties of the job will adversely affect any pre-existing health conditions.
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Information Integrity
AfriLabs relies upon the accuracy of the information contained in the employment applications, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment, should the person have been hired, it will result in termination of employment.
2.4 Probation Period
Description
The probation period is intended to provide new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and determine whether the new position meets their expectations. Either the employee or AfriLabs may end the employment relationship at will, with a period of one week’s notice or payment of one-week salary in lieu of notice, at any time during the probation period, with or without cause.
Duration of Probation
All new and rehired employees will work on a probationary basis for three months effective from their date of hire. If AfriLabs determines that the designated probation period does not allow sufficient time to thoroughly evaluate the employee’s performance, the probation period may be extended for a period not exceeding one month. It is the responsibility of a supervisor to document any performance gaps in support of a request to extend the probation period. Where the employee’s performance is not considered satisfactory, the employee may be relieved of his/her appointment.
Confirmation of Employment Status
Employees performance shall be reviewed two weeks prior to the end of the probation period by the supervisor. If the performance is found up to the expectations of the Organisation then the employee’s services are confirmed. Should the case be otherwise, such staff shall be communicated before the end of the probationary period accordingly.
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Applicable Benefit During Probation
Employees during probation are not eligible for benefits, specifically annual leave and medical aid support. In exceptional cases, a rest period may be granted during probation. Such requests must be initiated by the employee and routed through their supervisor to the People Management unit, with final approval required from the Chief Operating Officer on a case-by-case basis. Notwithstanding the above, employees on probation remain eligible for a stipend associated with the birthday package benefit.
Staff Mobility During Probation
AfriLabs encourages employee internal mobility amongst existing employees of the Organisation. However, should such occur during the probationary period, such an employee may commence the probationary period again in the new capacity. All exceptions to this provision would be subject to the approval of the Executive Director or his/her designee.
2.5 Orientation and Induction
Description
All employees are to undergo a detailed induction program. The process would be such that each/all new hires would spend scheduled time with Heads of Departments to familiarise themselves with processes and roles each department plays in achieving the overall goal of the Organisation.
First Day
Employees upon completion of their documentation, would be taken around the office for a brief introduction to his/her colleagues and supervisors. New hires will first have a brief introductory session with the People Management for a brief introduction to the history, value, mission, and strategic goal of the Organisation
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First Two Weeks
Thereafter, all new hires should and must have a comprehensive session with all departments. The aim of the session is to better understand the organization’s processes on a departmental level. Onboarding Experience
Weeks 1-2
Upon acceptance of the offer and completion of their documentation, new employees will participate in a virtual onboarding program that spans the first two weeks. a. Introduction to the Organization New hires will begin with an introductory session with the People Management team, providing an overview of the organization’s history, values, mission, and strategic goals. b. Departmental Sessions Following the initial session, new hires will have comprehensive meetings with representatives from all departments. These sessions aim to help them understand the organization’s processes and functions at the departmental level. c. Team Introductions Throughout the two-week period, new hires will be introduced to their colleagues and supervisors via virtual meetings and team collaboration tools, fostering connections within the remote work environment. New Hires are encouraged to also take time out to refer to their orientation and induction package that will be handed over to them upon resumption to enable them to familiarise themselves as they would be expected to continue to catch up on practices within the Organisation in the first two months of their resumption.
2.6 Employee Records and Documentation
Description
AfriLabs maintains records of all staff employed and working in the secretariat regardless of their contract. The records include such information as the
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employee’s job application, resumes, and records of training/professional certifications. In addition, documents such as; performance management records, disciplinary action records, and as many others as may have been
issued and approved for reference purposes. Information Retention and Confidentiality
Information retention is very key to business sustainability. It is a requirement for employers for many reasons such as; 1. Having accurate and organised information handy would be a validation aid for the point of reference needs 2. Some personnel records are statutorily needed for established authority’s needs 3. All business conducts are also required to be reviewed periodically to evaluate levels of compliance with established policies and regulations Employee records submitted by staff are the property of the Organisation and ownership of the contents of the employee files rests with the Organisation. This information is to be treated with all sense of confidentiality and discreteness. Employee records, whether physical or digital, must be securely stored at all times. Physical records should be kept in a locked, secure location, while digital records must be stored in the AfriLabs Shared Drive with appropriate encryption and access controls. Digital documents are only accessible when intentionally shared and must not be left open or unattended. Access to all employee records is strictly restricted and requires prior approval from the People Management Department. In the event of a regulatory request, employee records may be provided to authorized regulators as required.
2.7 Employment Contracts
Description
This section seeks to provide guidance on AfriLabs employment contracting processes.
Offer of Appointment: All AfriLabs contracts would provide the following details
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to the employees in the process of engaging them in any of the employment categories earlier stated in the employment status section.
a. Name and Address of Employee b. Effective Date of Employment c. Position d. Job Location e. Confidentiality clause f. Dispute resolution g. Contract termination terms h. Monthly Basic Salary i. Housing Allowance j. Transport Allowance k. Fringe Benefits l. Probationary Period m. Notice During Probation n. Working hours o. Acknowledgment copy of the contract
2.8 Employee Identification
Description
AfriLabs will issue all employees with a Photo Identity Card within 5 business days of joining the Organisation. 1. All employees should carry their I.D. Card on them to their place of work, during work hours (in the office), and in the course of official travel. 2. At the time of cessation of service, employees are required to return their identity Card to the organization. 3. In case of theft/loss of I. D. Cards, the employee will inform the People Management Lead immediately. Duplicate I.D. cards would be issued by the People Management Lead.
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3.1 Code of Conduct
Description
The continued success of AfriLabs is dependent upon the trust of partners, vendors, service members, and of the government. AfriLabs is dedicated to preserving this trust. Employees are therefore to act in a way that will merit the continued trust and confidence of the public.
v Examples of Unacceptable Conduct;
Some unacceptable conduct that requires corrective discipline, up to and including immediate discharge, includes but are not limited to;
• Misuse of official vehicle
• Engaging in trading on business premises.
• Acceptance of gifts, bribes, gratuities, or any form of compensation related to official duties is strictly prohibited in accordance with our policy.
• Falsification of timekeeping records.
• Travel unacceptable conduct - theft, breaking foreign laws or knowingly breaking norms, patronizing sex workers, diverting travel route without approval • Working under the influence of alcohol or illegal drugs. • Negligence or improper conduct leading to damage of AfriLabs or partner property.
• Insubordination or other disrespectful conduct.
• Sexual or other unlawful or unwelcome harassment.
• Excessive absenteeism or any absence without
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notice.
• Unauthorised absence from work.
• Unauthorised disclosure of business “secrets” or confidential information. This also includes internal disclosure of confidential information as it pertains to your department
• Violation of AfriLabs policies, manuals or standard operating procedures.
• Unsatisfactory performance or conduct.
• Misuse of confidential AfriLabs information.
• Not adhering to the Code of Ethics, Non-declaration of Conflict of Interest, Non-Harassment, and Sexual Harassment policies of this manual.
• Gross moral misconduct.
• Fighting or threatening violence in the workplace.
• Gross Insubordination
• Willful damage to any AfriLabs property.
• Theft of AfriLabs property or personal property of AfriLabs employees, fraud, falsification of records, and the attempt of any of these crimes. This also includes theft of the properties of partners or from offices, hotels, etc used/visited during official trips • Unauthorised use of AfriLabs vehicles including conveying unauthorised goods or persons or providing unauthorised services.
• Sleeping on duty.
• Gross carelessness or dereliction of duty.
• Conviction of a felony or other criminal offence, whether or not connected to AfriLabs business.
Any infraction(s) on the code of conduct would be subject to disciplinary procedures up to and including termination of appointment depending on the evaluation of such infractions by an independently constituted committee.
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3.2 Conflict of Interest
Description
AfriLabs recognizes and respects the right of employees to take part in activities outside their jobs, those activities must be lawful and free from actual or potential conflicts with their responsibilities as AfriLabs employees. Employees must not misuse AfriLabs resources or influence, or discredit AfriLabs’ good name and reputation. All employees must declare actual or potential conflict of interest.
Influence On Transaction
No presumption of guilt is created by the mere existence of a relationship with outside interests. However, if employees have any influence on transactions involving purchases, contracts, recruitments, consultant engagement, hub admission, or leases, it is imperative that they immediately disclose in writing to their supervisor, People Management or to the Executive Director of AfriLabs the existence of an actual or potential conflict of interest so that safeguards can be established to protect all parties. All conflict of interest declarations must be shared with the People management department for filling in employee file
Personal Gain
Personal gain may result not only in cases where an employee or relative has significant ownership in a firm with which AfriLabs does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving AfriLabs. Failure to fully disclose any relationships, which may constitute a conflict of interest, may result in disciplinary action including termination.
Examples Of Conflict Of Interest
1. Purchasing Power No employee will use the buying power or duty-free privileges of AfriLabs to acquire goods or services for the benefit of the employee or his/her family members. 2. Procurement No employee shall authorise for use by AfriLabs any product or service furnished
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by a firm in which the employee or the employee’s immediate family members has a financial interest. Such decisions should be referred to the interested employee’s supervisor. 3. Banking Employees shall not use AfriLabs’ name on any, or for any personal banking accounts.
4. Reimbursements No employee may authorise their own reimbursements for expenses.
5. Non-Compete No employee may, during the term of their employment and for whatever term stipulated in their contract of employment provide services for compensation to any Organisation engaged in similar activities as AfriLabs, except with prior authorization by the Executive Director. 6. Gifts/Loans Throughout the year, vendors, associates, partners, and others may give gifts to the office, departments, or individuals. While this practice of giving gifts is not encouraged, these gifts can be accepted under the following conditions: • No employee may solicit or accept, directly or indirectly, any gift, gratuity, or favour that contravenes our gift and entertainment policy guidelines. • All offers of donations to AfriLabs must be directed to the Executive Director or any Senior Management Member. • Any gift received should always be declared to the People Management through an official means of communication for a decision to be made. • No gift may be accepted if there is any possibility that it could be perceived to have an influence on any type of professional, programmatic, management, or purchasing decision made by the organization. • No employee should avail of personal loans from AfriLabs partners • Making a promotion decision about a spouse or relative is not permitted. • Buying equipment from suppliers for personal use at high discounts in the name of AfriLabs is not allowed.
Any questions about these procedures or the possible appearance of impropriety should be referred to the People Management Department.
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3.3 Sexual Harassment
Description
All employees must refrain from sexual harassment of other employees, partners, project participants/beneficiaries, clients, and business visitors.
Definition
Sexual harassment is defined as;
• Unwelcome sexual advances.
• Requests for sexual favors and/or other verbal or physical conduct of sexual nature where submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment. • • Using the acceptance or rejection of sexual advances as a basis for employment decisions concerning the individual. • • Or any such conduct with the purpose or effect of unreasonably interfering with an individual’s work performance; or creating an intimidating or hostile environment.
Filing Of Complaint For Sexual Harassment
If an employee feels s/he has been subjected to sexual harassment by anyone in the workplace, s/he should immediately inform the Supervisor or People Management Department. The complaint will be investigated immediately by a team appointed by the Executive Director and confidentiality will be maintained to the degree feasible. Employees who have proven to have made false or bad-faith claims will be subject to disciplinary actions.
Corrective Action
If a sexual harassment complaint is found to be valid, immediate and appropriate corrective action will be taken. The employee who has violated this policy will be subject to discipline up to and including dismissal.
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Confidentiality And Retaliation
It is AfriLabs’ intention that any reporting employee or employees participating in the investigation of a sexual harassment complaint will not be retaliated against in any way. All complaints will be investigated immediately, and confidentiality will be maintained to the degree feasible. Employment status will not be jeopardised for filing a good-faith complaint.
For detailed information on the procedures, kindly refer to this Sexual Harassment Policy.
3.4 Work Schedule
Description
In normal operating conditions, AfriLabs offices observe a five-day work week of 40 hours per week (inclusive of lunch break). However, fieldwork, emergency response situations, and task deadlines may result in varied hours worked per week, depending on the situation.
Hours Of Operation
The official timings are from 9:00 a.m. to 5:00 p.m. Monday to Friday.
Staff Responsibility
AfriLabs staff are expected to adhere to regular office hours. As part of the hybrid working model, employees are required to come into the office on Mondays and work from home Tuesday to Friday. The remote team members work from home five days a week. If running late, the employee should contact their supervisor and inform them of the expected arrival time. If unable to attend the office on Monday or work remotely on any given day, the employee must communicate with their supervisor before 9:30 am to inform them of the expected absence and the anticipated return to work.
Continued poor punctuality, whether working in the office or remotely, is
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grounds for a warning and may require improvement in performance.
Personal Matters
Staff requiring time to attend to personal matters during the course of a business day must request and receive approval for such time from their supervisor. Time off may be used in increments no smaller than half a day, which will be counted against personal leave accrued. In some instances, staff may make arrangements with their supervisors to make up hours missed for minor absences from the office. Such instances must be properly recorded on the staff time report each month. For all leaves, a duly approved personal leave letter and a handover note must be completed and submitted to the People Management Office at least 2 weeks before the leave date upon receiving approval from your supervisor.
Out-of-Desk Work
Staff members may request to work outside their designated work location (e.g., for fieldwork, remote work, or off-site meetings). Such requests must align with AfriLabs’ operational needs and policies and are subject to approval. To initiate this process, staff are required to complete the Out-of-Desk Work Request Form and submit it to their line manager for review. Final approval must be obtained from the Chief Operating Officer (COO).
Violation
Excessive lateness or absenteeism or other violations of this policy or any leave policy is cause for disciplinary action up to and including dismissal.
Holidays
International and National (Government) public holidays notification will be sent to all employees. When a public holiday falls on a weekend (Saturday or Sunday), the holiday will be observed according to customs in the country of duty. Applicable public holidays will be observed by all employees based on international government policies while national government public holidays will be observed by every employee in their respective countries.
It is therefore pertinent that national public holidays in other African countries
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are communicated to the People Management department ahead of time one (1) month upon joining the Organisation so staff in Nigeria and other African countries are made aware that such employee(s) won’t be working and would be observing a national holiday. This would enable other employees to better structure their work-related needs from employees expected to be on leave so as to not delay the execution of their tasks. Employees not observing a public holiday are expected to work in line with the Organisations resumption time as stated in their employment contracts. Holidays falling during an employee’s leave period except for maternity leave will be considered holidays and not leave days. If an employee is required to work on a holiday due to pre-scheduled training, or meetings with host country officials on travel status, s/he is entitled to take that holiday at another time within the same calendar year subject to supervisor approval.
NB: No holiday will be paid while the employee is on unpaid leave.
3.5 Timesheet and Timekeeping
AfriLabs is committed to maintaining accurate attendance records in line with organizational needs and funder requirements. While no formal time-tracking tools or timesheets are currently in use, employees are expected to adhere to agreed working hours across all work arrangements—physical, remote, or hybrid. Supervisors are responsible for monitoring attendance and ensuring team accountability. Any misrepresentation of attendance is prohibited and may lead to disciplinary action. AfriLabs plans to implement a standardized attendance tracking system in the future. This policy will be updated accordingly.
For current practice on attendance, please please refer to the Attendance Policy.
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3.6 Staff Duties and Expectations
Description
Each employee is responsible for the responsibilities listed in their job description. AfriLabs also prescribes certain general behaviours expected of every AfriLabs employee.
Duties And Expectations
• To perform in person the jobs specified in their job description and performance plans.
• To follow instructions given based on the terms of employment.
• To handle with due care all instruments and tools entrusted to them for work.
• To follow the Organisation on all its social media handles.
• To register and attend the Organisations’ programmes and activities such as the Hubs Learning Week, AfriLabs Annual Gathering, etc.
• To report for work always in a fit mental and physical state.
• To give proper aid when an accident occurs or an imminent danger threatens life or property in their place of work without endangering their own safety and health
• Not to actively engage in party politics whilst representing AfriLabs.
• To show acceptable and disciplined conduct during interactions with partner Organisations and the community. • Not to intentionally commit in the workplace any act which endangers life or property.
• Not to take away property from the workplace without due authorization
• Not to be repeatedly late for work.
• Not to be absent from work without permission and outside the rules of the Organisation.
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• Not to create or engage in fights in the workplace.
• Not to accept gifts of remuneration from a third party as recognition of collaboration which may be found irregular and result in dishonesty. • Not to use information known to them by reason of their official position to their private advantage.
• To keep confidential information in line with contractual terms.
3.7 Dress Code
Description
Because of the highly visible and public nature of AfriLabs’ work, employees are encouraged to maintain a neat, clean and professional appearance and to conform to the standards of business attire most common to the location of their job and site assignment.
Inappropriate Attire
As a general reference, the following are considered inappropriate attire for the office:
• Ripped jeans
• Plastic flip flops
• Sweatpants/tracksuits
• Shorts
• Tank or halter tops
• Sleeveless T-Shirts
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Casual Day
Friday is designated as a day for more casual attire, however, the above guidelines on what is inappropriate still apply and the employees must still maintain a neat and clean appearance.
Responsibility
When an employee reports working in inappropriate attire, it is the supervisor’s responsibility to address the issue.
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4.1 Salary Benefits
Description
AfriLabs is enjoined to be a “just workplace”, a concept that includes employee compensation. Thus, AfriLabs is required to establish salary administration policies to ensure that employees receive fair, equitable, and legally acceptable compensation based on job responsibilities and work performance. This is necessary for many reasons including;
• Retention of competent staff;
• Ensuring that AfriLabs salaries are competitive within the local market, and • Paying salaries that protect an individual’s dignity
Job Classifications
The job position is evaluated and assigned the appropriate band level based on responsibilities, authority, required skills, education, and market value of the job. Based on our salary structure, the staff is appropriately placed in the salary range using the following factors:
Performance
Abilities
Skills Knowledge
Related experience
Education/Training
Management/Leadership
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Competency and performance are measured against departmental and Organisation performance at the end of each financial year. (Performance in a position, would be accounted for through the performance evaluation management process).
Wage and Salary Program
The rate of compensation assigned to each job is based on the nature of the position (responsibilities, qualifications, etc), availability of funds, standards of pay in the base country, and other factors that AfriLabs may deem relevant.
Salary Payments
Payments of Total Monthly Compensation shall be made net of all statutory and other deductions, such as salary advance, Income Tax (PAYE), pension contribution, National Housing Fund, etc., as per legal and other requirements in force. If required deductions were not made and/or a lesser amount was deducted due to oversight, AfriLabs shall be entitled to rectify such oversights and make suitable deductions from the subsequent salary and/or other dues payable to the employee. This will also apply to deductions for PAYE dues.
Paydays
Salary Advices are delivered to the banks no later than the 26th of the month. Salaries will include total net earnings for all work performed through the end of the previous payroll period. If the regularly scheduled payday falls on a day off such as a weekend or holiday, employees will be paid the preceding work day before the holiday or weekend. NB: Salaries for the month of December will be paid on the 15th of the month. If the regularly scheduled payday falls on a day off such as a weekend or holiday, employees will be paid the preceding work day before the holiday or weekend.
Direct Deposit
AfriLabs requires employees to have salaries directly deposited into bank accounts. Employees will receive itemised pay slips when AfriLabs makes direct deposits at the end of every month. Employees are expected to acknowledge the email containing their pay slips sent by the Finance Manager.
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Statutory Contributions
Each Nigerian staff is individually responsible for paying statutory contributions required by Government and federal agencies. However, as required by the laws, AfriLabs as an employer will act as an “agent” of the Nigerian Government (where allowed) by deducting those contributions from the employee’s compensation and remitting them to the appropriate agencies. Contributions to be deducted from the employee’s salary are:
• Income tax (PAYE)
• Withholding tax
• Pension Contribution (employee)
• Any other legal tax or contribution
NB: For consultants, withholding tax is deducted from gross remuneration in accordance with applicable tax regulations.
Salary Deductions
Salary deductions will be made for the following reasons:
• If an advance has been outstanding for reasons of travel, staff loan or to purchase goods and has not been liquidated within one month.
Staff will be informed in writing about any outstanding advance and put on alert that deductions will be effected from their salaries should they fail to redeem the advance. However, if there are mitigating circumstances for why the advance cannot be cleared, they should be made known to the supervisor, People Management, and Finance at the earliest possible time, i.e. no later than the twenty-first of the month.
Promotions
Promotions may be awarded based on performance and qualifications as documented in performance appraisals policy, the recommendations made by the responsible managers, and the employee’s resume. Promotions can be within the job level or higher. The Executive Director or delegate is responsible for authorising all promotions.
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Merit Increases
While the overall compensation schedule will be monitored and reviewed regularly, merit increases based on satisfactory or higher performance will be recommended annually in conjunction with the employee’s performance. The amount of merit increase will be determined by a percentage established each fiscal year by the organisation. All salary changes must be approved in writing by the Executive Director. The People Management Lead is responsible for communicating merit increases to the staff.
New Positions
Salaries for all employees will be based on the job cadres. The People Management Lead is responsible for conveying all salary information to employees and candidates. New employees who meet the minimum education and work experience requirements are hired at the entry level for their position. However, AfriLabs may consider additional factors, such as relevant work experience, when determining placement within the salary scale. Any deviations from the designated cadre/ level will be reviewed based on organizational needs, performance, and approval from the Chief Operating Officer.
New Employees and Transfers
The People Management Lead in consultation with the Hiring Manager, is responsible for determining the band level of a new position after a job description for the new position has been drafted and submitted to People Management.
Inflation Adjustment
AfriLabs will monitor the annual inflation rate. Remuneration for AfriLabs staff will be adjusted to reflect inflationary changes in the preceding year if budgetary considerations permit. The Executive Director will make the final determination on whether inflation adjustment should be made or not, and if so at what rate and the effective date. Only regular and confirmed staff as of the time of the adjustment will be entitled to the inflation adjustment. Staff on probation on the date of inflation adjustment will receive this adjustment with effect from the date of their confirmation.
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4.2 Allowance, Bonus and Incentives
Birthday Allowance
In the spirit of celebrating every full-time employee, the Organisation has made provisions for a birthday allowance of $50 USD for each employee to celebrate their birthday. The said sum will be paid alongside your salary on your birth month.
Out of Station Allowance (Monthly)
When an employee is required to spend at least one night away from his/her normal place of employment on AfriLabs’ duties, the employee shall enjoy out- of-station allowance at the conditions and rates stated in the Travel Policy and Procedure.
Transport Allowance
To help offset the cost of transport, staff are entitled to use AfriLabs Bolt Business Account for either project, operations, or event-related trips. See the Travel Policy and Procedure for guidance.
Acting Allowance
The employee will receive written notification of their acting capacity. Payment of the acting allowance is contingent upon whether the employee is temporarily filling a vacant role pending its permanent filling or acting in the position for over one month. To justify the payment of the acting allowance, an employee must undertake all duties and responsibilities associated with the position they are acting in. Otherwise, if the acting period is less than one month, it will be considered as merely deputising for the substantive post holder, and no allowance shall be payable. 15% of the total gross salary of the employee’s salary cadre shall be paid to acting staff for a period not exceeding three months as an acting allowance. In the event the vacancy is not filled, a justification to extend should be presented to management for approval.
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4.3 Salary Advance
AfriLabs supports its employees with salary Advance requests. A salary advance is when an employee requests a certain portion of their salary, not exceeding their net salary and your employer agrees to give you a portion or the entirety of your net future (1 month) paycheck before your usual payday based on the availability of funds. The repayment period is capped at six months, and employees must have completed at least one year with the organization to qualify.
Salary Advance Sample (Always make a copy)
NOTE: Only confirmed full-time employees are entitled to a salary advance. Contract staff (part-time/full-time) employees are not eligible for a salary advance.
4.4 Staff Loan
AfriLabs may be able to lend its employees money in the form of a Staff / Personal loan for any emergency reason based on the availability of funds. Note: The primary purpose of offering a loan to our employees is to ease their monetary stress. These loans are not intended to compete with banks or credit unions. Eligibility: Employee loans are offered to full-time employees, not under probation or notice period. Part-time/full-time contract employees are not eligible for loans from the organisation at any time. Duration: Loans are offered to employees within a repayment period of 6 months only. Repayment of Loans: Full-time employees are responsible for the repayment of loans as per the terms below; • A repayment schedule will be offered to the borrower at the time of approval of the loan which will be within a repayment period of 6 months only.
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