RECRUITMENT INFORMATION FOR CANDIDATES for Countries in Africa; Asia and the Middle East; Latin America and the Caribbean

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RECRUITMENT INFORMATION FOR CANDIDATES for Countries in Africa; Asia and the Middle East;

Latin America and the Caribbean

OVERVIEW

This is a summary of information relating to the recruitment of new employees in countries within Africa; Asia and the Middle East; Latin America and the Caribbean. Criteria and conditions apply and more comprehensive information is provided in the specific policies and procedures that relate to working conditions, pay, benefits and security. This document is meant as a general overview to support candidates/applicants during the recruitment process.

Candidates/applicants are advised to ensure they fully understand the terms conditions, pay and benefits applicable when accepting a job at Christian Aid before they accept an offer of employment or sign their contract of employment. Candidates should do this by conferring with the recruiting manager at the start of the recruitment process. Recruiting Managers have an obligation to explain terms and conditions to candidates at the start of the interview process and refer to their HR Representative for guidance at the start of the recruitment process if necessary.

CONTRACT OF EMPLOYMENT

Christian Aid refers to employees as local if they are born and raised in a country or legally resident there (their home country) and refers to employees who are non-local if they are temporarily living and working in a country which is not their home country (the host country) or where they have returned to their home country having lived and worked outside for five years or more.

Christian Aid always aims to recruit local employees in each country office to support that country’s labour market and to benefit from the knowledge and skills of local employees. In some cases it is necessary to recruit non-local employees where local employees are not available. In this case, local contracts of employment for that country will be issued unless there is a legal or technical reason to issue a UK contract of employment. It is important to note that pay and benefits are related to the job rather than the contract of employment.

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ROLE PROFILES

At Christian Aid, we have a library of role profiles where each has been through a job evaluation system to assess size and complexity of the role. This enables jobs to be attached to the country pay scale at the appropriate rate. All employees in the same role e.g.

Programme Manager, share the same master role profile which may be adjusted to relate to the context. Employees in the same role but within different countries are paid a similar rate which is adjusted for cost of living in order to create parity on purchasing power.

Christian Aid allocates pay to a job because of its size and complexity and relation to the labour market in that country. Pay is not determined by nationality or contract of employment. Therefore a UK citizen living and working in Kenya as a Programme Manager would receive the same pay as a Kenyan citizen doing the same job. It may be that the UK citizen has been provided with basic relocation benefits (return travel, temporary accommodation for first two months) however that is typically the only difference. For senior level roles, expatriate benefits may be provided for non-local staff however this is in return for a slight reduction in pay in order to ensure the total reward package is as equal as possible between locals and non-locals – see the section on Expatriate Benefits.

PAY AND PAY REVIEW

Each country has a country office pay scale with eight pay bands. Jobs are evaluated into a band and the exact position in the band is determined by other jobs in the country office that are similar and local labour market. Salaries are paid monthly in arrears and pay slips are provided to staff to record this. For 1 April each year, Christian Aid reviews all country pay scales for inflation.

Country Managers have the option of requesting mid-year pay reviews if there has been a significant increase in salaries within the local labour market or where the Government has applied significant devaluation leading to inflation.

INCOME TAX

Christian Aid pays a gross, annual salary to all employees on a monthly basis and deducts the income tax required by the country authorities. Where employees may be subject to double taxation (e.g. if they are living and working in a host country) then Christian Aid will instead include them in the International Tax Fund instead by deducting 25% of their pay for income tax. The International Tax Fund is then used to pay the income tax due in the home and host country to protect the employee from double taxation. In the rare situation that an employee has no liability for income tax in any country, it is Christian Aid policy to deduct 25% of their pay for income tax purposes for the International Tax Fund and this is used to protect Christian Aid from retrospective tax charges and to support those employees subject to double tax. (Retrospective tax charges are where country Governments make historical tax charges to Christian Aid). Ultimately, all employees contribute to income tax whether

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directly or via the International Tax Fund and no employees are subject to double income tax.

SOCIAL INSURANCE

Christian Aid deducts the appropriate level of social insurance from each employees pay and submits to the relevant authorities in country (if it is legally required, where it is not legally required it is not deducted). Christian Aid also makes employer contributions where this is required by law. For employees who are living and working in a host country, it is often advisable for them to make personal, voluntary contributions to their home social insurance scheme and it is in their interest to check this with their home country authorities. Christian Aid does not make deductions for home country social insurance and therefore it is the responsibility of the employee to make these arrangements. Christian Aid does not contribute to employee social insurance for employee’s home country if they are living and working in a host country.

BENEFITS

CLASSIFICATION OF EMPLOYEE BENEFITS

Christian Aid provides a package of core employee benefits to all employees. The purpose of these core benefits is to underpin the organisation’s policies which are in place to support improved business performance and to provide a duty of care to employees.

In some countries in which Christian Aid operates, the local Government may require the addition of a country-specific benefits e.g.travel allowance. Where these laws apply, Christian Aid is compliant in that respective country.

Christian Aid also provides basic relocation benefits to support employees who relocate to a different country to work.

Christian Aid also provides comprehensive expatriate benefits for senior level roles where it has not been possible to recruit a local employee. These are for jobs such as: Country Manager and Senior Programme Manager. Expatriate benefits are also provided to senior level roles where the post holder is a local but has been living and working outside their home country for five years or more.

Christian Aid also provides security entitlements (not benefits) which are additional benefits for the purpose of security and well-being in countries which have a security category code of four or above. These change from time to time dependent on the security situation of any given country.

CORE EMPLOYEE BENEFITS Annual Holiday

All employees are entitled to 25 days paid annual leave plus paid public holidays which vary from country to country office. Employees are entitled to 28 days annual leave when they

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have achieved five years of service and 31 days of annual leave when they have achieved 10 years of service or more. The annual holiday year is usually from 1 January to 31 December. In exceptional circumstances, some days can be carried over in accordance with the law.

Flexible Working

Every employee is entitled to use the flexible working scheme unless their job requires that they work specific hours (e.g. a receptionist may need to work specific hours to cover the office opening times). The core working hours are 10am to 12noon and 2pm to 4pm.

Employees work between 35-40 hours per week depending on their contract of employment/local law however can build up extra hours so that they can take up to two days flexi leave per month.

Long-Term Retirement Scheme

Christian Aid provides a long-term retirement scheme often known as social security, pension or provident scheme to all employees to support their long term saving for retirement. Some schemes are required legally in each country and where legal requirement does not exist, Christian Aid sets up a scheme thus each country office has a scheme in place. Christian Aid makes employer contributions on a matched scale (the more the employee contributes, the more Christian Aid contributes). The maximum employer contribution is 11% of annual, gross salary except where country law denotes more.

It is acknowledged that in some cases, an employee working in an overseas country is unable to join the local country retirement scheme and unable to join the UK main scheme (this is because the UK retirement pension scheme is bound by Financial Services Authorities rules and can only be sold to people living and working outside the UK even if they are a UK citizen on a UK contract). In the situation where an employee is unable to join the scheme in the country in which they work or the UK scheme, Christian Aid will make contributions to an alternative retirement scheme of their choice on the grounds that it meets legal requirements. It is the responsibility of the employee to identify such a retirement scheme and to obtain any required financial/legal advice.

Life Assurance

Life Assurance is normally paid to next of kin at 4 x employee salary (although some country schemes may differ).

Life Assurance cover usually also provides a payment to the employee if they lose the loss of senses or loss of a limb and levels of cover vary between country policies depending on the situation.

Maternity or Adoption Leave and Pay

Christian Aid adheres to the law for each country with regard to maternity leave but sets in place a minimum leave allowance of six months for country offices where the local law does not provide for this. Christian Aid operates a maternity pay benefit for country offices of a

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minimum of full pay for months 1-3 and half pay for months 4-6. Where the country law denotes that full pay must be provided for four months, then modified pay would be provided for the remaining two months so that the employee does not receive less than the policy.

Paternity Leave and Pay

Christian Aid adheres to the law in each country with regard to paternity leave and pay however operates a minimum leave period of 10 working days on full pay.

Compassionate Leave

Employees are entitled to take up to 10 days leave on full pay for the death of a very close relative or situation of extreme distress. This is at the discretion of the line manager and consideration will be given to how many times this leave has been granted.

Dependants Leave

Employees may take up to 10 days leave on full pay to care for the health of a dependent e.g. partner, child, parent.

Sickness Leave and Pay

Employees are expected to take time off work when they are sick so that they recuperate, there is no time limit on this.

However, Christian Aid has a policy on how much pay an employee is entitled to when off sick. Each country office will follow the legislation in that country. Within country offices the minimum standard is 15 days per annum on completion of probation period. Discretion will be given to employees who require longer, this will be determined by the line manager and International Director.

Private Medical Care – Whilst Living and Working in Country Office

Each country office has a country medical insurance scheme (therefore suppliers vary) which enables employees to secure private medical treatment for themselves, their partner and up to three children if living with them where the age limit is usually up to and including the age of 18. Some policies vary between country offices with regard to levels of cover, excess fees. These policies cover employees living and working in the country office regardless of whether the contract of employment is local or UK). Some country offices e.g.

Tajikistan self-insure (country office budget funds with agreed levels of cover) and have relationships with reputable clinics and hospitals. This is because it is not possible to purchase satisfactory insurance.

Private Medical Care – Emergency Medical When Travelling

Christian Aid provides Global Travel Insurance with emergency medical cover for all employees when they are travelling. Travelling means travelling within the country that the employee is living and working that includes a flight or overnight stay or to another country.

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(If not travelling then the country medical insurance scheme would provide cover). For non- local employees who are engaged on a UK contract of employment and who are living and working in Africa, Asia and the Middle East or Latin America or the Caribbean, they would be considered to be travelling at all times when outside the UK. For non-locals who have expatriate benefits, this includes their immediate family. Emergency medical treatment is also provided after an emergency (length of time depends on situation) after which the employee then relies on the country medical insurance cover.

It’s essential for employees to purchase their own private travel insurance when travelling on holiday.

Eye Tests

Employees are able to have an eye test, paid for by Christian Aid, every two-three years as per country law or more often if the optician recommends it. Christian Aid will pay for the cost of eye glasses (only if required for the use of a PC/laptop) up to the equivalent value of £75 in an overseas country. Drivers are required to have a test annually.

Security Training

All staff receive basic security and first aid training which is renewed every three years.

Christian Aid is also currently developing a special Women’s Security Training Programme for women frequent travellers and developing a Gender Security Community of Practice to support employees with gender-related issues whilst travelling.

Vaccinations and Travel Medication

This is provided and paid for all employees who travel or work on an overseas assignment for the purposes of Christian Aid business. Within the UK these services are provided by Guys and St Thomas Hospital, Interhealth and other regional providers. Country offices have a similar arrangement with a reputable clinic. Local employees in country offices are also entitled to routine vaccinations such as TB, Rubella, Tetanus etc.

Passport Renewal

Employees are expected to pay for their own passports on expiration; however Christian Aid will pay for the cost of a new passport if an employee requires it for Christian Aid travel and where the previous passport has not expired but become full due to Christian Aid travel.

Travel Insurance

As part of the Global Travel Insurance which provides emergency medical cover, business travel insurance is also provided for travel related to Christian Aid work. This covers items such as personal property, flight delay, laptops, money and so on.

It’s essential for employees to purchase their own private travel insurance when travelling on holiday.

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Emergency Evacuation

Christian Aid works with a global Insurer’s Facilitator for emergency evacuation and a Facilitator for emergency medical care. In the case of evacuations or emergencies, the Insurer and both Facilitators are in close contact with the employee and Christian Aid and there is one telephone number that the employee calls for all services. Christian Aid also operates a crisis management process in-country and at head office for such events to ensure employee well-being and safety.

Leave Due to Overseas Travel

All employees are entitled to one day’s paid leave for each week of overseas travel in order that they rest.

Employee Assistance Programme

Christian Aid operates an Employee Assistance Programme for all employees. This is a confidential and free service providing legal, personal, medical advice. They can be contacted by a free-phone number in the UK, website/email or they will call employees in overseas offices to prevent the employee from paying for the call. Interpreters are available for most common languages.

Learning and Development Opportunities

Christian Aid provides learning and development opportunities for employees through a range of interventions such as internal or external training courses, coaching, online tutorials, development programmes, participation in cross organisational projects and overseas work assignments.

Study Sponsorship Scheme

Christian Aid operates a study sponsorship scheme whereby employees can apply for financial support or additional leave to study for professional qualifications related to their job.

Interest-Free Study Loan

Employees may apply for an interest-free study loan if it is related to their job.

COUNTRY-SPECIFIC BENEFITS

Some country offices have minor, additional benefits to the core benefits due to employment law or previous custom and practice.

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Other Types of Leave

Some country offices have other types of leave such as Jury Service in the UK, leave for funerals or weddings in country offices and in these circumstances the country law will be adhered to.

BASIC RELOCATION BENEFITS

Christian Aid may relocate employees to another location within their country or another country where the distance is so great the employee moves home. Also, Christian Aid may recruit a non-local employee to work in a country which is not their home country and where the criteria for Expatriate Benefits are not met. In this case, Christian Aid will provide payment for transport to the country of work on a one-way basis if the job is permanent or on a return basis if the job is a fixed-term contract. Temporary accommodation for up to two months will also be provided and paid for to enable the employee time to find their own permanent accommodation as is five days paid leave to enable the employee to organise their affairs. Additional baggage costs will also be provided as well as costs for vaccinations and work permits if applicable. Christian Aid will not pay to return the employee to their home country if they terminate their contract (through resignation) before their fixed-term contract ends or within two years if the job is permanent.

COMPREHENSIVE EXPATRIATE BENEFITS

Expatriate benefits are provided for non-local employees or local employees who have been living and working out of their home country for five years or more and then return to work for Christian Aid, who meet the criteria and who work in countries throughout Africa, Latin America and the Caribbean and Asia and the Middle East.

A deduction in annual, gross salary of 10% will be made for countries in Africa as well as Sri Lanka and Afghanistan and 20% for countries in Latin America and the Caribbean and Asia and the Middle East in order to bring some parity to local employees in similar jobs who do not receive expatriate benefits. (The decisions around level of deduction for expatriate benefits were made to balance the parity of total package for local staff without expatriate benefits and non-local staff with expatriate benefits whilst still being competitive with the various labour markets that exist).

Expatriate benefits include paid return travel to country, extra costs for baggage when travelling, return trip home annually for self/family, paid permanent accommodation for self/family, up to 75% of costs for mid-range private school for up to three children, five days paid leave to organise their affairs, costs of vaccinations and work permits.

Permission is required from the Directors for an employee to be accompanied by family in countries with a security rating of four or where the assignment is six months or less in order that the employee and their family’s resilience and well-being is best provided for.

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Depending on the circumstances, Christian Aid may not pay to return an employee to their home country if they resign from their job before the end of the fixed-term contract or where they resign within two years of a permanent contract.

SECURITY ENTITLEMENTS

These security entitlements are provided for non-local staff working in high risk environments regardless of job level or whether they are engaged on a local contract or UK contract of employment. The principle is to provide security for non-local staff.

Accommodation

Permanent accommodation will be provided and paid for non-local employees working in Afghanistan. Within Afghanistan this is a separate apartment or flat within a commune shared with other NGOs. This is not part of expatriate benefits and is provided for all non- local staff for security reasons.

Transport to/from home/work

Paid, car service is provided for non-local employees living and working in Afghanistan and Haiti which takes them to/from their accommodation to/from the office and shops when required. This is not part of the benefits package and is provided for security reasons.

Rest and Recuperation

Any non-local staff living and working in a country that has a high security category are entitled to rest and recuperation (regardless of whether they are engaged on a local country or UK contract of employment). The principle of rest and recuperation is to provide a break for non-local staff working in high risk or stressful environments where they have not been born and raised or where they have not become resident and do not have family support.

Employees are entitled to a paid trip to another suitable location within the country or different country if they have been stationed in country for a consecutive period of 12 weeks without a break. If, however, the staff member has taken annual leave or business travel this is considered a break. Therefore Rest and Recuperation leave cannot be added on to business trips or annual leave, in that case the business trip or annual leave would be considered the rest and recuperation. Rest and recuperation trips can be for a maximum of nine days including two days travel either side of the five day break. Transport, food and accommodation is paid. Managers and employees should make every effort to manage holidays and business travel to secure appropriate breaks so that taking a rest and recuperation break is the last resort.

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RECRUITMENT INFORMATION FOR CANDIDATES for Countries in Africa; Asia and the Middle East; Latin America and the Caribbean