Employee Orientation - PowerPoint Presentation

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Employee Orientation

FREIGHT SYSTEMSSlide2

Message from the CEO

Dear FSLites, It’s my pleasure to welcome you to the organization and I congratulate you for choosing a career with us. Our business is about people, the right people and I believe happy and motivated people will create happy customers.  Our objective is to attract, retain, develop, and motivate competent people and see them prosper with the organization. I am confident that our Human Resources Team will take good care of our people and support them in building a career with us and to be known as “Employer of Choice”. Today, we are extremely proud of what we have achieved and, would like to assure you, that this is only the beginning. With your smart work, integrity, and valuable support, we will achieve our business vision of being a Great Company delighting our internal and external customers.   We will value your views and suggestions that are essential in the changing global business environment. Kindly direct them through the HR department who will study and put forth your recommendations while discussing amendments in policy. I wish you a successful and mutually rewarding career with us.Yours truly, DAVID PHILLIPSSlide3

Human Resources at FSLHuman Resources (HR) at FSL takes up the responsibility of assisting the management in

developing its most valuable asset…… “PEOPLE”

We

at FSL, do

not distinguish on the basis religion, color or nationality and work on two simple principles…Being Fair to our People Doing what is Good for the Company and the CustomersSlide4

FSL ORGANISATION CHART - GLOBAL HRSlide5

5

Our Vision

Freight Systems will constantly exceed customer expectations by providing Innovative Logistics SolutionsSlide6

Our MissionFreight Systems, as a logistic solutions provider, is committed to:

Delivering customized solutionsInvesting in technology and peopleComplying with applicable statutory and regulatory requirements

Enhancing profitability

Providing end-to-end supply chain services through an effective global networkSlide7

IntroductionFreight Systems was established in the year 1988 with the motive to provide complete logistics solutions to its customers.

With the passing years the company has acquired considerable amount of efficiency & expertise to operate as a full-fledged Third Party Logistics company.FSL Strength across all locations: 1100 approximately

Branches in the UAE: Dubai, Abu Dhabi, Ajman, Fujairah and

Sharjah

Free Zone. Total Employees: 260 approx in the UAE Distribution Slide8

Our NetworkSlide9

Global Headquarters

FSL’s Global Headquarters at Jebel Ali Free ZoneSlide10

Infrastructure15,000 sq mts CFS at Jebel Ali

Distribution centre for Contract Logistics :- 15,000 sq

mts

comprising of 21,000 pallet positions and 2,000 pallet positions in Temperature Controlled warehouse.

Temperature controlled - Dedicated facility for storage of Fine ArtsSlide11

Certification

Certified ISO 9001:2008 (Quality Systems)

Current Memberships

Dubai Quality Group

World Cargo Alliance - WCA National Association of Freight and Logistics - NAFLSlide12

Our Verticals Freight Forwarding

Interem (Removals)New Age- Software and SolutionsSlide13

SENIOR MANAGEMENTSlide14

SENIOR MANAGEMENT CONTINUEDSlide15

Freight Systems is an international leading Freight Forwarding Company. FSL offers direct outbound and inbound services to and from major cargo destinations around the worldFreight Systems customers can avail of the complete range of services from Full Container Loads (FCL) to Less than Container Loads (LCL) on all major global routesOur customers can then benefit from our outstanding strength in air and ocean freight, with the added advantage of real-time visibility at every step.

Freight Forwarding

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Services offered under Freight Forwarding

Air Freight

Sea Freight

Sea - Air Land Freight Group-age Fine Arts Pure Clearance Contract Logistics Outbound Logistics Projects & Heavy lift forwardingSlide17

STRUCTURE - FREIGHT FORWARDING,

MENA,

EUROPE,

NASlide18

ORGANOGRAM UAESlide19

ORGANOGRAM UAE CONTINUEDSlide20

ORGANOGRAM UAE CONTINUEDSlide21

Interem

(International Removals Division)Using state-of-the-art procedures and the resources of a global network,

Interem

takes complete control of every little detail from packing, documentation, customs, shipping and even finding a new home in a new country.

Interem has an impeccable track record for success and an above average industry/continental benchmark rating as per FAIM ISO, the industry’s most stringent quality auditors. More than just movers...Your perfect relocation partnerSlide22

Key featuresPacking and unpacking servicesOffice and residential relocationsHome search

Short and long term storage facilitiesComprehensive insurance coverDocumentation and customs formalities

Interem

(International Removals Division)Slide23

New Age- Software and SolutionsSimplifying Logistics Through Technology We are a software development company who provide solutions to the logistics industry. Our products are intended for companies such as International Freight Forwarders, Warehouse Providers, Shipping Lines, N.V.O.C.C.'s and Export/Import Companies. Our Logistics Software products include:

eFreight

Suite

Web Tools

Our goal is "To enhance the value realized by our clients from their technology assets" Slide24

Frescon is a unique, highly advanced Purchase Order Management System (P.O.M.S) which has been developed by Freight Systems to bridge the gap between planning and execution, end to end, by ensuring an efficient flow of information

New Age- Software and Solutions

Key featuresReal-time updates on shipments on a 24/7 basis Live track and trace for all modes of shipment Customized log in id for each customer ‘E-booking’ Personalized auto-emails on status and information at every milestone Billing / invoice information Documentation Management Slide25

HR PoliciesSunday to Wednesday – Formal AttireThursdays – Smart Casuals unless there is a client meeting scheduled.

Detailed policy available on the Intranet.

Working hours and Lunch Break

Our working hours are 8am–5pmLunch break is normally between 1-2pm. There are three Food Courts in Jebel Ali and other restaurants around.The fast food restaurants deliver. Dress Code Slide26

Medical Insurance All employees are covered under ALICO Medical Insurance. ALICO provides :

A Medical Card (with your details and enrollment number) Network of Hospitals/Clinics/Pharmacies Note: A nominal charge is payable for every visit

(as mentioned on the card)

Prescribed medication is covered *

*If there are any exceptions, it will be informed at the counter. Medical card can be collected within seven working days from the date of joining.For any emergencies, please contact 800-ALICO (25426)Slide27

Life InsuranceAll employees are covered under Group Life Insurance with Qatar Insurance Company from the day of commencement of Service and during their stint with organization.

Benefits offered:Death Due to any causeAccidental Death

Permanent Total Disability (Accident & Sickness)

Permanent Partial Disability (Accident & Sickness)

Temporary Total Disablement (Accident)Medical Expenses due to AccidentRepatriation & Mortal RemainsFeel free to contact HR for more information about the insurance amount. Slide28

Employers Liability

All employees are covered under Employer’s Liability (work related accidents) with Qatar Insurance Company from the day of commencement of Service and during their stint with organization. Feel free to contact HR for more information about the insurance amount.

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Opening a Salary Transfer Account Salary transfer account can be opened with any of the following banks, post the Visa Stamping process: HSBCEmirates NBD

ADCBStandard Chartered BankDocuments required

Visit the branch with the following documents:

Salary Certificate

Original Passport with the Visa duly stampedSlide30

Opening a Salary Transfer Account Contd..Transfer of Salary Account – If you have an existing salary account in the mentioned banks, you can continue using the same account.Visit the branch with the Salary Certificate, passport and visa copy to transfer the account.

Please provide the account number before the 15th of the month to ensure your salary is transferred to your account.

Pay days

Salary is disbursed in two batches-

First batch – 25th of every Month Second batch – last working day of every monthFor the first month, if the account is not operational or updated, then the salary will be paid in cash on the last working day of the month.Please contact the cashier on 542 for collection of the salary. On the 3rd of the following month, you will receive the pay slip through email.Slide31

Transport Facility

All our employees can avail the transport facility, provided by the company. Pick up and Drop facility is available for employees living in Sharjah only.

Please note: If the employee avails the transport facility then he /she will not be eligible for Conveyance Allowance.Slide32

Company ID card

Company ID Card will be

provided to all the employees

.

For employees based at GHO, ID cards with access to the main door . Employee attendance is monitored through the system therefore please use your access card every time you enter or exit the building.If you to have to come into the office on a weekend, you need to inform Admin via email (admin.aedxb@freightsysems.com) and your Reporting Manger so that they can inform the security to let you into the office. A temporary ID card will be provided, until you receive your permanent Id card. This is applicable to GHO staff only.For other locations, ID card will be provided however entries have to be made in the attendance register on daily basis. Permanent ID card will be provided within 7 working days from the date of joining.Slide33

Probation Period

The probationary period for all the employees is six months from date of joining. During this time, employees have the opportunity to understand company standards, policies and procedures. This also provides management its first opportunity to evaluate the employee. After completion of three months, the performance of the employee is reviewed by HR and the Head of Department.

Successful Completion, Extension of probation or any other issues will be communicated through written correspondence.

It is important that your objectives are clearly established by the end of the first month of service with consensus of your manager. This will ensure a fair performance appraisal.Slide34

Smart Objectives

You need to ensure that your objectives are approved on ESS within

a month of

joining.Slide35

Performance Appraisal Ratings…. “Needs Improvement (C)” - If there is any performance issue where in we feel that employee is not up to mark even after giving him continuous feedback then he/she should be given this rating. The employee is unable to perform the Task.

“Meets Expectation (B) “– Employees who are doing their job as per their profile however there are deviations, they should be given this rating

.

If task is done but not as per expectations set.

“Exceeds Expectations (A)”- Employees along with what is expected at their profile perform is done 100% as per expectations set - rating is " 3 " Manager's are required to do quarterly review with their subordinates. The ratings are mentioned belowSlide36

Leave Policy

Annual LeaveEach employee is entitled to 22 working days (Sunday to Thursday) paid leave annually in addition to official holidays.

An employee can avail his/her annual leave after completion of one year of service.

Annual Leave must be applied for, at least a month in advance; in sync with the Leave Planner

Minimum of 5 days leave should be applied in order to avail Air Fare.If a public holiday falls during annual leave, then the leave is credited back to your leave balance. Extension of Leave is not possibleLeave is calculated as follows:On January 1, 11 working days will be credited to your balance. You can avail this leave any time before June.On July 1, 11 working days will be credited to your balance. You can avail this leave any time before December.You are allowed to carry forward only 15 working days to the following year.Slide37

Annual Leave Application Process The ESS link is available on intranet.Slide38

Leave Policy Contd

….

Sick Leave

During probation period if an employee avails SL he/she will need to submit a medical certificate to HR and this will be adjusted against the SL balance once employee is confirmed in service. If the event of resignation or leaving the company prior to confirmation of service this will be adjusted as LOP in that month’s salary.

As per UAE law, an employee is entitled to fifteen working days in a year as sick leave. Absence of two or more consequent days requires a medical certificate.Sick Leave Application Process – Fill up the online sick leave application within five working days from the day of Sick leave taken. Festival LeaveYou can avail any one day leave in a year (Jan – Dec) for any festival of your choice, after completion of probation. You can take the leave only on the day of the festival. If it falls over a weekend, you can take it either a day before or after the weekend.List of festivals are available on the Intranet.Festival Leave Application Process – Submit the online festival leave application well in advance Failure to adhere to the above process may result in loss of paySlide39

Leave Policy Contd

….

Submit online application well in advance

Maternity Leave

– All Female employees are eligible for 45 Calendar days of Maternity leave, after completion of 1yr. Emergency Leave & Compassionate leaveCompassionate Leave is one, which may be availed by a person due to: Death of immediate family (Spouse, father, mother, son, daughter)Seven days leave is granted in such cases. Employee is requested to inform the Manger & HR of the situation. Emergency leave may be availed off in case Accident or major illness of immediate Family.This leave can be applied for, on urgent basis and will be adjusted against annual leave. This leave is not extendable. In case Annual Leave has been exhausted, then days taken will be considered as Loss of Pay Annual Leave application and Process applicable.Slide40

Public Holidays All associates employed on a regular basis are entitled to the public holidays (published at the beginning of the year for the private sector).

Gregorian New Year’s Day

One

Day

Eid Al Adha and Waqfa* Three DaysHijra New Year’s Day (Ashoora)* One DayProphet Mohammad’s Birthday* One DayIsraa Wal Mairaj* One DayEid Al Fitr (The End of Ramadan)* Two DaysNational Day One Day* The above holidays are subject to visibility of the New Moon at Holy Mecca.Slide41

Employee Self Service (ESS)

When you get your user name and password for the Intranet, please ensure you update the following details:

Home Town Contact Details

Local Contact Details Family DetailsSlide42

Loan / Advance Policy

Freight Systems does not encourage

it’s employees to apply for lo

ans and does not extend loans from the company to any employee.

It is understandable that at times, loans have to be availed to meet emergencies. In such a case the company will give Salary Certificate to the employee to apply for loan from the bank. This undertaking letter will state the limit of up to 6 multiples of his/her salary as eligibility for loan.Top up Loan amount also should not exceed 6 multiples Slide43

Salary Certificate Policy

Salary Certificate can be requested for in the following scenarios:Personal LoanTop Up LoanCredit Card

Auto / Car Loan

Visa Application

Salary Certificate Requisition Form is available on the intranet. Duly filled form needs to be submitted to HR.Salary Certificate can be collected on the following working day.Employees on JAZFA Visa – Requesting Salary certificate from the authorities attracts fees which will deducted from the following month’s Salary. JAFZA salary certificate is usually available collection only after 2 days from the date of submission of the application.Slide44

Pay slips

Company seals are provided to some employees for specific purpose related to the department/work. It is important that it is not used for anything else. For e.g. pay slips for bank purpose.

If you require your pay slip with the company seal, you need to inform the HR Department who will provide you with the same.Slide45

Passport Release Policy Passport has to be submitted to HR on the day of Joining Once the visa is stamped in the passport, the Labor Card or JAFZA Employment Card will be provided and the passport will remain in HR & Admin custody respectively.

Passport release can be requested for in following scenarios: Opening a Bank Account

Applying for Driving License

Applying for Family member(s) Visa

Applying for Visa (official or personal trip) Annual LeaveSlide46

Passport Requisition ProcessThe Passport Control Form is available on the intranet.

Every employee is liable to return the passport to Admin ,on the promised date, without any delay or follow up. Slide47

End of Service PolicyResignation – Voluntary employment termination may be initiated by an employee. Confirmed Employees are required to serve notice before handing over their responsibilities.

During probation, the Employee and the Company have the right to end employment without notice.

Employee may be terminated on the basis of Code of Conduct (Disciplinary issues) or Under Performance Slide48

Code of Conduct

The Code of Conduct for FSL is very important. All employees are expected to adhere to the standards sincerely while carrying out their responsibilities and conducting the Company’s business.

Please note that any deviation from these rules and standards will be subject to disciplinary action - Verbal

&/or written warning. Depending on the severity and Impact of the act, it may also result in termination of employment .Examples:Theft or inappropriate removal or possession of property;Falsification of records Working under the influence of alcohol or illegal drugs Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace Slide49

Fighting or Violence in the workplaceDisruptive activity in the workplaceNegligence or improper conduct leading to damage of company-owned or customer-owned propertyInsubordination or disrespectful towards othersViolation of safety or health rulesSexual or other unlawful harassment

Excessive absenteeism or any absence without notice Unauthorized disclosure of confidential informationViolation of policies

Code of Conduct

Contd

….Slide50

Performance Issues If an employee is unable to carry out the expected the duties, the reporting manager reports the issue to HR after providing all help and support to the employee.HR organizes a meeting with the employee in the presence of the manager and proposes a Get Well Plan.

The Get Well Plan includes the parameters and methodology of gauging the performance over a period one month.Weekly meetings are held to review the progress and at the end of the plan the decision is made about the end or continuation of the employee’s services.Slide51

End of Service Benefits (EOSB) Resignation The End of Service Amount is calculated as per UAE labor Law.

Termination of the Employment by the Employer: 21 days for the first 5 years ( for each completed year ) and 30 days for the remaining years of services (for each completed year ).

FSL shall not pay End of Service Benefits to any employee in the following scenarios:

If the total years of service is less than one (1) year.If FSL terminates the employee on the basis on code of conduct. Slide52

Rewards and Recognition

Birthday gift vouchers worth AED200 are given to the employees on the day (s)he celebrates his / her Birthday.

Service Awards

All FSL employees are rewarded and recognized with the “FSL service award” as well as cash bonus on completion of any of the milestones. Bonus amount is credited in the same month’s salary.

CountryUAECurrencyAED5 years5,000.0010 years10,000.0015 years

15,000.00

20 years

20,000.00

25 years

25,000.00Slide53

IntranetAll forms are available on the Intranet. The link is mentioned below: http://intranet.freightsystems.com/

Once you complete the online training for the eFreight

Package, you will receive your user name and passwordSlide54

For

any Issues

Email id

Type of Issue

hr.ae@freightsystems.comPayrollLeaveMedical insuranceConcerns you may haveAppraisal/Objective Setting formsadmin.aedxb@freightsystems.comOffice maintenance workIssues with the photocopiersRequest for temporary Employee id card Visa/labor related issues Passport/labor card – collection/depositcareers@freightsystems.com All CVs that you would like to pass to HRSlide55

Any QuestionsSlide56

Thank You