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CONSORT BUNKERS PTE LTD

CREW MANAGEMENT HR POLICY AND PROCEDURES MANUAL


Version Date: 20 November 2015

CONTENT
1.

GENERAL
1. Purpose
2. Scope and Applicability
3. Supplement/Revisions

2.

EMPLOYMENT

1. Vessel Crews Recruitment


2. Pre-Employment Medical Checkup
3. Working Permit for
/Permanent Resident

Non-Singapore

Citizen

4. Determination of Employment
5. Probationary Period for New Employee
6. Renewal of Contract of Service
7. Annual Leave
8. Swap
9. Medical Leave
10. Resignation / Termination of Employment
11. Procedure for Voluntary Termination
12. Procedure for Involuntary Termination
13. Definition of Dismissal
14. Definition of Layoff
15. Placement Transfer / Reassignment
16. Definition of Transfer / Reassignment
17. Situations Where Transfer or Reassignment May
Occur
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18. Procedure for Transfer


19. Part-Time Additional Employment
20. Crews Working Pattern
21. Personal Records
3

PROFESSIONAL CONDUCT AND DISCIPLINE

3.1

Code of Conduct

3.2

Definitions

3.3

Discipline

3.4

Disciplinary Procedure

3.5

Forms of Disciplines

3.6

Grievances

3.7

Purpose

3.8

Physical Security Practices

3.9

Information Security Practices

3.10

Safeguarding Official Information

3.11

Leaving Report / Checklist

3.12

Lost and Found

3.13

Declaration of Gifts

ETHICS POLICY

4.1

Our Commitment

4.2

Ethics Policy Committee

4.3

Roles & Responsibilities of Various Parties

4.4

Code of Ethics

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1.

GENERAL

1.1

Purpose

1.1.1

This manual contains statement of Ship Crews Management policies and


procedures. It is designed to be a working guide for respective Officer/Crew in the
day-to-day administration of the Ship Crews Matters policies. This manual is to
be treated as "Confidential".

1.1.2

These written policies should increase understanding, eliminate the need for
personal decisions on matters of our Company-wide policy, and help to assure
uniformity throughout the organisation. It is the responsibility of each and every
member of management to administer these policies in a consistent and impartial
manner.

1.1.3

Procedures and practices in the field of human resource management are subject to
modification and further development. Each member of management can assist in
keeping our human resource programme up-to-date by notifying the Department
whenever improvements can be made in the administration of our human resource
policies.

1.1.4

This Ship Crew Management policy manual is designed to serve as a source of


information where staff can look with authority and completeness.

1.2

Scope and Applicability


The policies and procedures contained herein apply to all Officers/Crews onboard
the respective ship appointed on the permanent establishment of the Company
unless otherwise stated.

1.3

Supplement/Revisions
All Officers/Crews onboard will be governed by the terms and conditions
specified herein and any amendments or changes as decided by the Management
from time to time. You may refer to the Crew Manager for clarifications.

2.

EMPLOYMENT

2.1

Vessel Crews Recruitment

2.1.1

A ferry ticket (one way) from Batam/Bintan or maximum of S$50 whichever


lower shall be reimburse to the successful New Officer/Crew employed. A
miscellaneous allowance of S$20 for current employed crew of assisting to send
IPA (In-Principle Approved WP) as to gain entry for the new crew to Singapore.

2.1.2

A flight ticket (one way) from Jakarta or maximum of S$230 whichever lower
shall be reimburse to the successful New Officer/Crew employed.

2.1.3

A transport allowance on arrival of S$30 or based on receipt issued from Chang


International Airport or Tanah Merah Ferry Terminal to the Company s Doctor
Clinic and the Management Office shall be reimburse to the successful new crew
employed.

2.1.4

In provision of work permit application for the new crew employed, the new crew
shall be eligible or entitled for maximum S$60 per day and capped at 3 days only

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(maximum) being for his lodging, meal & etc without producing any receipt to
stay in mainland, Singapore prior to board the respective vessel.

2.2

Pre-Employment Medical Checkup

2.2.1

All non-Singapore citizen (excluding permanent resident) Officer/Crew hired on a


permanent contract basis shall be required to attend a pre-employment medical
check-up.

2.2.2

The pre-employment medical check-up will be under Company expenses as part


of employee/crew recruitment program. The medical check up serve to determine
whether the employee/crew is fit for service.

2.2.3

The Offer of Employment shall be voided if the Officers/Crews do not pass the
medical examination.

2.3

Working Permit for Non-Singapore Citizen/Permanent Resident

2.3.1

For non-Singapore citizen/permanent resident, the Company will assist the


Officer/Crew to obtain a valid working permit from the relevant authority:
a)
b)

Preparing a letter to support the working permit application.


Completing and endorsing the relevant working permit application form.

2.3.2

The relevant authority will process and approve or reject the application.
Depending on the nationality, qualifications, skills and experience of the applicant,
the processing time may vary from one (1) to eight (8) weeks. The non-Singapore
citizen/permanent resident is only allowed to commence work in the Company
upon issuance of a valid working permit.

2.3.3

The Offer of Employment shall be voided if the working permits for non citizens /
permanent residents are not approved by the government authorities.

2.3.4

The hiring of any Non-Singapore citizen/permanent resident without a valid


working permit is illegal.

2.3.5

Commencement of Employment for Non-Singapore Citizen/Permanent Resident


where the Company will inform the Comptroller of Income Tax with regards to
the commencement of work of the employee with the Company, which is a
statutory requirement, lay down by the Inland Revenue Authority of Singapore.

2.4

Determination of Employment

2.4.1

Contract of service
All Officers and Crews are hired by Consort Bunkers Pte Ltd on a contractual
basis.
Direct contract staff are engaged directly by Consort Bunkers Pte Ltd and paid
salary on a predetermined monthly rate based on Company's prescribed working
pattern. They are on the Company's payroll.

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2.4.2

Length of Contract of Service


Duration of employment is based on mutual agreement between the Company and
respective Officer/Crew and renewable upon mutual agreement by both parties.

2.5.

Probationary Period for New Employee

2.5.1

All new Officer/Crew are required to serve a minimum Probationary Period of 6


months upon starting work with the Company. This is to allow the Management to
determine the fit and performance of the new staff.

2.5.2

Officer/Crew will be entitled to full Company's benefits on an earned-as-you-serve


basis during the Probationary Period. The following benefits will be prorated
according to their length of service fill the point of consumption:
i)
ii)

Annual leave
Medical/hospitalisation leave

2.6.

Renewal of Contract of Service

2.6.1

Depending on the contractual agreement, the Company may commence


negotiations with the Officer/Crew regarding the renewal of his contract of service
before the expiry of the contract of service.

2.7

Annual Leave

2.7.1

Vessel Officers/Crews are eligible and entitle to 12 days annual leave, pro-rated
for partial year contract.

2.7.2

All Officer/Crews entitled annual leave application should be complete and


submit to Company with a minimum of 14 days prior to the entitled annual leave
date to be taken or before the mid month prior to next month leave applied.

2.7.3

Any entitled annual leave application less than the minimum period of application
period will be considered as urgent leave. Urgent leave application will be
subject to Crews Managements approval, where Crews Executive or Port
Captain should provide recommendation and Crews Manager will provide an
approval (if permitted) to the urgent leave applied.

2.7.4

Vessel Master/Chief Officers entitled annual leave application form should only
be sign & recommend by the Crews Executive or Port Captain and approved
by Companys Manager.

2.7.5

Vessel Deck Crews entitled annual leave application form should only be sign &
recommend by the respective vessels master/chief officer and approved by
Crews Executive or Port Captain.

2.7.6

Non-entitled annual leave application from the Deck Officers/Crews should


submit to Crew Management with minimum of 21 days prior to the non-entitled
annual leave date to be taken.

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2.7.7

A maximum of 2 days of non-entitled annual leave could be approved by the


Crew Manager. If Crews need to apply more than 2 days of the non-entitlement
annual leave, Crew Manager will need to provide recommendation and
Management shall provide an approval (if permitted)

2.7.8

The Vessel Officer/Crews are NOT eligible for gazetted Public Holidays

2.8

Swap

2.8.1

Duty Swapping should only be allows between Officers/Crews of same caliber or


qualification, in the same vessels.

2.8.2

The swap should be mutually agreed between parties where the form should be
submitted by the initiator before mid month prior to next month applied or
minimum of 21 days prior the date of swapping.

2.8.3

Duty swapping application will be subject to Crews Management approval, where


Vessel Master (Crews application) or Crews Executive or Port Captain (Deck
Officer application) should provide recommendation and Crews Manager will
provide an approval (if permitted) to the duty swapping applied.

2.9

Medical Leave

2.9.1

The Officer/Crew are eligible for 14 days medical leave and 60 days
hospitalisation leave, pro-rated for partial year contract. The Officer/Crews who
are hospitalised for less than 46 days in any one year, his/her entitlement to paid
sick leave for that year cannot exceed the aggregate of 14 days and the number of
days on which he was hospitalised.

2.9.2

The Officer/Crew is to notify and to submit medical sick leave to the Company
immediately in case of his absence from work due to illness after certification of
sick leave by Companys doctor or Singapore Government doctor.

2.9.3

Company will not recognize any foreign medical sick leave.

2.10

Resignation / Termination of Employment

2.10.1

The purpose of this section is to define the various possibilities of termination and
to establish a systematic procedure applicable to all categories of Officers/Crews
by which Officers/Crews are treated equitably upon termination and in compliance
with all legal requirements or customary practice.

2.10.2

Definition of Termination
A termination is defined as either voluntary or involuntary. .

2.10.2.1

Voluntary Termination
This is a resignation initiated by the Officer/Crew. It could be the following:
1)
A deliberate resignation requested by the Officer/Crew out of a
personal desire to leave the Company, or
2)
An induced resignation submitted by the Officer/Crew to avoid a
dismissal.

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2.10.2.2

Involuntary Termination
This is termination initiated by the Company because of unsatisfactory work
performance, behaviour, misconduct, or layoff.

2.10.3

Termination notice period


1) Company shall be at liberty to terminate by giving the Officer/Crew one (1)
month notice of termination in writing or by paying one (1) month salary in
lieu of notice.
2) Company reserves the right to terminate Officer/Crew service within 24 hours
notice in the event that the Officer/Crew is found guilty of negligence or
misconduct in which case the Company shall be the sole judge. Salaries shall
be forfeited when Officer/Crew is terminated under such circumstance.
3) Under the above circumstances (1) & (2), Company will no pay the transport
and subsistence during repatriation to his own country of domicile.
4) The Officer/Crew can terminate their service (voluntarily) only after giving
the Company two (2) months written notice . And apparently , if the
Officer/Crew terminates the Agreement prior to the expiry of its Term , the
Officer/Crew shall compensate the Company a sum equivalent to two (2)
months of his salary .

2.11

Procedure for Voluntary Termination

2.11.1

Termination notice as defined above, must be in writing and given to the


Officer/Crews immediate supervisor. It will commence from the date the written
notice is served.

2.11.2

The procedure for resignation on own accord is as follows:


1) The Officer/Crew immediate supervisor should make an exhaustive attempt to
find out the causes for the resignation.
2) The supervisor shall submit the letter of resignation to the Crew Manager.
3) The Crew Manager will inform the Management on the resignation.
4) The Crew Manager will send an email to the relevant Departments for their
necessary action and a clearance form to the resigned Officer/Crew.
5) Any withdrawal must be recorded in the Officer/Crew's personal file.
6) Crew Manager will endorsed/acknowledge in acceptance of resignation letter.
7) The cessation payment shall be mailed to the resignee 14 days from the last
day of service of the Officer/Crew. All obligations to the Company and
government shall be deducted from the cessation pay.
8) The Officer/Crew shall return all Company's properties and submit the
completed Clearance Form to the Management through Crew Manager,
otherwise deduction, shall be mode from the cessation pay.
9) Officer/Crew who has tendered resignation is required to be present onboard
till his last day of service (if necessary) to complete the clearance form.
10) Officer/Crew who has tendered resignation is required to fulfil their
obligations in terms of compensation according to the employment contracts.

2.12

Procedure for Involuntary Termination

2.12.1

Supervisory Officer/Crew will recommend termination. The final decision will be


made in consultation among the Crew Management and Senior Management.

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2.12.2

To recommend termination during the Initial Period, final recommendation to


Senior Management must be made within 2 months from the date the
Officer/Crews are recruited.

2.12.3

The letter of termination will be issued by the Crew Management.

2.13

Definition of Dismissal

2.13.1

A dismissal may be exercised for unsatisfactory work performance or behaviour,


serious breach of any of the terms and conditions of employment or for gross
misconduct like insubordination, theft, violence, moral turpitude, or other serious
offences.

2.13.2

Where a dismissal is carried out for gross misconduct, the dismissal could be
immediate without prior warning depending on the nature of the offence.

2.13.3

Officer/Crew dismissed by the Company will be issued a service termination


notice by the Crew Management and all his accrued benefits will be forfeited.

2.14

Definition of Layoff

2.14.1

This refers to termination resulting from a reduction in manpower as a result of


business downturn or reorganisation. Where layoff is necessary, the criteria of
termination shall be based on skills and performance records. Only when all things
are equal will seniority be considered.

2.15

Placement - Transfer / Reassignment

2.15.1

The main objective of this section is to provide consistency in treatment of


transfers throughout the Companys vessel fleet, and to ensure that transfers are
mode in the interests of both the Company and the Officer/Crew.

2.16

Definition of Transfer/Reassignment

2.16.1

Transfer shall be defined as a lateral move from one job to another job of like
value and importance within the same job grade. It could entail changes in job
title, duties, supervision, work conditions, but not salary, job grade and seniority.
A transfer exercise may come about either from the Officer/Crew's application or
Crew Management's own initiative. The prerogative however rests with the Crew
Management. A request for transfer from an unconfirmed employee will not be
considered.

2.16.2

'Loan' shall be defined as temporary transfer.

2.16.3

'Reassignment' shall be defined as a change to a serving Officer/Crew's duties in


the same line or section as presently assigned but of a different nature than that
currently performed due to division of labour but one within the Officer/Crew's
present job description. Such reassignment may be carried out without reference to
the Senior Management but on authorisation of Crew Management.

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2.17

Situations Where Transfer or Reassignment May Occur

2.17.1

The situations where transfer or reassignment may occur are as follows:


1)

Officers/Crews who are worthy, but who are obviously mis-assigned or


whose jobs have been eliminated in the process of reorganisation will be
retained and re-deployed.

2)

Officers/Crews may be requested to make business trips or to assist other


vessel in their work due to exigencies or re-alignment of work
requirements or schedules regardless of the physical location of such
movement.

3)

Officers/Crews may also be temporarily assigned to perform all or part of


the duties of another Officer/Crew either of a lower, equivalent or higher
level of appointment due to the absence (approved or otherwise) of such
Officer/Crew. The terms of such temporary re-assignment including the
time period shall be stipulated in writing to the Officer/Crew if so
requested. Otherwise, verbal communication by the Crew Management/
Vessel head shall suffice.

3)

Officer/Crew may also request for a re-assignment to another Vessel or


another section within the same Vessel. Where the Officer/Crew satisfies
the selection criteria of the receiving section (that is, the section to where
the Officer/Crew has requested to be transferred) and whenever allowed
by the work requirements and qualification criteria, his request for
re-assignment shall be obliged.

6)

All transfers, loans or re-assignments for business trips may be for a fixed
duration or for an unspecified period of time, and shall be carried out in
accordance with the Crew Management's Employment Procedure
currently in force. No Officer/Crew shall have the right to refuse such a
request unless an acceptable reason for so doing is given or where he is
required to undergo a further or new period of probation or where he
would suffer undue hardship as a result.

7)

Any Officer/Crew aggrieved by any placement, transfer, re-assignment,


temporary or otherwise, may appeal to the Crew Management who shall
grant the Officer/Crew an interview and make the necessary investigation
before arriving at a decision in the best interest of the Company and the
Officer/Crew.

8)

Once transfer is confirmed, Crew Management will send an email or such


information to the relevant parties for their necessary action.

2.18

Procedure for Transfer

2.18.1

The procedure for transfer is as follows:


1)

Where Officer/Crew can be redeployed to another vessel, which is more


suitable, his transfer must be subject to the mutual approval of the
respective Vessel Master/Heads. The transfer may be initiated by the
Officer/Crew himself or by the Crew Management.

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10

2.19

2)

The Crew Management & Senior Management views should be sought to


evaluate the possible effects of the transfer.

3)

Crew Management will inform the receiving vessel of the Officer/crew's


interest for transfer. Receiving vessel is to keep such information strictly
confidential.

4)

Receiving vessel will assess the suitability of the Officer/Crew and inform
the Crew Management accordingly within two (2) weeks.
a)
If the Officer/Crew were found suitable, the releasing vessel will
have to indicate the timeframe he would like the transfer to be
effected
b)
The receiving Vessel Master should also consent to the transfer.
c)
Crew Management will inform the Officer/crew if he is not found
suitable.

5)

Crew Management will inform the releasing Vessel of the Officer/crew's


interest in a transfer and him being found suitable by the receiving Vessel.
Approval from the releasing Vessel will be sought to release the
Officer/Crew.
a)
Crew Management will confirm the effective transfer date with
the releasing vessel if it agrees to release the Officer/Crew. The
effective transfer date must be within two (2) months.
b)
Crew Management will inform the Officer/Crew and receiving
Vessel if the releasing Vessel does not approve the release.

6)

The receiving Vessel will provide the following information to Crew


Management:
a)
new job designation;
b)
new approving manager; and
c)
effective date of transfer.

7)

The releasing vessel will have to forward to the Crew Management the
performance plan of the Officer/crew with an assessment of his
performance.

8)

Crew Management will send email to inform all relevant parties of the
transfer so that they can make the changes.

Part-Time Additional Employment


Officers/Crews are expected to devote their whole time and attention to the Vessel
and not to engage in part-time additional employment without the prior consent of
the Management & Company. Those who wish to engage themselves in additional
employment on a part-time basis may apply in writing to the Crew Management
through the immediate supervisor.

2.20

Crews Working Pattern

2.20.1

General

2.20.2

This policy defines the official working pattern of the Company applicable to all
employees Officers/Crews, except for the shore-based staff.
Working Pattern

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i.
ii.

Consorts barges 14 days onboard & 7 days off-board


Pearls barges 3 months onboard & 1 month off-board

2.20.3

All staff will be required to report to Jetty (either Marina South Pier or West Coast
pier) by 10.00am on the changing duty day (via phone roll call) to board the
chartered launch for change over duty.

2.20.4

All staff will be required to observe any change of location schedule that the Crew
Management or respective barge Master/Chief Officer may decide upon.

2.20.5

If duty personnel came after 10.30am on the changing duty day to the desire Jetty
to report for duty, subject to Crew Management approval, where the cost for the
launch may not bear by Company or he may be consider as AWOL.

2.20.6

Where any Officer/Crew are required to observe a different schedule due to


unique work requirements, he shall be formally informed by the supervisor(s).
These staff shall follow the timings & location as directed by the supervisor(s).

2.21

Personal Records

2.21.1

General
The purpose of this section is to establish the procedures for keeping an updated
personal record.

2.21.2

Crew Management will update the Officer /Crew records where changes occur.

2.21.3

Officer/Crew is required to update the Crew Management, via email or written


letter, if any of the following changes occur:
1)

Changes in Address and/or Contact Number - provide Crew Management


with New Address/ Telephone Number and Effective Date of Change.

2)

Changes in Marital Status - submission of relevant document to Crew


Management for their personal file and new address (if applicable).

3)

Changes to details or person to contact during emergency.

4)

Miscellaneous updates on the following:a)


Professional or educational certifications achieved / attained.
b)
Other awards received by staff.

Officer/Crew who are awarded additional certification, diploma or degree during


their employment with Consort Bunkers will not automatically be eligible for any
form of salary adjustment.
2.21.4

Authority of Access to Personal Files


Access to personal files of Officer/Crew is restricted. As a rule of thumb, only
managers and above staff may request to view the personal files of staff who
reports to him.

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12

PROFESSIONAL CONDUCT AND DISCIPLINE

3.1

Code of Conduct

3.1.1

Purpose

3.1.1.1

The purpose of this section is to provide a guideline for code of conduct to be


observed by all employees.

3.1.1.2

An employee is expected to behave himself at all times and discharge his duties to
the Company for what he is paid.

3.1.1.3

The Company may, after due inquiry, dismiss without notice an employee on the
grounds of misconduct. Any violation of the Code of Conduct will lead to
disciplinary action, including dismissal.

3.2

Definitions

3.2.1

Misconduct
Misconduct can be considered as failing into two general categories, based on the
seriousness of the offence: Gross Misconduct and Lesser Offences.

3.2.2

Gross misconduct are those offences which are so serious in nature that dismissal
is appropriate without regard to the employee's past conduct record. Lesser
offences are all instances of misconduct which cannot be considered as falling
into the gross misconduct category. There is no hard and fast definition of all
cases of gross misconduct or lesser offences as the circumstances in each case
vary.

3.2.3

The following acts or omissions serve as examples of misconduct for which an


employee is liable to be disciplined. The list is not necessary exhaustive.
Gross misconduct
1)

Assault on a member of supervision or fellow workers.

2)

'Go-slow' or instigation of a 'go-slow' or work stoppage.

3)

Sabotage.

4)

Committing a nuisance on the Company's premises.

5)

Wilful insubordination or disobedience of any lawful and reasonable


order of a superior.

6)

Theft within the Company or fraud or dishonesty in connection with the


Company's business or property.

7)

Demanding, offering or accepting bribes or any illegal gratification.

8)

Serious falsifying of official records.

9)

Participation in illegal strikes.

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3.2.4

10)

Engaging in work or trade which is in conflict with the Company's


business.

11)

Drunkenness: bringing alcoholic drinks into the Company; riotous,


disorderly or indecent behaviour, threatening; intimidating, coercing
other employees or interfering with the work of other employees: assault
either provoked or otherwise.

12)

Wilful or 'irresponsible action resulting in damage to any goods or


property of the Company.

13)

Disclosing to any person information with regards to processes, formulae


or secrets of the Company.

14)

Breach of Company's Information Security Policy and Procedures.

15)

Gambling on the Company's premises.

16)

Smoking on the Company's premises except in places where smoking is


permitted.

17)

Conviction by any Court of Law for any criminal offence.

18)

Wilfully not reporting any defect or occurrence which an employee may


notice, which might endanger himself or any other person or which might
result in damage or danger to the Company's or any person's property.

19)

Consumption or peddling of drugs within the factory premises or


conviction under the Misuse of Drugs Act, 1973.

20)

Distributing or exhibiting within the Company, handbills, pamphlets,


posters, or whatever graphical writing without the sanction of the
Management and against the interests of the Company.

Lesser Offences
1)

Absence without permission or adequate reasons i.e. unauthorised


absence.

2)

Obtaining or attempting to obtain leave of absence by false pretence.

3)

Not observing hours of work or not being punctual.

4)

Quarrelling with immediate supervisors, senior management or fellow


colleagues.

5)

Inefficiency i.e. failing to do the amount and quality of work expected of


the employee, carelessness, negligence.

6)

Refusing to accept job assignments or reasonable instructions in


circumstances not constituting gross misconduct.

7)

Sleeping while on duty.

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3.3

Discipline

3.3.1

Purpose

3.3.1.1

In deciding disciplinary action to be taken, Management's representatives must


understand that the purpose of discipline is aimed to obtain compliance with our
established rules of conduct i.e. to correct improper conduct. It should not be
punitive in nature with the purpose of punishing or "getting even" with the
employee. This philosophy of corrective discipline applies only to the lesser
offences which make up the bulk of disciplinary situations. Dismissal is a
disciplinary action which is not "corrective" in nature and should be resorted to
only where previous efforts to bring about correction have failed or for those
major offences.

3.3.1.2

There is no fixed pattern of penalties which can be given as representing proper


application of corrective discipline for all situations. The progressive disciplinary
procedure however includes the following:1)

Verbal Warning;

2)

Written Warning; and/or

3)

Termination.

3.4

Disciplinary Procedure

3.4.1

Discipline must be exercised promptly if it is to be effective. A supervisor's silence


over improper conduct is tantamount to condonation, and over a period of time,
the incorrect standard becomes a norm which is difficult to overcome.

3.4.2

Therefore the procedure is as follows:1)

When an employee is found to have committed a misconduct in the course


of employment, the immediate supervisor shall promptly conduct a
thorough investigation for facts without delay. Clearly established facts
allow disciplinary decision to be made in clear perspectives.

2)

After investigation, the immediate supervisor shall immediately forward


his report and recommend disciplinary action deemed necessary to the
Corporate Matters Department, if the case is serious enough to warrant
the senior management attention. In recommending the disciplinary
action, the supervisor has to determine that there is a cause for it and that
the disciplinary action is fair, because where disciplinary action is
challenged, the burden is upon Senior Management to show cause for the
action taken.
Verbal Advice

3)

If it is only a minor offence, it is the discretion of the supervisor to serve a


verbal advice without the involvement of the Corporate Matters
Department. No written record need be given to the employee, but the
verbal advice has to be noted in the employee's personal File. As the
objective of the verbal advice is to condition and correct the work
standard of conduct of the employee, improvement after the advice should
be noticed and acknowledged.
Written Warning

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4)

If a written warning is to be served, the warning letter should be drafted


by the Corporate Matters Department, if necessary, before it is issued to
the employee. Where issued, such a warning will be issued by the General
Manager. The written warning should include:a)

A statement of the problem

b)

Identification of any rule that has been violated

c)

Consequences resulting from the infraction

d)

Corrective action required of the employee

e)

Proposed action by the Company failing corrective action

f)

Reference to previous verbal advice or warning(s) and dates

g)

Specific expiry dates of between one to six months, depending on


misconduct so that if behaviour improves, they cease to apply.

The record however remains with the Company in the employee's


personal file.
Termination
5)

In the event that after verbal and written warning and there is no
improvement, the Department head may decide to recommend dismissal.
The approval of the dismissal is subject to the approval of the Senior
Management. The employee shall be served the Termination or Dismissal
letter by the Corporate Matters Department in the presence of his
immediate supervisor. All technicalities in respect of termination or
dismissal shall be handled by the Corporate Matters Department. The
termination or dismissal letter shall be written and signed by the General
Manager.

3.5

Forms of Disciplines

3.5.1

Depending on the severity of the misconduct, the forms of disciplines shall include
but not limited to the following:
1)

Written/ Verbal warning

2)

Suspension with/without pay

3)

Dismissal

4)

Termination with/without notice

5)

Reduction in pay

6)

Demotion

3.5.2

Serious offences may also render the employee liable to prosecution under the
jurisdiction of the courts of Singapore.

3.6

Grievances

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3.6.1

Purpose

3.6.1.1

The purpose of this section is to:-

provide guidelines on the nature of disciplinary action to be taken for


instances of misconduct so as to ensure uniform and fair discipline; and

to foster at all times, high morale that makes for self-discipline in every
employee and group discipline within every work team.

3.6.1.2

The Company recognises the value and benefit of mutual discussions. In situations
when any employee feels aggrieved or in disagreement with the Companys
practice, he is encouraged to discuss such matters with the Senior Management.
Employees and/or immediate superiors are encouraged to make an attempt to
settle differences or problems at the lowest level possible with reference to the
following procedure. All correspondence will be dealt with the strictest
confidence.

3.6.2

Procedure for Grievances

3.6.2.1

The procedure for grievances is as follows:


1)

An employee with a grievance should raise the issue with his immediate
supervisor, who will investigate and provide a solution or explanation to
the employee within three working days after the grievance has been
brought up.

2)

If the immediate supervisor is the problem, then the employee should raise
the issue in writing in confidence to the Corporate Matters Manager.

3)

The Corporate Matters Manager shall investigate and provide a solution


or explanation to the employee within three (3) working days after the
grievance has been brought to his attention.

4)

As a final resort, the employee shall have the opportunity to raise the
grievance with Senior Management, who shall within a work week make
all the necessary investigations and provide a decision. The decision of
the Senior Management shall be final.

3.6.2.2

Speedy handling of complaints and suggestions is vital to effective two-way


communication. When a complaint or suggestion is presented, quick attention and
action in getting the right answer, followed by prompt communication with the
employee, will greatly enhance the success of the system and enhances good
employee relations. All grievances must be properly documented.

3.6.2.3

If for valid reasons, an employee feels that his grievance is too personal for
discussion with his immediate superior, he may seek recourse through Corporate
Matters Department. Alternatively, if the employee has a personal problem with
his immediate superior, he could seek recourse to the Corporate Matters
Department but it shall be done with the knowledge of his immediate superior.

3.7

Security Responsibilities

3.7.1

Purpose

3.7.1.1

The purpose of this section is to highlight the security responsibilities to be


observed by all employees in the Company.

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3.7.1.2

The security roles and responsibilities of employees are governed by the


Corporate Information Security Policy.

3.8

Physical Security Practices

3.8.1

Visitors / Guests
1)

Employees, authorized visitors and guests are the only personnel allowed
to enter Company's premises.

2)

Employees who have visitors will have to meet their visitors at the
Reception Counter and bring them to the meeting place and at the end of
the meeting, escort them out to the Reception Counter. Under no
circumstances are visitors allowed to wander about the office unescorted.

3.9

Information Security Practices

3.9.1

The purpose sought to include and foster these is to ensure that official
information is protected.

3.9.2

Employees are not allowed to take any company documents home without prior
approval from the immediate supervisor and upon such approval must return to
the Company all materials, data and documents provided to them in the course of
their work upon termination of service or upon request by the Company.

3.9.3

The employee will use the information that he obtain by virtue of his employment
in the Company, exclusively in performing his work. The employee will not
disclose, in whole or in part, the information to any person without the prior
written approval of the Company.

3.10

Safeguarding Official Information

3.10.1

All employees will be required to sign an undertaking to safeguard official


information.

3.10.2

All contract/temporary staff on project assignment with the Company will also
have to undertake to safeguard official information to ensure that they do not
release the Company's confidential information to the public.

3.10.3

This condition shall apply both during and after the employment / engagement of
the permanent/contract/temporary staff with the Company. Any breach or neglect
of this undertaking is an offence, and may also render them liable to prosecution
under the jurisdiction of the Courts of Singapore.

3.10.4

Employees are to exercise discretion when surfing the Internet. The purpose is to
prevent virus, spyware and malicious software from inadvertently breaching the
Companys internal networks.

3.11

Leaving Report / Checklist

3.11.1

An employees who has terminated his services with the Company will be sent a
Clearance Form and Exit Interview Form by the Corporate Matters Department.

3.11.2

Corporate Matters Department will also inform the various Departments on the
resignation of the staff for their appropriate action.

3.12

Lost and Found

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If you find something that does not belong to you, please turn it in to the
Administration Department. Alternatively, if you lose something, please also
check with the Administration Department.
3.13

Declaration of Gifts

3.13.1

All gifts received by an employee, which could be from a client, supplier, course
provider, vendor or other business associate, are to be declared to the Corporate
Matters Department if above the value of $100.

3.13.2

As a general guideline, gifts that could be utilised in the office would be


channelled back for office use.

Ethics Policy

4.1

Our Commitment

4.1.1

In Consort Bunkers, we believe in uncompromising ethical standards in all our


dealings with our customers, suppliers, governments, shareholders, public and
with each other as the integrity of the Company rests on the integrity of our
employees. It is our motto to conduct business lawfully and ethically in all
countries, and each of us to practise diligent observance of the laws and
regulations prevailing in each of these countries besides that of Singapore's.

4..1.2

This Ethics Policy supplements but does not replace the Company's policies and
procedures, and shall form a code of conduct we expect of all employees to
upkeep our commitment towards ethical conduct. Adherence to the Ethics Policy
is the responsibility of each employee and is a condition for continued
employment, and shall be the subject of management attention, periodic internal
audits and reviews.

4.2

Ethics Policy Committee

4.2.1

An Ethics Policy Committee, comprising of the senior management team, shall be


available for consultation on ethics issues or to answer any questions you may
have about this Ethics Policy. In any instance where any employee requires
guidance as to how to follow the Ethics Policy, he should seek advice from his
supervisor, or any member of the Ethics Policy Committee. This does not
relinquish the responsibilities that each employee has to comply with the Ethics
Policy. Anyone violating this Ethics Policy, whether occurring through individual
misconduct or a failure to exercise adequate supervision by a supervisor/manager,
shall be subject to appropriate disciplinary action as recommended by the Ethics
Policy Committee.

4.3

Roles & Responsibilities of Various Parties

4.3.1

Company
The Company will provide guidelines on matters of everyday business conduct. It
will also ensure through established communication and training programs that
all employees are aware of and understand the Ethics Policy. The Company will
also enforce the compliance with the Ethics Policy, and guarantee that there will
be no retribution for reporting an alleged violation of the Ethics Policy or the
Company's policies and procedures.

4.3.2

Managers/Supervisors

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We will ensure that all staff under our supervision, directly or indirectly, are given
a copy of the Ethics Policy, share the Company's commitment to uphold the Ethics
Policy, and understand their roles and responsibilities. As supervisors or
managers, we will also conduct ourselves in accordance to the Ethics Policy, and
demonstrate through our actions and words, our commitment to the standards. We
will also maintain a workplace environment and culture that encourages frank
and open communication, free of fear or anxiety of reprisal, concerning the
upholding of the Ethics Policy. We will also report any knowledge of violation or
possible violation directly to the Ethics Policy Committee for appropriate action,
and treat each with the utmost confidentiality possible under the circumstances.
4.3.3

All Employees
We will review and refresh our knowledge and understanding of the Ethics Policy,
and uphold the Ethics Policy and make it an active port of our everyday business
life. We will practise due diligence and be sensitive to situations that could result
in actions by any colleague that are illegal, unethical, violates the Ethics Policy
or improper. We will also encourage our fellow colleagues to uphold the Ethics
Policy, and report actual or perceived violation of the Ethics Policy or the
Company's policies and procedures for appropriate action.

4.4

Code of Ethics
The following sets forth the general ethical standards that shall be met by all
employees. However, the standards are not necessarily all of the obligations that
apply to our conduct. In general, we must take care to avoid any conduct that
could reasonably appear improper or might injure the Company's reputation for
integrity in its activities. We will act in good faith, in the interest of the Company,
without violation of the laws, Company's Ethics Policy and/or policies and
procedures.

4.4.1

Conflict of Interest
No employee may have a personal, business or financial interest that is
incompatible with the loyalty and responsibility owed to the Company. He will be
required to disclose to the Company if he or any of his family members has or
acquires, by gift, inheritance or otherwise, an interest in a supplier, customer,
competitor or its business, or is performing services for such a firm as such
relationship could have an appearance of potentially biasing his judgement or
activities relating to our Company. He will declare on an annual basis, such
interest. He will however not wait for the annual exercise to declare such interest,
and undertakes to declare such interest as and when a potential conflict of interest
is perceived.

4.4.2

Gratification
An employee or any member of his family shall not accept compensation, loan
(other than personal loans from a recognised lending institution made in the
ordinary course of business on usual and customary terms), or anything else of
personal financial advantage from outside parties in connection with any
transaction in which the Company might have an interest.
In occasions whereby it is not possible to turn down a gift regardless of value,
such as a hamper delivered to the home/office of the employee, the employee shall
declare and handover the gift to the Corporate Matters Manager, As such,

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employees are encouraged to inform vendors, customers or business partners, the


Company's policy and decline any such known intention.
4.4.3

Discrimination
There will be no discrimination against an employee on the grounds of race,
colour, religion, sex, age, disability or any other factor not pertinent to
performance. This applies to all phases of employment including recruitment,
promotion, transfer or compensation.

4.4.4

Proprietary information
The Company's trade secrets and proprietary data are parts of the Company's
invaluable intellectual property. Protection of their confidentiality is vital. No
employee shall use this information for personal benefit or for the benefit of
anyone else. No employee shall also disclose such information without the
authorisation of the General Manager, Consort Bunkers. All employees are
therefore required to take reasonable precautions to protect such information from
inadvertent disclosure. In the course of work, employees may also receive of have
access to trade secrets or proprietary data of a government agency or other
companies. The employees shall handle them in accordance with any agreements
concerning their use or disclosure, and with the same care and under the same
restrictions as if they were trade secrets or proprietary data owned by the
Company. The employees will not disclose to other companies or use for the
benefit of the Company the trade secrets and proprietary data of their former
employers.

4.4.5

Gifts to Others
No gift (regardless of value) shall be given to an employee of a customer, vendor
or other entity with the intent to influence corruptly that employee's conduct.
While we cannot accept ourselves to be bribed or influenced corruptly, we will not
conduct ourselves in any similar manner onto others, No employee shall also
promise, offer or make any payments in money, products, or services, either
directly or indirectly, to any government employee for in order to induce
favourable business treatment or to affect governmental decisions.

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