Yoma Employee Handbook

Contents

Welcome to the Yoma Group of Companies.

Section (1)

Mission Statement (Group of Companies Core Values)

  • Mission
  • Vision
  • Values
  • Equal Employment Opportunity

Section (2)

HR Policies and Procedures

2.1 Pre-Employment
2.2 Employment
2.3 Probationary Period
2.4 Employee Duties
2.5 Dress and Grooming Code
2.6 Employee Promotion
2.7 Employee Transfer
2.8 Seniority of Service
2.9 Redundancy, Severance & Long Service Pay
2.10 Termination of Service
2.11 Resignation
2.12 Normal Retirement

Section (3)

Working Times, Overtime and Public Holidays

3.1 Working Hours
3.2 General Attendance
3.3 Meal Break
3.4 Rest Day
3.5 Overtime
3.6 Public Holiday

Section (4)

Employee Benefits

4.1 Annual Leave
4.2 Carry Forward of Annual Leave
4.3 Other Leaves
4.4 Marriage Gift
4.5 Funeral Relief
4.6 Medical Benefit

Section (5)

Wage and Salary Policies

5.1 Payment of Salary and Wage
5.2 Salary Deductions
5.3 Salary Review

Section (6)

Learning and Talent Development

6.1 Employee Orientation
6.2 Performance Appraisal
6.3 Career Planning
6.4 Learning and Development

Section (7)

Code of Conduct

7.1  ~ 7.17

Section (8)

Disciplinary Action Procedures

8.1  ~ 8.8

Section (9)

9.1 Whistle Blowing Policies
9.2 Information Technology
9.3 Travel Policy

The Yoma Group

Employee Handbook

Welcome to the Yoma Group

We are pleased to have you on board and hope that your employment with us will be mutually rewarding and that your career within our group will be both a source of achievement and of enjoyment.
You are now part of the Yoma Group. We are, very dependent on the individual talent and commitment of our employees, and we welcome your ideas to help us improve the way we operate. The information provided in this Handbook will provide you with further details about your conditions of employment and the applicable employee benefits.
This Handbook sets out the policies applicable to all employees of the Yoma Group. During their employment with the Yoma Group, employees are expected to comply with the policies and guidelines set out in this Handbook, as may be amended or modified from time to time by the Group Human Resources Department.
The Yoma Group values the personal development of each employee. In the event that you encounter problems at work, please do not hesitate to discuss these with your immediate supervisor, higher management or human resources department.
All employees will be evaluated on the basic of work performance and merit regardless of gender, race or nationality. It is the Yoma Group’s policy to cultivate a constructive and pleasant working environment where everyone has an opportunity to participate to the best of their abilities.
In the event of inconsistency between clauses in this Handbook and those in an employee’s employment contract, the contents in the relevant employment contract shall prevail.
Please find time to read and understand the contents of this Handbook. Should you have any queries, please consult your immediate superior or human resources department.
In this Handbook, except where the context requires otherwise, words indicating one gender include all genders and words indicating the singular also include the plural and words indicating the plural also include the singular.

SECTION (1)

Our Philosophy

In line with the 10 Principles of United Nations Global Compact the Yoma Group is committed to a ‘zero tolerance’ approach to all forms of corruption and bribery, including any kind of contributions in cash or in kind to political candidates, political officials or political parties for the purpose of obtaining any benefit or favor in returns. This is applicable to the Yoma Group’s dealings with employees, clients or other third parties.

Mission

Build a Better Myanmar for its People.

Vision

Investor Satisfaction – ISAT
We create sustainable investment opportunities by leading with integrity and robust business practices.

Customer Satisfaction – CSAT
We serve our customers by being their trusted partner to deliver the best products and services for their needs.

Employee Satisfaction – ESAT
We invest in our people to build careers around a shared culture of fairness, diversity, empowerment and recognition.

Values

  • Innovation
  • Team Work
  • Integrity
  • Respect

Equal Employment Opportunity

The Yoma Group aims to be an equal opportunity employer that does not unlawfully discriminate against employees on the basis of an individual’s race, ethnicity, religion, creed, gender, national origin, age, disability, marital status, sexual orientation or any other status protected by applicable law. This policy applies to all terms, conditions and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline and termination. The Yoma Group seeks to provide equal pay for equal work.

SECTION (2)

HR Policies and Procedures

2.1 Pre-Employment
Employees are required to provide information regarding their personal history, academic achievement, professional qualification, and employment record.

2.2 Employment
A letter of appointment or an employment contract stating the terms and conditions of employment will be issued by the Human Resources Department / Entity Manager to the new employee together with this Handbook for reference.

2.3 Probationary Period
Except as otherwise provided in the relevant employment contract, all new employees are required to serve 3 (three) months’ probation period. Confirmation of the employees as a permanent employee is based on the employee’s performance.

2.4 Employee Duties
The employee’s job description will be provided to the employee. If you are unsure of its contents, you should seek clarification from your line manager and or the Human Resources Department. From time to time, it may be necessary to amend an employee’s job description.

2.5 Dress & Grooming Code
An employee’s personal appearance and hygiene is a reflection of the Yoma Group’s image. Employees are expected to dress in appropriate business attire.
Employees must wear the prescribed uniform where required by the relevant entity.

2.6 Employee Promotion
Every employee will be given opportunities for career growth within the Yoma Group. The employee will be considered for promotion if suitably qualified and deserving of such a promotion.

2.7 Employee Transfer
An employee may be transferred to another suitable role within the Yoma Group. Such transfer may be at the sole discretion of the management and with the agreement of the departments concerned. The employee will be informed of the transfer accordingly.
Employees who have at least 18 months of service in the current role may apply for any vacant position within the Yoma Group.

2.8 Seniority of Service
Seniority is the length of continuous service (including the probation period) with the Yoma Group commencing from the date of employment as specified in the employment contract.

2.9 Redundancy, Severance & Long Service Pay
The Yoma Group will make payment in accordance with the provisions of any applicable laws, rules or notifications of Myanmar being in force from time to time.

2.10 Termination of Service
An employee’s employment may be terminated in accordance with his employment contract notice and the existing laws, rules, and regulations.

2.11          Resignation                
An Employee may resign by giving notice in accordance with his employment contract notice in advance to the direct supervisor/line manager of the relevant department. The notice period may be shortened by mutual agreement between the employee and the relevant line manager.

2.12 Normal Retirement
The normal retirement age of our employees is 65. With the consent of the employer, the employee may remain in employment after 65 years of age with the medical examination record supported by the Social Security Board’s recommended clinics.

SECTION (3)

Working Time, Overtime and Public Holidays

3.1 Working Hours
Working hours will vary depending on the operation of each entity and working hours will be established accordingly by the individual entity and as set out in the employee’s employment contract.

3.2          General Attendance
It is the employee’s responsibility to notify his immediate manager in advance (or as soon as practicable in the case of an emergency) if they (a) will be late to work; (b) have to leave work early; or (c) will be absent from work.

3.3          Meal Break
Meal times will be set by the individual entities in accordance with the nature of their business operations. Employees are to have their meal at the designated time only unless a special incident may require otherwise.

3.4 Rest Day
An employee is entitled to have at least one rest day each week for shift duties and two rest days for the office duties.

3.5 Overtime
3.5.1 Overtime may be authorized by the employer, subject to maximum overtime hours allowed under the law, when the employer is satisfied that the work or service involved is essential, and that overtime is the most appropriate and cost-effective way of doing the work or providing the service. Overtime hours must be approved by Manager in advance.
3.5.2 Meal breaks
In the event that the overtime worked exceeds 5 consecutive hours a paid meal break must be included.
3.5.3 Responsibilities:
Employee: seek prior approval from immediate supervisor or department manager to work overtime (normal working days or public holidays) and use the applicable overtime claim form to declare the overtime.
Supervisor/ Department Manager: control and manage overtime working hours of employees, approve or decline employee overtime claim form for submission to the relevant human resources department.
Human Resources Department: verify the overtime request and overtime working hours of employees and make payment where applicable.

3.6          Public Holiday
Public Holidays (statutory holidays) set by the yearly notification of the Union of Myanmar Government shall be a paid public holiday. If required by management to work in Public holiday, overtime rate will apply as per labor law.

SECTION (4)

Employee Benefits (unless otherwise stated in his/her employment contract)

4.1 Annual Leave

All employees are entitled to Annual Leave from the commencement date of their employment. Annual leave is accrued monthly and calculated on a pro rata basis in accordance with the term of employment. For example: If the employee joins on 1stApril, he will be entitled to 9 days of annual leave by 31 December, it being calculated at    X number of annual leave days granted.

Annual leave entitlement, unless otherwise stated in the relevant employment contracts, will be as follows:

Length of Service
First year service                                                      12 working days
After 5 years of continuous service                   14 working days
After 10 years of continuous service                 16 working days
After 15 years of continuous service                18 working days

4.1.1 Employees are required to submit annual leave application form with at least 3 working days in advance to the respective Department Head for approval before the commencement of annual leave.

4.1.2 An employee who wishes to take unpaid leave must obtain prior written approval from the respective Department Head.

4.1.3 Annual leave may be taken together with public holidays. Annual Leave calculation is based on working days, which shall include Saturday (if applicable).

4.1.4 The employer shall pay for the unused Annual Leave at the employee’s basic salary in the following circumstances:
i. Resignation, retrenchment, expiry of the employment contract, or death of the employee;
ii. Retirement of the employee upon attaining the prescribed retirement age;
iii. Other special circumstances as may be approved by the employer on a case by case basis.

4.2 Carry forward of Annual Leave

Annual leave should be taken during the calendar year. In exceptional circumstances, if work commitments prevent you from using all the employee annual leave within the said year, your manager may approve the carry forward of leave to the following year.

4.3 Other Leaves

4.3.1 Medical Leave
i. Employees are entitled to paid medical leave of 30 days per calendar year.
ii. Employees who apply for medical leave must submit a valid medical certificate together with the prescribed medical leave application form.
iii. Medical leave shall not apply on rest day, off-days or while staff is on Maternity Leave.
iv. In the event that the employee is unfit for work for a period exceeding 30 days due to severe sickness, the following may be considered:
• Extension of medical leave on an unpaid basis; or
• review of the medical leave arrangement; or
• termination of the employment on the ground of incapacity.

4.3.2 Casual Leave
i. The purpose of casual leave is to enable an employee to attend to urgent or unforeseen contingencies.
ii. All employees are entitled to take a total of 6 days of paid casual leave in a calendar year on a pro rata basis. Casual leave is accrued on a pro rata basis.
iii. Casual leave shall not exceed 3 consecutive days at any one time except in case of religious ceremony.
iv. Unused casual leave cannot be carried forward and will not be paid out.
v. Employees who wish to take casual leave shall inform the HR department/Line Manager/Department Head in advance where possible and in any case no later than one hour before the commencement of the working shift. The applicable casual leave application form must be submitted when the employee is back to work and shall not be later than three working days after their return.

4.3.3 Marriage Leave – 6 consecutive days
Employees are entitled to marriage leave of 6 consecutive days only (including weekends) after completion of (6) months’ employment. Application of marriage leave should be submitted beforehand and should be accompanied by the wedding invitation or marriage certificate (after the wedding).

4.3.4 Maternity Leave
Subject to the applicable laws, employees who are pregnant are entitled for a total of 14 weeks of maternity leave, which shall be taken in the following manner:
– 6 weeks before confinement
– 8 weeks after confinement

Employee who are covered by the Social Security Law are further entitled to an additional four weeks of maternity leave in the case of twins, or up to six weeks in the case of a miscarriage (which is not a criminal abortion).
Employee applying for maternity leave shall submit the birth certificate of the child to the HR department together with the leave application form.

4.3.5 Paternity Leave
Male employees are entitled to a total of 15 working days of paid leave within 1 year of the child’s birth. These days do not need to be consecutive and can be spread out throughout the year. Employees applying for paternity leave shall submit the birth certificate of the child to the HR department together with the leave application form.

4.3.6 Examination Leave – 7 days per calendar year
i. All permanent employees are entitled to 7 days of examination leave in each calendar year following the completion of the probation period. Examination leave will be granted if supporting documents are provided by the employee showing the examination dates. Employees are not entitled to study leave.
ii. For part time staff, being staff who work less than 5 days per week, or less than 8 hours per day, the employee shall be entitled to examination leave on a pro-rata basis according to the percentage of time that the employee has worked.
iii. The examination leave shall only be applicable if such examinations are for an approved field of study related to the employee’s current position or future developmental role in the organization. Where the examinations and course of study are of a personal nature, the employee shall utilise his/her annual leave entitlements.
iv. Applications for each examination leave shall be submitted beforehand to the supervisor/line manager, and shall not be taken without prior approval.
v. Approved exam leave forms are forwarded to the Human Resources Department for verification and record keeping.

4.3.7      Compassionate Leave – 7 days per calendar year
Employees are entitled to 7 days of compassionate Leave(including weekends and Public holidays) in each calendar year in the case of death of the employee’s immediate family members (Parents, Spouse, Children, Brothers and Sisters only).

4.3.8 Absence
In the event that the employee is absent from work for a longer period than the leave that has been approved without valid excuse or prior approval, such absence will be regarded as unpaid and deducted from the employee’s wage/salary for the period of absence.

4.4 Marriage Gift
Permanent employees, who are get married during the course of their employment will receive a marriage gift of 50,000 kyats from the Yoma Group on presentation of a marriage certificate to the Human Resources Department.

4.5 Funeral Relief
An employee will receive a cash allowance toward funeral expenses not less than 50,000 kyats if the employee’s spouse, parent, or child dies during their employment with the Group.

4.6          Medical Benefit

Outpatient and Inpatient Hospitalization Policy

(PLAN-A) Group Medical Policy
The Yoma Group provides medical coverage and ensures that benefits are offered to all  employees who are taking medical treatment as outpatient and/or confined in hospital for a period of time.

Terms and conditions
This policy is intended to provide hospital expenses incurred by an employee as a consequence of hospitalization in Pun Hlaing Siloam Hospital. Employees from other location/township out of Yangon area who wish to seek treatment at other hospitals may do so with the approval of the HR Department.  The Yoma Group will bear the medical expense on a reimbursement basis to the can be eligible for other hospital with the approval of HR Manager.
The Group will bear the medical expense on a reimbursement basis to the employee within the coverage limits by submitting medical certificate. The medical expense entitlement shall be calculated on a pro rata basis based on the duration of employment. 

Type of Medical Coverage Coverage Limit / Year Reimbursemnet %
Outpatient (OPD) 200,000 MMK 80% of medical bill
Inpatient (IPD)
Up to 1,000,000 MMK 100% of medical bill
Over 1,000,000 MMK ~ up to 3,000,000 MMK 50% of medical bill

Outpatient and Inpatient (IPD and OPD) services, for the following categories are excluded:
• Obstetrics and Gynecology
• Plastic Surgery
• Dental Care
• Cosmetics
• Optical
• Preexisting Conditions
• Preventive Medical Checkup/ Health screening

(PLAN-B) Where specified in the Employment contract
i. Based on the terms of the relevant employment contract, employees may be entitled to the international Insurance Plan.
ii. Employee shall only be covered one health insurance plan and shall not be entitled to the benefits of more than one insurance plan.
For more information about these Medical Policies please refer to your respective HR Department and policy documents.

SECTION (5)

Wages and Salary Policies

5.1          Payment of Salary and Wages
Payment of salary will be made once a month or before the last working day of the month or the first 5 working days of the following month.

5.2          Salary Deductions
– Mandatory deductions (such as personal income tax and social security board) shall be made from the employee’s monthly salary. All deductions from an employee’s wage shall be in accordance with applicable laws, and reflected in the monthly employee’s salary slip.
– Any deductions from wages / salary shall be in compliance with the relevant legislation. and will be reflected in the monthly employee’s salary slip. Respective HR department will inform the employee of the deduction to the employee’s salary before the payroll period.

5.3          Salary Review
Salary structures are reviewed annually to ensure that they remain competitive. In addition, employee’s performance is also reviewed on an annual basis and employee’s salary may be reviewed or increment may be given at the discretion of the Yoma Group Management.

SECTION (6)

Learning and Talent Development

6.1          Employee Orientation
All new employees will be introduced to the Yoma Group through an orientation and induction program which will assist them to settle in the new environment.

6.2          Performance Management
A performance appraisal will be conducted for each employee at the following milestones:
6.2.1      at the end of the probation period and prior to their confirmation as a permanent employee of the Yoma Group.
6.2.2 at the end of each fiscal year; and
6.2.3      as and when required by the employer in order to help the employee to improve his performance.

6.3          Career Planning
The Yoma Group employee satisfaction vision is …..(esat)

6.4 Learning and Development
Training programmes for skills relevant to the employee’s job and other skills will be made available to employees from time to time. Attendance and participation may be mandatory and employees may be required to attend such programmes whenever scheduled.
The Yoma Group also encourages employees to learn new skills related to their present position or to positions within the Yoma Group through cross training programmes and developmental programmes.
Training Programmes in Leadership Development, Professional Development (Hard Skill / Soft Skill) , Product & Service Development & Financial Awareness will be provided. Programmes are available for employees in both online (Digital learning) & offline (classroom learning) formats.
The employee is encouraged to discuss such interests with his immediate superior or the Human Resources Department before signing up for any course of study or training.

SECTION (7)

Code of Conduct

The Yoma Group has adopted a Code of Conduct (“the Code”) that applies to all employees. The Code sets out the principles to guide employees in carrying out their duties and responsibilities to the highest standards of personal and corporate integrity when dealing with the Yoma Group, its competitors, customers, suppliers, other employees and the community.
The Code sets the minimum standard that the Yoma Group expects of all employees, regardless of the jurisdiction or legal entity through which the Yoma Group operates. Where appropriate, the Code can be supplemented by additional specific requirements related to a country, entity or business unit.
It is the responsibility of every employee to comply with the spirit and principles of the Code, as amended from time to time.

7.1 Compliance with the Law
In addition to the Code, the Yoma Group expects employees to comply with all laws, regulations and legal requirements applicable to the different jurisdictions where it operates.

7.2 Workplace Health and Safety
The Yoma Group is committed to provide a healthy and safe work environment for employees, customers, business partners and visitors. Every employee has a personal responsibility to support this commitment.
Employees are obliged to carry out their work in a safe manner, without causing harm to themselves or others, and to report any potentially unsafe or unhealthy situations immediately, including near miss events.
They must observe and follow all safety and environmental regulations laid down in the operation instructions, including putting on the necessary safety equipment, where applicable.
This commitment is shared with employees, customers, business partners, visitors, contractors, suppliers and related third parties.

7.3 Group Property and Assets
Employees are responsible for property of the Yoma Group that may be entrusted to them. This property includes, but is not limited to physical property (such as phones, Yoma Group vehicles or computers), records (such as data on customers and Yoma Group records), and intangible property (such as computer software and computer records). It is important that, whichever category the property falls into, employees must treat the Yoma Group’s property as they would their own and must not damage it, deface it or remove it for personal use, unless authorized to do so.
Similarly, they are responsible for the proper expenditure of the Yoma Group’s funds including expenses. While spending or committing Yoma Group funds, employees must be sure that the transaction is properly documented, and that the Yoma Group receives appropriate value in return.

7.4 Job Performance
The Yoma Group is committed to providing quality and efficient service to all customers, and every employee has an important role to play. They are required to perform tasks assigned in a responsible and reliable manner and to manage time at work efficiently, without wasting Yoma Group time and resources by taking part in unauthorized activities including, but not limited, to trading, gambling or political activities on the premises.

7.5 Dealings with other Employees
At all times, every employee has a responsibility to treat colleagues with respect and consideration. Improper behavior includes, but is not limited to, discrimination or harassment in any form such as bullying, intimidation, threats, ridicule, sexual, racial or verbal abuse, insults, gestures, willful or serious insubordination, physical violence etc. The Yoma Group will not tolerate these behaviors and will take disciplinary action including termination or dismissal.
While on duty, employees must not conduct themselves in such a manner that will interfere with or prevent other employees from carrying out their duties properly.

7.6 Customers and Business Partners
Honesty in all dealings with the Government, businesses and other organizations is essential. Making of payments or payments in kind such as gifts or favors to influence individuals to award business opportunities to the Yoma Group or to make a business decision in the Yoma Group’s favor is prohibited.
Employees must always seek any third party’s confidential information through the proper authorities. If given such confidential information, employees must ensure that they are entitled to have it, and obey the rules of having such information, if any.
They must always maintain good relationships with customers which is vital to the success of the business. Customers must feel that they are getting the highest standard of service from a company which listens to them and is responsive to their needs.
Information about customers and business partners must remain confidential and should only be imparted with full authority to do so.

7.7 Alcohol and Drugs
Drugs and/or alcohol can impair an individual’s capacity to perform his/her job safely, efficiently and with respect for colleagues and customers. The use of such substances may result in injury or a threat to the well-being of an individual, colleagues, customers or members of the public.
An employee must attend work in a fit state and must not to be under the influence of alcohol or drugs during working hours.
Involvement with the manufacture, possession, use, distribution, sale, purchase, or transfer of illegal drugs is strictly prohibited.

7.8 Official Records
Information is a valuable asset of the Yoma Group and its integrity depends on the honesty, completeness and accuracy of its records. This means that anyone preparing the Group’s records and reports must be diligent in assuring the accuracy and completeness of all data, records, reports and expenditure connected with the Group.
Employees must keep copies of the Yoma Group records such as installation data, customer records and test data at a safe location. For financial record keeping purposes, employees must not engage in any practice or procedure which might conceal, facilitate or constitute bribery, kickbacks, improper gratuities or other illegal or improper payments or receipts, or which might appear as such.

7.9 Proprietary Information and Intellectual Property
Many employees have access to information, which includes the trade secrets, know-how used by the Yoma Group to distinguish its businesses and services from those of competitors, as well as sensitive private business information of a commercial, technical or financial nature such as prospects, agreements with customers, business partners, competitors, account plans, business proposals, negotiations and contracts.
It is important that all Group proprietary information is kept confidential. Employees have a duty to safeguard the Yoma Group information, bearing in mind ethical, legal ramifications and government regulations. Information of commercial value or of a sensitive nature must be tightly controlled. For example, when releasing information to a third party for a bid proposal, a Non-Disclosure Agreement (format provided by legal department) should be signed by the third parties, and information released is on a need-to-know basis.
Any trademark, copyrights, patents, designs, registered designs, proprietary information and all other intellectual property rights developed and commissioned by the Yoma Group belong to the Yoma Group. Employees are reminded not to infringe any third parties’ rights including, but not limited to, any third party intellectual property rights, copyrights, patents and trademarks.
The Yoma Group will hold exclusive property of any invention, discovery, design or improvements made. This could also include inventions employees may create which relate to the Group’s business, regardless of whether the invention or designs are patentable or are capable of being registered or copyrighted.
Employees must report these inventions to the Yoma Group and shall, at the Yoma Group’s request and expense, disclose information relating to the invention and do what is required to obtain patents or industrial rights relating to the invention. The patents will be in the name of the Yoma Group or its nominee and the employee will not be entitled to any payment for the invention. The Yoma Group’s ownership of any intellectual property created by employees while with the Group continues after they have left service.
When employees leave the Yoma Group for any reason, including retirement, they must return all the Group’s property, including all documents and records in their possession; they must not disclose or misuse Yoma Group’s confidential information. Employees are also responsible for protecting information provided in confidence by any third party, such as a customer, supplier or a partner, after they leave the Yoma Group.

7.10 Conflict of Interest
A ‘conflict of interest’ arises when employees have a competing professional or personal interest that would either make it difficult to fulfill their duties properly, or would create an appearance of impropriety that could undermine customer or public confidence.
Employees must do nothing that conflicts with the interests of the Yoma Group, or anything that could be construed as being in conflict, for example, participating in the evaluation/approval of award to a vendor in which an employee has a vested interest (either personally, or through close relatives). Employees should declare/disqualify themselves from handling transactions which put them, whether perceived or real, in a position of conflict.
Employees must avoid all situations which could result in conflicts of interest. They should comply with reporting and disclosure requirements of potential or actual conflicts of interest, and disclose any matters which could reasonably be expected to interfere with their professional duties.

7.11 Business Dealings
Employees should not engage in any outside business dealings that involve or could appear to involve, a conflict between their personal interests and the interests of the Yoma Group (i.e. conflict of interests).
Employees must not have any direct or indirect financial or business interest in or dealings with competitors, suppliers, customers or anyone else with whom they are engaged in a business relationship on behalf of the Yoma Group, which might or might appear to, create a conflict of interest, or impair the judgments they make on behalf of the Yoma Group.
They should also not engage in any personal business dealings which detract from or conflict with their employment in the Yoma Group.
Employees must avoid situations where their loyalties may be divided between the Group’s interest and those of a customer, supplier or competitor.
Employees must not take advantage of any opportunity for personal gain that rightfully belongs to the Yoma Group. They should avoid putting themselves in any situation which might, or might appear to put them at a personal advantage, and they must report any potentially compromising situation to their supervisors promptly.

7.12 Employment outside the Yoma Group
Employees should not engage in any outside employment or hold any position without the prior written consent of Human Resources unless such employment has been arranged or is undertaken in connection with the performance of their responsibilities and duties as part of the enlarged Yoma Group.
If employees are considering accepting an external appointment, they must consider if accepting this position may give rise to the possibility of conflict. If they have been given permission to take on such employment or to have other business relationships, they must ensure that these activities do not negatively affect their ability to fully and effectively perform their role for the group or reputation and/or its services to customers or the Yoma Group’s current or future business plans.

7.13 Insider Trading
Employees must not use “inside” information – information which has not been made available to the public and which may materially affect a corporation’s stock price – as the basis for purchasing, or selling, shares in the listed entities in the Yoma Group, or any other company with which they have dealings. Such information may include unannounced earnings, dividends or potential acquisitions. Employees must not engage in, or procure another person to engage in, any share transactions with respect to the shares of the corporation, whether it is for themselves, anyone else or for the Yoma Group, when in possession of inside information.

7.14 Gifts and Hospitality
The acceptance of gifts from customers, existing and/or potential, business partners, suppliers, contractors, competitors or members of the public is prohibited as it may create a situation of conflict or potential conflict of interest.
Retention of Gift
Gifts not exceeding 100,000 kyats (or equivalent in a foreign currency) can be retained by the employee. All gifts exceeding 100,000 kyats must be recorded in a registry maintained by the relevant business head detailing the description of the gift, the name of the person providing the gift and the manner in which such gift was disposed of. Gifts exceeding 100,000 kyats can be retained by the employee if it has been declared to and approved by the relevant business head. It should be noted that retention of gifts is allowed only if they are received under non-obligatory circumstances.
As business lunches/dinners are an accepted mode of hospitality, these need not be declared but care must be exercised while accepting such meals. These should be infrequent. The sole purpose must be for enhancement of a business relationship and not for reciprocity.

7.15 Dealing with the Media
It is important that news about all Yoma Group activities – from new partnerships to new services – be properly coordinated. All media requests for information and interviews should be referred to Group Communication and Investor Relations Division in Singapore and Yangon.
Statements made in any online forum (e.g. web logs or blogs) or social networking sites (e.g. Facebook) are considered to be public statements. No comments regarding the Yoma Group, its business, products, services, strategy or practices as well as employee should be made without prior approval from Management. Where employees do participate in blogs or any other online space, even personal sites maintained outside of work hours, they should take care to ensure not to in conflict with the best interests of the Yoma Group.

7.16 Fraud
Where an employee has concerns, or receives information about any fraud in connection with the affairs of the Yoma Group, it is the employee’s responsibility to report those concerns or information.
The Yoma Group adopts a “zero tolerance” approach to fraud and has implemented a formal policy, the Whistleblower Protection Policy which sets out the procedures for reporting and investigating fraud in connection with the business and affairs of the Yoma Group.

7.17 Penalties
Breaches of this Code could result in disciplinary action up to and including termination, as well as compensation for damage caused.

SECTION (8)

Disciplinary Action Procedures

8.1 Policy Statement
Adherence to rules and regulations are necessary for the smooth, efficient, and profitable operation of any organization. For this reason the Yoma Group has established various policies and adopted this Code of Conduct not for the purpose of restricting or limiting personal rights of employees, but as a means of instilling discipline in our the Yoma Group and ensuring maximum understanding and cooperation among all employees in the Yoma Group.

8.2 Purpose
To help create a working atmosphere in which all employees can function together as an efficient and effective team.
To develop individual responsibility and respect towards his/her work, the Yoma Group’s property, co-workers and superiors.
To define and established tangible penalties for various offense.
To disseminate the policy regarding the disciplinary action adopted by the Group for infractions against the Yoma Group’s rules and regulations and the procedures for the enforcement of the disciplinary actions.

8.3 Scope
This section applies to all employees irrespective of whether full-time, part-time or temporary workers.

8.4 Responsibility
The Human Resources Department will ensure that during orientation that all employees have access to a copy of the Employee Handbook.
It is the responsibility of the management to reinforce adherence to the contents of the Code by all employees under their direct supervision.
It is the responsibility of the Human Resources Department to conduct an independent and impartial investigation on the breach of discipline where dismissal or suspension is considered, to determine if the recommended disciplinary action is appropriate.

8.5 Policies and Procedures
Enforcement, of the Yoma Group’s policies and disciplinary action are generally intended to educate the employees and are not intended as a punishment. Its main purpose is to correct, rehabilitate, and maintain general discipline in the organization. It is only in those cases where there is wilful and intentional desire to violate these rules and regulations, when the offense is very serious, or when prior attempts to correct have failed; that the Yoma Group will be compelled to dismiss an employee.
However, if disciplinary actions have to be imposed, the penalties shall be progressively applied depending on the gravity of the offence. The employees’ entire past record and performance shall also be taken into account. The management and the Human Resources Department will determine the offense or violation committed so that proper investigation can be made.

8.6 System of Sanctions
The above disciplines will depend on violation and following the regulation of Misconduct.
8.6.1 Misconduct
(a) Poor attendance / tardiness
(b) Poor job performance
(c) Poor attitude
(d) Discourtesy
(e) Disobedience of Health / Safety regulations (Where no damage to the Yoma Group’s property or injury to life is present)
(f) Breach of rules of a less serious offence other than those listed above.
8.6.2 The employee should be counselled and the incident recorded in file. A verbal warning will be issued by the respective Section/Department Heads as deemed fit on repeated offence and/or any other offences committed. One verbal and two written warnings will be issued prior to a termination of service or dismissal from service.
8.6.3 Disciplinary action that may be undertaken by the Yoma Group include a deferral of promotion or demotion.
8.6.4 The following offences are classified under Gross Misconduct which may lead to dismissal, termination of service, suspension from work, demotion or any disciplinary action as may be deemed fit by the Management.

(a) Theft
(b) Falsification of documents
(c) Gambling/betting/soliciting
(d) Fighting and disorderly behaviour
(e) Vandalism
(f) Obscene or immoral conduct
(g) Possession or use of intoxicants/drugs
(h) Dishonesty
(i) Disobedience of Health/Safety regulations (where damage of property or injury to life is present)
(j) Unauthorised meeting/Gathering
(k) Sleeping whilst on duty
(l) Involvement in politics during working hour or time
(m) Unapproved Fund raising/Collection
(n) Loitering
(o) Absence from work for more than 3 consecutive working days or 72 hours any without notice. or a total 5 absent days within a month without valid leave or excuse.
(p) Breach of rules of a more serious offence other than those listed above.
(q) Breach of the Yoma Group’s confidentiality policies.

8.7 Grievance Procedure
Recognizing the value and importance of full discussion in clearing up misunderstandings and preserving harmonious relations, reasonable effort shall be made to dispose of any grievance at the lowest possible level.
Step (1) You should take the matter up with your section head. The direct section head will reply within seven (7) working days.
Step (2) If you still feel aggrieved, you may take it up with your Entity Head. The Entity Head will reply in writing within seven (7) working days.
Step (3) If you are still not satisfied, you may take it up to the CEO. The CEO will reply within seven (7) working days.

Section (9)

Group Policies and Guidelines | Rules of Conduct:

9.1 Whistle Blowing Policies
The Yoma Group is committed to achieving the highest standards of integrity and accountability within its internal structure. With this in mind, the Yoma Group has developed these policies for reporting improprieties where all employees with serious concerns about any the Yoma Group activities and operations within the Yoma Group may come forward and voice these concerns with the assurance that swift action will be taken if necessary.
This policy makes it very clear that employees may report improprieties or suspected improprieties without fear of victimization, subsequent discrimination or any form of disadvantage whatsoever. In fact, this policy intends to empower employees to raise potentially serious concerns within the Yoma Group rather than letting them escalate or possibly seeking remedies externally.
This policy is a clear and unambiguous statement of the Yoma Group’s commitment that any impropriety by the Yoma Group or any of its employees, directors, or officers, once identified and reported, will be dealt with in expeditious manner and thoroughly investigated and subsequently remedied. The Yoma Group will also use its best endeavours to explore and implement policies to ensure that such impropriety can be prevented in the future.
This reporting mechanism invites and encourages all employees to act responsibly and impartially to uphold the reputation of the Yoma Group and maintain public confidence in it. Nurturing and developing a culture of openness and transparency within the organization will further aid and expedite this process.

9.2 Information Technology
This employee internet usage policy applies to our employees, contractors, volunteers and partners who access our network and computers.
Employees are advised to use the office internet connection for the following reasons:
• To complete their job duties.
• To seek out information that they can use to improve their work.
• To access their social media accounts, while conforming to our social media policy.
While the Yoma Group does not want to restrict our employees’ access to websites of their choice, but we expect our employees to exercise good judgment and remain productive at work while using the internet.
Any use of our network and connection must follow our confidentiality and data protection policy.
Employees should:
• Keep their passwords secret at all times.
• Log into their corporate accounts only from safe devices.
• Use strong passwords to log into work-related websites and services.
Employees should not use the network to:
• Download or upload obscene, offensive or illegal material.
• Send confidential information to unauthorized recipients.
• Invade another person’s privacy and sensitive information.
• Download or upload movies, music and other copyrighted material and software.
• Visit potentially dangerous websites that can compromise the safety of our network and computers.
• Perform unauthorized or illegal actions, like hacking, fraud, buying/selling illegal goods and more.
Employees are also advised to be careful when downloading and opening/executing files and software. If they’re unsure if a file is safe, they should ask their supervisor or IT helpdesk.
Anti-virus and disk encryption software may be installed on the Yoma Group’s computers. Employees may not deactivate or configure settings and firewalls without managerial approval.
The Yoma Group shall not be responsible if employee devices are infected by malicious software, or if their personal data are compromised as a result of inappropriate employee use.

9.2.1 Employee Social Media Policy
The Yoma Group’s social media policy provides a framework for using social media. Social media is a place where people exchange information, opinions and experiences to learn, develop and have fun. Whether employees are handling a corporate account or use one of their own, they should remain productive. The Yoma Group will differentiate between an employee’s use of personal social media at work and the use of corporate accounts as may be required in the performance of the duties. This policy provides practical advice to avoid issues that might arise by careless use of social media in the workplace.
All employees are expected to follow this policy.
“Social media” refers to a variety of online communities like blogs, social networks, chat rooms and forums. This policy covers all of them.
Employees are advised to:
• Use their common sense. If employees neglect their job duties to spend time on social media, their decline in productivity will show on their performance reviews.
• Ensure others know that personal account or statements don’t represent our company. Employees shouldn’t state or imply that their personal opinions and content are authorized or endorsed by our company. We advise using a disclaimer such as “opinions are my own” to avoid misunderstandings.
• Avoid sharing intellectual property like trademarks on a personal account without approval. Confidentiality policies and laws always apply.
• Avoid any defamatory, offensive or derogatory content. It may be considered as a violation of our company’s anti-harassment policy, if directed towards colleagues, clients or partners.
• Avoid posting any material that: (i) constitutes harassment, hate speech, or libel; (ii) violates the privacy rights of fellow employees; or (iii) is disruptive to the work environment because it impairs workplace discipline or control, impairs or erodes working relationships, creates dissension among co-workers, interferes with job performance, or obstructs operations.”
Representing our company
Some employees represent our company by handling corporate social media accounts or speak on our company’s behalf. We expect them to act carefully and responsibly to protect our company’s image and reputation. Employees should:
• Be respectful, polite and patient, when engaging in conversations on our company’s behalf. They should be extra careful when making declarations or promises towards customers and stakeholders
• Avoid speaking on matters outside their field of expertise when possible. Everyone should be careful not to answer questions or make statements that fall under somebody else’s responsibility
• Follow our confidentiality policy and data protection policy and observe laws on copyright, trademarks, plagiarism and fair use
• Inform our Group Communications or relevant Marketing department when they’re about to share any major-impact content
• Avoid deleting or ignoring comments for no reason. They should listen and reply to criticism.
• Never post discriminatory, offensive or libelous content and commentary
• Correct or remove any misleading or false content as quickly as possible
Disciplinary Consequences

The Yoma Group will monitor all social media postings on its corporate account.
Disciplinary action may be taken if employees do not follow this policy’s guidelines. Examples of non-conformity with the employee social media policy include but are not limited to:
• Disregarding job responsibilities and deadlines to use social media
• Disclosing confidential information through personal or corporate accounts
• Directing offensive comments towards other members of the online community

9.2.2 Employee confidentiality policy
Disclosure of Official Documents, Information and Trade Secrets
All documents, papers and information acquired in an employee’s official capacity or otherwise should be treated as confidential and trade secrets of the Yoma Group. Employees must not copy, reproduce, extract, translate or in any way deal with them in a manner that is not authorized or allow others to do so, or disclose, publish or communicate them to the Press or to individuals whether directly or indirectly unless it is in the course of their official duties or if it is lawfully required or authorized by any Court of law or with authorization from the Management. This clause shall continue to apply even after they are no longer employed by the Yoma Group.
This policy affects all employees, including board members, investors, contractors and volunteers, who may have access to confidential information.
Confidential and proprietary information is secret, valuable, expensive and/or easily replicated. Common examples of confidential information are:
• Unpublished financial information
• Data of Customers/Partners/Vendors
• Patents, formulas or new technologies
• Customer lists (existing and prospective)
• Data entrusted to our company by external parties
• Pricing/marketing and other undisclosed strategies
• Documents and processes explicitly marked as confidential
• Unpublished goals, forecasts and initiatives marked as confidential
Employees may have various levels of authorized access to confidential information.
What employees should do:
• Lock or secure confidential information at all times
• Shred confidential documents when they’re no longer needed
• Make sure they only view confidential information on secure devices
• Only disclose information to other employees when it’s necessary and authorized
• Keep confidential documents within the Yoma Group’s premises unless it’s absolutely necessary to move them
What employees shouldn’t do:
• Use confidential information for any personal benefit or profit
• Disclose confidential information to anyone outside of our company
• Replicate confidential documents within the Yoma Group’s and files and store them on insecure devices
Upon termination or expiry of the employee’s employment with the Yoma Group, employees are obliged to return any confidential files and delete them from their personal devices.

Confidentiality Measures
The Yoma Group takes measures to ensure that confidential information is well protected, including but not limited to:
• Storing and locking paper documents
• Encrypting electronic information and safeguarding databases
• Requiring employees to sign non-compete and/or non-disclosure agreements (NDAs)
• Requesting for authorization by senior management to allow employees to access certain confidential information
Exceptions
Confidential information may occasionally have to be disclosed for legitimate reasons. Examples are:
• If a regulatory body requests it as part of an investigation or audit
• If our company examines a venture or partnership that requires disclosing some information (within legal boundaries)
In such cases, employees involved should document their disclosure procedure and collect all needed authorizations, and should not disclose more information than required.
Disciplinary Consequences
Every breach of the confidentiality policy will be investigated. Employees who do not comply with the confidentiality policy will face disciplinary and possibly, legal action. In the event that any employee willfully or regularly breaches the confidentiality policies for personal benefit, the Yoma Group reserve the right to terminate the employment of such employee immediately. This policy is binding even after termination or expiry separation of employment.

9.2.3 Company Data Protection Policy
This policy is applicable all parties (including employees, job applicants, customers, suppliers, contractors etc.) who provide information to the Yoma Group.
As part of our operations, the Yoma Group may need to obtain and process information. This information includes any offline or online data that makes a person identifiable such as names, addresses, usernames and passwords, digital footprints, photographs, social security numbers, financial data etc.
The Yoma Group will collect this information in a transparent manner and with the full cooperation and knowledge of interested parties.
The Yoma Group will ensure that the personal data be:
• Collected fairly and for lawful purposes only
• Processed by the company within its legal and moral boundaries
• Protected against any unauthorized or illegal access by internal or external parties
Any personal data will not be:
• Communicated informally
• Stored for more than a specified amount of time
• Transferred to organizations, states or countries that do not have adequate data protection policies
• Distributed to any party other than the ones agreed upon by the data’s owner (exempting legitimate requests from law enforcement authorities)
In the collection of personal information, the Yoma Group also undertakes to:
• inform people that their data is collected
• Inform people about how data is proceed
• Have provisions in case of lost, corrupted or compromised data
• Allow people to request that any data provided in relation to themselves be modified erased, reduced or corrected in the databases.

• Actions
The Yoma Group will:
– Restrict and monitor access to sensitive data
– Develop transparent data collection procedures
– Train employees in online privacy and security measures
– Build secure networks to protect online data from cyber attacks
– Establish clear procedures for reporting privacy breaches or data misuse
– Include contract clauses or communicate statements on how we handle data
– Establish data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorization etc.)

Disciplinary Consequences
All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary and possibly legal action.

9.3 Travel Policy
The Global Travel Policy defines standards and guidelines for the usage of the Yoma Group’s subsidies linked to air and land transport (including petrol and toll fees), as well as temporary accommodation whilst travelling for the Yoma Group.
This policy applies to all employees of the Yoma Group.
For more information about the Global Travel Policy, please refer to your respective human resources department and policy document.

Miscellaneous
This Handbook, the guideline and policies of Yoma Group, may be amended when it is deemed necessary by the company.

…………………………………………………
Martin Appel
Group Head Human Resources

0 Comments

There are no comments yet

Leave a comment

Your email address will not be published. Required fields are marked *