Employment Cycle

Induction

As a newly recruited permanent staff member, you will attend a structured corporate orientation program to introduce you to SIGMA HOLDINGS’s goals and objectives, organizational structure and culture, business activities and operating policies. The orientation program also enables you to interact with other members of staff and the principal officers of SIGMA HOLDINGS, before your deployment to a particular function in SIGMA HOLDINGS.

 Probation

The first six (6) months of employment at SIGMA HOLDINGS usually represents a probationary period, except for members of staff recruited as Executive Trainees/ Corp Members, in respect of whom probation is deemed to be the period of traineeship.

During probation, either party may terminate the employment by giving two- (2) weeks’ notice in writing or making payment of a sum representing salary for the equivalent period in lieu of notice. However, SIGMA HOLDINGS may summarily terminate a probationer’s employment without notice or payment of any entitlements, where:

• The duly validated references received from the probationer’s referee(s) are unsatisfactory;
• Substantial doubt subsists about the validity or authenticity of the probationer’s credentials; or
• The probationer is found to have engaged in any form of misconduct listed in SIGMA HOLDINGS’s list of infractions and sanctions.

If necessary, the probationary period may be extended by the company to allow the probationer improve on job performance.

Promotions

SIGMA HOLDINGS aims to advance every member of staff as reasonably and rapidly as possible. Therefore, as far as possible, vacancies are filled by promoting qualified and deserving employees based on:

• On-the-job performance
• Availability of vacancy at the next level
• Achievement of the minimum tenor required for the next level;
• Demonstration of minimum skills/competencies and proficiency required for the next job position on the career path;
• Absence of outstanding disciplinary sanctions such as “warnings or suspensions”; and
• Possession of minimum educational requirement of next grade (where applicable) and any other objective criteria that may assist the process.

Promotion to higher posts or grades are decided strictly on the basis of merit, seniority and other factors relevant to the appointment under consideration, including availability of vacancies.

A member of staff promoted to a higher job grade is ordinarily placed in the first salary step in the higher job grade, provided that the new remuneration of the promoted staff member shall not be less than his remuneration on the lower job grade.

Transfers

SIGMA HOLDINGS actively promotes job rotation, which provides an opportunity for members of staff to work in different sections of the organization. Either the Company or yourself may initiate movement. However, adequate care must be taken to ensure that the movement is in line with your approved career plan. In addition, the affected Head of Department must agree to the movement.

You may be transferred on a temporary or permanent basis. A transfer is considered to be temporary if it is for a period not exceeding three (3) calendar months. Conversely, a transfer is deemed to be permanent if it is stipulated as such from the onset, or if a temporary transfer extends beyond the normal three (3) month period.

Professional development

SIGMA HOLDINGS is recognized for its commitment to the professional development of its employees. Training, for members of staff, may be executed informally on-the-job or formally at internal or external locations within a classroom environment.

To complement the informal training, the Company ensures that a comprehensive training plan is developed at the beginning of each financial year, with funding for approved training by the company. The training plan is the result of a skill needs assessment exercise (conducted by the Human Resources in conjunction with Head of Departments), which seeks to identify the learning needs of members of staff, based on the competency and proficiency levels required of each job.

 Performance management

The goal of SIGMA HOLDINGS’s performance management system is to continually improve the performance of employees and to ensure that employees meet their expected performance targets as well as to assist members of staff to meet their career needs, within the context of the Company’s business objectives and priorities. The performance management system is designed to align organisational and individual objectives, enabling you to appreciate and quantify your contribution to SIGMA HOLDINGS’s success, while at the same time achieving your personal or career goals.

Exceptional performance is the key to a successful career at SIGMA HOLDINGS. Your job description should be reviewed jointly with your supervisor, so that you can understand in detail the purpose, responsibilities and key performance indicators associated with your job.

 

Target setting

SIGMA’s performance management cycle commences with the target setting process at the beginning of the financial year. In line with the overall organization targets and following the establishment of corporate priorities and targets for each year, your supervisor will communicate the unit’s goals, based on which you can then establish individual goals which complement those of the unit and SIGMA HOLDINGS as a whole. As part of the process, the supervisor takes care to ensure that the targets are:

• Specific – clearly defined;
• Measurable – discrete units of measure can be used to determine the extent of achievement of the targets;
• Assessable – easily accessed and requiring little or no discretion to determine the extent of achievement;
• Realistic – reasonable, practicable targets that can be achieved;
• Time-bound – delivered within a specified timeframe; and
• Stretching – tasking to achieve and challenging to the individual.

These targets are then documented and formally signed off by the supervisor and yourself. The targets may be reviewed and updated in the course of the year, in line with changes in the operating environment or the Company’s strategy.

Performance appraisal

Your performance will be appraised twice to three times in the financial year. The targets agreed with you at the beginning of the year (or as amended to date) will constitute the basis of the assessment for each period, i.e. half-year and year-end. The performance-rating continuum ranges on a scale of 1 – 5 with 3 being “on target”. Each employee will initially conduct a self-appraisal providing “evidence” of their performance to support the ratings they propose, which they will compare to the Manager / supervisor’s appraisal. Your Head of Department is responsible for reviewing the appraisal rating to ensure it is fair and objective.

Performance ranking

After the individual assessment at the year-end, there is a ranking exercise where your performance is compared with that of your peers.

Appraisal review/communication

After the performance ranking exercise, your supervisor will schedule time to formally share the outcome of the appraisal with you. This is in addition to the other informal discussions, which would have been held during the year. In addition to performance feedback, the forum also provides an opportunity to discuss your self-development needs, as well as highlight any necessary changes to your career plan. During the meeting, specific career recommendations to enable you to consolidate and further improve your performance are discussed and agreed. The parties should then set a training plan in place to address issues that have arisen and to improve the employee’s performance for the next cycle.

As performance management is a continuous process, the formal half-year and year-end appraisal review meetings should be complemented with more frequent informal discussions with your supervisor. This approach makes it possible to identify performance issues early enough, enabling you to make the adjustment needed to record improved performance levels by the end of the period. The supervisor is strongly encouraged to document the informal discussions for future reference.

Appraising supervisors

All staff will be appraised by their direct Manager/ Managers with input and “evidence” provided by other Heads of Department.

Counseling

SIGMA HOLDINGS will put in place, a counseling service managed by Human Resources / Operations head.

Counseling may be initiated by any member of staff, or proactively by SIGMA HOLDINGS, in order to address identified personal or performance-related issues and assist staff to progress in their career with the Company.

The proceedings and outcome of the counseling session are kept strictly confidential and may be divulged only with the individual staffs consent.

Disengagement

Employment with SIGMA HOLDINGS may cease in any of the following ways:

• Resignation
• Retirement
• Termination
• Dismissal
• Redundancy
• Invalidation on medical grounds

An exit interview is usually conducted with resigning members of staff to assist in identifying issues that may be causative or proximate to the resignation and to proffer recommendations to improve staff motivation/retention.

 

Resignation

Permanent members of staff may choose to resign their appointment with SIGMA HOLDINGS before they attain the retirement age of sixty (60) years. Confirmed members of staff are required to give a minimum period of notice as follows:

• Two (2) Weeks for employees on probation
• One (1) month for confirmed employees.

In lieu of notice, a permanent member of staff who is resigning his employment may make cash payment to SIGMA HOLDINGS of the value of his/her salary for the period of notice due from him.

 In the event that a member of staff resigns during the period of any investigation of his conduct or while on suspension, SIGMA HOLDINGS shall proceed with the process of investigation. SIGMA HOLDINGS shall be entitled to withhold all or part of the terminal benefits of such members of staff until the conclusion of investigation and the payment of such entitlements will depend upon the outcome of the investigations and the findings of the Disciplinary Committee. The affected person will be given every opportunity to make representations to the Disciplinary Committee even after his/her resignation.

Where a member of staff resigns under the above circumstances any reference provided to a prospective employer while the investigation is in progress should reveal that fact. In addition, where the Disciplinary Committee establishes that but for the resignation of the member of staff his conduct would have led to his dismissal or termination, this fact will also be duly communicated to the affected staff, the prospective employer and/or an interested third party.

Upon resignation, you will be entitled to certain benefits under SIGMA HOLDINGS’s compensation policy, less any unpaid liabilities owed to SIGMA HOLDINGS. (See section 3.5.2.1)

Retirement

The mandatory retirement age is sixty (60) years. The retiring permanent member of staff will be entitled to retirement benefits in line with SIGMA HOLDINGS’s policy (see section 3.5.2.1).

 

Termination

SIGMA HOLDINGS may at any time terminate the employment of a permanent member of staff whose employment has been confirmed. Any such member of staff, whose employment is to be terminated, shall be given notice of termination as follows:

• Two (2) Weeks – Un-confirmed employees.
• One (1) month.
• Two (2) Months for specific categories of Professional and Management staff.

 As an alternative to and in lieu of notice of termination of employment, SIGMA HOLDINGS may pay to the employee the value of his salary for the period of notice that was due to be given to him.

 A permanent member of staff whose employment has been terminated is entitled to receive benefits determined in line with SIGMA HOLDINGS’s policy in clause 3.5.2.2.

Dismissal

SIGMA HOLDINGS may, without notice or the payment of any entitlements, dismiss from its employment any permanent member of staff found to have committed any act of gross misconduct in line with the Disciplinary Policy.

Medical invalidation

This occurs when the Company’s Medical Advisory Panel certifies a permanent member of staff permanently unfit for work in SIGMA HOLDINGS. This will need to be supported with independent Medical Doctors reports.

 Any permanent member of staff, invalidated on medical grounds will be entitled to compensation in line with SIGMA HOLDINGS’s policy (see Section 3.5.2.3).

Death

If a permanent member of staff dies while still in employment or in the course of duty, his family or beneficiary will receive special compassionate payments in line with SIGMA HOLDINGS’s policy (see Section 3.5.2.4).

Re-engagement

Re-engagement of ex-members of staff is at the sole discretion of SIGMA HOLDINGS’s management. The following categories of individuals are considered eligible:

• Voluntary/early retirees;
• Members of staff terminated under the redundancy rule;
• Members of staff invalidated but subsequently declared fit to work; and
• Members of staff who resigned voluntarily and whose previous record of service with SIGMA HOLDINGS is without blemish.

Compensation & Benefits

Strategy & structure

It is our cardinal goal to offer attractive remuneration, enabling us to attract, reward and retain the high caliber staff needed to realize our long-term strategy.

 Our compensation policies and practices are designed to adequately reward individual and team contribution, while ensuring compliance with relevant statutory provisions.

 The compensation structure is progressive, reflecting increased reward for higher performance and responsibility levels. Every position in SIGMA HOLDINGS has a salary band specifying the minimum and maximum pay applicable.

 Compensation surveys focusing on target benchmark organizations are conducted annually (or more frequently if necessary) to ensure SIGMA HOLDINGS remains pay-competitive.

Salary date

Your salary is credited directly to your account by the first day of the fololowing month. Salary payment through any other form is strongly discouraged and will require the exceptional approval of the Senior managing partners.

Terminal entitlements

3.3.2.1 Resignation/retirement

A permanent member of staff upon resignation or retirement, will receive the following benefits:

• Any salary owed for time worked;
• Any accrued gratuity payments;
• Any amounts accrued under the Staff Pension Fund.

 Termination

Any permanent member of staff whose employment is terminated will receive the following benefit payments:

• Any salary owed for the time worked;
• Any accrued gratuity payments;
• Any amounts accrued under the Staff Pension Fund;
• Salary in lieu of any period of notice required but not given.

Medical invalidation

Any permanent member of staff whose employment is invalidated on medical grounds will receive the normal exit payments provided the member of staff has served SIGMA HOLDINGS for not less than a period of five (5) years.

Death

Where a permanent member of staff dies while in employment, his designated next-of-kin will receive, in addition to the normal exit payments: Benefits are paid through our Pension scheme.

• An amount equivalent to three (3) months’ basic salary.
• Bereavement allowance, payable as follows:
• Junior staff N20, 000
• Senior staff N40, 000
• Management staff N60, 000

Gratuity

SIGMA HOLDINGS will pay gratuity to entitled members of permanent staff who leave its employment in any way other than through dismissal.

This is handled by the PFA.

You become entitled to gratuity if you have spent up to five (5) years in service at SIGMA HOLDINGS. Your gratuity entitlements are computed in line with the following table:

 

Staff Pension fund

Upon confirmation of permanent employment, you become eligible to benefit under SIGMA HOLDINGS’s Staff Pension Fund scheme. Under the scheme, SIGMA HOLDINGS contributes 7.5% of your annual basic salary. Each Employee contributes – 7.5% of Annual Basic Salary.

The scheme will be administered through an Insurance Company, in line with National guidelines, and the aggregate accrued benefits become payable to you at exit from SIGMA HOLDINGS. This is managed by individual’s pension fund administrator.

Business allowance

You will be entitled to certain allowances where SIGMA HOLDINGS requires you to perform official duties outside of your principal location or place of residence.

Business travel

You will receive an allowance to compensate you for any business trip outside of your normal station. The rates per day are determined on the basis of grade level and are reviewed from time to time. However, the business travel allowance is not available to temporarily or permanently relocated members of staff.

Relocation

Permanent members of staff moving to other job positions necessitating physical geographic relocation are compensated with certain allowances based on grade level. The Company will be responsible for the relocation expenses and provide allowances as follows:

• For permanent relocation an enhanced lump sum will be paid.
• Also, the initial cost of traveling and transporting personal effects to the new duty-station will be paid for the member of staff, spouse and recognised children.
• The policy on temporary relocation remains the same but subject to a maximum of three (3) months.

Visa application and passport processing

All costs incurred with respect to business travel for official purposes will be borne by SIGMA HOLDINGS.

These will include the cost of visa applications, ticket costs and the amount due for business travel allowance at the approved current rates.

Transportation

SIGMA HOLDINGS may provide transport to facilitate the performance of your official duties. Where transport is not provided, you will be paid a reasonable sum to cover your expenses at the management’s discretion.

 You are expected to make use of the most economical route except in instances where travel time would be unduly prolonged.

Loans

SIGMA HOLDINGS strongly discourages the employer as a lender. Employees are advised to seek for loans through Banks. Where it is considered necessary, SIGMA HOLDINGS will assist you in obtaining the loans from the Bank.

Emergency loan

SIGMA HOLDINGS will need to be satisfied of the requirements for such a loan and that such a loan was not available through the Bank. The maximum tenor is one (1) year, with interest payable at Prime plus 2% .The maximum amount that can be granted is in line SIGMA HOLDINGS policy, which states that the maximum amount deductible from your total emoluments towards the repayment of loans should not exceed 20%. SIGMA HOLDINGS may revise the conditions governing the administration of loans at any time. The grant or refusal of a loan is solely at the discretion of the management

Part-time study

You may engage in private part-time study in order to advance your personal developmental objectives. However, SIGMA HOLDINGS does not permit part-time study during the official working hours. Furthermore, SIGMA HOLDINGS will allow part-time study outside the working hours only where the exigency of your job permits you to engage in such activities.

Service award

SIGMA HOLDINGS recognises and rewards long-tenured permanent employees for their loyalty and commitment. In addition to gift awards, a certificate is normally issued to employees who have spent 5, 10, 15, 20, 25, 30 or 35 years in SIGMA HOLDINGS’s employment.

Time off work

Annual leave

Annual leave with pay is provided for all confirmed, full time permanent employees as an opportunity to rest, relax, spend time with their family and enjoy time away from the company.

Annual leave is viewed as essential to renew an employee’s productive and creative spirit, thereby enhancing his/her value to the company. As a confirmed member of staff, you are entitled to paid annual leave for each completed calendar year as follows:

Category	Working Days
Junior / Intermediate staff	15
Senior staff	15
Management staff	15

The leave days exclude the public holidays published in the official gazette by the Federal Government of Nigeria / United Kingdom. THERE SHALL BE NO CARRY OVER OF UNUTILISED LEAVE DAYS TO THE NEXT FISCAL YEAR.

In order to prevent disruption to operations, SIGMA HOLDINGS does not permit the use of earned leave period as notice of resignation.

Sick leave

SIGMA HOLDINGS recognises that there may be occasions on which you are unable to be at work due to illness.

A sick member of staff is permitted to stay away for 24 hours, but must notify his supervisor of the reason for his absence, no later than the employee’s normal reporting time. If unable to return to work within 24 hours, the member of staff is required to furnish SIGMA HOLDINGS with a certificate of proof of illness from a registered medical practitioner.

Casual leave

On application, you may be granted a few extra days off (not exceeding 5 working days per annum) to meet special demands. They include days taken off for pressing personal issues such as relocation, weddings, illnesses or death of a non-immediate family member, etc. THIS LEAVE ONLY BECOMES AVAILABLE WHEN THE EMPLOYEE HAS EXHAUSTED HIS/HER ANNUAL LEAVE ENTITLEMENT OR IN CASE OF UN-CONFIRMED EMPLOYEE

Maternity leave

Leave of absence of twelve (12) weeks for maternity purposes is granted to confirmed female permanent members of staff. You will be entitled to full basic pay and all other allowances during the period of absence, only after 2 years of full service with the company.

For unconfirmed members of staff / staffs less than two years of engagement, maternity leave shall be without pay. Refer to Section 3.2.5 for more details

Note that, in addition to the maternity leave period, you may take your regular annual leave in the same calendar year, subject to a maximum period of four (4) weeks.

Upon resumption of work, nursing mothers are permitted for a period of twelve (12) weeks to work one (1) hour less than normal time by either resuming late or closing early, as appropriate.

Leave of absence

SIGMA HOLDINGS has made provision for leave of absence, which allows qualified permanent members of staff time off to pursue certain endeavors geared towards developing themselves in specific areas of interest, aligned with SIGMA HOLDINGS’s objectives and the staff member’s career plans. The minimum eligibility period is three (3) years post-confirmation, at the discretion of management.

Your request for a leave of absence will be approved by the Senior Managing Partner.

Qualified staff members will be granted a maximum period of twelve (12) calendar months away from work. Any request for a leave of absence for a period exceeding 12 months may be permitted, subject to the approval of the management.

Members of staff on leave of absence are not eligible for any salary payments or benefits during the period of leave. Upon return from leave, the member of staff is reabsorbed on the same level as obtained at the commencement of leave.

Members of staff who do not wish to continue in employment with SIGMA HOLDINGS after the leave period must return in order to properly resign from SIGMA HOLDINGS. In this case, you will be entitled to all benefits accrued to the date of commencement of your leave.

Examination leave

Upon application, SIGMA HOLDINGS will grant examination leave in respect of approved professional courses, provided you give adequate notice to your supervisor. The leave days granted is treated as deductible from annual leave.

Public holiday

SIGMA HOLDINGS recognizes all public holidays such as Christmas, Independence Day, and May Day etc. Due to the exigencies of the services provided by the centers, staff will be required to be present in each department.

Ethics and Workplace Guidelines

• Working hours
• Attendance and punctuality

SIGMA HOLDINGS expects you to resume promptly for work daily and to observe the following working hours:

• Monday to Friday: 8:00 am to 5:00 p.m. *

*Or in accordance with assigned shift. SIGMA HOLDINGS reserves the right to determine the working hours for all staff.

However, the actual closing time is subject to certain end-of-day job routines and overriding customer service considerations as determined by the supervising Manager.

The working hours stated above are inclusive of the one (30min) thirty minutes lunch period to which all members of staff are entitled between the hours of 12:30 p.m. and 2:30 p.m. daily. In order to ensure uninterrupted provision of services to internal and external customers, members of staff are expected to stagger their lunch breaks, based on suitable internal schedules endorsed and enforced by the supervising officers.

Professional conduct and ethics

SIGMA HOLDINGS is committed to providing a conducive working environment and thus encourages members of staff to observe the highest standards of business ethics at all times. You must avoid situations in which personal interest may, or appear to, be in conflict with the interest of SIGMA HOLDINGS or its customers.

Use of the SIGMA or SIGMA HOLDINGS’s name

The use of the name, “SIGMA ” (otherwise known as “the Company”) without the express approval of management is not allowed. The approval of management is necessary to ensure that the views, beliefs or activities of an individual or external organization are not perceived as those of the Company or as endorsed by it.

In addition, the use of official SIGMA HOLDINGS stationery, including letter headed paper, notepads, envelopes, etc. is limited to the authorized official business of the Company. Internal correspondences from one function to another or between the centres are to be signed by members of staff at the appropriate level as authorized by management.

Integrity and objectivity

SIGMA HOLDINGS places a high premium on integrity and encourages you to exhibit a high level of care, skill and caution in business or personal dealings with colleagues, customers and other third parties. You should conduct SIGMA HOLDINGS’s transactions with the highest objectivity, with complete confidentiality, based on complete and accurate information. You must observe strict confidentiality in the handling of Test results and Patient information etc. Where a member of staff is found to have displayed a lack of integrity and objectivity in dealings with parties related to the Company, the member of staff will be subjected to SIGMA HOLDINGS’s disciplinary procedures.

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Discipline

SIGMA HOLDINGS strives to promptly address all issues arising from misconduct by members of staff. The Company’s disciplinary procedures are designed to promote and enforce the appropriate professional behaviour amongst members of staff.

Where a member of staff is habitually negligent, disobedient, persistently absent from or late for work without good reason, or performs below standard, SIGMA HOLDINGS will take necessary disciplinary action to address the situation. Disciplinary measures that may be employed by the SIGMA HOLDINGS include:

Nature of Discipline	When Used
Caution	Issued for minor offences
Verbal query/warning	Issued as a first warning when an employee is found to have committed an infraction
Written query/warning (Different levels)	Issued in many instances after a verbal warning has been issued, or sometimes as the first official warning in respect of certain misconduct.
Suspension	Applied where an investigation of a suspected or reported infraction is in progress
Termination of appointment	May be employed where the member of staff has been given several serious warnings for the same infractions. It may also be applied in cases of gross negligence with or without previous warning.
Dismissal	Used where a member of staff is found to have committed acts of gross misconduct. Acts of gross misconduct are those acts that fall within SIGMA HOLDINGS’s list of infractions and sanctions

A fair hearing will be given members of staff facing dismissal to enable them disprove allegations against them. You may obtain additional information about the disciplinary process from the SIGMA HOLDINGS’s Disciplinary Procedures Manual.

Job abandonment

Absence from duty for three (3) days without permission or lawful excuse is considered as abandonment of duty. SIGMA HOLDINGS will take disciplinary action, as it deems appropriate, taking into consideration the peculiarities of the situation.

 

Financial conduct

Gratification, commissions and bribes

SIGMA HOLDINGS does not expect any member of staff to accept any gratuity, commission, bribe or any form of gratification whatsoever for the performance of official duties. SIGMA HOLDINGS encourages members of staff to report any offer of gratification in any form whatsoever to the most accessible supervisor as appropriate. Reporting any offer of gratification to a senior member of staff will reinforce your transparency and encourage transparency in SIGMA HOLDINGS.

Any member of staff found to accept any gratuity, commission, bribe or any other form of gratification in the course of their duties would be sanctioned in accordance with SIGMA HOLDINGS’s disciplinary procedures.

Gambling and money lending

Gambling and all forms of unofficial money lending activities on SIGMA HOLDINGS’s premises or in the course of carrying on the Company’s business are strictly prohibited.

Honorarium

Any fee or financial reward you receive from engaging in public or private speaking, either in your personal or official capacity, should be declared to the Human Resources Department.

Surety/guarantor

You are required at all times to obtain prior approval from your Division/ Department Head before accepting to be a surety/guarantor for any third-party transaction or lending.

General

You should not:

• Breach confidentiality in any way, exposing the test results, Patients information, standard operating procedures etc of SIGMA .
• Be negligent in the performance of your job e.g. in the handling, treatment and analysis of Pathology specimens / radiology investigations, the interaction with Patients and Doctors and any other persons who are associated with the diagnostic centre
• Grant any advance, loan or credit facility to any person unless it is authorised in accordance with the Company’s credit policy.
• Carry out any transaction on behalf of SIGMA HOLDINGS without strict compliance with the rules and regulations of SIGMA HOLDINGS.
• Enter into any form of contract on behalf of SIGMA HOLDINGS for which you have not obtained prior approval and express authority.

Customer relationship

SIGMA HOLDINGS expects all relationships between you, the clients, patients, employers and other employees to be professional and transparent at all times. You should be helpful and courteous to customers in all situations and at all times. SIGMA HOLDINGS considers as inappropriate any display of discourteous behavior to its customers. In addition, you are not allowed to enter into personal business relationships with any of SIGMA HOLDINGS’s customers.

 

Material disclosure

SIGMA HOLDINGS requires you to disclose fully as soon as you become aware, any matter which has become the subject of official enquiry, investigation or litigation, arising from your private activities while in a previous or current employment. SIGMA HOLDINGS considers a breach of this requirement as serious misconduct, which will be sanctioned in accordance with SIGMA HOLDINGS’s disciplinary procedures.

Addressing the press/public speaking

If you wish to address the press or make any public statement on SIGMA HOLDINGS’s official matters, you will require the prior approval of the Senior Managing Partner. Also, if you wish to write essays or articles for publication in the press, you should obtain a clearance from the Senior Managing Partner.

Where you intend to engage in private speaking engagements during office hours, you will need to obtain the approval of the Senior Managing Partner.

In all cases where you address the public or originate any article for publication in your personal capacity, the onus lies on you to ensure that you include appropriate disclaimer clauses, so that your views are not associated with your official title or the official position of SIGMA HOLDINGS.

• Interpersonal conduct
• Harassment

It is important for us at SIGMA HOLDINGS to create a work environment, free from harassment or offensive behavior. SIGMA HOLDINGS prohibits any form of harassment, victimization or discrimination on account of age, disability, sex, marital status, religion, race or tribe. Verbal or physical conduct that denigrates or displays hostility towards another person as a result of any of the above-mentioned factors must be reported to the Head, Human Resources / Operations immediately. Any employee found to have committed an infraction related to harassment will be liable to disciplinary action. Conversely, any employee who makes a malicious claim in this respect will also be liable to disciplinary action.

Fighting

As SIGMA HOLDINGS is committed to maintaining a safe work environment, fighting or any other form of physical assault on the premises is prohibited and punishable according to SIGMA HOLDINGS’s disciplinary procedure.

You must also remember that SIGMA HOLDINGS will at all times be judged by the conduct of its members of staff. Accordingly, fighting or any form of anti-social or offensive behaviour indulged in by a member of staff (even if done outside SIGMA HOLDINGS’s premises), which in any way negatively affects the corporate image of SIGMA HOLDINGS, shall be sanctioned in accordance with SIGMA HOLDINGS’s disciplinary procedures.

Smoking, alcoholism and drug abuse

SIGMA HOLDINGS promotes a smoke, alcohol and drug-free environment. Accordingly, the use of narcotic drugs at any time or consumption of alcoholic beverages during office hours or on SIGMA HOLDINGS’s premises or smoking of cigarettes and/or cigars on SIGMA HOLDINGS’s premises is prohibited to all members of staff. Any infringement of these rules is considered as misconduct and punishable in accordance with SIGMA HOLDINGS’s disciplinary procedures.

Use of SIGMA HOLDINGS’s facilities

Use of SIGMA HOLDINGS’s assets and facilities is restricted to the Company’s official business only. However, exceptions to this provision may exist in respect of SIGMA HOLDINGS’s assets assigned or provided to you as benefits-in-kind, as included in your compensation package. You are required to obtain prior approval in writing from your Head of Department for any intended personal use of SIGMA HOLDINGS’s assets and facilities.

Merchandising

SIGMA HOLDINGS prohibits the purchase or sale of goods or services for personal gain on its premises

Telephone

The use of SIGMA HOLDINGS’s telephone facility is limited to business purposes only. However, you may receive urgent personal calls, which should be short and occur as infrequently as possible.

Eating within the SIGMA HOLDINGS’s premises

SIGMA HOLDINGS does not allow you to bring food items into, or eat within operational section of the premises, except within specific designated areas (Kitchenette).

Speaking vernacular within SIGMA HOLDINGS’s

SIGMA HOLDINGS does not allow you to speak vernacular within its premises, except under special circumstances as may be required for official duty.

References/testimonials

You may request from SIGMA HOLDINGS at any time, reference letters to enable your career progression outside the Company. You should direct all requests for references to SIGMA HOLDINGS’s Human Resources Department/ Operational head.

You can be assured that your references will always be based on your actual performance history as contained in your personnel file.

Safety and security

SIGMA HOLDINGS is committed to maintaining a safe and secure work environment for its members of staff and customers. It is in the interest of all of us that the security requirements of the Company are strictly adhered to at all times.

Confidentiality and intellectual property

SIGMA HOLDINGS takes every care to protect its Standard Operating Procedures, books, record and trade secrets, knowhow and official information.

You must not make use of any information you have obtained from your employment with SIGMA HOLDINGS in giving any opinion about the medical health or financial standing of any individual, firm or company, unless such opinion is given in the normal course of your duties or you have obtained the written permission of SIGMA HOLDINGS.

SIGMA HOLDINGS considers both breaches of confidence and confidentiality, whether deliberate or arising out of negligence or imprudence, to be very serious misconduct, which will be sanctioned in accordance with SIGMA HOLDINGS’s disciplinary procedures.

Internet and e-mail

The Internet and e-mail facilities provided by SIGMA HOLDINGS are for business use only. Messages composed, sent or received on SIGMA HOLDINGS’s electronic mail system remain the property of SIGMA HOLDINGS and may at any time be subject to review by the system administrators or the management of SIGMA HOLDINGS. Accordingly, no encryption tools should be used on e-mail messages without the permission of management. 

In addition, SIGMA HOLDINGS’s Internet and e-mail facilities should not be used to advance personal interests or solicit political, religious or other materials not directly related to SIGMA HOLDINGS’s business. No foul, rude or insensitive language or hate speech is permitted on the email. Violation of this policy is subject to disciplinary action according to SIGMA HOLDINGS’s disciplinary procedures.

Fire

SIGMA HOLDINGS has established comprehensive fire prevention and safety policies. Essential information on the guiding rules for fire safety is pasted on notice boards within the premises. In addition, there are fire alarms, detectors and extinguishers located strategically on SIGMA HOLDINGS’s premises. It is important that you acquaint yourself with the rules guiding fire prevention and safety. SIGMA HOLDINGS periodically and without notice, conducts “fire drills” for occupants of its buildings, in order to test the effectiveness of its fire prevention and safety procedures.

SIGMA HOLDINGS’s property

You should take adequate care to prevent loss or damage to SIGMA HOLDINGS’s property entrusted to you. You will be liable to reimburse SIGMA HOLDINGS for any damage to its property in your possession caused by your negligence or willful act. SIGMA HOLDINGS will, in addition, sanction you under its disciplinary procedures.

Personal property

Although SIGMA HOLDINGS takes reasonable steps to safeguard all property on its premises, it is not responsible for any loss or damage to personal items of employees.

 Emergency notification

The Human Resources Department has the responsibility to contact your next-of-kin, or family member as the case may be, whenever the need arises. However, it is your responsibility to ensure that your records at SIGMA HOLDINGS are comprehensive and up-to-date at all times.

Dress code

All Employees

“Sigma ” branded T-shirts shall be provided to all employees. This is to be worn on all outings, Fridays and Saturdays. No other clothes are to be worn on these days.

Mondays - Thursdays - Corporate / Business casuals

You are required to dress decently, smartly and neatly while at work. Identification tags must always be worn while on the premises. Flamboyant or loud colours must be avoided.

Identity cards

Temporary and permanent members of staff are issued identity cards upon assumption of work at SIGMA HOLDINGS. You should wear your ID card conspicuously at all times while within SIGMA HOLDINGS’s premises.

You should immediately report the loss of your ID card to Human Resources / Operations head to enable the processing of a replacement at a cost to be borne by you.

Reimbursement claims

You are entitled to reimbursement of all business expenses made on behalf of SIGMA HOLDINGS. However, your expense claims should be reasonable, allowable and satisfactorily supported by receipts and other proof of expenditure as applicable.

Staff records

For fair and accurate decision-making by SIGMA HOLDINGS, it is important that your personal details are accurate and up-to-date at all times. Human Resources maintain a database of all personnel records. You should ensure that any changes to your personnel details (supplied at resumption of work in SIGMA HOLDINGS) are communicated promptly to enable the Department update your records.

Public duties

You should not accept any appointment, nomination or election into any office in any organisation without the express permission of the Board of Directors unless such office is for a charity or a not-for-profit organisation. Any request for permission should be passed through your supervisor and / or Departmental Head, who will forward it to the Senior Managing Partner.

Approval of requests will be based on the merit of each case. If you want to run for an elective office, you are required to discuss the intent with the Senior Managing Partner. If necessary, you may be granted a leave of absence or requested to resign your appointment with SIGMA HOLDINGS.

Grievance and negotiating procedure

SIGMA HOLDINGS encourages a prompt and fair review of individual and collective staff members’ problems. The following procedures are applied in each case

Senior and junior staff

Stage I - If you decide to raise a grievance with which you are directly concerned, you will be required in the first instance to discuss the matter with your immediate Supervisor. If the grievance cannot be settled immediately, it is then raised with the Head of Department, as the case may be.

Stage II - If a satisfactory resolution of the matter is not attained within 2 working days after it had been raised at Stage I, you may raise the matter with your Head of Department. He is required to resolve the issue within 3 working days.

Stage III - If you are not satisfied with the solution proffered by your Head of Department, you may refer the matter to the Head, Human Resources or the MD, SIGMA HOLDINGS. Human Resources will convey its decision to your Departmental Head within five (5) working days of a full discussion of the matter.

Management staff

Grievance issues involving Management staff members are to be raised directly with the Senior Managing Partner.

Remote / Hybrid Work Policy for Employees of Sigma Holdings

This work-from-home agreement outlines guidelines, responsibilities and rules of employees that work from a different location than our offices at Sheffield in UK and Lagos, Nigeria.

This remote work policy is valid from the date of the agreement until the end of your employment with Sigma holdings. During this time the employee is approved to work from a remote workplace like their home or other places of work or until further review.

No of days to work remotely must be approved by your supervisor in writing for approval.

Requirements for productive remote collaboration

To ensure the quality of work and concentration of the employee is kept at a similar or higher level than in the office, we advise remote employees to:

• Work from a quiet and distraction-free working place
• Have an adequate internet connection and physical workspace
• Adhere to usual break schedules
• Available for scheduled synchronous and asynchronous communication
• Mandatory and scheduled meetings should be continued to be attended.

Equipment and Security

The equipment provided is company property. As such, it shall be returned at the end of this agreement and avoid any misuse. The equipment is to be used for business purposes only. Employees must take proper measures to secure Company information, assets, and systems.

Reimbursements and Compensation

Remote employees are offered to submit additional items for reimbursement to cover necessary business-related expenses that are incurred during the remote working period such as

• Internet costs
• Telephone costs etc.

Please note that Sigma shall not bear the costs listed below as part of hybrid / work from home costs.

• Personal internet costs
• Personal Telephone Costs
• Electricity bills
• Transport costs

The overall compensation stays as-is. Sigma holdings reserves the right to review the existing compensation package if the employee decides to relocate out of state.

Being absent from work cannot be termed as excuse for remote / Hybrid work, Hybrid/Remote work must be duly approved.