HR Policy
This document has been designed as an extension to the employee’s contract of employment and letter of offer, and incorporates Zawgyi’s policies, procedures, and conditions of employment for all staff. It provides employees with a written framework of what is expected of them, what they can expect from the company and underpins their terms and conditions of employment.
Guidance any matter covered in this document should be sought firstly from your Director, or the Managing Director. If you would like to make a suggestion on new topics to be included in this manual, you may do so by writing to the Managing Director.
The company reserves the right to change policies and conditions of employment without notice. Please refer to this document as your first point of reference in relation to policies and procedures during your career with the company.
The Nature of Our Business
Zawgyi Premier Myanmar is a leading import/export company, offering services in the areas of Logistics, Trading and Distribution.
Business Philosophy and Corporate Values
Our goal is to sustain continuous growth, enlarge our business and meet customer demands - while playing our role in the development of Myanmar.
We believe in recruiting talented staff and supporting their skills development through an extensive Staff Training programme – and reward employees who display diligence, initiative and commitment. We aim to produce quality, timely work and provide value to clients.
Zawgyi Premier Myanmar
Originating as an importer of consumer goods and food products, Zawgyi was established by the Managing Director Mr. Thuyein Myint Shwe and Director Mrs. Sandar Tin Tun in 2003 with the aim of serving multinational companies in Myanmar, at a time when trading activities were limited in the country. Starting off as a husband and wife partnership with no other investors, it transformed into the multi-million-dollar business it is today within a short span of 12 years.
Zawgyi imports foodstuff and consumer products for Myanmar, and supply agricultural products to Europe and Asia. We also provide local import and logistics needs to multinational companies. Our humble beginnings started with border trade between Myanmar and Thailand in 2003. We continue to grow and support the growth of our partners in new and innovative ways.
SECTION 2: CORPORATE AND MANAGEMENT POLICIES
Equal Opportunity Employer
Zawgyi Premier Myanmar is an equal opportunity employer, regardless of a person’s ethnicity, religion, gender, health, or physical disabilities.
Leadership and Integrity
Employees should perform their roles efficiently and promote the company to the best of their abilities, keeping in mind:
>> Personal integrity: Report improper advances and actions that come to your attention. Acknowledge mistakes and shortcomings instead of blaming others.
>> Teamwork: Collaborate with colleagues to improve the quality of work. If you see something that could be detrimental to the company’s operations or reputation (even if it’s outside your area of work), report it to your manager.
>> Dealing with subordinates: Set a good example with your attendance and punctuality. Take time to listen to the grievances of your subordinates and be courteous when disciplining a junior employee. Confront problems quickly and seek solutions immediately. Participate in training development and staff welfare.
Gifts, Gratuities and Improper Payments
>> Directors, officers, employees and anyone associated with Zawgyi Premier must not offer or accept gifts – even if the value of the gifts are acceptable according to Myanmar’s anti-corruption laws.
>> Any payments, gifts or gratuities made or received by Zawgyi Premier or an employee, may be interpreted as a bribe as we have a zero-tolerance policy in this area.
>> However, reasonable gifts, such as promotional items that have little value (MMK 50,000 and under) are permissible. Proper reporting procedures, obtaining prior approval and record keeping must be done when distributing promotional gifts, and these should not involve cash (or cash equivalents such as cash cards).
>> Directors, officers, employees and anyone associated with Zawgyi Premier must not offer or accept meals, facilities and travel arrangements – whether to obtain a business advantage, or when dealing with anyone who is seeking business opportunities from Zawgyi or our business partners.
>> However, meals, facilities and travel arrangements that are offered transparently, justifiably, in the normal course of business, and in compliance with local laws, may be accepted. In these special occasions, prior approval must be obtained and recorded in accordance with the finance department’s procedures.
>> Importantly, the meals, facilities and travel arrangements should not be provided far from normal practices – such as luxurious or excessive arrangements. It must not involve cash or cash equivalents.
Employee Relations
It is Zawgyi’s policy that all employees should be treated fairly, consistently and honestly. Employees are encouraged to approach their immediate supervisors to resolve day-to-day matters in accordance with the Open Door policies detailed in Section 5.
All Supervisors and Managers have a responsibility to ensure that employees are treated fairly, consistently and honestly. This includes:
>> Accurate communication of company policies and objectives.
>> Promoting the development of employees in the underlying realities of the business.
>> Identifying and dealing with genuine employee grievances.
>> Ensuring that Senior Management is aware of grievances that may need to be escalated.
>> Remaining alert to any overt or underlying potential for disruption.
Workplace Communications
The company has communications programmes that encourage open sharing of information between management and the workforce. This includes:
>> Workplace Consultation Teams that consist of representatives from all parts of the company. An open forum allows employees and management to discuss concerns, policies and changes to the organisational structure.
>> Company newsletters and briefing sheets will be circulated as needed.
Political Elections
As Zawgyi is politically-neutral, no cash or other donations are to be made to any political party – either by the company, or by any person doing so on behalf of the company. Any employee intending to contest a seat in an election, is required to resign from their employment prior to nomination for the seat. It is also prohibited for any political or campaign activity to take place Zawgyi. Election material cannot be displayed on any company property.
All employees included on the electoral roll will be given an opportunity to cast their vote during an election.
Whistleblowing Policy
Zawgyi requires all employees and representatives to practice honesty and integrity in fulfilling our responsibilities, complying with all applicable laws and regulations.
>> Reporting responsibility: All directors, officers and employees are required to report suspected violations in accordance with this whistleblowing policy.
>> No retaliation: No director, officer or employee who in good faith, reports a violation shall suffer harassment, retaliation or adverse employee consequences.
>> Reporting violations: Employees are advised to speak with their employer when reporting a suspected violation. Alternatively, they may speak to the HR department or anyone in management. Supervisors and managers are required to report suspect violations to Zawgyi Premier’s Compliance Officer.
>> Compliance Officer: The Compliance Officer/HR Manager can be contacted at +95 9798 274 566 (Viber only) or hr@zawgyipremier.com
Employment Policy
Zawgyi Premier is committed to an open and transparent working culture, with zero discrimination. We respect Universal Human Rights. Our top priorities are workplace health and safety and the wellbeing of our employees. We cultivate mutual trust and respect by practicing fair labour practices and complying with all applicable legal requirements. We demonstrate good corporate governance and condemn the use of forced or child labour – under legal minimum age, in our business and other businesses we work with.
We strongly believe that our people are our greatest assets and are committed to developing their capabilities through various learning and developmental opportunities.
Zawgyi Premier and its employees must, at all times, comply with all applicable laws and regulations. The company will not condone any employees who achieve results through violation of laws or unethical business dealings. This includes any payments for illegal acts, indirect contributions, rebates, and bribery. We do not permit any activity that fails to stand up to close public scrutiny and ethical standards.
We set high ethical standards for ourselves, and expect all business activities to be conducted above the minimum standards required by law. Accordingly, employees must ensure that their actions cannot be interpreted as being, in any way, in contravention of the laws and regulations governing Zawgyi Premier’s operations.
Equal Opportunity and Diversity Policy
Zawgyi Premier is an equal opportunity employer that hires and treats employees equally – regardless of a person’s ethnicity, religion, gender, health, or physical disabilities.
We respect each other and promote diversity and collaboration in the workplace. Every employee is treated equally and without discrimination. Our wages and benefits meet (or exceed) the minimum requirements legislated by the country.
Anti-Harassment Policy
We are committed to providing a safe and enjoyable work environment, where every employee is treated fairly and respectfully. We do not tolerate any form of discrimination or harassment – including sexual harassment and abuse. Examples of verbal, physical or visual harassment include making jokes or creating nicknames relating to characteristics of a person, unwelcome or offensive conduct, intimidating acts, negative labelling, etc.
Health and Safety Policy
The health and safety of our employees is of paramount importance to Zawgyi Premier. We are committed to ensuring that our workforce is healthy, and our workplace is a safe environment that everyone can thrive in.
Every employee is responsible for work safety – this includes complying with industry standards for Workplace Health and Safety, and with local laws and regulations.
To ensure all this, safety management systems are implemented in our workplaces, risk assessments are conducted, hazards are identified, and control measures are in place. Health and safety KPIs are monitored and our performance (in terms of health and safety) is reviewed on regular basis. Additionally, every employee is trained in emergency response procedures, with safety drills planned and conducted regularly.
All employees must understand and follow our Health and Safety procedures, and abide by the instructions implemented at their workplace.
Employees must ensure that they and everyone they work with (including customers, suppliers, contractors and visitors) are well-versed with the organisation’s health and safety procedures.
Further, employees are expected to immediately report any unsafe behaviours, conditions or practices, violation or lapses of workplace health and safety that they notice.
Employees must also complete all required health and safety training sessions that are relevant to their role
Responsible Sourcing Policy
Zawgyi Premier conducts our business with integrity, and is committed to making a positive impact throughout our supply chain. We have high standards for our suppliers and partners, who demonstrate their desire for engaging in sustainable and ethical business practices in these areas:
>> Compliance with applicable laws and regulations
>> Fair labour practices (i.e. Fair pay, no forced labour, no child labour, no harassment and discrimination)
>> The health and safety of their workers (and safe work environments)
>> Fair competition practices
>> Anti-corruption practices
>> Positive environmental impact
>> Quality of products and services
>> Pricing
CSR Policy
We are committed to the United Nations Global Compact, and we believe that good cooperate governance involves improving the sustainability of our business, environment and communities. We contribute back to society, care for the environment and do good for the communities that we operate in. We integrate social, environmental, ethical, human rights and consumer concerns into our business’s operations and core strategy, in close collaboration with our stakeholders – while complying with laws, ethical standards and international norms.
We are steadfast in our commitment to uphold these standards by obeying the law, respecting human rights, paying taxes, providing job opportunities, respecting our employees, abiding by fair labour practices, respecting regional cultures, treating other businesses responsibly, handling our customers responsibly, respecting the environment, developing the health and knowledge of children, being transparent in our dealings and communication, and engaging with stakeholders.
To this end, we reject gender discrimination, corrupt practices, and refrain from benefitting from child labour or forced labour. We favour suppliers who abide by these principles, and try to exclude those that do not.
Our company actively engages in various CSR activities. The exact scope of the CSR activities is determined by the directors, with suggestions from the CSR team.
These activities include training sessions for our employees to enhance their skills, protecting the environment beyond our legal obligations, improving the health and supporting the education of children living in rural areas (through the development of reading skills), increasing farmers’ knowledge of environmental conservation, and improving farmers’ awareness of how their products can become a source of revenue from abroad.
CSR is a core part of our company and involves every employee. We take our role in the community seriously, and this is reflected through our policies and actions.
Whistleblower Policy
At Zawgyi, we observe the highest levels of personal and professional ethics in conducting our business. We ensure honesty and integrity in fulfilling our responsibilities, and compliance to all applicable laws and regulations. To achieve this, we encourage our employees to immediately report any violation, irrespective of who is involved, without the fear of any adverse consequences. The case will be impartially investigated by the Compliance Officer, and if the accused person is found guilty, the strictest action will be taken against him/her. We are open to feedback and maintain an open door policy, where employees can share their concerns or suggestions to help improve the process.
Anti-Corruption Policy
Zawgyi Premier Co., Ltd is committed to conducting our business with honesty, ethics and integrity. We hold ourselves to the highest standards and our staff are encouraged to use their judgement to promote good practices of business ethics.
We have zero tolerance for corruption, bribery or any other activity that violates Anti-corruption Laws or any other applicable Criminal Laws in every aspect of our business. This policy reflects our desire promote and implement honest and lawful practices in our day-to-day business dealings.
These policies and procedures apply to all Zawgyi Premier’s Directors, officers, employees and relevant business partners, joint venture partners, company’s representatives, venders, contractors and other services providers of Zawgyi Premier.
SECTION 1: ANTI-CORRUPTION POLICY
Corruption is defined as the misuse of entrusted power for one’s private gain or benefit. Corruption can include graft, bribery (including sexual favors), facilitation payments, dishonestly using influence, extortion, nepotism, conflicts of interest, embezzlement, fraud, and other forms of improper business advantages, financial or otherwise, to which the company is not entitled. The most common form of corruption is bribery, where both active (giving) and passive (accepting) acts are seen as dishonest.
The OECD - Organization for Economic Co-operation and Development Convention’s defines bribery as “a criminal offence for any person intentionally to offer, promise or give any undue pecuniary or other advantage, whether directly or through intermediaries, to a foreign public official, for that official or for a third party, in order that the official act or refrain from acting in relation to the performance of official duties, in order to obtain or retain business or other improper advantage in the conduct of international business.”
Myanmar’s Anti-corruption Law Art. 3(a) states that “Bribery means the misuse of designation and authority to do something, to avoid from lawful conduct, to benefit lawful right to someone, to untruly prohibit someone’s lawful right, directly or indirectly act of giving, receiving, attempting to receive, offering, promising or discussing bribe from relevant person for himself or herself or for someone else or for an organisation.”
SECTION 2: POLICIES’ REQUIREMENTS
Gifts
>> Directors, officers, employees and anyone associated with Zawgyi Premier must not offer or accept gifts – even if the value of the gifts are acceptable according to Myanmar’s anti-corruption laws.
>> However, reasonable gifts, such as promotional items that have little value (MMK 50,000 and under) are permissible. Proper reporting procedures, obtaining prior approval and record keeping must be done when distributing promotional gifts, and these should not involve cash (or cash equivalents such as cash cards).
Meals, Facilities and Travel
>> Directors, officers, employees and anyone associated with Zawgyi Premier must not offer or accept meals, facilities and travel arrangements – whether to obtain a business advantage, or when dealing with anyone who is seeking business opportunities from Zawgyi or our business partners.
>> However, meals, facilities and travel arrangements that are offered transparently, justifiably, in the normal course of business, and in compliance with local laws, may be accepted. In these special occasions, prior approval must be obtained and recorded in accordance with the finance department’s procedures.
>> Importantly, the meals, facilities and travel arrangements should not be provided far from normal practices – such as luxurious or excessive arrangements. It must not involve cash or cash equivalents.
Facilitation Payment
>> Zawgyi Premier prohibits its directors, officers, employees and all associated persons from making ‘Facilitation payments’ - or routine payments to any person, group or organization - regardless of the amount, and regardless of whether such payments are customary in the region for the purpose of obtaining a business advantage.
>> However, if there is an imminent threat to the safety any person associated with Zawgyi Premier and no other options are available, the company may make an exception as a special case situation that requires emergency payment. An incident report must be recorded promptly and accurately.
SECTION 3: POLICIES’ PROCEDURES
Internal Control
>> Zawgyi Premier conducts regular internal audits ensure compliance with our Company Act and anti-corruption policy.
>> Due diligence must be conducted when working with other parties, with contractual provisions for anti-corruption practices put into contract agreements,
>> All payments, transactions, commissions, other reimbursements, expenditures and provision of services must be accurately identified and recorded according to our financial control procedures.
>> No accounts may be kept “off-book”, for any other reason.
>> Management Representative, Administrator or Finance Manager shall monitor records of all payments, transactions, commissions, other reimbursements, expenditures and provision of services.
>> Advance funds requests and approvals must be checked in accordance with the level of authority.
>> Personal funds should not be used to complete work.
>> Accepting or offering promotional gifts must be recorded transparently, in accordance with this anti-corruption policy and applicable country laws. The employee must prepare a record and obtain approval prior to distribution. It should include:
The recipient’s name
Department or company name
Distributer’s name
Distributer company’s name
Promotional items being given or received (i.e. Quantity and brief description)
Estimated value
Date of distribution or receiving
Approval by
>> Regular checks on bookkeeping are to be carried out to monitor for any possible exploitation of weak system controls.
>> If an employee’s work involves members of their family, they are to declare this fact and disqualify themselves from supervising the projects or work involved.
>> Zawgyi Premier will closely monitor any potential conflicts of interest that may arise, with regards to directors, officers, employees and agents.
Whistleblowing or Reporting
>> Reporting responsibility: Zawgyi Premier directors, officers and employees are expected to report any suspected violations in accordance with this whistleblowing policy.
>> No retaliation: No director, officer or employee who in good faith, reports a violation shall suffer harassment, retaliation or adverse employee consequences.
>> Reporting violations: Employees are advised to speak with their employer when reporting a suspected violation. Alternatively, they may speak to the HR department or anyone in management. Supervisors and managers are required to report suspect violations to Zawgyi Premier’s Compliance Officer.
>> Compliance Officer: The Compliance Officer/HR Department can be contacted at +95 9798 274 566 (Viber only) or hr@zawgyipremier.com
Training
>> This policy shall be distributed to all Zawgyi Premier directors, officers, employees, relevant business partners, joint venture partners, company representatives, agents, vendors, contractors and other service providers of Zawgyi Premier.
>> The Compliance Officer is responsible for ensuring that everyone understand the policy’s requirements, and for obtained signed acknowledgement that all parties have read and understand the policy and procedures.
>> After being briefed on the policy and procedures, employees are to take an Awareness of Anti-Corruption Policy Test. If an employee does not pass the test, they will need to site for the test again within an appropriate period of time.
>> The training program may be prepared in collaboration with an induction course complying with this policy and applicable country laws.
>> A refreshment course will be conducted when this policy is updated.
Environmental Policy
Zawgyi Premier is committed to managing environmental impact by adhering to following principles: minimize the use of energy and other natural resources, minimize waste generation, encourage recycle and reuse of materials.
We will continually seek opportunities to improve our environmental performance by establishing objectives and targets, measuring progress, and reporting our results. We will promote environmental responsibility among our employees: by providing the necessary training and support to enable them to implement this policy: and to our suppliers through effective communication and encourage them to adopt effective environmental management practices.