To maintain good order in daily work, in the
office as well as in operational field, OEC’s staffs
shall respect the following administrative policies:
1- Internal Regulations
Working days: 5 days a week from Monday to
Office Work: Morning work: from 7:30 to
Afternoon work: from 13:30 to 17:30
Field Operation: Staffs in mission must
first join office before going to
the field, and return back to office before
Field Work: Social workers shall establish
activities plan and have their
own daily schedule.
Capability building: All OEC staffs may
start learning English language from
17:00, and may leave office before 17:00 for
OEC adopts important National/Public
Holidays, designated on a yearly basis by the
Royal Government of Cambodia, for government
officials and employees, plus annual leave to
provide employees with a period of rest time and
relaxation. Annual Leave entitlements are based
on length of continuous service as outlined in
the table below:
No Category of Staff
Entitled Annual Leave
1 Up to 3 years service 15 days
2 4 to 6 years service 16 days
3 7 to 9 years service 17 days
4 Over 9 years service 18 days
This length of time excludes Saturday and
Sunday. The concerned may ask for Annual leave
in 2 or 3 or in the whole period under the
condition of discussing and arranging suitably
with their supervisor, and to fill the scheduled
time in annual year table, required by admin.
Any unexpected leave or permission for personal
affairs with reasonable cause or proof will be
deducted from annual leave, which exclude only
sick leave or leave caused by sickness of
husband, wife, or children
Sick leave: Every staff member is entitled
to a total of twelve (12) sick leave days per
year. All sick leaves from 2 days and up must be
certified by competent medical institution. No
more than six (6) uncertified sick leave days
can be taken for consideration per sick leave
All leaves taken in personal and absolute
necessary reason require permission:
A morning/afternoon half-day leave:
Direct verbal request or by phone to direct
A one-day leave: Written request to
A two-day leave: Written request to
admin through direct supervisor.
A three-day leave: Written request to
executive director through direct supervisor
A Maternity leave of one month as
prenatal and two months as postnatal.
A Fatherhood of one week.
At the beginning of fiscal year, admin
asks all sections and project to establish
their own preferable timetable for annual
leave in paying attention to not disrupting
their proper activities and fruitful
results, then later admin makes a synthesis
of all in a common timetable to be discussed
and analyzed again by the meeting of
management committee to avoid harming
general working flow and to guard
responsible people available for strong
management of OEC. Readjustment or
re-arrangement may be finalized.
Once leave schedule is well done, staff
member must submit his/her application for
leave, at least one week in advance through
his/her own direct supervisor for approval
by executive director.
All members of management committee must
submit their annual leave through the
chairman of management committee for
approbation by executive director.
In term of member of executive
committee, the executive director shall
submit his/her application for annual leave
through the chairman of management committee
for approbation by the chairperson of Board
Note: The annual leave-day does not comprise
Saturday and Sunday. The staff who have to
travel to his/her native village, or join
his/her relative outside the province, will
beneficiate one day for departure and one day
for returning back, time added to the initial 5
days. The trip tickets must be presented by
attaching to trip report.
2. Use of organization’s property:
All staffs have to take care of the
All keys of motorbikes must be kept in the
All motorbikes must be cleaned in every Friday
All motorbikes must fill benzene at contracted
station in Battambang province, by making record
registration number of motorbike, name and signature
of the user.
After accomplishing the mission, the motorbike
must be kept in the office.
Reparation of motorbike shall be checked and
decided by management committee.
All trickery falsifying benzene supply, funds
and other materials will first receive a verbal or
written warning. In the event of a second offense,
the management committee will organize a meeting and
expel the guilty from the position.
3. Contract of using OEC’s vehicle:
Kingdom of Cambodia
Nation Religion King
* * * * *
Operations Enfants du Cambodge
Contract of using OEC’s vehicle
Name & surname:…………………………. Sex:………..
Project: …………………………..work for OEC.
Executive Director of OEC
Subject: Contract of using OEC’s motorbike
As mentioned above, I would like to contract to
Operations Enfants du Cambodge that Motorbike,
Branch …………………….. with number plate…………………… that OEC
allows me to use for working in the project. of OEC.
I would like to promise to OEC that:
1- Responsible for losing.
2- Provide back motorbike when getting a new job
with any other organization.
3- During postpone of work, I provide motorbike back
4- When stopping working with OEC, I provide
motorbike back to OEC.
5- Use a motorbike for organization work, and keep
it in office, not at home.
6- Overnight motorbike is kept in OEC office.
* Gasoline usage: OEC provides 50 liters of gasoline
for each motorbike per month. Or on the other hand,
the gasoline usage is based on the actual expense.
If I don’t respect this contract I will be
responsible for Cambodia law. For the proof, I would
like to put my thumbprint.
Seen and Approved
4. Other needs:
4-1. The need of
materials or money shall be agreed by the direct
supervisor and approved by executive director.
4-2. All staffs may not ask for something not
inscribed in the project or not agreed by the
5. Conservation of documents:
Documents and minutes must be conserved
properly by categories, under responsibility of
every project manager. The financial manager is
responsible for all financial documents; the
administrative manager is responsible for
administrative document, everyone depending on
its duties and function.
All documents must be guarded safely, in
order that other people can access to them
All important documents must have a copy
kept by the administrative manager following
6-1. All sections must
have directory of contacted people.
6-2. All correspondence arrived at OEC, must
urgently be given to the concerned person.
6-3. All distribution of correspondence must have
receiving signature in distribution book.
6-4. All communication with outside institutions
must be always communicated to executive director
7. Office installation:
Repartition of office installation is the task
of management committee.
Each section must take care of its own
8. Banking: The administrative manager keeps registration
code of keeping book.
9.1- OEC staff must respect and comply with the
Statute, the Code of Ethical principles and Conduct,
and the Child Rights Policy.
9.2- All OEC staff shall respect Cambodian morale
and custom by avoiding telling a lie in the
intention to alleviate one’s own wrongness.
9.3- Creation of partisans, breaking in groups
“separatism” and playing politics are prohibited.
9.4- Fraternity, tolerance, mutual awareness, mutual
fulfillment, helping each other, are harmonious
relation, and desirable of OEC for durable unit.
9.5- Use of drunken product during working time is
9.6- Practicing gambling is prohibited to avoid
unfortunately bad consequence.
10. Staff Recruitment:
The process of recruiting staff shall be done
following the organizational principles:
10.1- Applicants must answer to all questions
listed in the application form. The recruitment
committee will not consider any unfulfilled
10.2- Publication of conditional recruitment:
Education level and knowledge of Child’s Rights
Deadline of reception
10-3. Screening of applications
Short-list 5 applicants for further selection
Setting appointment date for interview
Interview committee is composed of: Executive
director, the concerned project manager,
administrative manager and financial manager.
Subjects included in testing: writing, factual
practice and knowledgeable questions.
11. Recruitment Procedure: 11.1- Determining position, tasks and
Responding to each program, as stated in proper
Proposed by head of section or project manager,
or projects coordinator.
Approved by management committee of OEC.
11.2- Recruitment criteria
Mentioning age, sex, domicile, education
level, specialty, experience, that are
conformable to the required position, tasks and
CV, curriculum vitae (affirmed by the
concerned or local authority)
11.3- Announcement of recruitment
In public by publication through diverse
institutions, e-mail to related
Organizations and through mass-media.
Fixing date and place to receive
Fixing date announcing candidates short
Fixing date for interview.
11.4- Selection of Candidates a). Screenings
A special committee established by the management
committee is responsible for:
Eliminate candidates whose capacity is not
responding to published position and
Form criteria for short-list.
Select and decide the eligible candidates to
be declared short listed.
Inform the eligible candidates about date
and time to come for an interview (names
published at the lieu receiving application or
call by phone if possible).
Composition of the committee: at least three
persons selected by the management committee.
Subject for interview: In conformity with
the objectives of every Program/project, from
three to five subjects.
Interview questions: two to three questions
for each subject, formulated by the committee,
just 30 minutes before interview. To reconsider
important questions in the application form
Questioners: a member creates questions for
Scoring: committee members score according
to the marking-scheme set in advance. For
numerous candidates, written answers can be
c). Final evaluation
Do addition of the interview scores, and
then calculate the average in function of the
Do the total of the interview result.
Final decision from analysis on the priority
order responding to tasks and responsibilities
required by announcement.
11.5- Proclamation of the result
Proclamation of the result will be posted at
the lieu where receiving application, or
information by phone.
Setting date and time allowing selected
candidate to come signing his/her contract to
work with the organization.
The selected candidate will be briefed on
salary, workload, and the agreement to start
If the briefing is not acceptable by the
selected, a next candidate will be asked for the
same way of briefing.
When no agreement can be reached, and no
choice meets, a new announcement can be
11.6- Probation period
Selected candidate will sign a probation
contract of three months.
In probation period, the concerned will
support an improvement instruction for working
process, capability building, and be observed
and then evaluated by the organization to admit
him/her as regular staff or to stop his/her
11-7: Lateral move of staffs (Amended on
Internally OEC, by common agreement with the
Management Committee, can move a competent
staff, with his/her consent, from one project to
another one of the similar importance or level,
or from the main office to sub-branch of equal
In these cases, if the salary of the
previous position is inferior to the new
position, in an interval between 10$ to 50$, the
moved person can obtain the new salary accepted
by the donor agency, because he/she has been
moved by service obligation.
In the case that his/her project faces any
phase out or reaches an end, his/her move to any
new position becomes sympathetic and depends
then on existing salary.
11-8: All internal staffs have the right to
jump up to higher grade or position through
competition test with external candidate(s) when a
vacancy has been pronounced.
12- Nomination of staff:
12.1- Staff in position of project manager or
project coordinator receives advices directly from
the executive director and from the owner of fund:
The project assistant receives advices from
direct project manager/coordinator, while social
workers receive advices from project assistant
and project manager. All OEC staff shall respect
Cambodian morale and custom by avoiding telling
a lie in the intention to alleviate one’s own
Creation of partisans, breaking in groups
“separatism” and playing politics are
Fraternity, tolerance, mutual awareness,
mutual fulfillment and helping each other, are
harmonious relation, and desirable of OEC for
Use of drunken product during working time
Practicing gambling is prohibited to avoid
unfortunately bad consequence.
13. Delegation of power:
In her absence inferior to 1 month, the Executive
Director shall delegate her power to one staff
managing affairs in her behalf. In case an absence
is superior to 1 month, the Executive Director shall
appoint an Interim Director, after consulting the
Management committee with accord supported by the
Board of Directors.
14. Human resource development:
14-1. In project proposal, it should be necessary to
include fund for capability building of staff in
accordance with the project need.
14-2. Project manager, project coordinator and
administrative manager shall have minutes expressing
clear cause of sending staff to be trained.
14-3. Staff member going to be trained shall sign an
agreement of not leaving OEC within a limit of time,
commonly accepted, in function of expense for
training fee (inside and outside of the country).
15. Salary scale planned:
Staff salary is planned in three categories:
High, Middle and Low.
Assistant Project Manager
Assistant Admin Manager
Assistant Financial Manager
Increase of salary
The increase of salary may be applied based on
annual individual performance evaluated and on
actual economical situation, determined by
management committee of OEC (usually 10%).
New staff, in probation period, gets 80% of scale
salary provided by the funding organization; she/he
will get full salary (100%) after passing probation
period of three months.
Thirteenth month Salary for staff members
16- Tasks for guard and cleaner:
Guard and cleaner are full time workers:
Guard: From 17:30 to 6:00
Cleaner: From 6:00 to 17:00
17. Encouragement and penalty:
Depending on individual performance appraisal or
offense gravity, staff member, based on the
fundamental rules of OEC, might have:
Verbal compliment in public/general meeting
Written Felicitation by executive director,
proposed by management committee, or by the
Board of Directors, proposed by executive
Staff member can accept any congratulation
by official institution of operational fields.