CLEAN AIR ACTION CORPORATION

TwinsPlazaBuilding, Guana Street
Meru, Kenya

Date:

Employee:

Employee Address:P.O Box

Nairobi, Kenya

Dear Sir/Madam,

RE:LETTER OF APPOINTMENT AS KENYA FIELD STAFF

We are pleased to offer you the appointment as a Kenya Field Staff effective ______for the duration of one year from this date subject to renewal by mutual consent thereafter.

It is further subject to the terms and conditions of service set out below which may be altered at the discretion of the company subject to the provisions of the Employment Act (2007).

  1. PERSONAL DETAILS. ID No. ______, male, age ___.
  1. JOB DESCRIPTION. See ANNEX 1, Job Description.
  1. OBEDIENCE. You will be subject to all Company’s rules and regulations; those now in force and any that may be promulgated in future.
  1. SALARY. The employee shall be paid a consolidated salary which includes base salary, housing allowance and meal allowance of K shs. ______/= per month payable in arrears each month end or as near as reasonably possible and subject to normal statutory deductions.
  1. BONUS. The Company will establish a performance related annual bonus scheme. The criteria for the bonus will be set at the discretion of the company and shall not be negotiable. Currently, the company shall endeavor to pay the bonus on a pro rata basis and if possible, every three months. Bonus payments are subject to normal taxation.
  1. MEDICAL COVER. The Company will run medical facilities to cover yourself only within the meaning of the Medical Service Rules (1977) and the Employment Act (2007). However in exceptional cases, the company will take an insurance cover through a recognized service provider and individual beneficiaries will be advised separately.
  1. URGENT MEDICAL ATTENTION. In the event of urgent medical attention, you shall report to a registered medical facility capable of giving refund under the N.H.I.F. rules. Please report the sickness to the Supervisor not later than 48 hours.
  1. ANNUAL LEAVE. Upon successfully completing 12 months service, you will be entitled to 21 working days paid leave excluding any gazetted public holidays falling within the leave period. The pro rata shall apply at the rate of 1.75 days for every completed month of service. Leave shall however be taken at the convenience of the employer. Leave may only be accumulated at the written request of the Company.
  1. HOLIDAYS. Employee shall be entitled to all Kenyan national holidays with full pay. They are New Years Day, Good Friday, Easter Monday, Labour Day (May 1st), Madaraka Day (June 1st), Moi Day (October 10th), Heroes Day (October, Oct 20th), Jamuhuri Day (December 12th), Christmas Day, and Boxing Day (December 26th).
  1. MATERNITY LEAVE. Female employees shall be entitled to three months maternity leave if applicable and 21 days leave for that year if not already taken. Maternity leave shall commence at least seven days before actual date of confinement.
  1. PATERNITY LEAVE. A male employee will be entitled to 14 days paternity leave in respect of child birth by a legally married partner as per his NHIF card, income tax returns, or has a certificate under Christian Marriages, Moslem Marriages, Hindu Marriages, Civil Marriages Acts or Customary Marriage supported by an affidavit from a Commissioner for Oaths. This leave shall apply within 3 weeks of the delivery of the baby. It shall not apply in retrospect. ‘’Come we stay’’ relationships shall not qualify as marriage under this clause.
  1. SICK LEAVE. Upon successfully completing your probation, you will be entitled to 7 days sick leave on full pay then 7 days on half pay subject to production of a medical certificate from a recognised medical practitioner. Should circumstances arise that negate the certificate of medical fitness referred to in the preamble or sickness exceed the fortnight, the company reserves the right to terminate the appointment citing the sickness clause.
  1. PLACE OF WORK. You will work in the general area of Meru and Nanyuki, working in offices of the Company and traveling to Small Group project area. You may be requested to travel or transfer to any other place the company does business in Kenya whether now operational or contemplated or open in future subject only to reasonable notice to yourself.
  1. DRESS. You shall be expected to be impeccably turned out at all times during your working hours especially if you are in uniform.
  1. REST DAYS. You shall work for 6 days (50 hours per week) and take 1 day off duty in addition, any public holiday. The Management however, reserves the right to reallocate the off-duty whenever your services are required provided that arrangements are made to take an off-duty on another day of the Management’s choice or compensation is paid at the established rates. No employee may work overtime, on a public holiday or rest day without prior written approval of the Supervisor.
  1. TRANSPORT EXPENSES. The company will reimburse transport and/or accommodation expenses incurred by employees who travel on legitimate company business subject to producing supporting receipts and prior approval before the trip.
  1. DILIGENCE. You shall perform your duties diligently at all times, and shall not incapacitate yourself by either alcohol, drugs or other hallucinogenic agents so as to render you unfit for your duties nor shall you absent yourself from the place proper and appointed for the performance of your duties without lawful cause.

You shall not, unless in the course of your duties disclose any trade secrets or information to any unauthorised person nor will you engage in any other trade, business promotion, employment or occupation in any capacity other than a Director without the authority of the management and declaration of interest.

The core values of TIST (voluntary; honesty; integrity; accuracy; accountability; low budget; best practices) shall be expected of all employees.

  1. GIFTS. It is forbidden for an employee to accept any gifts from a supplier or customer of the Company whether by way of goods, services or extraordinary discounts. The only exceptions to this rule are small seasonal gifts of value no greater than Kshs. 500/= and entertainment of a normal business nature. Any breach of this rule is treated as gross misconduct, which may lead to dismissal of the employee, and in addition, terminate all dealings with the supplier or customer.
  1. EXCLUSIONS. Nothing in this agreement expressed or implied shall be construed as entitling you to any other privileges of the company save only as laid down in this contract.
  1. SUMMARY DISMISSAL: Nothing in this agreement shall be construed as alienating the right of the employer to determine this agreement summarily should you be guilty of gross misconduct or insubordination within the meaning of the Employment Act (2007). Rendering yourself unfit for work by use of drugs, hallucinogenic agents, usage or trafficking in psychotropic substances, absenting yourself from work without proper cause, sexual harassment, revelry and/or brawls with clients or other staff whether on duty or not, shall constitute gross misconduct for the purpose of this clause.

This letter is sent to you in duplicate. Please sign and return the duplicate copy to signify your acceptance of the above terms and conditions of service accompanied by a recent passport size photograph.

Yours faithfully,

President

Clean Air Action Corporation

I …………………………………. have seen, read and understood the above terms and conditions of service and do accept to be bound by them for the duration of this agreement.

Signed ______/ Witness: ______
I.D. No. ______/ I.D. No. ______
Date: ______/ Date: ______

(Employees of Clean Air Action Corporation are not eligible as witnesses)

ANNEX 1: JOB DESCRIPTION

The Employee is hired to work with the other members of the Kenya Field Staff to assist in the operation of the TIST program with a focus on serving the Small Groups and members of TIST, providing oversight of the local program and communicating accurate and timely information about the program back to Company’s management. The day-to-day activities will be varied depending on what tasks are necessary to accomplish Company’s short and long term goals. The Employee acknowledges the need for flexibility and understands that it is a requirement of employment. The following are some of the responsibility of the Employee, others may be added as the situation requires:

  1. To carry out all duties consistent with TIST values of voluntary, honesty, accuracy, accountability and low budget, TIST Best Practices and the highest standard of excellence.
  2. To work with Small Groups to insure that TIST is being carried out in a manner consistent with TIST values of voluntary, honesty, accuracy, accountability and low budget, TIST Best Practices and the highest standard of excellence.
  3. To work with other members of TIST staff and with Company’s management to oversee and manage the local program.
  4. To perform administrative audits to check honesty and accuracy of field office expenses and activity reports.
  5. To train TIST quantifiers.
  6. To perform audits on quantifiers.
  7. To perform audits of clusters and Best Small Groups.
  8. To help maintain proper and timely accounting records whether personal or for the program.
  9. To help plan and facilitate TIST program seminars for Best Small Groups, or other participants as relevant.
  10. To attend field office meetings, Best Small Group meetings and cluster meetings as necessary for coordination and monitoring of training activities.
  11. Conduct training of trainer seminars for field office and other TIST trainers to teach TIST components, values and procedures.
  12. To oversee the implementation of regular training events for all TIST Small Groups.
  13. To carry out audits of such training events to assess teaching content, quality and to give appropriate feedback to the volunteer trainers. To write clear and detailed reports about the results of such audits.
  14. To translate training material, newsletters and administrative documents into the vernacular.
  15. To act as the communication link between the US, UK and Kenyan management team and the field volunteer trainers.
  16. To collect articles from field offices and Small Groups for monthly newsletters. To write articles for the monthly newsletter featuring various aspects of the program.
  17. To oversee the editing, printing and distribution of monthly newsletters to all Small Groups
  18. To give regular updates and reports to local government officials and stakeholders about the TIST program.

Employee’s functions and duties may be altered at the discretion of the Company.