Human Resources Policy manual for MGNREGA Contractual Employees

State MGNREGA cell, P&RD

Draft Human Resources Manual January 2014 Page 1 of 20

Human Resources Policy manual

for MGNREGA Contractual

Employees

Index

1. Purpose of the Manual

2. Job Responsibility

3. Salary & Benefits

Salary

Festival Allowance

Earned Leave Encashment

Provident Fund

Gratuity

Mediclaim Policy

Personal Accident Insurance

Reimbursement Policy

4. Leave Facilities

5. Career Advancement Policy

6. TA/DA rules

7. General Condition of Service

Chapter 1

Purpose of the Manual

Any Act which aims to empower people and for which processes through which the

objectives are met are as important as the results itself, has to handle its most critical

asset-Human Resources, well. In such cases, the role of the ‘staff’, their motivations

and attitudes towards work and community assume critical importance along with their

knowledge and skills. A project like N R E G S thus, has to invest in developing

and operationalizing a Human Resource Development Policy which ensures retention

and high morale of the staff.

Considering the number of employees working under MGNREGA, there require a

Human Resource Development (HRD) manual to suggest policy framework and its implementation guideline for governance as well as meeting the requirement of

Human Resource.

The HRD manual is prepared to meet this objective.

Preamble of HR Manual

a. The HR Policy would proactively contribute towards achieving the overall goals

of MGNREGA Act by laying down principles, guidelines, and rules/norms to

ensure smooth functioning of the contractual Staff.

b. The HR Policy would encourage building of a shared vision of the project

among all the project staff to ensure that their respective jobs are

complementing each other.

c. The Policy aims to build a culture of trust, transparency and integrity among

all staff.

The State MGNREGA cell shall review the policies and procedures on a regular basis and

reserves the right to amend, add or delete any policy or procedure stated in this manual

at any time.

Chapter 2

Job Responsibility of different cadres employed under MGNREGA

Designation Duties

GP level:

Gram Rozgar Sevak 

 Helping Nirman Sahyak with preparation of Annual

Action Plan.

 Helping/Aiding in taking of measurement of works

in the field.

 Liaison with Line Departments at Gram Panchayat

level in technical matters, for better Co-ordination

& successful implementation of scheme under

Convergence activities.

 Preparation of prioritized list of works with likely

cost/estimate.

 Identification and categorization of number

and nature of employment opportunities.

 Receipt of applications for registration.

 Identification and verification of Applications and

registration of job seekers.

 Issue of Job Card.

 Recording work demand by Job Card Holders.

 Intimation to applicant allotting dates of work and

work site.

 Supervision and monitoring of works

 Assist / guide VLE for any data entry which is

technical in nature (e.g., MB, Activities, Scheme

Entry , e-MR etc)

 Maintenance and Updation of all types of statutory

registers prescribed by MGNREGA Act.

 Updation of Register-III

 Any other work assign by authority as & when

required.

Assistant Programme

Officer (MGNREGA)

Retired

 Shall be aware of all function & activities assigned

to the Programme Officer for Successful

Implementation of Schemes under MGNREGA

under his Block Jurisdiction.

 Overall management of activities of Block

Programme Management Unit.

 On Site Scheme Inspection (Including process &

worksite Inspection).

 Establishment matters of Block Programme

Management Unit Staffs.

 Petitions under RTI Act. Related to MGNREGA.

 Co-ordination with Financial Institutions.

 Fund management requisition of fund by

Programme Officer. Panchayat Samiti & Gram

Panchayat, Utilization Certificate of Programme

Officer, Panchayat Samiti, Gram Panchayat.

 Audit matters Co-ordination with audit farm &

action taken report on audit.

 Court matter (Related to MGNREGA) preparation

of statement of facts, Co-ordination with

Department of Panchayat & Rural Development,

Govt. of West Bengal if needed, and state

advocates.

 Documentation & finalization of success story in

Co-ordination with Junior Programme Officer,

Programme Assistant & Block Social Audit Coordinator.

 Co-Ordination with Line Departments at Block &

Gram Panchayat Level for Successful

Implementation of Scheme under Convergence

activities.

 Any other work assign by authority as & when

required.

Technical Assistant 

 Administrative approval of Scheme Including

record Keeping of estimates and updating of

Scheme register (Maintained Gram Panchayat

Wise)

 Technical Inspection of Scheme (Including Process

Inspection & worksite management).

 Vetting of Schemes of Gram Panchayat,

Panchayat Samiti & Block.

 Project preparation & Implementation of Schemes,

if PIA is Panchayat Samiti /Block Programme Setup.

 STP & Supervisor related matters.

 Assist / guide CA/VLE for any data entry which is

technical in nature (e.g., MB, Activities, Scheme

Entry etc)

 Preparation & updating of labour budget.

 Compilation and finalization of Annual Action Plan.

 Shelf of Schemes Supervision & Co-ordination.

 Work site facility supervision work.

 Monitor functioning of Gram Panchayat

Programme Management Unit.

 Assist / Guide GRS in technical issues.

 Liaison with Line Departments at Block & Gram

Panchayat level in technical matters, for better

Co-ordination & successful implementation of

scheme under Convergence activities.

 Documentation of success stories created through

MGNREGA.

 Any other works assigned by authority as and when

required.

Computer Assistant  Overall responsibility for MIS related issues within the

Block.

 All MIS matters including software management,

data feeding and process inspection.

 E-Muster Roll, e-Measurement Book, critical

indicator management of MIS.

 VLE related issues.

 Assisting Assistant Programme Officer in

establishment matters of Gram Rozgar Sevaks and

Additional Gram Rozgar Sevaks.

 Onsite scheme inspection ( including e-Muster Roll

and work site management )

 GIS related matters.

 Monitoring / updating Job card holders & work

status Photographs in MIS.

 Convergence of BPL, RSBY & UID Database with

MGNREGA.

 Data feeding in NREGASoft.

 Any other works assigned by authority as when

required.

Junior Programme

Officer

 Shall be aware of all functions assigned to Block

Programme Management Unit.

 Grievance – Disposal Process Management

including keeping complaint register up-to-date,

causing enquiry into complaint matter and

submission of related reports.

 Maintenance and Management of Stock register

of (MB, Job card and Muster Roll etc.) at Block

Programme management unit.

 Assisting Assistant Programme Officer in court

matters, related to MGNREGS.

 Preparation of Monthly Progress Report and

Fortnightly progress report.

 Preparation of presentation for meeting /

workshop.

 Co-ordination and management of training

matters / work shop at Block and Gram Panchayat

Level.

 Onsite scheme inspection ( including process

inspection & worksite management)

 Any other works assigned by authority, as and

when required.

Block social Audit Coordinator

 Shall be aware of all functions assigned to Block

Programme Management Unit.

 Co-ordination & Management of Social Audit

(organizing Social Audit at field. Submission of

report and updation of data in website).

 Gram Sabha – attending including

documentation.

 Matters related to Vigilance & Monitoring

Committee.

 Co-ordination and Management of IEC

programme both at Block and Gram Panchayat

Level.

 Disclosure of information, updation of proactive

disclosure boards at Block.

 SHG related issue including verification of Muster

rolls Management and preparation of report.

 Onsite scheme inspection (including process

inspection & work-site management).

 Any other work, assigned by authority as & when

required.

Programme Assistant  Mail and correspondence management.

 Maintaining receipt & issue register at Block

Programme Management Unit ( PMU)

 Daily Progress Report

 Preparation of FPR and MPR

 Collection of reports from Gram Panchayats &

Compilation.

 Management of supervisor related at Block Level.

 Any support required by Programme Officers

Assistant Programme Officers, Computer Assistant

for smooth functioning of Block Programme

Management Unit.

 Onsite scheme inspection ( including process

inspection & worksite management )

 Any other work, assigned by authority as & when

required.

District level:

Assistant Engineer  Vetting of Estimates within scope.

 Checking of Estimates within scope

 Preparation of Labour Budget.

 Preparation of Annual Action Plan

 Preparing Model Estimate of works.

 Programming & imparting training to the Technical

Assistant, Nirman Sahayak, and Skilled Technical

Person.

 Attending training Programme for GRS and

Supervisor at Block level.

 Inspection at Block for checking quality of

Estimates.

 Schemes along with documents inspection at PIA

level.

 Following up technical aspects of different letters

received from GP, Block, State levels and different

line departments.

 Any other work, assigned by authority as & when

required.

Technical Assistant

(District)

 Checking of Estimates within scope

 Assisting Assistant Engineers for technical works.

 Maintaining of Vetting Register.

 Maintaining ,Checking and updating of Annual

Action Plan

 Maintaining Wage, Non-Wage component of

Schemes uploaded in MPR.

 Forwarding vetted estimates to the

corresponding Blocks.

 Assist / guide for any MIS data which is

technical in nature (e.g., MB, Activities, Scheme

Entry, LB etc.)

 Any other work, assigned by authority as &

when required.

PM(MIS)

 Overall responsibility for MIS related issues within the

District.

 Implementation of Nregasoft at different PIA level

and training of end-user of the software.

 Implemetation and monitoring of e-MR and e-FMS

 Liasion with P&RD department of West Bengal

regarding technical issues.

 Nrega database maintainence.

 Error detection and debugging within scope and

escalation of problem to higher authorities, if

problem cannot be solved locally.

 Preparation of various reports for office monitoring

and analysis.

 MIS data analysis.

 Convergence of BPL, RSBY & UID Database with

MGNREGA.

 Monitoring of MIS performance of BLOCK, GP, and

Other line department.

 Maintenance of IT Infrastructure of NREGA CELL

 Any other work, assigned by authority as & when

required.

Assistant PM (MIS)

 MIS report preparation.

 Uploading of Financial data to NREGA website.

 Testing and debugging within scope.

 Assisting PM (MIS) for smooth implementation of

MIS related activities.

 Preparation of presentation for meeting / training/

workshop.

 Any other work, assigned by authority as & when

required.

Coordinator Social

Audit & Grievances

 Coordinate for conducting of Social Audit at field

level throughout the district

 Coordinate uploading of Social Audit reports.

 Coordinate complaint disposal, grievance redresal

activities throughout the district.

 Maintaining Complaint register, uploading as &

when necessary.

 Maintaining court related files.

 Maintaining file of compensation of MGNREGS

injured labourers.

 Any other work, assigned by authority as & when

required.

Programme

Coordinator (Trg. &

IEC)

 Conducting various training Programme in relation

to MGNREGA.

 Maintaining of Training related file.

 Maintaining inspection and monitoring reports of

District & Block level officials.

 Looking after RTI file, register & uploading of RTI

data in software.

 Preparation of all types of Documentation under

MGNREGA.

 Preparation and publishing of newsletter of District

MGNREGA Cell.

 Developed IEC material and programme of

MGNREGA Cell.

 Any other work, assigned by authority as & when

required.

PM (Accounts)  Fund transfer from DPC to Blocks/GPs/LD for

schematic expenditure,

 Monitoring of e-FMS system.

 Transfer of Salary Fund to Block for APO, TA, BSA,

JPA, CA & PA.

 Payment of VLE in Block,

 Salary of District Staffs,

 Audit related work.

 Fund management

 Preparation of Utilization Certificates

 Any other work, assigned by authority as & when

required.

State Level:

MIS Consultant  Overall responsibility for MIS related issues for the

State.

 To co-ordinate and assist in operationalization of

MIS under MGNREGS

 To assist in preparation of reports related to MIS

under MGNREGS

 To actively support the initiative under the

programme in the form of implementation of e-

FMS,e-Musters and other functions connected with

the MIS

 To co-ordinate the Pilot initiative under MGNREGS

in the form of support provided to the project for

Biometric authentication and Aadhar seeding in

MGNREGS in the District of Paschim Medinipur.

 To manage, troubleshoot and address issues

connected with management of data and

database related to MIS

 To develop and maintain a State Level database

under the programme

 Conduct / Manage Training/meeting / Workshop in

different level.

 Liaison with various authorities to manage / assist

for overall progress of the programme.

 Escalate issue with NIC, Delhi / West Bengal.

 To discharge any other responsibilities that may be

assigned from time to time for effective

implementation of the programme.

Database Manager  Overall responsibility for MIS related issues for the

State.

 To co-ordinate and assist in operationalization of

MIS under MGNREGS

 To assist in preparation of reports related to MIS

under MGNREGS

 To actively support the initiative under the

programme in the form of implementation of e-

FMS,e-Musters and other functions connected with

the MIS

 Perform the duties of Database Administrator for

effective managing the State MGNREGA

Database (NREGASoft).

 To manage, troubleshoot and address issues

connected with management of data and

database related to MIS

 To develop and maintain a State Level database

under the programme

 Conduct / Manage Training/meeting / Workshop in

different level.

 Liaison with various authorities to manage / assist

for overall progress of the programme.

 Escalate issue with NIC, Delhi / West Bengal.

 To discharge any other responsibilities that may be

assigned from time to time for effective

implementation of the programme.

State Co-ordinator

(Social Audit)

 Coordinate for conducting of Social Audit at field

level throughout the State

 Coordinate uploading of Social Audit reports.

 Coordinate complaint disposal, grievance redresal

activities throughout the district.

 Maintaining Complaint register, uploading as &

when necessary.

 Maintaining file of compensation of MGNREGS

injured labourers.

 Any other work, assigned by authority as & when

required.

State Co-ordinator

(IEC and Grievance

Redressal)

 Maintaining of Training related file.

 Maintaining inspection and monitoring reports of

SQM

 Preparation of all types of Documentation under

MGNREGA.

 Looking after the convergence activities under

MGNREGA.

 Preparation and publishing of newsletter of State

MGNREGA Cell.

 Developed IEC material and programme of State

MGNREGA Cell.

 Any other work, assigned by authority as & when

required.

Accountant  Fund transfer from SEGF to Districts for programme

implementation.

 Disbursement of Salary of State MGNREGA Cell

 Audit related work.

 Fund management

 Preparation of Utilization Certificates

 Maintenance of Cash Book of State MGNREGA

Cell

 Any type of Bill payment.

 Any other work, assigned by authority as & when

required.

Chapter 3

Salary & Benefits - Components

3.1 Salary

The basic salary for each position will take into account work experience, applicable

competencies, education, job responsibilities and current market trend (Public & Private

sector). This is applicable to each employee.

(Scale structure for each category of post is attached separately.)

3.2 Festival Allowance (once for every year) as per State government rules.

3.3 Bonus as per State Government rules

3.4 Earned Leave encashment- Equivalent day’s remuneration of unexhausted

earned leave should be paid to the employee at the end of each year.

Or

The unexhausted earned leave should be carried over to the next year and at time of

leaving the Job/ Completion of tenure, she/he should be allowed to encash up to 300

day’s her/his unexhausted earned leave.

3.5 Employee Provident Fund (EPF)

All staff will contribute the prescribed percentage of basic salary (as per the Employee

Provident Fund Act, 1952) to the recognised Contributory Provident Fund. Employer will

also contribute to the said fund the employer’s contribution prescribed in the Provident

Fund Act.

3.6 Gratuity

All contractual employees, with a minimum of three years of continuous service on the

date of severance, shall be entitled to receive gratuity, calculated on the basis of the last

salary drawn and at the rate mentioned below:

o On completion of three years’ service or more but less than ten years’

continuous service – 15 days gross salary for each completed year of service.

(15 days salary shall be calculated by dividing the salary last drawn by 26)

o On completion of ten years’ service or more, but less than fifteen years’

continuous service - ¾ of month’s gross salary for each completed year of

service.

o On or after completion of fifteen years’ of continuous service - 1 month’s gross

salary for each completed year of service.

Or

As per Amended Gratuity Payment Act of 1972 which has included payment of

gratuity to contractual employees

3.7 Mediclaim Policy

All staff including family (Spouse and 2 Children) will be covered under a Group

Insurance Mediclaim Policy (in arrangement with an Insurance Company) for a cover of

Rs. 5 lakhs per annum.

3.8 Personal Accident Insurance:

Employer will cover all contractual staff under MGNREGA by a Group Personal Accident

Insurance Policy (in arrangement with an Insurance Company) for a cover of Rs. 2 lakhs

per annum

3.9 Taxation

Income tax will be deducted from the employee’s salary in accordance with applicable

tax laws of India.

3.10 Increments:

Yearly increment is to be provided to all staff employed under MGNREGA at all

Levels (State, District, Block and GP). The rate of increment fixed @ 3% on gross salary.

3.11 Reimbursement Policy

All contractual staff employed under MGNREGA shall be covered under closed

user group (CUG) which shall facilitate free calls within the group.

Chapter 4

Leave facilities

The leave rules shall apply to all employees working at different levels under MGNREGA.

4.1 General Conditions

Leave is to be regarded as a privilege, and not as a right. It is allowed both in the

interest of the employee and that of the organisation. The employee cannot claim leave

as an unqualified right.

The leave year runs from 1 January to 31 December.

An employee’s claim for leave is regulated by the rules in force at the time the leave is

applied for and granted.

An employee on leave shall not take up any other service or accept any temporary

employment.

Leave can be taken only in mutual consultation with his/her controlling authority. Any

leave may be refused or revoked if the exigencies at work so require.

4.2 Leave procedure

Under normal circumstances, the leave applications should be duly approved by his/her

controlling authority prior to the commencement of leave.

The leave request must be submitted in writing

4.3 Casual Leave

All contractual employees employed at all levels under MGNREGA is eligible of 14

days casual leave in a calendar year subject to the approval of the appropriate authority.

4.4 Earned Leave

All contractual employees engaged under MGNREGA is eligible for earned leave of 30

days in a calendar year.

4.5 Medical Leave

All contractual employees engaged under MGNREGA is entitled to 10 days medical leave.

Any absence because of sickness must be notified to the authority and as early as is

practically possible. A medical certificate by a Registered Medical Practitioner must

support sickness absence.

The leave application along with the medical certificate should be submitted immediately

upon resuming duty, for approval by the authority.

Sick Leave cannot be carried forward under any circumstances.

4.6 Maternity Leave

All women employees will be eligible for continuous maternity leave of 180 days with full

pay, for a maximum of two children.

In the event of complications arising as a result of abortion/miscarriage, in keeping with

the rules of the GoWB, women staff would be granted 42 days leave with full pay. Such

requests need to be supported by a medical certificate.

All women contractual employees under MGNREGA will be eligible for CCL (Child Care

Leave) subject to the approval of appropriate authority.

4.7 Paternity Leave

Male staff, within the first month of becoming a father, may avail paternity leave up to a

maximum of 15 working days. This leave is permitted for a maximum of 2 children.

Chapter 5

Career Advancement Policy

The objective of the policy is to value the work experience, seniority and

encourage the contract employees to continue to work in the department by providing a

clear career path. It can be achieved by providing the contractual employees with the

following opportunities

5.1) All contractual employees to be provided with on the job training that

enhances his/her skill for performing better to achieve the department

goals, objectives and be synchronized with the ever changing job

environment and to embrace latest technologies suited for this sector.

5.2) Career Advancement Increment to all contractual employees as described

below:

a) After completion of 5 (five) years of service, she/ he will be

entitled to additional 10% increment on Gross Salary as Career

Advancement Increment.

b) After completion of 8 (eight) years of service she/ he will be

entitled to additional 15% increment as Career Advancement

Increment on Gross Salary.

c) After completion of 10 (ten) years of service she/ he will be

entitled to additional 20% increment as Career Advancement

Increment on Gross Salary.

Chapter 6

Travel

6.1 Introduction

TA/DA shall be paid for the journeys made by contractual professional or staff

for official duty only and the rate of TA/DA shall be as per existing Govt

Provision.

6.2 Compensation for lost or damaged personal property

The Cell shall not be responsible for any loss or damage to the personal property of

the employees during official travel.

Chapter 7

General Conditions of Service

7.1 Hours of work

 The hours of work at the State MGNREGA Cell are from 10:15 a.m. to 5:15 p.m.

(8 working hours) for five days a week, Monday to Friday

7.2 Code of Conduct

 The employees employed under MGNREGA expected to conduct themselves with

the objectives and principles of the department at all times.

 During the course of their employment with the cell, the employees shall devote

all of their professional time exclusively to the work assigned in their job

description or such other duties assigned to them by the appropriate authority.

 He/She will behave in a disciplined manner in all our interactions with colleagues

and Outsiders we will operate on basis of trust and mutual respect.

 He/She will not indulge in any activities prejudicial to the interests and

reputation of the Department. We will abide by all the Department rules and

regulations.

 He/She will show respect to the dignity of all our colleagues, particularly women,

Minorities, differently abled and other marginalized groups. We will not

use authority to undermine a colleague’s sense of pride or dignity.

 He/ She will show due frugality in the matter of use of all resources (funds and

assets) at our Disposal. We pledge that direction in rendering accounts will be

treated as a serious breach of professional misconduct.

7.3 Transfer

Transfer of employees within the district is permissible purely on the

Organization’s interest only.

7.4 Changes in personal particulars

 Any change in address, telephone numbers, marital status, educational or

professional attainments, etc. recorded with the Cell should be duly informed in

writing to the concerned authority.

7.5 Hospitality

 No employee of the Cell should, either directly or indirectly, accept any gifts,

reward or benefit from any person or organisation with whom he/she has or

might have official dealings concerned with the Cell’s affairs.

 A hospitality of business nature in the interest of the Foundation, e.g., to attend

the conferences, trade exhibitions, equipment demonstrations, etc. involving free

travel and accommodation may be accepted only with the prior permission of the

appropriate authority

Points for consideration:

i) Employee Provident Fund (EPF): It is being already implemented for all contractual employees of

Computerization cell of WBSRDA.

ii) Mediclaim Policy: It is being already implemented for all contractual employees of Computerization cell of

WBSRDA.

iii) Yearly Increments: This will help all the contractual employees in offsetting to some extent the price

increase of necessary commodities.