DUOFLEX INVESTMENTS PRIVATE LIMITED

HUMAN RESOURCES POLICY MANUAL

Version 1.0 – June 2025
Table of Contents
1. Introduction ....................................................................................................................................... 7
2. Company Overview.......................................................................................................................... 7
3. Policy Objectives ............................................................................................................................... 8
4. Employment Categories ................................................................................................................. 9
4.1 Permanent Employees .................................................................................................................9
4.2 Fixed-Term Contract Employees ..............................................................................................9
4.3 Casual Workers ..............................................................................................................................9
4.4 Expatriate Employees ...................................................................................................................9
4.5 Interns and Apprentices ..............................................................................................................9
5. Recruitment and Selection .......................................................................................................... 10
5.1 Workforce Planning.................................................................................................................... 10
5.2 Job Advertisement and Sourcing ........................................................................................... 10
5.3 Interview and Selection Process............................................................................................. 10
5.4 Equal Opportunity and Non-Discrimination....................................................................... 10
5.5 Job Offers and Documentation ................................................................................................ 10
6. Employment Terms and Conditions ......................................................................................... 11
6.1 Employment Contracts .............................................................................................................. 11
6.2 Probation Period ........................................................................................................................... 11
6.3 Notice Periods ............................................................................................................................... 11
6.4 Work Permits and Immigration Compliance ..................................................................... 11
6.5 Medical Examinations and Fitness ....................................................................................... 11
6.6 Employment Records and Induction..................................................................................... 11
7. Remuneration and Benefits......................................................................................................... 12
8. Salary Structure and Grading ..................................................................................................... 12
8.1 Payment Cycle and Deductions .............................................................................................. 12
8.2 Overtime Compensation ............................................................................................................ 12
8.3 Allowances and Bonuses .......................................................................................................... 12
8.4 Employee Benefits ....................................................................................................................... 12
8.5 Salary Confidentiality ................................................................................................................ 12
9. Working Hours and Attendance ................................................................................................ 12
 9.1 Standard Working Hours .......................................................................................................... 13
9.2 Attendance Monitoring ............................................................................................................. 13
9.3 Grace Period and Time Deductions for Lateness ............................................................... 13
9.4 Reporting Absenteeism.............................................................................................................. 13
9.5 Overtime and Extended Hours ................................................................................................ 13
9.6 Shift Work and Site-Based Adjustments.............................................................................. 13
9.7 Attendance Compliance and Discipline ............................................................................... 14
10. Leave Policy .................................................................................................................................... 14
10.1 Annual Leave ................................................................................................................................ 14
10.2 Sick Leave ...................................................................................................................................... 14
10.3 Maternity Leave ........................................................................................................................... 14
10.4 Paternity Leave ............................................................................................................................. 14
10.5 Special and Compassionate Leave ......................................................................................... 15
10.6 Public Holidays ............................................................................................................................. 15
10.7 Unpaid Leave................................................................................................................................. 15
10.8 Leave Records and Tracking.................................................................................................... 15
11. Code of Conduct and Ethics......................................................................................................... 15
11.1 Professionalism and Respect ................................................................................................... 15
11.2 Compliance with Company Policies ...................................................................................... 15
11.3 Anti-Fraud and Corruption ....................................................................................................... 15
11.4 Use of Company Resources....................................................................................................... 16
11.5 Conflict of Interest ....................................................................................................................... 16
11.6 Dress Code and Presentation ................................................................................................... 16
11.7 Drug and Alcohol Use ................................................................................................................. 16
11.8 Confidentiality and Data Protection ...................................................................................... 16
11.9 Political and Religious Neutrality........................................................................................... 16
11.10 Disciplinary Consequences .................................................................................................. 16
12. Workplace Language and Communication ............................................................................ 16
12.1 Official Language of Communication ................................................................................... 17
12.2 Bilingual Communication Support ........................................................................................ 17
12.3 Interpretation and Translation Assistance ......................................................................... 17
 12.4 Encouragement of Cultural Sensitivity ................................................................................ 17
12.5 Communication Protocols ........................................................................................................ 17
13. Performance Management.......................................................................................................... 17
13.1 Performance Appraisal Frequency ........................................................................................ 17
13.2 Key Performance Indicators (KPIs)........................................................................................ 18
13.3 Performance Review Process .................................................................................................. 18
13.4 Performance Improvement Plans (PIPs).............................................................................. 18
13.5 Promotion and Recognition...................................................................................................... 18
13.6 Appeals and Clarifications........................................................................................................ 18
14. Training and Development.......................................................................................................... 18
14.1 Induction and Orientation......................................................................................................... 18
14.2 Technical Skills Training ......................................................................................................... 19
14.3 Language and Communication Training............................................................................. 19
14.4 Safety and Compliance Training ............................................................................................ 19
14.5 Leadership and Supervisory Development.......................................................................... 19
14.6 Training Evaluation and Records .......................................................................................... 19
15. Occupational Health and Safety ................................................................................................ 19
15.1 Compliance with Legal Requirements .................................................................................. 19
15.2 Safety Officer Oversight ............................................................................................................. 19
15.3 Personal Protective Equipment (PPE) .................................................................................. 20
15.4 First Aid and Emergency Preparedness .............................................................................. 20
15.5 Incident Reporting and Investigation .................................................................................. 20
15.6 Wellness and Mental Health Support .................................................................................. 20
15.7 Safety Induction and Training ............................................................................................... 20
16. Disciplinary Procedures ...............................................................................................................20
16.1 Principles of Discipline ............................................................................................................. 20
16.2 Levels of Disciplinary Action ................................................................................................... 21
16.3 Disciplinary Offenses .................................................................................................................. 21
16.4 Hearing and Representation .................................................................................................... 21
16.5 Appeals Process............................................................................................................................ 21
17. Grievance Redressal Mechanism .............................................................................................. 21
 17.1 Definition of a Grievance ........................................................................................................... 21
17.2 Informal Resolution ................................................................................................................... 22
17.3 Formal Grievance Procedure................................................................................................... 22
17.4 Investigation and Resolution .................................................................................................. 22
17.5 Appeal Process............................................................................................................................. 22
17.6 Anonymous Reporting .............................................................................................................. 22
18. Equal Employment Opportunity and Anti-Discrimination.................................................22
18.1 Equal Opportunity Principles .................................................................................................. 22
18.2 Non-Discrimination in Practice ............................................................................................. 22
18.3 Anti-Harassment and Zero Tolerance ................................................................................. 23
18.4 Gender Equality and Inclusion ............................................................................................... 23
18.5 Disability Accommodation ...................................................................................................... 23
18.6 Reporting Discrimination or Harassment .......................................................................... 23
19. Termination of Employment ......................................................................................................23
19.1 Types of Termination ................................................................................................................ 23
19.2 Resignation by Employee ......................................................................................................... 23
19.3 Dismissal by Employer ............................................................................................................. 23
19.4 Retirement .................................................................................................................................... 24
19.5 Retrenchment and Redundancy ............................................................................................ 24
19.6 Exit Process .................................................................................................................................. 24
19.7 Death or Incapacity .................................................................................................................... 24
20. Confidentiality and Conflict of Interest ...................................................................................24
20.1 Confidentiality Obligations ...................................................................................................... 24
20.2 Data Security and Privacy ........................................................................................................ 24
20.3 Intellectual Property .................................................................................................................. 24
20.4 Declaration of Conflict of Interest .......................................................................................... 25
20.5 Gifts and Hospitality .................................................................................................................. 25
20.6 Enforcement and Breach Consequences............................................................................. 25
21. Use of Company Assets and Resources ................................................................................... 25
21.1 Authorized Use Only .................................................................................................................. 25
21.2 Care and Maintenance .............................................................................................................. 25
 21.3 Fuel and Vehicle Logs ............................................................................................................... 25
21.4 ICT and Data Systems................................................................................................................ 25
21.5 Return of Property ...................................................................................................................... 26
21.6 Monitoring and Enforcement ................................................................................................. 26
22. HR Records and Documentation ................................................................................................26
22.1 Personnel File Contents ............................................................................................................ 26
22.2 21.2 Access and Confidentiality ............................................................................................. 26
22.3 21.3 Record Retention ................................................................................................................ 26
22.4 21.4 Digital and Physical Records .......................................................................................... 26
22.5 21.5 Updating of Records........................................................................................................... 26
23. 22. Compliance with Labour Laws and NEC Guidelines ...................................................... 27
23.1 22.1 Labour Act Compliance .................................................................................................... 27
23.2 22.2 NEC Construction Industry Regulations .................................................................... 27
23.3 Statutory Contributions ............................................................................................................ 27
23.4 Inspections and Audits ............................................................................................................. 27
23.5 Employment Permits for Expatriates................................................................................... 27
24. Review and Amendment of Policy ............................................................................................ 27
24.1 Review Frequency ...................................................................................................................... 27
24.2 Amendment Process ................................................................................................................. 28
24.3 Communication of Changes .................................................................................................... 28
24.4 Employee Participation............................................................................................................. 28
25. Acknowledgement of Receipt and Understanding ...............................................................28
25.1 Confirmation of Receipt ............................................................................................................ 28
25.2 Understanding of Responsibilities ........................................................................................ 28
25.3 Seeking Clarification ................................................................................................................. 28
25.4 Enforcement of Policy ............................................................................................................... 28
1. Introduction
The purpose of this Human Resources Policy Manual is to establish a clear,
structured framework that guides employee relations, rights, responsibilities, and
workplace practices at Duoflex Investments Private Limited. This document is a
reflection of Duoflex's commitment to lawful, fair, and inclusive employment
practices that promote the company’s values of excellence, accountability, and
mutual respect. It provides the foundation for consistent decision-making,
operational efficiency, and alignment with both internal culture and national
labour regulations.

Duoflex is fully committed to aligning its employment practices with the Labour
Act [Chapter 28:01] of Zimbabwe, as well as with the standards and requirements set
forth by the National Employment Council (NEC) for the Construction Industry. This
policy also supports adherence to relevant statutory and regulatory guidelines,
including occupational health and safety, immigration, and social security
obligations. The manual serves as a living document, subject to regular updates to
reflect evolving business needs, legal reforms, and employee feedback.

All employees, regardless of their nationality, rank, or duration of employment, are

expected to familiarize themselves with the contents of this policy and operate in
accordance with its provisions. Managers and supervisors have an additional
responsibility to implement these policies fairly and consistently, while HR serves
as the custodian and interpreter of the policy in practical application.

This manual is applicable to all categories of Duoflex staff, including expatriate

personnel, local professionals, skilled and semi-skilled workers, administrative
staff, operators, and general hands. Every employee is required to read, understand,
and sign an acknowledgment confirming acceptance of this HR Policy Manual.

2. Company Overview
Duoflex Investments Private Limited is a private company incorporated and
headquartered in Harare, Zimbabwe. The company specializes in road construction,
maintenance, and related civil works. Duoflex operates a fleet of modern road
construction machinery and equipment including asphalt plants, pavers, graders,
compactors, water bowsers, tipper trucks, and other specialized tools. The
company’s focus is on high-quality infrastructure development that meets both
national and international standards.

The company’s operational model is rooted in a multicultural workforce,

comprising 60 employees, 8 of whom are Chinese nationals who predominantly
occupy strategic management and technical leadership roles. The remaining local
workforce includes engineers, project managers, mechanics, machine operators,
administrative staff, and general hands. This mix of expertise and cultural diversity
necessitates a human resources framework that is inclusive, bilingual, and
adaptive to both Zimbabwean labour laws and cross-cultural management.

Duoflex places high value on professionalism, compliance, safety, teamwork, and

operational efficiency. The company’s strategic partnerships with government
institutions, particularly the Ministry of Transport and Infrastructure Development,
position it as a critical player in Zimbabwe’s infrastructure transformation agenda.
The company is committed to creating a workplace culture that encourages skill
development, job security, and continuous improvement.

3. Policy Objectives
The primary objective of this Human Resources Policy Manual is to guide the
relationship between Duoflex and its employees by articulating clear expectations,
standards, rights, and obligations. This ensures legal compliance, operational
harmony, and a productive work environment. Specifically, this policy aims to:

1. Promote Fairness and Equity: To create a uniform, just, and transparent

system of employment practices that apply to all employees regardless of
their nationality, job role, or background.
2. Ensure Legal Compliance: To ensure that all HR practices align with
applicable Zimbabwean laws including the Labour Act, NSSA Act,
Immigration Laws, and NEC Construction Industry Regulations.
3. Support Effective Communication: To establish mechanisms and standards
for bilingual communication, especially considering the Chinese and English
language dynamic within Duoflex.
4. Encourage Employee Development: To provide policies that support training,
performance evaluation, career progression, and skills enhancement.
5. Foster Health, Safety and Well-being: To outline protocols that ensure the
physical and mental safety of all employees on and off construction sites.
6. Streamline Dispute Resolution: To create structured grievance and
disciplinary mechanisms that resolve conflict promptly and equitably.
7. Institutionalize Company Culture: To embed core values of integrity,
accountability, discipline, innovation, and cross-cultural respect within all
employee interactions.

The policy thus supports Duoflex’s long-term mission to be a leader in road

construction while maintaining strong labour and ethical standards.
4. Employment Categories
Duoflex Investments recognizes various types of employment relationships, each
governed by specific contractual terms and obligations in line with the Labour Act
and NEC regulations. This section outlines the primary categories of employment
within the company:

4.1 Permanent Employees

Permanent employees are those hired on a full-time, open-ended basis to support
the core operations of the company. They are entitled to all statutory benefits,
including annual leave, sick leave, NSSA contributions, and other allowances.
Permanent staff form the backbone of Duoflex’s long-term strategic workforce, and
their employment continues unless terminated in accordance with the Labour Act
or mutual agreement.

4.2 Fixed-Term Contract Employees

Employees hired on a fixed-term contract are engaged for a specific duration or
project. These contracts clearly outline the start and end dates, the specific duties,
remuneration, and terms of renewal or termination. Fixed-term contracts are
common in seasonal or project-based assignments and must not exceed the legal
duration limits without justification. Upon contract expiry, employment ceases
automatically unless renewed.

4.3 Casual Workers

Casual workers are engaged for short durations not exceeding six weeks. They are
typically employed on a day-to-day basis depending on operational needs. Their
remuneration is calculated daily, and they are not entitled to long-term
employment benefits. Casual workers play a crucial role in peak activity periods
such as road surfacing or bulk material handling.

4.4 Expatriate Employees

Expatriate employees, primarily Chinese nationals at Duoflex, are employed based
on specialized skills or managerial roles. These employees must possess valid work
permits and residency documentation in compliance with Zimbabwean
immigration law. Expatriate contracts must stipulate housing, travel, medical, and
language support where necessary. The company ensures their integration through
cultural orientation and translation services.

4.5 Interns and Apprentices

Interns or apprentices are usually engaged under specific developmental programs
in collaboration with educational institutions or training centers. They are typically
not covered by the same benefit structure as permanent employees but are given
structured exposure to company operations under mentorship.

All employment relationships must be confirmed in writing through an offer letter

or contract signed by both parties before the employee begins work. Copies of
contracts are retained in the employee’s personnel file.

5. Recruitment and Selection

Duoflex Investments is committed to hiring the most qualified and competent
individuals in a fair, transparent, and equitable manner. The recruitment and
selection process ensures alignment between organizational needs and candidate
capabilities, while adhering to Zimbabwe’s labour and immigration laws.

5.1 Workforce Planning

Recruitment begins with a workforce needs assessment carried out by department
heads and HR to identify gaps and skill requirements. Recruitment forecasts are
aligned with current projects, planned expansions, and retirements.

5.2 Job Advertisement and Sourcing

Vacancies are advertised both internally and externally to encourage diversity and
inclusiveness. Platforms used include newspapers, company website, job portals,
referrals, and recruitment agencies. Where expatriate roles are required,
coordination with immigration authorities is done prior to advertising.

5.3 Interview and Selection Process

Candidates undergo a structured interview process managed by an interview panel
comprising technical and HR representatives. The selection process includes skill
tests, reference checks, and document verification. For technical roles, practical
demonstrations or assessments may be used.

5.4 Equal Opportunity and Non-Discrimination

Duoflex provides equal employment opportunities to all applicants regardless of
race, gender, ethnicity, or disability. Any form of bias, nepotism, or favoritism during
recruitment is strictly prohibited.

5.5 Job Offers and Documentation

Successful candidates are issued written job offers outlining terms and conditions,
reporting date, remuneration, and probation clauses. Acceptance is confirmed via a
signed contract and submission of identity documents, qualifications, and a
medical fitness certificate.
6. Employment Terms and Conditions
Duoflex ensures that all employment relationships are formalized through clear,
legally binding contracts. These contracts reflect the mutual understanding
between the employer and the employee regarding duties, rights, and expectations.

6.1 Employment Contracts

All employees must receive a written employment contract prior to
commencement. Contracts will clearly state the employee’s position, grade,
responsibilities, salary, work location, hours of work, leave entitlements, probation
period, and termination conditions.

6.2 Probation Period

A standard probation period of three (3) months applies to all new hires. During this
time, performance, conduct, and attendance are closely monitored. The probation
period may be extended once for an additional three (3) months based on
performance review outcomes.

6.3 Notice Periods

Termination by either party must comply with minimum notice periods: one day
for casuals, one week for contracts under three months, and one month for
permanent staff. Alternatively, payment in lieu of notice may be provided.

6.4 Work Permits and Immigration Compliance

All expatriate employees must have valid work permits and comply with
Zimbabwe’s immigration laws. HR is responsible for tracking visa expirations and
renewals in coordination with relevant authorities.

6.5 Medical Examinations and Fitness

Employees are required to undergo pre-employment medical assessments.
Depending on the role, additional periodic medical checks may be required,
especially for drivers, operators, and site workers exposed to hazardous
environments.

6.6 Employment Records and Induction

All employees must provide certified copies of their IDs, qualifications, bank details,
next of kin, and emergency contacts. Within the first week, all new employees must
complete an orientation program on company values, safety protocols, and job-
specific duties.
7. Remuneration and Benefits
Duoflex Investments ensures that all employees receive competitive and fair
compensation in line with the National Employment Council (NEC) Construction
Industry wage schedules and other applicable legal requirements.

8. Salary Structure and Grading

Employees are classified into grades according to job categories defined by the NEC.
Salaries are reviewed annually or in accordance with NEC updates. All pay
structures are transparent and reviewed periodically for equity.

8.1 Payment Cycle and Deductions

Salaries are processed monthly and paid on or before the last working day of each
month. Statutory deductions include PAYE (Pay As You Earn), NSSA contributions,
and NEC levies. Voluntary deductions such as medical aid contributions must be
authorized in writing.

8.2 Overtime Compensation

Overtime is compensated at 1.5 times the normal hourly rate for weekdays and 2
times for weekends and public holidays. Overtime must be pre-approved in writing
and captured in a signed overtime sheet submitted to HR for payroll processing.

8.3 Allowances and Bonuses

Employees may receive transport, housing, and meal allowances based on role and
location. Performance bonuses may be awarded annually at the discretion of
management and subject to financial performance and individual KPIs.

8.4 Employee Benefits

Duoflex offers statutory benefits such as annual leave, sick leave, and maternity
leave. Additional benefits may include funeral assistance, uniforms/PPE, and
medical aid support. These benefits are communicated at the time of hiring.

8.5 Salary Confidentiality

All salary information is confidential. Employees are prohibited from discussing
salaries except with HR or authorized personnel. Breach of this confidentiality may
result in disciplinary action.

9. Working Hours and Attendance

Duoflex Investments maintains a structured and clearly defined work schedule to
ensure consistency, discipline, and efficiency across its operations. The company
recognizes that punctuality and regular attendance are essential for productivity
and safety, especially in a road construction environment.

9.1 Standard Working Hours

The official working hours at Duoflex are from 8:00 AM to 5:00 PM, Monday to
Friday. On Saturdays, the working hours are from 8:00 AM to 12:00 PM. All
employees are entitled to a lunch break from 12:00 PM to 1:00 PM, Monday to Friday.
There is no lunch break on Saturday due to the shortened workday.

9.2 Attendance Monitoring

Employees are required to clock in and out daily using a biometric time-tracking
system or manually signed attendance registers, depending on the site. Attendance
records are reviewed weekly by HR and submitted to payroll monthly. Any
discrepancies or fraudulent records are subject to immediate investigation and
disciplinary action.

9.3 Grace Period and Time Deductions for Lateness

A grace period of 10 minutes is provided for all employees reporting in the morning.
However, lateness beyond this period carries time penalties. Employees arriving
between 8:11 AM and 8:30 AM will have 30 minutes deducted from their time.
Employees arriving after 8:30 AM will be docked 1 full hour. These deductions apply
irrespective of the time actually worked that day unless a valid, documented excuse
is accepted by HR.

9.4 Reporting Absenteeism

Employees who are unable to report for duty must inform their immediate
supervisor or the HR department by 8:00 AM of the same day. Failure to notify the
company may be considered unauthorised absence and treated as misconduct. A
medical certificate or explanatory letter is required upon resumption for absences
due to illness or personal emergencies.

9.5 Overtime and Extended Hours

Where workload demands, employees may be required to work beyond the normal
working hours. All overtime must be pre-authorized by a supervisor and is payable
as per NEC guidelines — 1.5 times the normal hourly rate for weekdays and 2.0 times
for public holidays and Sundays. Overtime logs must be submitted for verification
and approval.

9.6 Shift Work and Site-Based Adjustments

Construction projects with critical deadlines or those operating in remote areas may
require alternate or rotating shifts. These will be communicated in advance, and
transportation or accommodation allowances may be provided depending on the
location.

9.7 Attendance Compliance and Discipline

hronic lateness, absenteeism, or failure to follow clock-in procedures will result in
disciplinary action. Employees with more than three unexcused lateness incidents
in a month may be issued a written warning. Repeat offenders will face escalation
through the company’s disciplinary process.

10. Leave Policy

Duoflex Investments values work-life balance and recognizes the need for
employees to take time off for rest, recovery, family obligations, and emergencies.
The leave policy is aligned with the Zimbabwe Labour Act and NEC Construction
Industry standards.

10.1 Annual Leave

Permanent and fixed-term employees are entitled to 30 calendar days of paid
annual leave after completing 12 months of continuous service. Leave must be
scheduled in advance and approved by the department head and HR. Carryover of
leave is permitted up to 90 days unless otherwise agreed.

10.2 Sick Leave

Employees are entitled to 180 days of sick leave per year, split as follows: 90 days
on full pay and 90 days on half pay. Sick leave must be supported by a registered
medical practitioner's certificate. Frequent absences without valid medical
documentation may trigger a health evaluation or disciplinary review.

10.3 Maternity Leave

Female employees are entitled to 98 days of maternity leave on full pay, every 24
months, in accordance with the Labour Act. A formal request with a medical
certificate confirming pregnancy and expected delivery date must be submitted at
least 30 days before the anticipated leave date.

10.4 Paternity Leave

Male employees are entitled to 5 working days of paid paternity leave per childbirth
event. This is granted upon submission of proof of birth and relationship to the
newborn.
10.5 Special and Compassionate Leave
Employees may apply for special leave of up to 12 working days per year for
compelling personal reasons such as bereavement, exams, or jury duty. Written
requests must be supported by appropriate documentation (e.g. death notice, exam
timetable).

10.6 Public Holidays

Duoflex observes all national public holidays declared by the Government of
Zimbabwe. Employees scheduled to work on these days are eligible for double pay
or time off in lieu, depending on operational needs and agreements.

10.7 Unpaid Leave

Unpaid leave of up to 30 days per year may be granted for personal or exceptional
circumstances, subject to management approval. This leave does not affect the
employee’s seniority but excludes any form of salary or benefit accrual.

10.8 Leave Records and Tracking

All leave balances and usage are recorded in the company’s HR system. Employees
may request leave statements and must ensure proper documentation is filed and
approved. Abuse of the leave system may lead to forfeiture of days or disciplinary
measures.

11. Code of Conduct and Ethics

Duoflex Investments is committed to upholding the highest standards of integrity,
professionalism, and accountability. This Code of Conduct defines acceptable
behavior and ensures a safe, respectful, and productive working environment for
all employees.

11.1 Professionalism and Respect

All employees are expected to act with integrity, honesty, and mutual respect at all
times. Disrespectful behavior, harassment, bullying, or intimidation will not be
tolerated under any circumstances.

11.2 Compliance with Company Policies

Employees must adhere to all internal rules, job descriptions, safety procedures, and
legal obligations. Ignorance of a policy is not an excuse for misconduct.

11.3 Anti-Fraud and Corruption

Duoflex maintains zero tolerance for bribery, theft, fraud, or any form of corruption.
Employees found engaging in such behavior will face immediate disciplinary
action and possible criminal charges.
11.4 Use of Company Resources
Company property and resources—including vehicles, fuel, tools, and machinery—
must be used strictly for work-related purposes. Unauthorized use or misuse is
prohibited and may result in dismissal.

11.5 Conflict of Interest

Employees must disclose any personal or financial interests that could conflict
with their professional responsibilities. Failure to disclose conflicts may lead to
disciplinary action.

11.6 Dress Code and Presentation

Employees must maintain appropriate workplace attire. Site-based employees
must wear designated uniforms and personal protective equipment (PPE) at all
times.

11.7 Drug and Alcohol Use

The use of alcohol or illegal substances during work hours or on company premises
is strictly forbidden. Any employee suspected of being under the influence will be
subject to testing and potential dismissal.

11.8 Confidentiality and Data Protection

Employees must protect all confidential company information, including business
plans, employee records, and financial data. Sharing such information without
proper authorization is a serious offense.

11.9 Political and Religious Neutrality

While Duoflex respects freedom of belief, employees may not promote political,
religious, or ideological positions during work hours or on work premises in a
manner that disrupts operations.

11.10 Disciplinary Consequences

Any violation of this Code of Conduct will be subject to investigation and
appropriate disciplinary action, up to and including termination of employment.

12.Workplace Language and Communication

Duoflex Investments operates in a multilingual, multicultural environment. Given
the company’s significant number of Chinese expatriate staff and local
Zimbabwean employees, the company recognizes the importance of effective
communication to ensure harmony, safety, and operational efficiency.
12.1 Official Language of Communication
English shall be the official language of communication across all company
operations. All official documents, reports, safety briefings, and policies shall be
written and maintained in English.

12.2 Bilingual Communication Support

Wherever necessary, key policies, safety instructions, and daily site briefings will
be translated into Mandarin to ensure understanding among Chinese-speaking
staff. Similarly, critical information from Chinese supervisors will be interpreted for
local staff.

12.3 Interpretation and Translation Assistance

HR will maintain a pool of bilingual staff or engage interpreters to assist in
meetings, safety briefings, and dispute resolutions to bridge language gaps.
Training may be offered to staff interested in improving their proficiency in either
language.

12.4 Encouragement of Cultural Sensitivity

Employees are expected to respect cultural and linguistic diversity in the
workplace. Disparaging remarks, jokes, or discrimination based on language or
nationality will be treated as misconduct and disciplined accordingly.

12.5 Communication Protocols

Internal communication shall follow a chain of command. All official complaints,
leave applications, and suggestions must be submitted in writing to supervisors or
HR. Direct reporting bypassing the chain may be discouraged unless justified by
urgency or sensitivity.

13. Performance Management

Duoflex Investments believes in recognizing and rewarding employee performance
while also identifying areas requiring improvement. The performance
management system is designed to drive accountability, continuous improvement,
and organizational success.

13.1 Performance Appraisal Frequency

Performance evaluations shall be conducted twice a year, typically in June and
December. Special reviews may be conducted for employees under probation or
those with performance concerns.
13.2 Key Performance Indicators (KPIs)
Each employee shall be assessed against clearly defined KPIs based on their role.
These may include timeliness, job quality, teamwork, safety adherence, attendance,
and task completion rates. For operators and technical staff, machine efficiency and
maintenance will also be assessed.

13.3 Performance Review Process

The review involves a self-assessment, followed by a one-on-one appraisal meeting
with the supervisor. The appraiser provides feedback, highlights strengths,
addresses weaknesses, and sets goals for the next cycle. Reviews are documented
and signed by both parties.

13.4 Performance Improvement Plans (PIPs)

Where consistent underperformance is identified, a Performance Improvement
Plan will be introduced. It includes specific expectations, timelines, and supportive
interventions. Failure to meet expectations during the PIP may lead to disciplinary
measures.

13.5 Promotion and Recognition

Exceptional performance may be rewarded through salary increases, promotions,
or recognition awards. Recommendations are submitted by department heads and
reviewed by HR and management.

13.6 Appeals and Clarifications

If an employee disputes the performance rating, they may request a review by HR.
The final decision shall be made after further review involving an independent
panel.

14. Training and Development

Duoflex Investments is committed to continuous learning and capacity building.
The company recognizes that investment in employee development leads to
increased performance, motivation, and retention.

14.1 Induction and Orientation

All new employees undergo an induction program within their first week. This
covers company history, mission, policies, safety, site operations, and
administrative procedures.
14.2 Technical Skills Training
Employees operating heavy machinery or involved in site work shall receive
regular training on equipment handling, preventative maintenance, and safety
protocols. Mechanics, engineers, and site managers will also be upskilled based on
project demands and industry innovations.

14.3 Language and Communication Training

Language classes will be offered to improve cross-cultural communication. Local
staff may receive basic Mandarin instruction, while Chinese staff may attend
English improvement classes to facilitate better collaboration.

14.4 Safety and Compliance Training

Monthly toolbox talks and safety drills are mandatory for all site staff. These
sessions cover risk management, accident prevention, PPE usage, and first aid.

14.5 Leadership and Supervisory Development

Identified high-potential employees will be included in supervisory and leadership
development tracks. These programs may include external workshops, coaching,
and on-the-job shadowing.

14.6 Training Evaluation and Records

All training activities will be documented. Feedback forms shall be used to evaluate
the effectiveness of each program. Training histories will be stored in employee
records and reviewed during performance evaluations.

15. Occupational Health and Safety

Duoflex Investments prioritizes the health, safety, and well-being of all employees,
contractors, and visitors. Safety is a shared responsibility, and everyone is expected
to uphold the highest standards of occupational health and safety in line with
national laws and internal procedures.

15.1 Compliance with Legal Requirements

The company shall comply with all provisions of the National Social Security
Authority (NSSA), Environmental Management Agency (EMA), and Occupational
Safety and Health (OSH) regulations of Zimbabwe. Regular inspections and audits
will be conducted to ensure compliance.

15.2 Safety Officer Oversight

A dedicated Health and Safety Officer shall oversee the implementation of safety
policies, conduct risk assessments, enforce PPE usage, and maintain site safety
records. The officer will report monthly to management and ensure swift response
to hazards.

15.3 Personal Protective Equipment (PPE)

All site-based employees must wear PPE, including helmets, gloves, boots, goggles,
and reflective vests. PPE is provided by the company and must be maintained in
good condition. Failure to wear PPE may result in disciplinary action.

15.4 First Aid and Emergency Preparedness

Each site shall maintain stocked first aid kits and fire extinguishers. Designated
first aid officers must be trained and available during all working hours. Emergency
evacuation drills shall be conducted quarterly.

15.5 Incident Reporting and Investigation

All workplace incidents—whether minor or severe—must be reported immediately
to a supervisor and the Safety Officer. An investigation must be carried out, and
corrective actions implemented. Reports are submitted to NSSA where applicable.

15.6 Wellness and Mental Health Support

Duoflex shall promote employee well-being through awareness programs on
mental health, stress management, and substance abuse. Employees may access
private counselling through referrals arranged by HR.

15.7 Safety Induction and Training

All new employees will receive safety induction training before being deployed.
Ongoing safety talks, refresher courses, and specialized training will be scheduled
regularly for all site personnel.

16. Disciplinary Procedures

Disciplinary procedures at Duoflex Investments aim to address employee
misconduct in a fair, consistent, and legally compliant manner. The objective is to
encourage corrective behavior and uphold company standards.

16.1 Principles of Discipline

Disciplinary actions shall be corrective rather than punitive. Employees will be
given an opportunity to explain their actions, and all cases will be handled with
confidentiality and respect for due process.
16.2 Levels of Disciplinary Action
Discipline shall be applied progressively unless the misconduct is gross. The stages
include:

 Verbal Warning: For minor first-time offenses, recorded in the employee’s

file.
 Written Warning: Issued for repeated or moderate infractions.
 Final Written Warning: Given if previous warnings are not heeded.
 Disciplinary Hearing: A formal process involving a disciplinary committee.
 Dismissal: Applied where gross misconduct is proven or if prior warnings
have not yielded improvement.

16.3 Disciplinary Offenses

Misconduct includes, but is not limited to, absenteeism, lateness, insubordination,
fraud, harassment, intoxication, theft, and breach of safety rules. Gross misconduct
may lead to summary dismissal.

16.4 Hearing and Representation

Employees are entitled to representation during hearings. They must be notified in
writing of charges and hearing dates. The disciplinary panel shall make a decision
based on evidence presented.

16.5 Appeals Process

Employees have the right to appeal any disciplinary action within five (5) working
days. Appeals must be submitted in writing to HR, and a neutral panel shall review
the case.

17. Grievance Redressal Mechanism

Duoflex Investments believes that every employee has the right to raise concerns
or complaints in a safe and responsive environment. This policy ensures that
grievances are resolved fairly and promptly.

17.1 Definition of a Grievance

A grievance refers to any work-related issue or complaint by an employee regarding
working conditions, treatment by others, violation of rights, or interpretation of
policies.
17.2 Informal Resolution
Employees are encouraged to first resolve grievances informally by discussing the
issue with their immediate supervisor. Many problems can be resolved quickly at
this level without escalation.

17.3 Formal Grievance Procedure

If informal efforts fail, the grievance should be submitted in writing to HR. The
grievance should include the nature of the complaint, involved parties, and desired
resolution. HR will acknowledge receipt within 72 hours.

17.4 Investigation and Resolution

A grievance committee, comprising HR and departmental representatives, will
review the matter within seven (7) working days. Interviews may be conducted,
and relevant documents reviewed. A written resolution will be provided.

17.5 Appeal Process

If the employee is not satisfied with the outcome, they may appeal to the Managing
Director. The decision made at this level shall be final.

17.6 Anonymous Reporting

Employees may also raise concerns anonymously via a suggestion box or email to
HR. These concerns will be treated seriously and investigated accordingly.

18. Equal Employment Opportunity and Anti-Discrimination

Duoflex Investments is committed to providing a workplace that is free from
discrimination, harassment, and bias of any form. The company believes that a
diverse and inclusive workforce contributes to innovation, collaboration, and
overall productivity.

18.1 Equal Opportunity Principles

All employment decisions—such as recruitment, promotions, training, and
compensation—are based on merit, qualifications, and performance. The company
strictly prohibits discrimination based on race, gender, nationality, religion,
disability, age, language, marital status, or political affiliation.

18.2 Non-Discrimination in Practice

Duoflex shall ensure that its policies and practices promote fairness. This includes
providing equal access to job opportunities, benefits, and training. Managers and
supervisors are trained to detect and address unconscious bias and ensure inclusive
practices.
18.3 Anti-Harassment and Zero Tolerance
Harassment—verbal, physical, or psychological—is not tolerated. This includes
sexual harassment, racial slurs, offensive jokes, or intimidation. Offenders will face
immediate disciplinary measures, including dismissal, following thorough
investigation.

18.4 Gender Equality and Inclusion

The company actively encourages the participation of women in all roles, including
technical and leadership positions. Facilities such as separate restrooms and
maternity support are provided to ensure a gender-sensitive environment.

18.5 Disability Accommodation

Employees or candidates with disabilities shall be reasonably accommodated
unless doing so causes undue hardship. The company will adapt workstations or
schedules as needed to support productivity and integration.

18.6 Reporting Discrimination or Harassment

Employees may report any form of discrimination or harassment through the
grievance procedure or anonymously. All complaints will be investigated with
urgency, sensitivity, and confidentiality.

19. Termination of Employment

Duoflex Investments acknowledges that employment may be terminated under
various circumstances. This policy ensures that all terminations are conducted
lawfully, respectfully, and in alignment with contract terms and the Labour Act of
Zimbabwe.

19.1 Types of Termination

Employment may end through resignation, dismissal, retirement, redundancy,
expiration of a fixed-term contract, death, or permanent incapacity.

19.2 Resignation by Employee

Employees must submit written notice of resignation as per contract terms—
typically one month for permanent staff. Failure to serve notice may result in
forfeiture of terminal benefits.

19.3 Dismissal by Employer

Dismissal shall occur only after following due process, including disciplinary
hearings. Grounds include gross misconduct, repeated infractions, or failure to meet
performance standards.
19.4 Retirement
The normal retirement age is 60. Employees may request early retirement or
extension beyond this age with management approval.

19.5 Retrenchment and Redundancy

If roles become redundant, the company shall follow NEC procedures, including
consultation, notice, retrenchment packages, and assistance with job placement or
retraining.

19.6 Exit Process

All terminating employees must complete an exit checklist, which includes return
of company property, exit interviews, and settlement of dues. Final pay will be
processed within 14 working days.

19.7 Death or Incapacity

In the event of death, the HR department will liaise with the deceased employee’s
family to arrange for payment of terminal benefits and facilitation of funeral
support where applicable.

20. Confidentiality and Conflict of Interest

Duoflex Investments places high importance on confidentiality, integrity, and
transparency. Employees are expected to protect sensitive information and avoid
any activities that could compromise the company’s interests.

20.1 Confidentiality Obligations

Employees must not disclose proprietary information, including business
strategies, project details, client lists, financial records, or internal reports, without
proper authorization. This obligation continues even after termination of
employment.

20.2 Data Security and Privacy

All employees must respect data protection protocols. Any access to personal,
financial, or operational data must be for authorized work-related purposes only.

20.3 Intellectual Property

Any innovations, designs, or creative works developed during employment remain
the property of Duoflex unless otherwise agreed in writing.
20.4 Declaration of Conflict of Interest
Employees must disclose any financial interests, outside employment, or
relationships that could influence their judgment or decision-making at Duoflex.
Failure to disclose may result in disciplinary action.

20.5 Gifts and Hospitality

Employees must not accept gifts, commissions, or favors that could compromise
their impartiality or appear to influence business decisions. Any gift above nominal
value must be reported to management.

20.6 Enforcement and Breach Consequences

Breach of confidentiality or undeclared conflict of interest may result in suspension,
dismissal, or legal action depending on the severity and impact of the violation.

21.Use of Company Assets and Resources

Duoflex Investments entrusts its employees with access to company property,
systems, and resources for business use only. The responsible use and protection of
these resources are essential to operational efficiency and loss prevention.

21.1 Authorized Use Only

Company equipment—including vehicles, computers, mobile phones, internet
access, fuel, and machinery—must be used strictly for approved business
operations. Unauthorized personal use is strictly prohibited unless prior written
approval is obtained.

21.2 Care and Maintenance

Employees are responsible for the proper care, maintenance, and return of any
company asset in their possession. Any damage, malfunction, or loss must be
reported immediately to the relevant department or supervisor.

21.3 Fuel and Vehicle Logs

Company vehicles and fuel must be logged daily in official registers. Drivers must
ensure accuracy in mileage and fuel consumption records and adhere to road safety
regulations.

21.4 ICT and Data Systems

Computers, email systems, and internet services are provided for work-related
activities. Misuse of these systems for accessing inappropriate content, spreading
malicious software, or unauthorized data sharing is prohibited and may result in
disciplinary action.
21.5 Return of Property
Upon resignation, dismissal, or any form of separation, all company property must
be returned before final clearance is granted. The cost of any unreturned or
damaged items may be deducted from final dues.

21.6 Monitoring and Enforcement

Duoflex reserves the right to monitor the usage of its assets and infrastructure. Any
abuse, negligence, or misuse shall be grounds for disciplinary proceedings,
including recovery of costs or termination.

22. HR Records and Documentation

Efficient documentation and accurate record-keeping form the backbone of sound
human resources management at Duoflex. HR is responsible for ensuring that
employee files are maintained, updated, and securely stored.

22.1 Personnel File Contents

Each employee’s file must contain their employment contract, curriculum vitae,
copies of ID and certificates, work permit (if applicable), bank details, next of kin
information, warning letters, training history, leave records, and medical
documentation.

22.2 21.2 Access and Confidentiality

Access to personnel records is restricted to HR and authorized senior managers.
Employees may request to review their own files, but under no circumstances may
they access the files of others.

22.3 21.3 Record Retention

Employee records shall be retained for a minimum of six (6) years after termination
of employment, in line with ZIMRA and NSSA requirements. Records may be
retained longer for unresolved legal or financial matters.

22.4 21.4 Digital and Physical Records

HR records may be stored both physically and digitally. Digital records must be
protected by access credentials and backed up regularly. Physical files shall be
stored in locked, fireproof cabinets in the HR office.

22.5 21.5 Updating of Records

Employees must inform HR of any changes to their personal information such as
address, marital status, emergency contacts, or banking details. Failure to update
records may delay communication or salary processing.
23. 22. Compliance with Labour Laws and NEC Guidelines
Duoflex Investments operates in full compliance with national labour laws and the
NEC for the Construction Industry. This commitment ensures that employment
practices are lawful, fair, and transparent.

23.1 22.1 Labour Act Compliance

All employment terms at Duoflex comply with Zimbabwe’s Labour Act [Chapter
28:01], including provisions related to contracts, working hours, remuneration, and
termination. Any updates to the Act shall be reflected in this policy.

23.2 22.2 NEC Construction Industry Regulations

Duoflex adheres to all NEC agreements, including wage schedules, leave benefits,
dispute resolution procedures, and retrenchment protocols. HR shall submit
monthly NEC returns and ensure all employees are registered.

23.3 Statutory Contributions

The company remits all statutory payments, including PAYE to ZIMRA,
contributions to NSSA, NEC levies, and AIDS levy. Employees receive payslips
reflecting these deductions.

23.4 Inspections and Audits

Duoflex cooperates fully with inspections from government agencies such as the
Ministry of Labour, NSSA, ZIMRA, and the Immigration Department. Records are
always maintained to support legal compliance.

23.5 Employment Permits for Expatriates

All expatriate employees must have valid work permits and residence status. HR is
responsible for managing applications, renewals, and compliance with
immigration laws.

24. Review and Amendment of Policy

This Human Resources Policy Manual is a living document subject to periodic
review to ensure relevance, effectiveness, and legal alignment.

24.1 Review Frequency

The HR department shall conduct an annual review of the policy. Reviews may also
be triggered by changes in legislation, internal restructuring, or operational shifts.
24.2 Amendment Process
Amendments must be reviewed by the executive management team and approved
by the Board of Directors. Once approved, changes will be communicated formally
to all employees.

24.3 Communication of Changes

Updated versions of the policy will be circulated via email, staff meetings, notice
boards, and uploaded to the internal HR portal where applicable. Employees will be
given an opportunity to ask questions and receive clarification.

24.4 Employee Participation

Where applicable, employee representatives may be consulted during reviews to
ensure practical and fair adjustments are made to reflect workplace realities.

25. Acknowledgement of Receipt and Understanding

All employees are required to confirm that they have received, read, and understood
the contents of this Human Resources Policy Manual.

25.1 Confirmation of Receipt

Each employee shall sign a Policy Acknowledgment Form upon joining the
company or after any major policy updates. This form will be filed in their personnel
record.

25.2 Understanding of Responsibilities

By signing the acknowledgment, employees affirm that they are aware of their
rights, duties, and responsibilities as outlined in the policy. They also agree to
comply with all provisions.

25.3 Seeking Clarification

Employees are encouraged to seek clarification from HR regarding any section they
do not understand. HR is available during business hours to assist employees in
interpreting the policy.

25.4 Enforcement of Policy

Failure to comply with this policy may lead to disciplinary action in accordance
with the provisions herein. This policy shall be binding throughout the term of
employment with Duoflex Investments.