Policies
Policy No. OTIUM-PP2025-008
Effective Date: 1st April 2025
Last Revision Date: 20th March 2025
Version No.2
Introduction:
OTIUM Consultancy Services proudly champions true inclusion and equity for all. Guided by the Women’s Empowerment Principles (WEPs), we actively pursue the advancement of gender equality and the empowerment of women across our entire ecosystem, encompassing the workplace, marketplace, and community. By fostering a culture of respect, fairness, and equal opportunity, we strive to create a world where everyone can thrive, regardless of gender, race, ethnicity, ability, sexual orientation, or any other protected characteristic.
Policy Statement:
We commit to achieving gender equality and empowering women throughout our operations, encompassing the workplace, marketplace, and community. This means ensuring fair treatment, access to equal opportunities and rights, and fostering a culture of inclusion and respect for all individuals, regardless of gender, race, ethnicity, ability, sexual orientation, or any other protected characteristic.
Definitions:
For the purpose of this policy, the following definitions apply:
- Empowerment: The ongoing process enabling individuals, regardless of gender, to control their lives, gain skills, boost self-confidence, and cultivate self-reliance.
- Gender Equality: Treating all individuals fairly and equally in all aspects of life, including the workplace, marketplace, and
- Gender Parity: Achieving an equal representation of men and women in leadership positions, along with an equitable distribution of resources, opportunities, and outcomes.
- Women’s Empowerment: The process of enhancing women’s confidence, knowledge, and access to opportunities, enabling informed choices and greater control over their lives.
- Gender Inclusion: Ensuring that people from all gender identities are visible, respected, empowered and valued for their unique contributions to our shared success.
Scope:
This policy applies to all stakeholders of OTIUM Consultancy Services, irrespective of gender, age, race, ethnicity, religion, or other protected characteristics. It covers all facets of OTIUM’s operations, from recruitment to corporate social responsibility initiatives. We are committed to create and maintain an inclusive workplace culture that values diversity, promotes equity, and prioritizes inclusion.
Policy Details:
The OTIUM Consultancy Services, will implement the following measures to promote gender equality and empower women:
High-Level Leadership:
- Establish a dedicated Gender Equality Task Force composed of diverse internal and external stakeholders to oversee implementation, identify challenges, and recommend solutions.
- Nominate a Gender Focal Person (GFP) to support the implementation of gender specific policies in alignment with national laws, conduct gender awareness sessions and act as a point of contact for gender-related concerns and grievances.
- Allocate adequate resources to support gender equality initiatives, including funding for training, awareness campaigns, and data collection efforts.
- Recognize and reward employees who actively contribute to fostering a gender-equitable workplace, promoting role models and champions for change.
- Partner with external organizations such as industry associations, NGOs, and advocacy groups to share best practices, leverage collective expertise, and contribute to broader systemic change.
Fairness and Inclusion at Work:
- Conduct regular pay audits and implement transparent salary bands to ensure consistency and address unconscious bias in compensation practices.
- Promote inclusive communication and break down gender stereotypes in meetings, presentations, and internal
- Promote gender-sensitive recruitment, onboarding, and performance evaluation practices.
- Organize events and activities that celebrate the achievements of women and showcase diverse perspectives and
- Offer support groups and mentoring programs specifically for women, empowering them to navigate career challenges and connect with role models.
- Establish a confidential complaints mechanism for reporting bias, discrimination, or harassment, ensuring prompt and fair investigation and resolution of all complaints.
Health, Well-being, and Safety:
- Provide access to mental health resources and programs that address the specific needs and psychosocial support for women, including stress management, work-life balance support, and coping mechanisms for gender-based discrimination.
- Offer flexibility in work hours and locations to accommodate diverse family circumstances and promote well-being for all employees.
- Conduct regular training on bystander intervention and equip employees with the skills and confidence to safely and effectively intervene in situations of harassment or discrimination.
- Partner with local healthcare providers to offer on-site wellness programs, personalized health assessments and screenings tailored to women’s needs.
- Implement safety measures and security protocols to address gender-specific safety concerns, particularly for women working in remote locations or traveling for business.
Education and Career Advancement:
- Provide equal learning and career development opportunities to all employees regardless of gender, race, religion, sexual orientation, disability, or other protected characteristics.
- Develop tailored leadership development programs for women, focusing on skills like public speaking, negotiation, and strategic decision-making.
- Create internship and job shadowing opportunities for young women to gain experience in male-dominated fields and inspire future generations to pursue diverse careers.
- Establish partnerships with educational institutions to offer scholarships and career development programs for women, particularly those from underrepresented groups.
- Track and report progress on gender diversity in recruitment, promotions, and leadership positions, celebrating milestones and continuously working towards equitable representation.
- Recognize and reward diversity of thought and expertise in decision-making processes, ensuring women’s voices are heard and valued at all levels.
Enterprise Development and Partnerships:
- Conduct supplier audits and assessments to ensure compliance with gender equality principles and ethical labor practices within our supply chain.
- Invest in and support women-owned businesses through supplier diversity programs, mentorship initiatives, market exposures, and access to resources and financial opportunities.
- Advocate for gender-sensitive lending practices and financial inclusion programs that empower women entrepreneurs and underserved communities.
- Collaborate with industry partners, NGOs and other relevant stakeholders to promote gender-equal marketing practices and eliminate harmful stereotypes in advertising and media representation.
- Support initiatives that address gender-based violence and exploitation in global supply chains and communities, contributing to broader systemic change.
Community Engagement and Advocacy:
- Establish partnerships with community organizations working on gender equality issues and collaborate on joint initiatives to address local needs and empower women in the community.
- Work with civil society and government bodies to advocate for stronger gender-related policies, awareness sessions and their effective implementation (e.g., on maternity benefits, workplace safety, anti-harassment).
- Support and participate in community events and campaigns that raise awareness about gender-based discrimination and advocate for gender justice.
- Provide employees with volunteer opportunities and paid time off to participate in community initiatives that advance gender equality and empower women.
- Offer pro bono consulting services and expertise to support women-led businesses and social enterprises in the
- Leverage OTIUM’s platform and resources to amplify the voices of women leaders and advocates, promoting public discourse and policy change for gender equality.
- Collaborate with religious, tribal, and local leaders to advocate for the elimination of harmful gender norms.
Measurement and Reporting:
- Regularly collect and analyze gender-disaggregated data on key metrics such as pay equity, representation in leadership, access to training, and employee satisfaction.
- Publish periodic reports on progress towards gender equality goals, transparently sharing successes, challenges, and areas for improvement.
- Develop a communication strategy to raise awareness about OTIUM’s gender equality commitment and engage stakeholders in ongoing dialogue and collaboration.
- Establish feedback mechanisms to gather input from employees and community members on the effectiveness of gender equality initiatives and identify opportunities for improvement.
- Conduct regular internal audits and assessments to ensure compliance with this policy and identify areas for strengthening implementation.
Responsibilities:
- The CEO and senior management will actively support and model inclusive behaviors to promote a welcoming and equitable professional work environment, also responsible for developing and implementing the Gender Parity Policy and ensuring compliance with its guidelines.
- All employees will be responsible for adhering to the policy and promoting gender equality in their daily
- The Human Resources department will be responsible for monitoring and enforcing the policy, as well as providing training and resources to support gender equality initiatives.
Communication and Training:
All employees will receive training on this policy and its implications, including relevant company policies on anti-discrimination and harassment. Regular trainings and ongoing communication efforts will ensure its principles remain familiar and understood.
Compliance:
OTIUM will regularly review and update the Gender Parity Policy to ensure its effectiveness and alignment with the latest developments in gender equality and the WEPs. The organization will also conduct regular audits and assessments to identify areas for improvement and track progress towards achieving gender equality.
Monitoring and Enforcement:
The Gender Equality Task Force will monitor compliance with this policy, utilizing data analysis and feedback mechanisms to identify any areas of non-compliance. A designated internal committee will handle investigations into potential violations and ensure appropriate disciplinary actions are taken, adhering to established employee relations protocols.
Review and Revision:
This policy will be a living document, subject to regular review and revision in response to evolving best practices, feedback from stakeholders, and changes in the organizational context. OTIUM will remain committed to ongoing improvement and adaptation of its gender equality initiatives to ensure its continued relevance and effectiveness.
Policy No. OTIUM-PP2025-009
Effective Date: 1st April 2025
Last Revision Date: 20th March 2025
Version No.2
Introduction:
At OTIUM Consultancy Services, we are deeply committed to fostering a dynamic, inclusive, and accessible work environment where all employees, regardless of their abilities, gender, race, ethnicity, socioeconomic background and other protected characteristics can thrive and contribute to our success. This policy outlines our dedication to providing equal opportunities and fostering a workplace culture of respect, acceptance, and inclusion for e that values diversity, promotes equity, and prioritizes inclusion
Policy Statement:
OTIUM firmly believes that diversity enhances our teams and drives innovation. We are committed to providing an equitable workplace environment where individuals from all backgrounds including different genders, race, languages, religions, abilities, political and socio-economic statuses feel valued, supported, and empowered to reach their full potential. We acknowledge our obligation to eliminate barriers and create a diverse and inclusive workplace culture where women and individuals with disabilities are and provided with equal opportunities to respectfully and meaningfully participate in all aspects of work.
Definitions:
- Disability: As defined by relevant laws and regulations, a disability is a physical or mental impairment that substantially limits one or more major life activities of an individual.
- Reasonable Accommodation: Any modification or adjustment to a job, work environment, or work practices that allows an individual with a disability to perform the essential functions of their job and enjoy equal access to opportunities and
- Accessibility: The design and creation of environments, processes, and services that are accessible to everyone, regardless of their abilities.
- Diversity: The representation and recognition of individuals from different backgrounds, abilities, experiences, and perspectives within the organization. It emphasizes valuing these differences as strengths that enhance creativity, innovation, and organizational effectiveness.
- Inclusion: The practice of creating a welcoming and supportive environment where all individuals feel valued, respected, and included.
Scope:
This policy applies to all employees, contractors, volunteers, visitors, and stakeholder associated with OTIUM, during work hours and during work-related activities or events. Our aim is to ensure equity and inclusion in all aspects of our workplace, including recruitment, hiring, training, compensation, performance evaluations, promotions, social interactions, community engagement and access to technology and facilities.
Policy Details:
- Leadership Commitment: Leaders at OTIUM are committed to setting the tone for an inclusive workplace and ensuring compliance with this policy. This includes actively support and model inclusive behaviors for promoting access, providing necessary resources, and addressing any barriers to equal opportunities.
- Diversity Training and Education: OTIUM will provide regular trainings and professional development opportunities to all employees to promote understanding, respect, and inclusivity. Training will cover topics such as disability etiquette, accessible communication practices, and the benefits of a diverse workforce, also ensuring gender balance participation in the dissemination program. Workshops and events will be conducted to celebrate cultural diversity and educate employees on inclusive practices.
- Inclusive Recruitment and Hiring Practices: OTIUM will adopt inclusive recruitment and hiring practices to attract a diverse talent pool. This includes reaching out to underrepresented groups especially women and people with disabilities to increase the chances of hiring qualified individuals from diverse communities by providing equal opportunities and accommodations for individuals with disabilities.
- Promotion of Inclusive Policies and Practices: All company policies and practices will be reviewed regularly to ensure they are inclusive and provide equal opportunities for all The initiatives will be undertaken to maintain a healthy work-life balance by discouraging employees from carrying work home, instead encouraging them to pursue their hobbies or further studies.
- Establishment of Employee Resource Groups (ERGs): OTIUM will establish ERGs to provide support networks and a sense of belonging to members with similar backgrounds. These groups will be allowed to advocate for policies that address specific challenges either work related or personal, such as racial, cultural, or gender-related issues.
- Embracing Open Communication and Feedback: Active communication channels will be established to encourage employees to share their thoughts, concerns, and suggestions related to diversity and inclusion. Anonymous surveys and feedback mechanisms can be used to share sensitive issues without victimization.
- Implementation of Employee Mentorship and Sponsorship Programs: OTIUM will implement employee mentorship and sponsorship programs to guide and support workers from underrepresented groups. Such efforts will contribute to the company’s talent development and eliminate disparities in career progression.
- Suitable Facilities & Infrastructure: OTIUM will ensure the provision of suitable facilities for females and PWDs including but not limited to accessible washrooms and ramps suited to different disabilities, separate restrooms, and designated dining and prayer spaces for women.
- Child Labor, Rights, and Protection: The OTIUM strictly prohibits child labor in accordance with applicable provincial & national laws and international standards on minimum working age and does not permit any form of child labor. It is committed to safeguarding the rights of all children and ensuring their protection from abuse, exploitation, neglect, and discrimination.
Responsibilities:
- Management: Leaders have a crucial role in setting the tone for an inclusive workplace and ensuring compliance with this policy. Leadership will proactively support and model inclusive behaviors to promote a welcoming and equitable professional work environment.
- Employees: All employees are responsible for creating a welcoming and respectful environment for their colleagues. This includes practicing empathy, professionalism, avoiding discriminatory language, and cooperating with efforts to implement inclusive
- Human Resources: HR is responsible for providing guidance and support to both employees and managers to maintain an inclusive workplace culture. This includes assisting with the accommodation process, facilitating training, and ensuring policy
Compliance:
- All employees are expected to comply with this policy. Non-compliance may result in disciplinary action, up to and including termination of employment.
- OTIUM has a zero-tolerance policy for discrimination, harassment, bullying, discrimination, victimization, intimidation, physical harm or exclusionary behaviors based on personal characteristics will not be tolerated. Any concerns or complaints can be filed confidentially through established channels, and prompt and impartial investigation will be undertaken.
Review and Revision
This policy will be reviewed and updated periodically to reflect changes in laws, regulations, and best practices. We encourage feedback from employees and stakeholders to ensure its continued effectiveness and relevance.
Policy No. OTIUM-PP2025-010
Effective Date: 1st April 2025
Last Revision Date: 20th March 2025
Version No.2
Introduction:
OTIUM Consultancy Services is committed to conducting its business operations in a responsible manner that safeguards the environment, conserves natural resources, and promotes sustainable practices in compliance with provincial & national regulations and aligned with international standards. We support and uphold environmental principles of United Nations Global Compact (UNGC) to minimize our ecological footprint and contribute to a healthier planet. We recognize our responsibility to contribute to environmental sustainability and to integrate environmental considerations into all aspects of our business practices.
Purpose:
This policy demonstrates the organization’s commitment to environmental protection by conserving natural resources, mitigating climate and ecological risks, promoting sustainability, and minimizing adverse impacts of its operations, products, and services on the ecosystem.
Definitions:
For the purpose of this policy, the following definitions apply:
- Environmental impact: It refers to the effects of human activities and natural events on the environment. This may include pollution, habitat destruction, climate change, and depletion of natural resources.
- Environmental sustainability: The responsible use and management of natural resources to meet the present needs while safeguarding ecosystems and ensuring the ability of future generations to meet their own needs.
- Carbon footprint: The total amount of greenhouse gas emissions caused by an individual, organization, event, or product. It is usually measured in tons of carbon dioxide equivalent (CO2e).
- Climate change: A change of climate which is attributed directly or indirectly to human activity that alters the composition of the global atmosphere and which is in addition to natural climate variability observed over comparable time periods.
Scope:
This policy applies to all operations, projects, employees, contractors, suppliers, and business partners associated with OTIUM and services of the organization, and community interactions. It covers the management of natural resources, waste, emissions, and biodiversity impacts, ensuring compliance with applicable laws, international standards, and voluntary commitments, while promoting continuous improvement in environmental performance.
Policy Commitments:
OTIUM Consultancy Services is dedicated to the following principles of environmental protection:
- Preventive Approach: Integrate preventive measures into operations and services to avoid environmental harm, ensuring risks are identified and mitigated at the earliest stage.
- Environmental Responsibility:
- Comply with all applicable provincial, national and international environmental regulations and standards.
- Reduce greenhouse gas emissions, air pollution, and other harmful discharges.
- Minimize waste generation through reuse, recycling, and responsible disposal of waste material.
- Conserve natural resources, including energy, water, and raw materials, by enhancing efficiency in all operations.
- Green Innovation: Support the adoption and diffusion of environmentally sound technologies and practices across our business processes.
- Pollution Prevention: Prevent and minimize emissions, avoiding deforestation, waste generation, and other pollutants that may impact the environment.
- Reduce Carbon Footprint: Reduce carbon footprint by improving energy efficiency, optimizing processes, adopting carbon-conscious practices and transitioning towards renewable and low-carbon energy sources.
- Awareness and Engagement: Provide training and awareness to employees and encourage active participation in environmental initiatives.
- Stakeholder Engagement: Collaborate with clients, suppliers, and partners to promote environmental sustainability across all business activities.
Responsibilities:
Senior Management:
- Provide strategic direction and oversight for environmental protection.
- Approve environmental objectives, targets, and resources.
- Ensure integration of environmental considerations into corporate decision-making.
Department Heads / Line Managers:
- Integrate environmental requirements into departmental plans and operations.
- Ensure compliance with environmental laws, regulations, and internal standards.
- Provide technical support, awareness, and training on environmental matters.
All Employees:
- Comply with environmental procedures, guidelines, and safe work practices.
- Contribute to resource conservation, pollution prevention, and waste reduction.
- Report environmental hazards, risks, or non-compliance promptly.
Compliance:
All employees including permanent, short-term and long-term consultants, contractors, and stakeholders are required to comply with the provisions of this Environmental Protection Policy. OTIUM is committed to meeting all applicable environmental laws, regulations, and standards, as well as voluntary commitments and international best practices. Non-compliance will be addressed through corrective actions, and continuous training and awareness programs will be provided to ensure full adherence to the Policy.
Review and Revision
This policy will be reviewed and revised periodically to ensure its continued effectiveness and alignment with global best practices, regulatory changes, emerging environmental challenges, and organizational goals. Revisions will be approved by senior management to ensure the Policy remains effective, relevant, and aligned with provincial and national regulations, international standards, and organizational sustainability objectives.
Policy No. OTIUM-PP2025-011
Effective Date: 1st April 2025
Last Revision Date: 20th March 2025
Version No.2
Introduction:
OTIUM Consultancy Services is committed to operating with the highest standards of ethical conduct, integrity and transparency in its business activities. As a responsible organization, we have a zero-tolerance approach toward any form of bribery or corrupt practices, whether direct or indirect, involving employees, business partners, or third parties. The organization is committed to conducting its business with integrity, fairness, and in compliance with the highest ethical and legal standards.
Purpose:
The purpose of this policy is to describe the organization’s commitment to maintaining the highest standards of integrity, transparency, and accountability in its all business activities. It aims to prevent bribery and corruption, ensure strict compliance with applicable national laws and international standards and conventions, and safeguard the organization’s reputation and stakeholder trust.
Definitions:
For the purpose of this policy, the following definitions apply:
- Bribery: The receiving or offering of any undue reward or thing of value, including payments made to secure a business advantage, financial or otherwise, to which a company or individual is not legitimately entitled. Anything of value can constitute a bribe, including but not limited to money, gifts, loans, fees, hospitality, services, discounts, the award of a contract, or any other advantage or benefit.
- Facilitation Payment: The payments made to secure or expedite the performance of a routine or administrative duty or function by a person. Such payments, regardless of amount, are considered bribes and are strictly prohibited under this policy.
- Kickbacks: Kickback is a form of negotiated money or payments of any portion of a contract made to employees of another contracting party for favorable treatment in a business or official decision. It refers to the unlawful act of giving or accepting money, gifts, commission, favor or anything of value in exchange.
- Money Laundering: The process of concealing or disguising the origins of illegally obtained money or assets, typically by transferring them through complex financial transactions or legitimate businesses to make the proceeds appear lawful.
Scope:
The policy applies to all individuals and entities associated with the organization including but not limited to employees, management, board members, consultants, agents, contractors, suppliers, distributors, business partners, joint ventures, subsidiaries, and affiliates. This policy covers all business activities and transactions, whether conducted domestically or internationally, and applies to both public and private sector interactions. It prohibits any form of bribery or corrupt practice, regardless of the value, nature, or location of the activity.
Policy Statement:
OTIUM is fully committed to conducting all business activities with the utmost integrity, honesty, and transparency. We maintain a strict zero-tolerance stance towards any form of direct or indirect bribery and corruption. Any violation of this principle will result in disciplinary and legal consequences. The organization will:
- Proactively identify and mitigate bribery and corruption risks in its operations.
- Conduct appropriate due diligence on business partners, contractors, and suppliers.
- Maintain accurate, transparent and complete books, records, and internal controls.
- Provide regular trainings and resources to promote awareness and compliance with this policy.
- Encourage and protect individuals who report suspected misconduct or policy violation in good faith.
- Conduct background checks of the employees and short and long-term consultants to verify prior financial integrity.
Prohibited Conducts:
OTIUM Consultancy Services adopts a strict zero-tolerance approach to bribery and corruption. The following conducts are explicitly prohibited:
- Bribery: Offering, giving, soliciting, or accepting any undue advantage, whether financial or otherwise, to influence the actions of another party for the sake of business advantages. OTIUM neither engage in acts of corruption nor offer or receive bribes, and prohibits its employees from engaging in any kind of acts considered as corrupt, unethical, or illegal.
- Kickbacks: Providing or receiving money, gifts, and other benefits in exchange for favorable treatment or to improperly influence a decision. Company strictly prohibits accepting or giving kickbacks either directly or indirectly.
- Facilitation Payments: Making payments to expedite or secure the performance of routine or administrative duties by a public official or any other party. We do not make, offer, promise, give, request or accept facilitation payments even where such payments may be considered local practice or custom.
- Improper Gifts and Hospitality: Offering or accepting gifts, entertainment, or hospitality that could create a real or perceived conflict of interest, or serve as an inducement for favorable treatment.
- Corrupt, Unethical, or Illegal Acts: Any behavior that constitutes corruption, breaches ethical business practices, or violates applicable laws and regulations.
- Money Laundering: Money laundering is a serious criminal offense with extraterritorial effects. Breaches of anti-money laundering laws may result in severe penalties, including fines, extradition, and imprisonment.
- Extortion: To directly or indirectly demand or accept a bribe, facilitation payment or kickbacks through threats, intimidation, or abuse of authority.
Responsibilities:
Senior Management:
- Demonstrating integrity, transparency, and zero tolerance for bribery and corruption through their own conduct.
- Regularly reviewing compliance systems, controls, and reports to identify and address bribery and corruption risks.
- Holding themselves and others responsible for adherence to this policy, and taking prompt action in cases of non-compliance.
Employees:
- Adhere to the policy guidelines, anti-bribery and anti-corruption laws and governmental regulations.
- Must not offer or promise any personal or improper financial or other advantage, directly or through intermediaries.
- Refrain from any activity or behavior that could give rise to the appearance or suspicion of such conduct or the attempt
- Report any suspected activity, misconduct or policy violation promptly.
Service Providers/Clients:
All service providers, including consultants, clients, contractors, agents, venders and other third parties acting on behalf of the organization, are expected to:
- Comply with Standards: Adhere to this Anti-Bribery and Corruption Policy and all applicable laws and regulations.
- Avoid Improper Conduct: Refrain from engaging in bribery, facilitation payments, kickbacks, money laundering, or any corrupt practices in connection with the organization’s business.
- Maintain Transparency: Accurately record and report all financial transactions and business dealings undertaken on behalf of the organization.
- Cooperate with Oversight: Support audits, reviews, or investigations into compliance with this policy.
- Report Concerns: Promptly report any suspected misconduct, unethical behavior, or policy violations.
Reporting and Whistleblowing:
Employees and stakeholders are encouraged to report concerns or suspicions acts of bribery or corruption through organization’s designated reporting channels. All reports will be investigated promptly, thoroughly, and impartially. The reports will be treated with the utmost confidentiality, and individuals have the option to submit concerns anonymously. Retaliation against whistleblowers or individuals cooperating in investigations is strictly prohibited and will not be tolerated.
Monitoring and Review:
The company will actively monitor compliance with this policy through internal controls, audits, and regular reporting mechanisms. This policy will be reviewed and updated periodically, or as required, to address evolving risks and regulatory requirements, ensuring its continued effectiveness and alignment with applicable laws, regulations, and best practices.
Policy No. OTIUM-PP2025-012
Effective Date: 1st April 2025
Last Revision Date: 20th March 2025
Version No.2
Introduction:
OTIUM Consultancy Services is committed to fostering a safe, respectful, harassment-free and inclusive workplace for all individuals associated with the company. This policy ensures a professional work environment that upholds dignity, promotes mutual respect, and remains free from all forms of harassment and bullying. It affirms our commitment to preventing and addressing bullying and harassment cases by ensuring compliance with legal and ethical standards. It defines prohibited conduct, establishes reporting procedures, and ensures that all complaints are handled promptly and fairly. Our commitment to maintaining a harassment-free workplace is in accordance with the Protection Against Harassment of Women at Workplace Act 2010.
Scope:
This policy applies to all individuals associated with OTIUM Consultancy Services including regular employees, interns, volunteers, consultants, visitors, clients and vendors, regardless of their position, gender, or role.
Harassing Behaviors:
Harassment and bullying is any unwelcome, offensive and unsuitable conduct, whether verbal or physical, that violates an individual’s dignity or creates a threatening, unfriendly, degrading, humiliating, or offensive environment.
The company strictly prohibits all harassing conduct or behaviors such as: –
Personal Harassment
Any form of inappropriate communication or behavior such as in-person interactions, telephone calls, voice messages, text messages, email messages, social networking site postings, WhatsApp messages, postings of pictures or information on websites, written letters, gifts, ordering goods or services, or any other communications that are unwelcome, causes fear, and undermines the performance of that person.
Ethnic/Religious/Political Harassment
This form of discrimination includes ethnic jokes, religious slurs, remarks about any individual’s sect, offensive or insulting comments, or other verbal or physical conduct based on an individual’s ethnicity, religion, sect, political affiliations or place of origin. Such conduct may create hostile or offensive working environment, and may interfere with an individual’s ability to perform their job effectively
Sexual Harassment
Any unwelcomed sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. It can be either on a one-time basis or in a continuous series of incidents. Sexual harassment is a forced and one-sided activity which can affect both men and women. Sexual harassment includes but is not limited to:
- Making unwelcome sexual advances (either verbal or physical).
- Verbal harassment or abuse, verbal or written communication (it includes narration of sexual incidents, sexually suggestive comments or jokes, emailing or messaging or showing explicit sexual content in print or electronic form (SMS, Email, WhatsApp, etc).
- Request for sexual favors (direct and / or indirect / implied invitations for sex, requests for going out on dates or engaging in intimate conduct).
- Physical conduct (like touching, kissing, patting, pinching, physical assault etc)
- Sexually demeaning attitude (leering or staring at a person’s body)
- Threatening and blackmailing for spreading private family pictures or videos to get the sexual advantages.
Bullying
Bullying is unwanted and aggressive behavior that may occur in any direction, by managers towards workers, among co-workers, or by workers towards managers. Bullying can be verbal, written or online, and may include name-calling, inappropriate remarks or jokes, taunting, and threatening of harm. Social bullying involves actions aimed at harming a person’s social standing or relationships by spreading rumors and embarrassing publicly.
Cyber Harassment:
Cyber harassment in the workplace refers to the use of digital tools (like emails, WhatsApp, instant messaging, social media, or other online platforms) to harass, intimidate, or harm a colleague, manager, or any other member of the organization. It can range from persistent unwanted messages to more serious threats or personal attacks. With the growing use of remote work and digital communication tools, workplace cyber harassment has become more prevalent and posing significant negative impacts on both individuals and the overall workplace environment.
The Prevention of Electronic Crimes Act 2016 (PECA) is the primary law that deals with cybercrime in Pakistan, which includes social media harassment. Under PECA, it is a criminal offense to use electronic communication to bully, threaten, or harass someone. The penalty for such crimes can include fines and imprisonment.
Dimensions:
According to the Protection Against Harassment of Women at the Workplace Act, 2010, sexual harassment in the workplace may occur in three significant forms:
Abuse of Authority or Quid Pro Quo:
It refers to the situations where a person in authority demands sexual favors by misusing their positions and power to pressure employees into unwanted sexual advances. This includes linking job benefits such as promotions, salary increments, or job security conditional upon fulfilling inappropriate requests.
A workplace with unwelcome behaviors including inappropriate comments, jokes, gestures, or repeated advances, creates discomfort and fear in employees. Such acts hinder an employee’s ability to work effectively and maintain professional relationships.
Adverse actions taken against an employee who refuses to comply with inappropriate advances or reports harassment. This may include unfair performance reviews, denial of promotions, limiting options for training, exclusion from professional rights and opportunities, generating gossip against the employee, or creating an unwelcoming work atmosphere.
Reporting and Inquiry Procedure:
If you believe you have been subjected to or have witnessed harassment or bullying, it is strongly encouraged to report it promptly. Delay in reporting of harassment may increase the chances of its recurrence and escalation. Employees may report harassment anonymously through the designated reporting channels.
Employees may report incidents of harassment to the immediate supervisor, manager, HR/ Compliance Department, or directly to the Anti-Harassment Committee through any of the designated reporting channels i.e email, application, helpline or telephone.
Upon receiving a report of harassment, the designated committee will conduct a prompt, thorough, and impartial investigation. The confidentiality of all parties involved will be maintained, while upholding the principles of fairness and neutrality throughout the process.
If the investigation determines that harassment has occurred, the company will take appropriate corrective action as per severity of the case. The inquiry committee may recommend any of following two types of punishments to the guilty person.
Minor Penalties (based on the nature of offense)
- Warning letter/ show cause notice
- Suspension from services for a specific period
- Withholding increment or promotion, for a specific period
- Stopping at an efficiency bar in timescale, for a specific period
- Recovery of compensation from the salary, benefits, or any other dues payable to the employee found guilty.
Major Penalties
- Removal or dismissal from service (with or without monitory benefits)
- Demotion to a lower post or grade
- Reduction in pay scale within the current or reduced grade.
- Compulsory retirement
False Accusations and Information
If any employee knowingly makes a false accusation of unlawful discrimination or harassment, or knowingly provides false information during the investigation of a complaint, shall be considered a breach of conduct and will be subject to strict disciplinary action, where the severity of disciplinary action will be determined by Inquiry Committee.
Roles & Responsibilities:
- Maintain a safe, respectful and harassment-free work environment.
- Responsible for receiving any complaints or reports of harassment and ensuring they are formally logged and acknowledged.
- Appoint a qualified and impartial inquiry committee to investigate any reported case of harassment in accordance with company policy and relevant laws.
- Ensure all reports are investigated quickly, fairly, and without bias to determine the facts.
- Take timely and suitable disciplinary action or corrective measure based on the severity of the case, if harassment is confirmed.
- Ensure confidentiality and protection of all parties involved.
- Responsible for educating employees about this policy, raising awareness, and ensuring regular training on harassment prevention and respectful workplace behavior.
- Always demonstrate respectful and professional behavior.
- Monitor workplace interactions, address inappropriate behavior promptly, and prevent escalation.
- Take all reports of harassment or bullying seriously and ensure they are directed to HR or the designated grievance platform without delay.
- Uphold impartiality, neutrality, and fairness when appointed to investigate any incident.
- Treating others with mutual respect and professionalism.
- Avoid any behavior, language, or actions that could be perceived as harassment or bullying.
- Report any incidents of harassment or bullying they experience or witness to HR or the designated grievance-handling platform.
- Cooperate with any investigations into harassment claims, providing truthful information and maintaining confidentiality to the extent possible.
Prohibition against Retaliation:
Any employee initiating a complaint, providing information during an investigation, or testifies in any proceeding under this policy shall be protected from retaliation or any adverse employment consequences such as job loss, demotion, or workplace hostility. The management will strictly monitor workplace interactions to ensure that no adverse actions are taken against complainants or witnesses. The HR Department will ensure the safety and security of the complainant and all other relevant individuals.
Policy Dissemination and Training:
The provisions of this Anti-Bullying & Anti-Harassment Policy shall be effectively communicated to all company employees and other concerned stakeholders. Periodic training sessions on this policy and related subjects shall be organized to promote awareness, understanding, and compliance.
Review and Revision:
This policy will be reviewed and revised periodically to ensure its continued effectiveness, legal compliance, and alignment with organizational values and operational needs. The policy may also be reviewed and revised at any time in response to legislative changes, emerging best practices, workplace assessments, or identified gaps in implementation.