Grievance Policy

1. Purpose:

This Grievance Policy and Mechanism aims to provide a fair and confidential process for employees and stakeholders to raise concerns, complaints, or grievances related to work-related matters. We are committed to resolving grievances promptly and impartially, fostering a positive work environment that respects the rights and dignity of all individuals.

2. Scope:

This policy applies to all employees, contractors, suppliers, customers, and any other stakeholders associated with Qima Coffee. It covers grievances related to workplace issues, discrimination, harassment, work conditions, health and safety, or any other matter affecting the work environment.

3. Principles:

All grievances will be treated seriously, confidentially, and with sensitivity. Employees and stakeholders have the right to raise grievances without fear of retaliation. The process will be impartial, ensuring a fair investigation and resolution. The organisation is committed to maintaining open channels of communication.

4. Grievance Mechanism:

a. Informal Resolution:

Employees and stakeholders are encouraged to resolve grievances informally, whenever possible, by discussing concerns with their immediate supervisor or the relevant person involved. This step promotes open communication and the potential for swift resolution.

b. Formal Grievance Submission:

If the grievance remains unresolved or is of a sensitive nature, the individual may submit a formal grievance in writing to the Human Resources Department. The grievance should include the following details:

• Date of submission

• Name of the grievant

• Nature of the grievance

• Relevant individuals involved

• Steps taken to resolve the matter informally

c. Grievance Review and Investigation:

Upon receipt of the formal grievance, the Human Resources Department will initiate an impartial investigation. The investigation team may include HR representatives, relevant managers, and any other appropriate parties.

d. Confidentiality:

All parties involved in the grievance process are required to maintain strict confidentiality throughout the investigation to protect the privacy of individuals concerned.

e. Timely Resolution:

The organization will make every effort to resolve the grievance promptly, recognizing that some matters may require more time for a thorough investigation.

5. Grievance Outcome:

The organization will communicate the outcome of the investigation to the grievant. Depending on the nature of the grievance, outcomes may include:

• Corrective actions to address the issue and prevent future occurrences.

• Disciplinary actions, if warranted, against individuals found responsible for wrongdoing.

• Recommendations for policy changes or improvements to prevent similar grievances in the future.

6. Appeal Process:

If the grievant is dissatisfied with the resolution, they may appeal the decision. The appeal should be made in writing to a higher-level authority within the organization, and the organization will conduct a further review of the case.

7. Non-Retaliation:

The organization strictly prohibits retaliation against any individual who raises a genuine grievance or participates in the grievance resolution process.

8. Review and Revision:

This policy will be periodically reviewed and updated as necessary to ensure its effectiveness and compliance with relevant laws and regulations.

9. Communication:

The Grievance Policy and Mechanism will be communicated to all employees and stakeholders. Training on the policy will be provided as needed.

Qima Coffee is committed to maintaining a respectful and inclusive work environment. This Grievance Policy and Mechanism reflects our dedication to resolving issues promptly and fairly, fostering trust, and upholding the rights of all individuals associated with our organization.