1.1 Work Environment and Cooperation

• Respect for colleagues, beneficiaries and visitors without any form of discrimination;
• Constructive cooperation and professional representation of the organisation at all times;
• Clear, courteous and transparent communication;
• Avoidance of excessive noise during working hours;
• Notifying the department at least one day in advance of planned meetings.

1.2 Hygiene and Safety

• Keeping work areas clean and tidy;
• Immediate reporting of any potential hazard or accident;
• Compliance with ergonomic rules for desks, chairs and equipment;
• Keeping evacuation routes and emergency equipment clear and functional;
• General cleaning of the workplace every Friday.

1.3 Data Protection and Privacy

• Confidential physical documents are kept in locked cabinets;
• Electronic files with personal data are stored only on the internal network;
• Personal data is not shared via email without encryption or proper authorisation;
• Unusable documents containing personal data are destroyed with a shredder;
• Personal devices are not used for confidential data without authorisation.

1.4 Dress Code and Professional Conduct

Employees maintain a dress code appropriate to their position and the day's activity. Conduct must always be professional and respectful towards all parties.

1.5 Official Working Hours

• Working week: 40 hours, 8 hours per day, Monday to Friday;
• Arrival: 09:30–10:00  |  Departure: 17:30–18:00;
• The specific schedule for projects is set by the Secretary General.

1.6 Access and Key Management

• Keys are held by: the Executive Director, the Secretary General, the Head of Finance;
• A backup copy is held by the Head of Administration;
• Copying of keys requires prior authorisation from the Secretary General;
• Loss of keys is reported immediately to the Secretary General.

1.7 Communication and Meetings

• General meeting: every Monday at 11:00;
• Activity update: on the 1st and 15th of each month;
• Meeting notices are sent at least one day in advance;
• Coordination of major activities: no less than 10 days before the activity;
• The Executive Director or Programme Director must always be in "Cc" for official communication.

1.8 Vehicle, Printing and Equipment Procedure

• RVA vehicles are used only for work purposes by authorised staff;
• Every trip is recorded in the vehicle logbook;
• Unnecessary printing is avoided; digital documentation is encouraged;
• Incoming and outgoing correspondence is recorded in the organisation's protocol register.

2.1 Equality and Non-Discrimination Policy

The recruitment process does not allow any form of discrimination on the basis of:

• Ethnic or national origin (including Roma or Egyptian identity);
• Gender, sexual orientation or gender identity;
• Age, family status or marital status;
• Religious or political beliefs;
• Disability or health condition;
• Any other characteristic protected by law.

2.2 Recruitment Procedure

1. The Programme Director and Executive Director approve the job description;
2. The Head of Finance confirms the salary level according to the budget;
3. The vacancy is published on the website, social media and institutional contacts;
4. The selection panel reviews the applications;
5. Interview with 2–3 shortlisted candidates;
6. Verification of references and documents;
7. Job offer and signing of the contract.

2.3 Orientation for New Employees

On the first day of work, the employee is introduced to:

• RVA's history, mission, values and organisational structure;
• The operational policies and procedures set out in this handbook;
• The internal reporting and communication system;
• The conflict of interest and confidentiality policies;
• The duties and objectives of the new position.

2.4 Personnel Files

Each employee's file must contain: the original employment contract, the job description (ToR), the CV and qualification documents, a copy of the work booklet, a copy of the identification document, the annual performance evaluations, training documentation, and any official correspondence related to employment.

Files are considered confidential. Access is allowed only to the Executive Director and the Head of Finance.

3.1 The Employment Contract

Each employee signs an individual employment contract pursuant to Article 21 of the Labour Code, which must contain: the names of the parties, the place of work, the job title, the start date, the basic salary and pay frequency, the duration of the working week, the notice period for termination, and a reference to the collective agreement.

3.2 The Probation Period

The probation period may not exceed 3 months for ordinary jobs and 6 months for managerial positions (Article 140 LC). During this period either party may terminate the contract without a notice period, while the employee enjoys all other legal rights.

3.3 Pay and Bonuses

• The minimum salary always respects the statutory minimum wage set by CMD;
• An annual salary review is carried out based on the performance evaluation;
• Bonuses are awarded according to performance and budget availability;
• Salary confidentiality is protected as personal information.

3.4 Social and Health Contributions and Tax

• Social contributions: the employer 15% and the employee 9.5% of gross salary;
• Health contributions: 1.7% from the employer and 1.7% from the employee;
• Personal income tax (PIT): applied according to the progressive scale;
• The Finance Department is responsible for calculating and paying the obligations.

3.5 Leave

Official Holidays

Employees receive paid leave on all official holidays set by CMD. RVA's offices are closed on these days, except in emergency cases.

Annual Leave

Full-time employees are entitled to 22 working days of paid annual leave.

Sick Leave

• Absence of up to 1 day: deducted from annual leave;
• Absence of 2–3 days: a medical report is required;
• Up to 14 working days with a medical report: not deducted from annual leave;
• Over 14 days: documented with the health insurance authorities.

Maternity / Parental Leave

• Mothers: 365 days in total (35 days before birth + 63 days after birth mandatory + the remaining portion optional);
• Fathers: 3 days of paid leave after the birth (Article 132/1 LC);
• Funding: 80% of the average daily salary for the first 150 days; 50% up to 365 days;
• The employer cannot oblige the employee to return before the statutory leave.

Unpaid Leave

• Available for employees with more than 1 year of work, up to 30 calendar days per year;
• Requires prior approval from the Executive Director.

Special Paid Leave

• Employee's marriage: 3 days of paid leave;
• Death of a spouse, parents, children: 5 days of paid leave;
• Serious illness of close relatives: up to 10 days of unpaid leave.

3.6 Termination of the Contract

Voluntary Resignation

• Written notice at least 30 days before departure (Article 153 LC);
• Handover of inventory and documentation during the final week;
• Payment for days worked and unused leave in accordance with the law.

Dismissal with Notice

The employer may terminate the contract with written notice (Article 144 LC) in the following cases: irremediable decline in performance; unjustified absence for 3+ consecutive days; breach of the rules; repeated disciplinary breaches.

Dismissal without Notice — Causa Justa

Pursuant to Article 147 LC, only for serious reasons: intentional damage to property; fraud or document forgery; criminal activity; disclosure of confidential information; flagrant contractual breach.

3.7 Conflict of Interest

The employee must: immediately declare any actual or potential conflict of interest; abstain from decision-making when in a conflict of interest; document any conflict situation.

3.8 Confidentiality

The confidentiality obligation covers organisational strategies and plans, financial resources, the personal data of staff and beneficiaries, as well as information on donors and partners. This obligation continues even after the end of the employment relationship.

3.9 Inventory and Property of the Organisation

The employee is responsible for any organisational property entrusted to them. It is forbidden to move equipment without authorisation, to use it for personal purposes, and to damage or neglect it. Inventory is handed over in full during the departure procedure.