Kenya · Data Privacy · Under Review

Remote Work & Telecommuting Policy Department: Human Resources

1. Purpose

The purpose of this policy is to outline guidelines for employees who work from a location other than the official company offices. GovernAfrica (the "Company") recognizes that flexible work arrangements can improve productivity and work-life balance. This policy ensures that remote work does not compromise data security, team collaboration, or legal compliance.

2. Scope

This policy applies to:

  • Full-time permanent employees.

  • Contractors with specific "Remote Eligible" clauses in their contracts.

  • Interns and temporary staff (Subject to Manager Approval).

It does not apply to support staff whose roles require physical presence (e.g., Security, Front Desk, Facility Management).

3. Eligibility & Approval

Remote work is a privilege, not a right. Eligibility is based on role requirements and individual performance.

  • Ad-Hoc Remote Work: Employees may request occasional remote days for personal reasons (e.g., home repairs, appointments) with at least 24 hours' notice to their Line Manager.

  • Permanent Remote Roles: Roles designated as "Remote-First" must be documented in the employee's contract.

4. Working Hours & Availability

While working remotely, employees are expected to:

  • Be available during standard East African Time (EAT) business hours (8:30 AM – 5:00 PM), unless a flexible schedule has been approved.

  • Attend all scheduled virtual meetings via Google Meet/Zoom with camera on (unless bandwidth is low).

  • Log their hours accurately in the HR portal.

5. Equipment & Connectivity

The Company will provide the following for permanent remote staff:

  • One (1) Corporate Laptop (MacBook Air or Dell Latitude).

  • Licensed software (Office 365, Slack, VPN).

Employee Responsibilities:

  • Internet: Employees must ensure they have a stable internet connection (minimum 10 Mbps).

  • Power: In the event of power blackouts (e.g., KPLC outages), employees must have a backup plan (power bank, generator, or relocating to a co-working space). The Company does not accept "lack of power" as a valid excuse for missing deadlines.

6. Data Security & Confidentiality

Remote employees must adhere to the Data Protection Act (2019) guidelines:

  • Public Wi-Fi: Never access company servers using unsecured public Wi-Fi (e.g., at a coffee shop) without using the Corporate VPN.

  • Device Security: Laptops must be locked when left unattended. Family members are strictly prohibited from using company devices.

  • Phishing: Report any suspicious emails to the IT Department immediately.

7. Health & Safety

Employees are responsible for maintaining a safe and ergonomic workspace at home. The Company is not liable for injuries sustained at the home office unless they are directly related to the use of company-issued equipment.

8. Termination of Agreement

The Company reserves the right to revoke remote work privileges at any time if:

  • Performance drops below acceptable standards.

  • The employee fails to be reachable during working hours.

  • Business needs change requiring physical presence.

Acknowledgment By accepting this policy, I certify that I have read, understood, and agree to abide by the terms outlined above.

Approvals:

  • Drafted by: Jane Doe (HR Manager)

  • Approved by: Executive Board

  • Status: Passed