1. In everything we do, we must ensure that we are acting in the best long-term interests of our customers, our communities and for KBZ MS GENERAL INSURANCE. The KBZ MS GENERAL INSURANCE Code of Conduct (the “Code”) sets out the principles and standards of behavior that we expect of everyone who works for KBZ MS GENERAL INSURANCE. These principles define us, and are the standards by which we deal with our customers, business associates, stakeholders and each other. The Code upholds our core values of:
2.This Code covers all employees, whether they are part-time, full-time or term-contract, working with KBZ MS GENERAL INSURANCE and its branches.
3.This Code of Conduct is to be read in line with the following documents:
3.1 Social Media Policy
3.2 Disciplinary Procedure
3.3 No Gift Policy
3.4 Attendance Policy
3.5 Whistle-blowing Policy
3.6 No Smoking Policy
3.7 IT Security Policies on "Company Electronic Data Policy" and "IT Password Standards"
4.Each of us should use the Code in our daily work as it enables us to make good choices, behave responsibly and act with the highest integrity in everything we do. Integrity is and must always be the cornerstone of our business operations and the starting point of all our actions and decisions.Our reputation for excellence is a key competitive advantage and we must never do anything to put that reputation at risk.
5. KBZ MS GENERAL INSURANCE expects all employees to be scrupulously impartial and honest in all matters relating to the company.All employees also bear a responsibility to act as ambassadors for the company in terms of their general conduct both within and outside the organization.
6.The expectations that KBZ MS GENERAL INSURANCE has of an employee includes the following:
7. Gifts and Hospitality
7.1 In addition to the responsibilities in para 2, KBZ MS GENERAL INSURANCE requires all employees to ensure that gifts and hospitality offered to them are declined as spelt out in the No Gift Policy. This applies whether the gifts or hospitality are offered within, or outside normal working hours. If employees are unable to decline the gift,they are expected to declare these gifts to HR Head using the appropriate form. Breach of such integrity will be subject to disciplinary action.All employees are required to sign the Act of Integrity Policy and Declaration Form (see Annex A) when they first join the company.
8. Transaction of Private Business
8.1 Employees having official dealings with customers, contractors and other suppliers of goods or services must avoid transacting any kind of private business with them by any means other than the company's normal commercial channels. No favor or preferences as regards price, or otherwise, which is not generally available, should be sought or accepted.
9. Visits to Conferences, Exhibitions,etc.
9.1 KBZ MS GENERAL INSURANCE intends that when it is necessary for employees to attend conferences, exhibitions and similar occasions, it should bear the travelling and other associated expenses itself. Exceptions to this general rule will only be permitted with the approval of the senior management.
10. Attendance at Luncheons, Dinners, Receptions, Hospitality Events,etc.
10.1 Where it is evident that the work of the company will be facilitated, invitations to attend receptions, luncheons, dinners, hospitality events, etc. may be accepted under the following rules:
NB:The important difference between, for example, attendance in an official capacity at a function organized by KBZ MS GENERAL INSURANCE or one of its associated companies and the acceptance of hospitality from a private individual or firm should be recognized.
11. Bribery and Corruption
11.1 KBZ MS GENERAL INSURANCE has a strict anti-bribery and corruption policy. A bribe is defined as giving someone a financial or other advantage to encourage that person to perform his or her functions or activities improperly or to reward that person for having already done so.
11.2 If an employee bribes (or attempt to bribe) another person, intending either to obtain or retain business for the company, or to obtain or retain an advantage in the conduct of the company's business this will be considered gross misconduct. Similarly accepting or allowing another person to accept a bribe will be considered gross misconduct.In these circumstances, the employee will be subject to formal investigation under KBZ MS GENERAL INSURANCE’s Disciplinary Procedure, and disciplinary action up to and including dismissal may be applied.
12. Conflict of Interest
12.1 Prior to or in the course of work, an employee must fully disclose to the HR Head when a conflict of interest arises. These situations include:
12.2 All employees must sign the Conflict of Interest Policy & Declaration Form upon joining KBZ MS GENERAL INSURANCE(copy in Annex B).
13. Identification
13.1 All employees will be issued with Identification Cards which should be prominently displayed while on official duty and in KBZ MS GENERAL INSURANCE’s premises.
14. Confidentiality
14.1 In the course of work, an employee will receive, handle or be aware of confidential information pertaining to other employee, customer’s information, or KBZ MS GENERAL INSURANCE’s information. Employees are expected to ensure strict confidentiality and not to disclose such information beyond what is necessary for the performance of his/her duties. Breach of such confidentiality will be subject to disciplinary action.
14.2 The employee must not, either during or after his or her service, access, copy, extract or translate them for unofficial use or allow others to do so.
14.3 If an employee mistakenly receives information that is wrongly forwarded, in either paper or electronic form, the employee must promptly inform the issuing party of the error and return the documents or destroy the information promptly, whichever is appropriate.
14.4 No information can be released to unauthorized persons within or outside the company or to external bodies, agencies or organizations. The CEO will designate employees who are authorized to release any company’s information. For CEO and above, approval should be sought from their reporting supervisors.
14.5 If doubt exists as to the validity of an organisation or individuals to receive information, this must be checked with CEO. For CEO and above, approval should be sought from their reporting supervisors.
15. Personal Relationships
15.1 If a personal relationship between two employees develops within the working environment, the onus is on the more senior employee of the two to bring this to the attention of his or her Department Head to confirm that there is no conflict of interest, nor will a conflict of interest arise. The Department Head should inform HR Head who will make a record of this. The company reserves the right to move or transfer one of the employees concerned if it deems it necessary to do so.
16. Punctuality
16.1 All employees are required to report for work punctually according to their scheduled work hours. While KBZ MS GENERAL INSURANCE encourages employees to work harmoniously with their colleagues to promote a co-operative and conducive work environment, employees should not abuse this by lingering at the coffee/water cooler or being away from their workstation unnecessarily.
17. Secondary Employment
17.1 All employees are required to seek written approval from CEO through their Department Head and HR Head, if they intend to have any secondary employment whether it is paid or unpaid.
18. Computer and Network Usage
18.1 It is every employee’s responsibility to maintain proper utilization of all computing and network resource.
18.2 Passwords to computers or any computer systems are issued to individual employees and each employee must ensure that these passwords remain confidential and are not shared with another employee or any 3rd party. An employee who hands his/her password to another employee or 3rd party is in breach of the company’s rules and will be subject to disciplinary action.
18.3 For further details on this, please refer to the IT Security Policies on "Company Electronic Data Policy" and "IT Password Standards".
19. KBZ MS GENERAL INSURANCE’s Property
19.1 All items issued to employees in the course of work, e.g. IT equipment, passwords to systems, mobile phones, keys (including electronic keys), files, manuals, etc. will remain the property of the company and must be returned to authorized personnel upon termination of employment. These should not be handed off to any other person.
19.2 Employees must be responsible for such items in their possession. While replacements will be made for wear and tear or in accordance with the relevant replacement schedule, replacement (of equivalent value) for damage or loss through negligence is the responsibility of the employees and KBZ MS GENERAL INSURANCE reserves the right to recover such costs from the employee.
19.3 Security of the office premises is the responsibility of all employees. Any employee entering the office premises outside the official office hours on weekdays or during the weekend must have a valid purpose. Any unauthorized access is a breach of the company's rules and may result in disciplinary action leading to dismissal.
20. Political and civic activities
20.1 Employees are not prohibited from joining any political party or participating in political activities. It is also not the intention of the company, or this policy, to dissuade employees from participating actively in non-political public or social duties. It is important, however, that by doing so there is no suggestion to a third party that the employee is acting on behalf of, or with the support of, KBZ MS GENERAL INSURANCE. To avoid any misunderstanding, no company employee should permit his or her KBZ MS GENERAL INSURANCE affiliation to be noted in any outside organization's materials or activities without the express written approval of the Department Head who will consult with HR Head prior to any decision.
21. Employees should at all times conduct themselves in such a way as to enhance the reputation of the company. Respect for each other is the accepted norm and the company will not tolerate any bullying, belittling, malicious gossiping, use of inappropriate language, misrepresenting facts or discrimination by an employee against another employee.
22. KBZ MS GENERAL INSURANCE will support employees who become aware of and are willing to report breaches of this policy or who genuinely believe that a breach is occurring, has occurred or is likely to occur within the business. Employees should raise the issue internally with their manager/supervisor or HR Head or in accordance with the company’s Whistle-blowing Policy.
23. These standards of conduct are intended to underpin and clarify standards required by KBZ MS GENERAL INSURANCE of its employees and form a fundamental part of the employment contract. Employees who fail to comply with the guidance detailed in this Policy could be subject, following full investigation, to disciplinary action up to and including dismissal. If through their actions or omissions, employees are found to be in breach of either this Policy or their legal responsibilities, the company reserves the right to take legal action if it deems it necessary to do so.
24. This Code of Conduct shall take effect from the date of signing. All revisions, adjustment or addition made to this Code must be decided by authorized person.
25. This Code of Conduct shall be made in both English and Burmese. If there are any discrepancies between the 2 versions, the English version shall prevail.
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