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Procedure - Grievance Protocol

Section: Human Resource Procedures 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources 
ProcedureName: Formal Grievance Protocol 
Origination Date: March 2025

Purpose
This procedure provides a structured process for employees to formally express concerns or grievances regarding corrective actions taken against them. It ensures fairness, transparency, and adherence to the organization's policies while maintaining a respectful and professional workplace.

Scope
This procedure applies to all employees who wish to contest a corrective action, including verbal warnings, written warnings, suspensions, or other corrective measures.

Steps to File a Grievance
Step 1: Informal Resolution (Optional)
Employees are encouraged to discuss their concerns informally with their immediate supervisor or director to seek clarification and potential resolution before filing a formal grievance.

Step 2: Formal Grievance Submission
If the matter is not resolved informally, the employee may submit a written grievance by completing the formal grievance form and submitting it to the Human Resources (HR) Department within five (5) working days of receiving the corrective action. 

Step 3: Acknowledgment and Review
HR will acknowledge receipt of the grievance within two (2) working days and initiate a review. This may involve:

  • Consulting the employee’s supervisor or director

  • Reviewing relevant documents, policies, and performance records

  • Interviewing any relevant witnesses, if necessary

Step 4: Grievance Hearing (If Applicable)
If deemed necessary, HR will schedule a grievance hearing within seven (7) working days of receiving the complaint. The employee can present their case, and a neutral HR representative will oversee the proceedings.

Step 5: Decision and Resolution
HR will write the final decision within five (5) working days after reviewing all facts. The decision may result in:

  • Upholding the corrective action

  • Modifying or revoking the corrective action

  • Implementing an alternative resolution

The decision made at this stage is final unless the employee wishes to escalate the matter further.

Escalation (If Applicable)
If the employee is dissatisfied with HR’s decision, they may escalate the grievance to the Vice President within three (3) working days of receiving the HR decision. The Vice President and Senior Management will conduct an independent review and provide a final ruling within seven (7) working days.

Confidentiality and Non-Retaliation
- All grievances will be handled confidentially, and employees will not face retaliation for raising a legitimate concern in good faith. - Retaliation against any employee for filing a grievance will be subject to corrective action.

Record-Keeping
HR will maintain records of all grievances, decisions, and actions taken for compliance and reference purposes.

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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.  

For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.  

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