- 1. Travel rules & regulations
Staff members may be asked to travel away from their usual work places on authorized mission; the policy on payment of travel allowances adopted by Humanity Aid Service (HAS) applies to all employees regardless of job category or status. It also applies to consultations on where the mission may take place.
After reimbursable expenses are made. The person making an expense claim shall use appropriate forms available.
The expenses will not be re-imbursed if proper justifying documents (original receipts) are not attached, and consultation with the head office, seeking for approval, except per diem.
Eligible expenses include:
All staff members & volunteers are provided per diem, lunch and dinner to cover the cost of food for each night spent on outside mission approved by Humanity Aid Service (HAS).
All staff members and volunteers are entitled to have accommodation for official trips outside official workplace approved by Humanity Aid Service (HAS).
MODE OF TRANSPORT:
HAS will pay only surface transport as far as possible, i.e. bus(air), if any individual using personal vehicle for Humanity Aid Service (HAS) related work, they can be reimbursed the actual fuel cost based upon the mileage , however the private transport must be shared by more than one Humanity Aid Service (HAS) member or employee .
LEAVE AND HOLIDAY. LEAVE:
All employees of Humanity Aid Service (HAS) are entitled to 12 working days off as paid leave per year. This leave is accrued monthly at the rate of 12 working days.
Employees are entitled to 6 working days of sick leave with pay per calendar year. Sick leave is accumulated at the rate of ½ day every full month worked. MOURNING LEAVE:
In case of death of a parent, child or spouse, employees be given mourning leave of 7 days. Maternity leave:
All female employees are entitled to maternity leave of 90 calendar days on No pay, Paternity leave:
Volunteers are individuals who work at Humanity Aid Service (HAS) out of their own choice. Humanity Aid Service (HAS) will have limited contract with volunteers and will not provide and compensation.
Humanity Aid Service (HAS) believes I s equal employment opportunity to each individual, regardless of race ,colour, gender, religion, age, national or ethnic, origin, disability etc.
NOTICE OF VACANT OR NEW POSITION.
It is the responsibility of the board of members to fill vacant positions as well as new regular position and new temporary positions of duration exceeding more than six months.
For all new positions a job description shall be established and include the following elements;
Description of duties and responsibilities
Conditions of work
Interview and selection as a general rule
A selection committee comprising of at least three members shall be assembled all positions.
The committee will go through the applications received retaining those that show the best qualifications.
Communications policy for Humanity Aid Service (HAS) office business management
Purpose; the purpose of the policy is to control and reduce the communication cost and management of official communications in an effective way
Telephones are the most convenient and fastest mode of communication but for long distance communication they are expensive.
HAS provides the following guidelines to its staffs members;
- a) Telephone users are requested to keep their conversations short in order to keep the cost down and to keep the lines open for other people in and outside the office that need to use the telephone
- In general staffs members should avoid using phones for non-official calls and are encouraged to use STD/ISD facilities available outside the office how over the non-official calls will be billed to employees at prevailing rates
- Individual Email Address or phones are not to be used for official business of the organization
- To keep track of calls each staffs members should have a record sheet in order to make it easily to remember all incoming and outgoing calls and communication
- In order to minimize communication costs as much as possible, email should be used rather than fax or direct long distance calls
- Copies of all incoming and outgoing official communication ( fax letters send or received) should be filed the staffs members sending /receiving important emails should be responsible to print and file such emails a copy should go in the file system
- Regarding international phone calls the need for official call should be discussed verbally the executive director unless exceptional circumstances make this impractical
- All long distance calls and communication should be recorded on sheet along with all required
- information and submit to the finance division each month
Employee termination rules
Prohibition on outside Employee and engagement full-time regular staffs members of Humanity Aid Service (HAS) are not allowed to undertake outside employment
Termination of Employment
Conditions for termination employees shall lose their jobs under any of the following conditions Voluntary resignation.
- I. Personal wishing to resign from post may do so by giving resignation letter to the executive director starting the reasons for resignation and effective date of the same one month of prior notice is required for such resignati
- II. The date which the resignation letter is received at Humanity Aid Service (HAS) office is considered the date on whichnotice of resignation is given, failure to provide sufficient notice may be ground for forfeiture of all accrued employee benefit
Redundancy of the position depending on the nature and volume of its operation Humanity Aid Service (HAS) may declare certain positions redundant person occupying those positions will therefore be forced to be separated from Humanity Aid Service (HAS) with proper notice while doing so HAS will give at least months’ notice in advance
Terminations with cause grounds for employee termination are as follow;
- Continuing inefficiency and gross negligence of duty
- Fund embezzlement
- Misuse of office equipment and other properties
- Repeated unauthorized absence and leaves
- Intoxication while on official business or within office premises
- Unauthorized disclosure of official information.
When employee reaches the age of retirement, according to the country`s law, the employment relationship incomes to an end Humanity Aid Service (HAS) Shall notify the employee by letter, stationing the date the employment terminative. The retiring employee shell receive salary up to the date of departure and other allowances such as the provident fund, as specified in his/ her agreement.
When an employee dies, his/her salary and benefits will automatically be paid to his//her legal heirs procedures for termination and/or Disciplinary Action Humanity Aid Service (HAS) will ask the employee for a written explanation on the offense deemed committed by the employee concerned, identifying the charges against him/her and the particulars of the facts relied upon to supports it .
(ii) The staff member is given 3days working days to submit his/her explanations.
(iii) Based on the written explanations submitted by the staff member concerned and the strength of evidence presented, Humanity Aid Service (HAS) may choose to decide on the charges or pursue further investigation of the case.
(iv) Humanity Aid Service (HAS) can, shall it feel necessary to, suspend the staff in question from duty during the period of investigation subject to the following condition.
Should the staff member be in position to tamper with the evidence against him /her.
A- Should member’s continuing presence in the organization.
Conflict management policy in Humanity Aid Service (HAS).
Whenever dispute arises among Humanity Aid Service (HAS)staff members it shall be resolved in a constructive manner, i.e. the solutions shall lead to positive change , staffs who feel unfairly treated or who have complain about a situation or about working conditions should notify the executive Director immediately.
Humanity Aid Service expects its staff members to adopt attitudes and behavior that maintain the good image of the organization internal and external, HAS staff members shall display an exemplary level of professionalism and integrity furthermore, besides the usual rules every good employee needs to follow (Respect, courtesy, punctuality) there are particular procedures or conduct for members of organization which must be observed.
Since Humanity Aid Service (HAS) is non- political organization, staff members shell not participate in activities of a purely political nature on work premises or during working hours, it is also prohibited to use Humanity Aid Service (HAS) materials for those purposes.
Discrimination and Harassment under HAS principles, no staff member, man or woman has the right to put pressure on another, make intimate advances, give preferential treatment or show sexual favor at work.
Conflict of interest.
TO avoid b putting you in a conflict of interest with the objectives and operations pursued by Humanity Aid Service employees shell respect the following guidelines.
It is prohibited to use Humanity Aid Service property for illegal or unauthorized purposes.
It prohibited for any Humanity Aid Service employee having confidential information to disclose without express authorization beforehand.
Employees cannot at any time accept a job from another employer interferes with their work schedule and their duties and responsibilities.
Employees should avoid putting themselves in situations where direct or indirect interest by Influencing a contract award. Staff members cannot solicit or accept tips, favors, or other forms of gratitude for services rendered or required to be rendered in performing their duties within the organization.
If staff member feels unfairly treated by circumstances that infringe on his/her rights or change his/her employment conditions, he/she should discuss the situation with his/her immediate supervisor. If , after the matter has been discussed and corrective measures taken, an employee feels it has not been satisfactorily settled, he/she can submit a grievances to the Executive Director, who will discuss and n provide appropriated solution. All grievances should be handled internally, because there is no recourse to external mediation or arbitration Performance Evaluation and skills training.
Performance Evaluation system. The performance evaluation system is a means by which HAS increase its efficiency and that of its staff members. The purpose of the system is for the organization to fulfill its mission by attaining its objectives and for staff members to grow and feel fulfilled through proactive performance supervision. The system enables, among other things, the harmonizing of individual staff member objectives with those of HAS, potential and work performance and support of staff improvement by working with them on their development needs .
The annual performance evaluating seeks specifically to;
Promote communication between staff members and their supervisors
Clearly expectations concerning objectives and performance.
Improve employee performance through on-going monitoring and feedback;
Assess and reward individual performance.
Allow staff members to express their career aspirations.
The performance evaluation focuses on the individual staff member in relation to the task and responsibilities assigned to him. It is not necessarily a comparison of one staff member’s performance with that of another. Thus, the staff members work performance is to be assessed in relation to absolute procedures, that is according to the evaluators performance criteria and not according to relative procedures. The performance evaluation also allows Humanity Aid Service to assess the quality of human resources in their department or organization, note important information concerning expectations and needs. And clarify decisions concerning transfers or work as segment.
Holiday and leave:
All staff members are entitled to 12 days of paid leave per year due to public holidays. Public holiday are specified in advance by the executive director. In consultation with the board. Employees who are required to work on public holidays are entitled to compensatory day off.
Humanity Aid Service will keep records of number of hours/days worked by its employees on public holidays.
Request for compensatory leave should be substantiated with this record and approved in advance by the executive director. In event that a public holiday is declared by the government on a certain day without prior notice Humanity Aid Service staff cannot consider its a holiday unless notified by the executive director or the board. All public holidays are subject to the approval of the executive director or the board.
Leave without pay
- 1. Leave without pay may be granted to staff members up to 36 days per year.
- 2. Leave without pay that is taken for a month or more shell not be counted as time worked, hence no benefits should accrue to the employees during such period.
- 3. Staff members on probation are not entitled to leave with or without pay but can accrue such leave during the probationary period.
- 4. Leave without pay is applicable when the employee has exhausted all his annual and sick leave.
An employee who is unable to come to the office is required to notify the office of reason for his/her absence.
Unauthorized absences are grounds for disciplinary action.
(i) An employee that has been absence for two consecutive working days without notice nor explanation shall be personally sought of by the executive director, He/her shall be asked to put in writing the reason for his/her absence.
(ii) If after seven consecutive days of absence, the employee continues to fail to give any explanation of the cause of his/her absence, the employee will be considered to have resigned from his/her position.
(iii) In cases where the employee cannot give any satisfactory answer to the cause of his/her absence, in the judgment of the executive director, the employee may be subjected to disciplinary action. MPLK LMP
A- Assignments and transfers according to project needs, any staff can be transferred temporally or permanently to any location where HAS conducts its activities. The transfer may be the result of a promotion, a change in role due to resource requirements or other ; LN .ing the year.
The second relates to the future and consists of identifying means to be considered to ensure the staff continues to grow and develop. The performance evaluation form should include all the sections need for the evaluation. This includes a section relating to performance evaluation in relation to the objectives established at the outset and in relation to the responsibilities of the position, a section that specifies or targets what is needed for the members development and finally a section allowing staff members and the evaluation to express their respective signatures.
The form should also include a performance level classification and definition of each of these levels. The annual performance evaluation does not have any financial impact on salaries.
It is first foremost a tool to evaluate the staffs performance and take remedial action necessary. Skill training and professional development depending on available funds Humanity Aid Service will poster the professional development of its staff-members in order to be as effective as possible in its activities the training programs chosen should address the actual needs identified and expressed during performance evaluation session.
As part of staffs and organization development activities Humanity Aid Service may at time decide to send a designated staffs members for training or further studies both abroad as well as at local level. Humanity Aid Service will bear the full /partial cost of the training students for this .however the designated staffs sponsored for the training/studies is required to sign a bond with HAS that requires him /her to complete the full tenure of working with HAS.
APPOINTMENT LETTER AND STAFF ORIENTATION
Appointment letter any personal employed with HAS will be issued on appointment letter prior to his/her employment by HAS the appointment letter will officially announce his/ her position within Humanity Aid Service the place of assignment and the effective date of employment the appointment letter will carry annexes specifying the employees job de4scription team of employment.
Approbation period of three months shall apply to all Neal.
Staff members from the data of hire. Exception, the probation period may be extended to six months. Incase if anew staff member fails to perform in accordance to expectations of HAS staff/ board, he/she will be given a notice, terminating the contract at the end of the probationary period.
All new staff members will get orientation about HAS mission, vision and strategies it’s structure and the staff with in it the policies and conditions of employment the internal rules and regulations etc.
Humanity Aid Service be lining in attracting and retaining a qualified and effective work force through a system of payment that is both appealing and fair, All staff members of HAS are entitled to a basic salary, depending upon their skill, qualification and experience the basic salary will be mentioned in the appointment letter.
. SALARY INCREMENT:
Salary increment will be based upon an employee’s position and performance, position and performance, increment will be provided to staff members on annual basis after their performance evaluation.
Salary increment is calculated on the basis of basic salary of the staff.
COMPUTER POLICY FOR HAS OFFICE MENAGEMENT.
HAS seeks to effectively manage the computer system for guiding the use, maintenance and security of the computer equipment. Staff members are responsible for ensuring that the procedures and polices suggested here are followed.
Using computer equipment requires particular care because of its fragility and high cost, access to the equipment should they be strictly reserved to HAS staff members only .Those staff members who are unable to handle commonly-used software will be given an orientation by the senior staff on request. At least one HAS staff members will be trained in handing minor maintenance of computers and accessories at the office.
A-In order to safeguard the computers against viruses. The external drive (C Ds/DVDs/ floppies/pen drives) that are at y t d o office are only to de used. In the same way. No external drive from any source other than from sealed packets shall be used in the computers, unless it is first scanned with a latest anti-virus software.
B-In order to safeguard computers from viruses’ antivirus software has been installed in the computers .the virus list for this program should be up dated on a regular basis. It is the duty of the staff who has been assigned a computers.to update the virus list on all HAS computers.
C-There should be at least two backups of all important documents’ one copy should be on the hard disk of the computer assigned to the concerned staff member and second copy on a C D/DVD KEPT IN THE OFFICE.
D-The computers of HAS should normally be used by its staff members, consultants and volunteers should seek prior permission of HAS staff members before using his/her computer in the office.
Saving documents in the computers:
In order to streamline the procedure to save documents in the computer and to make it easier for people to find documents and make back-ups of important documents ,each staff member should have a C:/MY document directory in his/her computer. This directory should be broken down into sub-directories to facilitate retrieval of important documents. Each staff members will include a copy of all their important documents to be back-up on a directory entitled back- up.
Back-ups of document:
-In order to safeguard important documents and other work done by the staffs the back-up directory of the staff member shall be backed up on CD/DVF once every week (every Friday) and the CD/DVD stored by the staff member.
. Humanity Aid Service Finance policy
. Fund re capt
. Sources of funds
HUMANITY AID SERVICE SOURCES OF FINACE:
A- Dona supported project fund. B- Membership fees
C- Income from short term professional services and con sultans assignments undertaken by Humanity Aid Service.
D- Grants donations received from philanthropic organizations and individuals
HUMANITY AID SERVICE CORE FUND:
The following are identified as Humanity Aid Service care programed:
- Humanity Aid Service administrative expenses (house rent, utilities, administrative officer peon)
- B- Ashreya shiver shelter.
C- HAS befriending service “sumitra”
Any programed coming to Humanity Aid Service must allocate some funds to support this core programed.
. Signatories to cheque books
The president of Humanity Aid Service, its treasurer and one other office bearer will be signatory to Humanity Aid Service cheques money can be released by the signatories of two signatories, however any cheque of more than 85000 will require the signature of the president.
TYPES OF ACCOUNTS
The following three types of accounts will be maintained by Humanity Aid Service.
1- Central Accounts.
All income accrued to Humanity Aid Service will be deposited in the central account, the president, secretary general and treasurer are authorized to operate the bank account’ two signatures of either of those official will be required for fund disbursement.
Humanity Aid Service will keep fixed deposit saving account for its trust fund.
3- Petty Cash Fund.
A petty cash fund of & 3000 is kept to cover payments not exceeding &3000 the accountant/office administrator will handle this account and is to be liquidated every two weeks. The president and/or treasurer will ensure proper handling of petty cash fund through surprise checks from time to time.