Management Guidelines

Contents

 Organizational Management:

• The General Body
• The Executive Committee.
• The Advisory Council
• Management bodies at different levels.
• Key roles of the CEO

 Office Management:

• List of Departments with their functions.
• List of office files: central & field offices.
• List of office records.
• Office hours.
• Holydays.

Personnel management:

• Staff recruitment
• Condition of services
• Staff evaluation
• Ending and resignation of services.
• Staff leave
• Kinds of leaves and policy.

 Management of disciplinary affairs:

• List of General Misconduct (Am`vPib)
• List of serious misconduct
• Procedures of dealing general and serious misconduct.
• Punishment for general and serious misconduct.
• Rules of suspension.
• Termination, redundancy & dismissal.

 Financial Procedures:

• Staff remuneration policy.
• Pay scale.
• Staff service Facilities.
• Traveling Allowance (TA).
• Per-diem (Daily Allowance)
• Advance receive and adjustment.
• Payment against residential accommodation.

 

Administrative and Management Guidelines

 

Introduction: Management of an organization is a continuous process. It is the Key point of an organization. Dynamic and strong management can ensure the sustainability of an organization while its weakness is the most powerful obstacle towards its progress and improvement. Management of an organization must have its well-defined and specific operational guidelines in written, which are followed by the executives and staff members from top to bottom in practicing their usual roles and responsibilities. These will resist and reduce operational irregularities and mismanagement and thus save the authority from misunderstanding and conflict. Similarly well-defined staff service policy increases staff motivation and organizational discipline. The Organization is going to publish its management guidelines and staff service rules in order to strengthen its management and administration. It will help the central authority to lead the organization in the right way and the project authority to implement all ongoing interventions smoothly.  

 

 

Organizational Management:

The general body: The Organization has a general body (GB) consisting of its all kinds of general members. It is the supreme decision making forum of the organization. It usually-

• Sits twice in a year with one Annual general meeting.
• Formulates and approve policies, by-laws, annual budget & expenditures and issues relating to Administration and Management.
• Elects Executive Committee (EC) among its general members as per constitution.
• Distributes roles and responsibilities among the members of the EC and fix up their remuneration.
• Appoints the Chief Executive and top level executives.
• Arranges to hold EGM if needed.
• Approves amendments of organizational constitution.
• Approves decisions and activities taken by the EC.

 

The Executive committee (EC): The EC is elected among its general members through a general meeting at the end of a term according to its constitution. The EC generally-

• Holds meetings at quarter basis.
• Plans & executes yearly activities.
• Formulates yearly budget and approve the budget & program plan of

                       field offices.

• Appoints auditor's farm.
• Runs & co-ordinate management & administrative functions.
• Maintains Bank account as joint signature basis.
• Formulates and approves pay structure and financial facilities for

                        employees.

• Raising funds, collects loan and other resources for the Organization.
• Makes & approves management committees at different levels.
• Arranges to hold AGM, EGM & elections.
• Sign memorandum/ contracts in favour of the organization.

The Advisory council: The Organization has the provision to form an advisory committee with expatriate and experienced persons to provide necessary counseling and guidance as and when necessary. They will be invited in the AGM. If any organizational crisis arises, the advisory council will play active role. The advisory committee members will play specific roles as/if requested by the EC.

 

Management bodies at different levels: 

The organization has the provision to form and activate the following management committees but not a mandatory :

• The Personnel committee consisting of 3/4 Sr. staff members.
• Purchase and sale committee consisting of 3/4 Sr. staff members.
• Finance committee
• Area/zonal management committees based at area/zonal offices.
• Composition and functions of the committees will be formulated by the

EC and will be revised and up dated time to time.

Key Roles of the CEO :

1. General administration
2. Personnel, finance & program management.
3. Find out donor and financial sources and contact & liaison with them.
4. Coordinate with different sections of the organization.
5. Implement organizational policy duly approved by the organizational authority.
6. Coordinate with General body & Executive committee.
7. Monitor staff attendance & discipline.
8. Approve travel schedule of staff members with its monitoring & follow up.
9. Ensure periodical reports preparation & submition.
10. Ensure production of Annual report & Annual Audit Report.
11. Create training opportunities for staff and utilize the whole facilities.
12. Promote organizational values and reputation.
13. Play role as a joint Bank signatory
14. Take appropriate and quicker decision at all times.
15. Asset staff performance and complete yearly staff appraisal.
16. Approve staff recruitment, transfer, promotion & punishment.
17. Arrange necessary financial and logistic support for the organization.
18. Represent the organization home and abroad.
19. Do any other task/ responsibility as deemed to be necessary for the organization.

 

Office Management:

List of Departments with their functions :

The Organization will run its functions through the following departments/ sections :

Finance & accounts department :

• To manage & run financial activities.
• To keep proper records.
• To prepare financial reports.
• To transact & operate Bank Accounts.
• To pay staff salary & bills against expenditure.
• To furnish internal & external Audit
• To enumerate income & expenditure
• To maintain stock register up the organization.

 

Human Resource Department (HRD) :

• To recruit, train up & deployment of staff.
• To monitor, evaluate and appraise staff performance.
• To process staff transfer posting, promotion, demotion & punishment measures.
• To keep & maintain personnel records through individual personnel life.
• To keep & maintain staff leave records.
• To finalize clearance of staff leaving the organization.

 

Program Implementation & coordination Department :

• To implement, follow up & evaluate ongoing programs.
• To monitor regularly field programs
• To support the field offices with necessary finance, manpower & logistics.
• To supervise Branch/ Area office activities.
• To achieve organizational objectives through the programs.
• To arrange monthly & other meetings with concerned staff.
• To arrange adequate training for staff.
• To arrange workshop/ seminars on special issues.
• To initiate to activate and motivate staff members in the best way.

 

Monitoring, Evaluation & Research Department :

• To find out qualitative status of the field programs.
• To monitor and evaluate ongoing programs.
• To prepare monthly, half yearly and annual report.
• To compile & publish organizational publications.
• To conduct action research.

 

Training Department :

• To assess staff training needs.
• To plan, organize & facilitate training courses.
• To evaluate, follow up and monitor training activities.
• To prepare & maintain training materials.
• To develop training module, curriculum with its up dating time to time.

 

List of office files: central & field offices.

 

List of office records.

 

Office hours :

Office hours in the central office and in the branch offices will be different. Generally working week will be from Saturday to Thursday. Govt. holidays and organizational holidays will be observed accordingly. Office hours will be as follows :

 

Central Office :    9 : 00 A. M. to 5 : 00 P. M. (In all seasons)

 

Branch Offices :   8 : 30 A. M. to 4 : 30 P. M.

 

Authority will have the discretion to done any amendment in the above schedule.

Holydays : The staff of the organization both at central office and in the field offices will avail all the Govt. approved holidays. They will also avail holidays approved by the organization. But in any holyday if there is any emergency for the organization all staff members will be bound to work and response as needed.

Personnel management:

Staff recruitment: To run ongoing program implementation the organization will have to recruit a team of complement staff members through a structural process. It should follow the under noted steps in staff recruitment process :

• To publish advertisement seeking job application through daily news paper.
• To form a recruitment committee consisting of ¾ Sr. staff members.
• To conduct the recruitment process in a fair and transparent way.
• To ensure selection of appropriate persons for the vacant positions.

 

The organization will have the following kinds of staff :

• Staff on probation
• Regular staff
• Part time staff
• Volunteers

 

Condition of services :

1. - All regular staff should go through a process of probation for at least 6 months after   successful completion of probation. One can be considered for getting confirmation as a regular staff. During the probation he/she would get a consolidated remuneration. After regularities, he may avail of the financial facility as per existing pay scale.
2.  - All positions in the organization are transferable.
3.  - Any designation may be changed as per need.
4.  - Considering the eligibility and total fitness, one can be selected for promotion to higher grade.
5. - Any staff may be terminated from the job of the organization on the grounds of  breaking discipline, misconduct, less skillness and for anti-organizational activities.
6. - Financial facilities will be given according to service rule of the organization.
7. - In general, 60 years age will be the limit for retirement.

 

Staff Evaluation : Skilled staff and quality work are the major factors for a good organization. Staff evaluation is very important in this process. Promotion and increased financial facility may enhance motivation of any staff. But before promotion or financial facility, they should be evaluated sharply. Staff evaluation may be in the following way :

• Performance observe
• Achievements of target
• General behavior, discipline & time keeping
• Yearly staff appraisal.

 

Ending and resignation of services : Authority may turn end the services of any staff on any punishable ground or non utilization of the relevant staff. On the other hand, any staff may resign at any time giving at least one month’s notice or surrender of one month’s salary. In case of termination organization may consider one month’s salary to the relevant staff.

 

Staff leave : Regular staff will be entitled to avail leave as per organizational provision. But week ends and Govt. holidays may be availed by all categories of staff. Organization has sanctioned specific leaves for its staff which may be availed through defined process.

 Kinds of leaves and policy :

The organization has created the following leaves with its policies explained in the following :

• Govt. Holidays :    All kinds of staff avail these leaves.
• Casual leave :  All regular staff members may avail 10 (ten) days casual leave in a calendar  year.
• Earned leave : Staff member’s may avail 12 days as earned leave in a year.
•  Medical leave :  Regular staff may avail 10 days medical leave in a year.
• Maternity leave : Women staff members may avail maternity leave for 45 days in a term subject to maximum twice in the whole service length. Additional leave may be sanctioned as leave without pay.
• Study Leave: Any staff if intends to avail leave on the grounds of education, long training and such other grounds relating to study or education may apply for study leave. Study leave should be in the form that organization will be benefited. However, study leave approved or rejected will entirely depend on the authority. All kinds of study leave will be "leave without pay". Only regular staff and served at last five years can apply for this kind of leave.
• Extra- ordinary leave: On any family or personal extra-ordinary purposes any staff can apply for extra-ordinary leave. This kind of leave will also be "leave without pay" and will depend fully on the decision of authority.   

 Management of disciplinary affairs :

Staff conducts and discipline:

Each staff of the organization will:

• Abide by service policy and rules provided by the organization.
• Maintain subordination with sincerity, honesty and punctuality.
• Try the best for the development of the organization.
• Maintain strict confidentiality and secrecy regarding organizational affairs.
• Not take any part time or full time job outside without permission of the  authority.
• Not be absent from duty without permission.
• Submit anything through proper channel.
• Not take any financial or any kind of facility from any client or beneficiary of the organization.
• Not show partiality, meanness, autocracy and misappropriation power and status.

 

List of general misconduct (Am`vPiY):

• Leave without permission.
• Negligence in work.
• Station leave without permission.
• Disclose secrecy of office.
• Waste any asset of organization.
• Misbehavior with colleagues or beneficiaries.
• Wear objectionable dress.
• Collect subscription for any purpose.
• Going of activity for self development.
• False allegation.
• False information giving.
• Lack of activity for self development.
• Lack of cleanliness.
• Smoking in office premises.
• Addiction to drug/ alcoholic items.
• Insincerity and falsehood in any organization issue.  
• Publish or distribute any pamphlet, leaflet etc or conduct any illegal meeting.
• Habitual late attendance in work.
• Earlier office leave.
• Bad time keeping, gossiping, disturb others in work.
• Use organizations asset in personal grounds.
• Not use of office uniform ( guard /peon)

 

List of serious misconduct (¸i“Zi Am`vPiY)

• Misappropriation/ misuse of organizations/money.
• Illicit relations.
• Insubordination (Not carrying out the orders of the seniors.)
• Failing to keep official secrecy.
• Fail to carry out office orders and instructions.
• Misbehavior with colleges specially seniors.
• Participate or pursue others to participate in hartal, strike and such other activities against the organization.

 Procedures of dealing misconduct :

• Personal hearing.
• Written show cause.
• Review answers.
• Form investigation team and investigate. The alleged matter.
• Review the information through a team.
• Suspension (if necessary).
• Force leave.

  Punishment of misconduct :

• General misconduct
• Written warning
• Increment of salary withheld
• Transfer to lower position and punishment transfer.           
• Demotion.

 Serious misconduct:

•  Increment of salary withheld
• Demotion
• Termination
• Dismissal

Rules of suspension: If any staff done a serious misconduct and if authority feels that his presence in the normal job will bad effect then the authority can suspend the concerned staff. Suspension withdrawn or continued to termination will be decided through disciplinary proceedings.

 

 Financial Procedures:   

Staff remuneration policy: Following kinds of remuneration style will be applicable for the staff of the organization:

• Consolidated monthly remuneration for the part timers & volunteers
• Consolidated pay for the regular staff during training & probation
• Monthly salary as per organization
• However, salary as per pay scale will be admissible only when the organization will financially capable enough.

Pay scale: After achieving sufficient financial soundness, the organization will prepare a pay scale for its employees and that will be implemented after approval by the EC.

Traveling Allowance: Staff members engaged in official job outside the office will be entitled actual traveling expenses as per grade and status. Staff staying outside his/her duty station will avail daily allowances (per-diem) fixed by the organization.

 Advance Receive: Employees may be allowed to receive advance amount against any expenditure for the organization prior approved by the higher authority. He/she will be bound to adjust the advance account as soon as completed the task unless which the advance amount will be adjusted with his salary.

 Staff Service Facilities: Employees shall be entitled service facilities such as provident fund, gratuity, festival allowance and other facilities as designed by the EC of the organization. This provision will also be come into force after financial capability.

 Residential Accommodation: Organization may provide residential accommodation to any of its employees against fixed terms & conditions. The incumbent will be agreed to pay back against this facility as per charged by the Organization.