Administration and Personnel Manual

ADMINISTRATIVE AND PERSONNEL MANUAL 2

TABLE OF CONTENTS

INTRODUCTION:.........................................................................................................4
PREAMBLE:.................................................................................................................4
MANAGEMENT:...........................................................................................................6
ORGANOGRAM:..........................................................................................................6
1.APPOINTMENT OF ADVISORY COUNCIL MEMBERS..............................................7
2.APPOINTMENT OF STAFF......................................................................................7
3. STAFF SALARIES AND BENEFITS..........................................................................7
4. DISCIPLINARY ACTION..........................................................................................8
5. GUIDELINES FOR CONDUCT OF STAFF...............................................................9
6. WORK OUTSIDE OF THE ORGANISATION............................................................9
7. VOLUNTEERS AND INTERNS:...............................................................................10
8. STAFF PERFORMANCE APPRAISAL:...................................................................10
9. TRANSPORT POLICY...........................................................................................11
10. ATTENDANCE/MOVEMENT REGISTERS............................................................12
11. ABSENTEEISM....................................................................................................12
12. VISITORS............................................................................................................12
13. LEAVE RULES AND PROCEDURES....................................................................12
a. COMPENSATORY LEAVE:.............................................................................................................................. 13
b. HOLIDAYS:.......................................................................................................................................................... 14
c. MATERNITY & PATERNITY LEAVE:.......................................................................................................... 14
14. USE OF STATIONERY........................................................................................14
15. USE OF COMPUTERS, INTERNET AND STD CALLS.........................................14
16. LIBRARY.............................................................................................................15
17. TEAM MEETINGS................................................................................................15
18. ACCOUNTS.........................................................................................................15
19. SALARY ADVANCES AND LOANS......................................................................16
20. REPORTING........................................................................................................16
21. MONTHLY EVALUATION, MONITORING AND PLANNING MEETING..............17
22. CONFLICTS AND RESOLUTION.........................................................................17
a. TERMS OF REFERENCE:................................................................................................................................ 18
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b. PROCEDURES:................................................................................................................................................... 18
c. MEMBERS:........................................................................................................................................................... 18
23. STAFF TEAM BUILDING....................................................................................18
24. EXIT POLICY......................................................................................................19
25. HUMAN RESOURCE DEVELOPMENT.................................................................19
26. REPRESENTING THE ORGANISAITON..............................................................19
CONCLUSION............................................................................................................19
FORMS.......................................................................................................................21
a. ADVANCE REQUISITION FORM.................................................................................................................. 21
b. LEAVE APPLICATION FORM........................................................................................................................ 22
ADMINISTRATIVE AND PERSONNEL MANUAL 4

INTRODUCTION:

This handbook contains the principles and practices for governance and functioning at
_______ (organization name)

This document was prepared on DD/MM/YY, circulated among the staff team,
discussed in several meetings, and placed for approval before the board on DD/MM/YY

PREAMBLE:

MISSION
VISION

Objectives of the organization

MANAGEMENT:
The larger policy decisions are vested with the General Body of ____ and the executive
decisions are taken by the Governing Body and the day-to-day operations are decided
and carried out by the staff team headed by the Executive Director.

o The overall thrust and policies are guided and steered by a strong and
committed ‘Governing Board’ (GB) with members having varied and relevant
expertise.

o An ‘Advisory Council’ (AC) consisting of 15 members serves as a think tank

offering conceptual clarity, strategic directions and timely technical guidance
needed for rights based work.

ORGANOGRAM:
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1.APPOINTMENT OF ADVISORY COUNCIL MEMBERS

The Advisory Council members are nominated by the General Body/Governing

Body. The staff team can recommend names for nomination.

2.APPOINTMENT OF STAFF

 Every vacancy has to be advertised, with the job specifications and the
required qualifications & experience clearly stated. Advertisements need not
be always in the mainstream media.
 In the process of short-listing the candidates, the following guidelines shall be
applied:
 Equal opportunities for women and men
 Priority for physically and socially challenged
 Offer of Appointment with job descriptions and the emoluments to be given to
appointee.
 All appointees shall go through a probation period of 3 to 6 months and
confirmation of appointment shall be on the basis of review of the probationary
period.
 All appointees shall undergo an induction and orientation session on their first
day to understand the vision, mission and objectives of our organization and
the administration, accounts, programmes, reporting requirements etc.
Induction session to be coordinated by the Administrator with other staff.
 All staff welfare and security schemes will be applicable only after completion
of 6 months.

3. STAFF SALARIES AND BENEFITS

 As the organisation depends on grants, contributions and donations, therefore

salaries for various positions and other benefits shall be fixed as per the
availability of funds in various projects.
 The organisation shall try its best to give annual increments of 5-8% to staff
members from their date of joining.
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 The period of absence without sanction of leave shall not count for payment of
salary.
 Payment of salaries shall be made on or before the 7 th working day after a
calendar month has ended, after effecting necessary deductions towards taxes
etc.
 The annual increment for an employee falls due on the day she / he completes
one-year of qualifying service.
 In deciding the date of the annual increment, the number of loss of pay
incidents that a staff member has incurred shall be considered.
 The annual increment will depend on the staff member’s performance and the
organisation’s financial position. If the annual increment is not paid due to
non-availability of funds, it may be paid once funds are available.
 Incentives may be given for special performances at the discretion of the
Executive Director.
 Staff members who have completed 6 months of service with the organisation
are eligible for the following welfare and security schemes:
 Medi-claim – up to 1 Lakh.
 Life Insurance – 1 Lakh assured amount.
 Statutory deductions such as tds (tax deducted at source), professional
tax, staff welfare funds etc will be deducted from the gross salary.

4. DISCIPLINARY ACTION

 Staff members who are found disregarding the guidelines or non-performance

as per the MOU or offer of appointment or whose behaviour is found to be in
disregard of other staff members or policies, systems and procedures will
attract disciplinary action.
 An enquiry committee has to be formed with a minimum of 3 members
consisting of two staff members and 1 Governing Body member.
 The concerned staff member shall be sent an issuing notice, seeking an
explanation in writing within seven days.
 The concerned staff member’s explanation can be presented before the
committee formed or the Executive Director.
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 The enquiry committee’s report, with recommendations, shall be submitted to

the Executive Director.
 The Executive Director may initiate disciplinary action as per the committee
report, which may result in temporary suspension with a deduction of 50%
salary or termination.
 If termination results, a letter of termination will be issued with a minimum
notice of one month or salary in lieu of.

5. GUIDELINES FOR CONDUCT OF STAFF

 Maintain high standard of excellence and integrity in carrying out one’s work,
and others’ work with specific reference to confidentiality, both within the
team and outside.
 The office timings of 10am to 6pm will be strictly adhered to (or eight hours a
day) which will include a half-hour lunch break. Office timings of 10am to
1pm shall be strictly adhered to on Saturdays.
 Staff members should be ready to take up additional challenges and work
beyond office hours in times of need and emergency.
 Staff members shall compulsorily participate in internal review meetings and
follow through feedback.
 Staff members shall strictly avoid making or receiving personal calls during
office hours.
 In the event of loss or damages to any property of the organisation, the value
of the same shall be paid by the person responsible, or the property shall be
replaced by the person in whose custody the property was entrusted with.

6. WORK OUTSIDE

 Employees must gain prior permission from the Executive Director before:
- taking on an additional assignments outside the organisation; or
- becoming a trustee / office bearer / member of board of another
organisation.
 Membership positions on the boards of like-minded organisations is restricted
to a maximum of two.
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 The Executive Director’s permission is required before any individual may

undertake external consultancy work. Any external consultancy work must
fall within the cause of promoting human rights or NGOs. No more than 20
days per year of such work shall be undertaken. No such assignments are to
be undertaken if they will conflict with the organisation’s events or
programmes.
 In cases of external paid consultancy work, 50% of received fees shall be
contributed to the organisation.

7. VOLUNTEERS AND INTERNS:

 Each volunteer shall be given a soft copy of Volunteer Handbook upon joining
us and will be expected to familiarise themselves with it.
 Each volunteer/intern should expect to participate fully with ouractivities and
programmes, including fundraising and in particular, communication
activities.
 Interns shall pay the applicable internship fees:
- Rs.500 for MSW students for 25 visits; or
- Rs.1000 for Law students per month.
 Specific cases or recommendations shall be considered and will be dealt
separately by the Executive Director and the Volunteer Coordinator.
 In the monthly MEMP meetings, the staff team will identify areas of need
where volunteers/interns will be able to assist in the following month. The
Volunteer Coordinator will then take the volunteer/intern assignments
forward.
 An exit interview will be held with each volunteer/intern and the Volunteer
Coordinator.

8. STAFF PERFORMANCE APPRAISAL:

1. Each staff member, including the Executive Director, shall have an annual
performance appraisal.
2. The Administrator shall be responsible for ensuring that each staff member
completes his or her appraisal.
ADMINISTRATIVE AND PERSONNEL MANUAL 9

3. The Administrator shall file each staff member’s appraisal and shall ensure that
these forms are kept confidential.
4. The individual staff performance review form shall be filled by the appraisee
and sent to their appraiser (the person to whom that individual reports to).
The appraiser reviews and comments on this document. The appraisee shall
request informal feedback from other staff members before a meeting held
between appraisee and appraiser to discuss the review and feedback. Both
parties then sign the review form.
5. In relation to the Executive Director, each staff member shall be requested to
provide feedback on the Executive Director’s performance and the Executive
Director shall complete his individual staff performance review form, which
shall be submitted to the Board. A review meeting shall then be held between
the Executive Director and a minimum of two Board members to discuss the
Executive Director’s performance.
6. During a new staff member’s probation period, a review of their performance
shall be held at the halfway, and the end, of their probation period.
7. If there is an unsatisfactory review, another performance review shall be held
after 3 months. If no improvement is shown in that second performance
review, appropriate disciplinary action shall be taken.

9. TRANSPORT POLICY

 Office vehicles should be used only by authorised persons with valid driving
licenses.
 In the case of accidents, the driver should inform the nearest police station and
file an FIR.
 A logbook mentioning purpose, date and place of travel, and number of
kilometers covered with the signature of the authorized person must be
maintained.
 All requests for office vehicle should be in writing to Administrator.
 Any penalties received for traffic violations will be the personal liability of the
driver.
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10. ATTENDANCE/MOVEMENT REGISTERS

 Attendance Register – all staff to sign their attendance for half day in the
morning and attendance for the afternoon is to be signed in the evening.
 Movement Register – all staff to accurately complete this register, including
their times and the purpose of their movements.

11. ABSENTEEISM

An employee who expects to be late or absent (in case of emergency) from work
shall be responsible for informing the Administrator (or the Executive Secretary in
the Administrator’s absence) or the employee’s reporting officer as early as
possible before the beginning of the office timing, indicating when he or she will
report back to work. This allows the concerned person to make other work
arrangements as necessary. Frequent unauthorized absenteeism shall lead to
disciplinary action.

12. VISITORS

 Staff should aim to always give appointments to visitors after 3pm due to
planned office meetings/discussions.
 Visitors’ contact address and purpose must be written in the visitors’ book. This
may not be applicable to a survivor/ victim of HR violation.

13. LEAVE RULES AND PROCEDURES

Regular staff members are eligible for the following types of leave:
1. Annual leave - 15 days
2. Casual leave - 10 days
3. Medical leave - 7 days

 The leave will be calculated for each staff member from January to December.
For new staff members that join the organisation other than in January, their
leave entitlement will be calculated 3 months after their joining date.
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 Medical leave can be availed only on hospitalization and only if a staff

member’s annual leave and casual leave has been exhausted.
 For availing of annual leave, a leave application has to be put up prior to 1
month.
 If possible, at least two days prior application has to be put up before casual
leave except in case of sickness.
 Not more than 3 days of casual leave shall be permitted continuously at a time.
 The annual leave may be split into two installments.
 Not more than 2 staff members will be permitted to go on annual leave at a
time and the same will be granted on a first come first serve basis.
 There is no leave surrendering on any type of leave (i.e. a staff member may
not carry leave into the following year nor be paid out for any remaining
leave).
 If a staff member goes on leave after all their eligible leave has been
exhausted, these days of absence will be considered as unauthorized absence
and shall result in loss of pay. After one month of unauthorized absence,
her/his name will be removed from the roll.
 All leave applications must to be handed into the reporting officer at the
discretion of the Executive Director in the prescribed application form. The
application form is at the back of this manual.
 Unforeseen circumstances shall be dealt with at the discretion of the Executive
Director.
 No different kinds of leave can be clubbed together apart from compensatory
leave and annual leave.
 Any public holidays or Sundays falling during the leave period will also be as
part of the leave.

a. COMPENSATORY LEAVE:

If a staff member works on a Sunday or any holiday, she/he can avail themselves to
compensatory leave for that day on any other day within a period of 30 days.
Attending a training programme or workshop as a participant on a holiday is not
considered eligible for compensatory leave.
ADMINISTRATIVE AND PERSONNEL MANUAL 12

b. HOLIDAYS:

The organisation will be closed on 11 holidays on festival / national holidays and

each staff member is entitled to 1 restricted holiday. The staff team will select
the holidays for each year in January.

c. MATERNITY & PATERNITY LEAVE:

Female staff members are entitled to 90 days of paid maternity leave on

completion of six months of service with the organisation. Female staff members
will be entitled for half an hour pre-lunch and half an hour post lunch for nursing
their child for 12 months. (In special circumstances, this time may be clubbed
together and taken as a one-hour nursing session).

Male staff members are entitled to 15 days of paternity leave on completion of six
months of service with the organisation.

14. USE OF STATIONERY

 All stationery is to be used for official purposes only. Judicious use of office
consumables is to be ensured.
 All stationery will be centrally available and in charge of the Administrator.

15. USE OF COMPUTERS, INTERNET AND STD CALLS

 Shall be used only by the staff. Interns and volunteers may take permission
from staff concerned for official purposes.
 STD calls will be entered in the logbook.

16. LIBRARY
 The Documentation Officer shall regularly circulate a list of new library books
to all staff.
 Books and the information materials can be borrowed only by the staff.
ADMINISTRATIVE AND PERSONNEL MANUAL 13

 Non-staff may only use the library for reference purposes within the office
premises.
 Books may be borrowed for up to 4 weeks.
 A fee of Rs.5/- per day shall be charged for late returns.

17. TEAM MEETINGS

 Participation in the team meetings and study sessions is mandatory and the
decision is binding.

18. ACCOUNTS

 All advances are to be settled before the disbursement of salaries.

 Requisitions for advances shall be submitted to the Administrator/Accountant,
preferably three days in advance.
 Advances received by the 25th of each month shall be settled by the 7 th of the
following month. If not settled by then, advances will be deducted from that
staff member’s salary.
 The process will include filling out an advance requisition form with dates,
place, purpose and subject to the approval of the Head of Department /
Executive Director. The advance requisition form is at the back of this
manual. All payments shall be made by the Administrator/Accountant who
will also receive the statement of expenses, checked by the concerned
Department Head and approved by the Executive Director.
 All statement of expenses to be submitted along with the events supporting
documents, bills etc. Staff must furnish original tickets / boarding passes for
two ways (going and returning).
 Reimbursement for travel shall be made by the Administrator only if travel
details are given to the Administrator in writing by the 10 th of each month for
the previous month’s travel expenses. Reimbursement shall be refused after
the 10th.
 Unforeseen expenses may be reimbursed with proper justification.
 Every project has specific requirements of accounting; the same shall be
strictly adhered to.
ADMINISTRATIVE AND PERSONNEL MANUAL 14

19. SALARY ADVANCES AND LOANS

For the purpose of certain reasons, a staff member may avail a salary advance of
an amount of not more than 50% of their net monthly salary (after mandatory
deductions). The advance shall be deducted from the salary of the following
month.

The following reasons are the only permitted reasons for availing salary advance:

 Hospitalization of self or dependents

 School fees for children
 Death of dependents
 Marriage of children, siblings and self

Only in very specific exigencies and subject to the approval of the Executive
Director, may a loan be considered, subject to the following conditions. A
maximum amount of two months gross salary shall be given as a loan to a staff
member who has served the organisation for not less than 18 months. The total
loan amount shall be deducted in equal monthly instalments (EMIs) from that staff
member’s salary. The whole loan amount shall be returned in twelve installments
or by 31st March of the following year, whichever falls earlier. A fresh loan will not
be considered during the pendency of an existing loan.

20. REPORTING

 Daily intimation to the person to whom she/ he is reporting to be followed

compulsorily.
 Administration interns are to report to the Executive Director.
 Other interns and volunteers are to report to the Volunteer Coordinator or to
the Executive Director through the Volunteer Coordinator, as appropriate.
 Project-based staff to report to the concerned Project Officer.
 District Human Rights Centres (DHRC) Programme Coordinator to report to
Programme Head.
ADMINISTRATIVE AND PERSONNEL MANUAL 15

 Fundraising Coordinator to report to the Executive Director.

 Fact Finding Coordinator to report to the Executive Director.
 HRE Programme Coordinator to report to the Executive Director.
 DHRC staff to report to the DHRC Programme Coordinator.
 Executive Secretary to report to the Administrator and the Executive Director
as appropriate.
 Support staff (Driver and Office Assistant) to report to the Administrator.
 Administrator/Accountant to report to the Executive Director.
 Legal advisors to report to the Executive Director.

21. MONTHLY EVALUATION, MONITORING AND PLANNING MEETING

 These meetings will be held on the first Monday of every month.

 The Executive Director will chair these meetings. In the absence of the
Executive Director, the Programme Head will chair the meeting. In the
absence of both staff members, the team will nominate a chair.
 The minutes of the meeting will be recorded and circulated among the staff
promptly.
 Each staff member will present their detailed written report.
 If a staff member is absent, their report should be sent to the concerned
person by email by 10:00am on the day of the meeting. A representative will
present the absent staff member’s report.
 If a staff member’s report is not filed, a penalty fee of Rs.50/- per day will be
charged.
 Every third month, colleagues from outstation projects are to be present.

22. CONFLICTS AND RESOLUTION

A Grievance Redressal Committee (GRC) has been established to deal with internal
conflicts.

a. TERMS OF REFERENCE:
 Administration and salary related complaints.
 Interpersonal Conflicts (conflicts between staff members, including the
Executive Director).
ADMINISTRATIVE AND PERSONNEL MANUAL 16

b. PROCEDURES:
 All complaints should be in writing and submitted to the Committee.
 Anonymous complaints will not be accepted.
 Once a complaint is received, the Committee shall meet and decide on a fair
resolution for all concerned parties.
 The maximum time frame for disposal of complaints is one month from the
date of filing the complaint with the Committee.
 If the complainant not happy with the decision, they can appeal with the
Governing Board.
 The Governing Board will dispose of the grievance by issuing a final order not
longer than one month after receiving the appeal. The Governing Board’s
decision will be final.
 If the complainant not happy with the decision of the Board then he/she could
resort to other sources after using all mechanisms.

c. MEMBERS:
 The committee will be a three-member committee.
 The committee must include a female staff member.
 Members must have a minimum of 3 years of service.
 The Executive Director shall be a member of the committee.
 If a grievance is against the Executive Director, the Executive Director must opt
out. The rest of the members shall co-opt another member.
 The Committee has a term of one year.

23. STAFF TEAM BUILDING

 Regular team building exercises and soft skills training will be held every 6
months.
 Staff members are to give suggestions of trainings (including soft skills) to the
Programme Head.

24. EXIT POLICY

 Each departing staff member shall:

- ensure that all files are complete;
ADMINISTRATIVE AND PERSONNEL MANUAL 17

- ensure that all property has been handed in; and

- obtain the signature and agreement of the concerned department
head that a proper and satisfactory handover has been made.
 The final salary of the department staff member shall not be paid unless the
concerned department head is reasonably satisfied that a proper and
satisfactory handover has been made.

25. HUMAN RESOURCE DEVELOPMENT

The organisation is committed to promote the professional skills and capacities of

its staff members and they can be assigned to attend training programmes from
time to time, which is compulsory to participate. In-house training programmes
shall be organised and the same is compulsory for all staff members to attend.

26. REPRESENTING THE ORGANISATION

When employees, interns or volunteers speak or take action on behalf of us (which

includes the sending emails from a our ID, if applicable), they must do so with
consideration of the generally accepted principles, policies and practices of the
organization or upon approval of the Executive Director.

CONCLUSION

If any difficulty arises in the interpretation of these guidelines, the decision of the
Executive Director is considered final and binding.

A commitment to sharing of information, transparency and accountability and justice

are our underlying principles, which we should abide, uphold at all times and ensure
team play and functioning. It is hoped that these guidelines will be an instrument
towards this end.

We seek to employ a workforce which reflects the diverse community at large,

because we value the individual contribution of people irrespective of sex, age,
marital status, differently able, sexuality, race, colour, religion, ethnic or national
origin.
ADMINISTRATIVE AND PERSONNEL MANUAL 18

A copy of this manual will be sent to each staff member and a hard copy is available
with the Administrator.