LASWA Human Resource Policy is written mainly to focus and reflect on the need of the organization in every aspect as far as its programs and projects are concerned. However, every staff employed by LASWA shall be bound to work under this policy.
This policy is also designed to influence and allow the employee to be more innovative and creative during program and project implementation. It shall so far guide the employee to understand his/her duties, rules and responsibilities, rights and other remunerations and benefits during the time of employment and after ending the contract agreement.
Hence human resource policy is the best practice and shall provide the LASWA staff a good time in pursuing the vision, mission and objectives of the organization.
1.02: Objectives of Human Resource Policy
The objectives of the human resources (HR) policy are as jotted hereunder:
- To formulate and implement appropriate Human Resources Strategies and policies
- Install appropriate systems to ensure efficient delivery of Human Resources services
- To ensure regular appraisal and support to staff
- To ensure that an appropriate remuneration structure is put in place
- To ensure that each staff member has a clearly defined career plan
- To advice management on disciplinary matters and procedures
- To encourage self learning for staff
- To ensure policy and practice that demonstrates attention to prohibition of nepotism or favouritism through process of employment review of staff performance and dismissal.
2.00: BACKGROUND OF LASWA
LASWA is a Non-Governmental, non-partisan and not for profit organization registered under the Societies Act (CAP. 337 R.E.2002.) of the Laws of Tanzania. It is designed to operate in the whole country of Tanzania. It was registered on 05/09/2008 with its Registration Number SA. 16033.
The organization has since 2007 been working in Kilolo district in Iringa region and it will have soon branch offices in different parts of Tanzania depending much on its registration status. In addition Iringa region is located in the Southern Highlands of Tanzania with an estimated population of more than 1,618,000 men and women.
2.01 Vision statement:
LASWA wants to see most of the Tanzanian citizens enjoy their basic socio-economic rights in their households and families through out their life.
2.02: Mission Statement
To provide legal and social services to low income and disconnected people in Tanzania particularly in rural areas.
2.03 LASWA Objectives
(i) Main objective;
To provide legal and social services to low income people and the vulnerable groups particularly in rural areas.
- To establish legal aid centers in various regions so as to help solve legal disputes and problems of the local communities.
- To provide education and promote human rights values by way of seminars, workshops, fliers, publications and mass media.
- To provide legal advice and counseling.
- To support people in the fight against poverty through entrepreneurship and any other possible ways including but not limited to agriculture, environmental issues, projects and investments.
- To raise awareness and advocacy on the issue of gender violence and leadership.
- To educate the society especially the teenagers through seminars and other workshops to fight against drug abuse.
- To deal with all matters pertaining to culture and fight against HIV/AIDS. To promote interventions techniques of HIV/AIDS including creating consciousness of legal approaches in addressing the pandemic.
- To educate the society on the importance of empowering women in socio-economic and political issues.
2.04: Organization Strategies
- Management shall develop popular storage and security of information.
- Ensure that every staff is vetted to establish their fitness to work with clients.
- Shall develop the reporting procedures in accidents and loss of property, theft and burglary or working under influence of alcohol /drugs.
- Shall establish the appropriate period for disposing information according to categories (confidential, personal etc.)
- Shall define the role of the supervisors, employees and authority in handling authority’s documents and seal and establish the spokes person on behalf of the organization.
2.05: Values of LASWA:
- Respect ,Gender equality and equity
3.00: RECRUITMENT POLICY
- Academic or professional qualifications and other aspects including experience, track record and learning potential shall be much considered.
- Special care shall be exercised during recruitment to avoid an intended discrimination against women, people with disabilities and vulnerable groups.
3.01: Employee Selection (Full time Staff)
An official document of Job announcement/advertisement is written by the organization or employer and sent to public for open competition through media advertisement (stating clearly the minimum qualifications) or any other means to ensure the widest possible field of suitable qualified applicants from both inside and outside the organization.
- The Post and the job descriptions are well clarified by the organization.
Dead line for applicants shall be indicated while date, day and time are clearly defined. Objective criteria of short – listing and final selection is prepared in writing in advance of the selection process. LASWA reserves these in permanent records for future inspection and audit.
- During recruitment and selection both fresh talent at all levels sit for interview. CV’s and other papers supporting his/her qualification are submitted. Special attention is paid to those with qualification and experience already in service in their organization.
- At the end all applicants, whether successful or unsuccessful shall be informed of the result of their applications in writing within the specified period as determined by the Organization.
3.02: Temporary Recruitment/Replacement
- LASWA shall provide temporary employment if found necessary and in so doing the organization through the Board shall employ some one to fill the gap or position as shall be needed by the program.
- The criteria of advertisement for that kind of employment shall be met where by the applicant shall also submit all necessary documents as shall be determined by the organization. The qualified candidate shall sign a short term contract that shall include scope of work, contract price and mode of payments. The employee shall be bound with the LASWA rules and regulations.
- LASWA has two categories of volunteers which are respectively foreign volunteers and local volunteers. Foreign volunteer’s employment terms shall vary according to their applications simply because some foreign volunteers shall apply for field capacity and study. Their applications shall give room to LASWA to determine whether they have to sign short or long term contract.
- Local volunteers are normally within the state and for LASWA shall bear a short term or long term contracts as shall be determined by the organization.
4.00: EMPLOYMENT CONTRACT
- LASWA – Calendar starts from 1st January to 31st December every year. The LASWA Contract shall be for one year and shall be valid from the date of signing the Memorandum of Understanding (MoU) provided that the service shall begin on 1st January to 31st December.
- The contract shall be well written to indicate the Post and term or period to be covered by an employee.
- The employee shall not take up duties until all necessary pre-entry checks have been satisfactorily completed. These shall include documentary evidence of formal qualifications, past employment character references, necessary security requirements and other requirement as determined by LASWA.
- LASWA contract shall show the scope of work, Contract price and mode of payment.
- LASWA shall also determine the standard of the employment in relation to the terms of contracts whether permanent fixed or any other term which shall be fully explained.
- The probation period shall vary depending on the level and complicity of the job but shall not be less than one moth and not exceeding three months.
- The appointment letter shall outline the responsibilities, accountability and performance criteria of the employee.
- The LASWA employee records shall maximum be kept for five (5) years.
5.00: HIRING AND REPLACEMENT:
5.01 Process of hiring new employee:
a) Decision and general criteria for hiring new employee shall be in place depending on the position to be replaced within that particular period.
b) Scope of work, contract price and mode of payments shall be clearly agreed.
c) Letter of hire shall be produced and employment contract shall be drawn and signed between two parties.
d) Probation period shall be drawn as shall be determined by the organization.
6.00:WORK SCHEDULE AND HOURS
6.01 Regular work schedule- work hours and days per week:
a) Working days for LASWA begin from Monday to Friday while the working hours begin at 7.45am and close at 5.00 pm in every working day. The total working hours shall be 8 hours.
b) Saturdays and Sundays including Public holidays shall be treated as holidays for an employee except where there is an ongoing donor or organizational scheduled activities, the employee shall be at work.
c) According to LASWA contract, the activities that shall be performed by individuals (staff) for holidays mentioned above the employee shall be counted on voluntary basis unless otherwise the activities are subject to workshops or seminars then the case shall be treated differently.
7.00: CONDUCT OF DISCIPLINE
The purpose of the conduct of discipline clause shall guide the employees on common codes of ethics. The code of ethics shall lay down the standards of conducts and behavior that are required to ensure observance of the values and principles outlined by the organization. If staff fail to comply with Codes of Ethics this shall result in a breach of discipline and shall be dealt with accordingly.
7.01: LASWA DEFINE BREACHES OF DISCIPLINE AS:
- Criminal of unlawful actions.
- Action of contravention of the organization Code of Ethics.
- Failure to comply with the terms and conditions of employment.
- Negligence of duty.
7.02: STAFF TERMINATION AND EXIT PROCEDURE
LASWA employees shall leave the organization in a friendly way. This shall be in line with the organization policy in order to maintain and enhance the cordial staff and stakeholder’s relationship and organization image. Separation from services by employees shall be by resignation.
On resignation, staff member shall not take leave while serving his/her notice period unless authorized by the Managing director. This to ensure that his/her shall be able to hand over duties and finalize an ongoing assignment
Employee separation from services by the organization shall be by resignation, retirement, ill-health, disciplinary action, unacceptable performance or redundancy.
7.03: Disciplinary procedures
The organization has clearly laid down procedures for dealing swiftly and effectively with breaches of discipline and ensures that these are known and understood by all employees. The procedures comply with the following principles:
- Every employee has a duty to bring the attention of his or her supervisor or manager any suspected disciplinary breach, whether or not which shall arise within her or his area of work and irrespective of the seniority of the person concerned. Failure to do so will itself be treated as breach of discipline.
- No employee shall be penalized for reporting a suspected disciplinary breach.
- Any suspected criminal, action shall be taken and get reported to the police.
- All suspected breaches of discipline will be investigated immediately.
- Persons under investigation shall be in writing of the breach with which he or she is charged.
- A written record shall be made of the facts as investigated and preserved for future inspection and audit.
- The person under investigation will be given an opportunity to present their case.
- A decision shall be reached as soon as possible and the person concerned informed of the decision in writing.
- There shall be a clearly laid down scale of penalties appropriate of the seriousness of the breach.
- The person concerned shall be given an opportunity to appeal against the decision and any penalty imposed to an independent body.
7.04: Staff Rules and Regulations:
- Staff shall be more efficient and effective in recognizing his/her position and services delivery to community.
- Shall be honest and faithful to the present leadership also in pursuing the organization policy.
- Shall not be involved with corruption issues or carry out any political activities during the contract period
- Shall not allow in any political documents via the LASWA title or offices in favor of any political party.
- Shall not promote any lobbying for individual sustainability which is against or not part of LASWA policy
- LASWA staff are free to worship in any religion but shall not mix religion with office work
- Shall be co-operative and concentrate all their effort for the benefit of the organization and not for personal benefits
- LASWA Staff shall manage all monies and other wealthy assets also make sure that no destruction or loss occurs for the organizational property.
- LASWA resources shall be used by Staff for the beneficial of the organization only. These resources include buildings, office premises, motor vehicles and bicycles, office equipments such as computers, photocopy machines, other resources from different donors and the government.
- Shall properly use the LASWA official working hours for the benefit of the organization and beneficiaries but not for individual.
- LASWA staff shall be ready to inform or announce to their employer the wealth they posses on behalf of their heirs or dependants.
- LASWA staff shall maintain good behavior even when they are outside the office by avoiding alcohol use and drug abuse, un payable loans and other unacceptable bad behavior among the community.
- Any award given to employee from donors, training sessions and other capacity building themes shall be received by the name of LASWA with receipt.
- A retired LASWA Staff shall not be allowed to participate or represent LASWA in any official session or government function without permission of the Organization authorities.
- LASWA Staff shall take great care while attending vulnerable that include old people, women, children, poor people, sick people, disabled and other related groups.
- LASWA employees if really need to be called LASWA staff, should seriously work for the beneficiaries and understand themselves if they are really fit and committed to LASWA vision and mission.
- Official reports shall only be submitted to media by an authorized officer of LASWA
8.00: Principals governing staff employment and service
- Staff shall be under probation for not less than one month and not more than 3 months.
- Shall get salary against the existence of the funded project and after signing the LASWA contract. Education, qualification and experience shall be the determinant factor of the staff salary.
- Shall join the Provident Fund program such as NSSF, PPF and etc. as shall be created by the organization.
- Shall pay government TAX through PAYE
- Shall be ready to be transferred to any of the LASWA implementing districts or other programs by if found available.
- Shall be allowed to take 28 days annual leave by installment of not than 10 days per one installment depending on the employer and donor action plan.
- Shall be ready and be assigned by the employer to work with any activities if necessary.
- Shall be ready to under go medical check up by the doctor at any time during the time of employment.
- Shall not do any income generating activity during the employment period especially work hours unless otherwise permitted by the employer.
8.01: Staff shall make appeal to claim the following punishments;
a) Salary deduction
(b) 8.02: Punishment to staff
(c) Staff Offences;
a) Absent for 5 days
(d) Shall get warning by words or in writings
- Salary deduction shall be made for each missing day.
- Absent five days and above shall get Termination.
b) Staff Transfers
Refusal to report to the new station the staff shall be;
- Terminated and redundancy
c) Service resignation without notice.
Service dismissal or redundancy
d) Loss of organizational property caused by staff carelessness
- Salary deduction
- Redundancy without pay
- Service dismissal
f) Bad behaviour against students e.g.;
- Pregnant to student caused by a staff
- Making sexual love with a student in the locality
- Support to abortion
Punishment: Termination and redundancy
g) Examination Leakage During Cancelling
- Deduction of appointment
- Redundancy without pay
- Deduction of rank
h) Criminal offences e.g.;
- Fraud and forgery
- Committing or supporting Abortion in the society we are operating.
Punishment: Redundancy without pay or sent before the court
i) Fighting during and after work hours
- Redundancy(if weapon used)
j) Fighting in public with an abuse language
- No salary increment
- Redundancy with no pay
9.00: Salary and Compensation
Monthly pay sheet/form
A basic salary sheet shall be included in our accounting standard forms. The organization shall prepare monthly pay sheet in which columns of gross salary, PAYE, NSSF, Advances, Net pay and other available deductions and increments shall be in place.
All salaries advances are deducted using salary advanced register and staff member sign for their salaries.
LASWA staff salaries will differ from one program or project to another depending on the nature of the program or project at the same time education level, skills and experiences shall be considered.
Salary scale for each position
Since LASWA is implementing different programs and projects of short and long term, hence for that case salary scale for each position shall depend up on the nature of the project and donor interest. Though the Executive Director may fix the employee’s salary scale with approval of the Board, the donor has got a room to determine and allocate the salary scale to implementers for the sake of meeting good project results and projected goals. Therefore the organization has no permanent principle on drawing salary scale and this shall vary from time to time as far as donor interest is concern.
Annual Salary increment
Salary increment for employees in the organization is very essential. LASWA shall very much consider and determine the staff annual increment depending on the size of the project and contract terms. The organization shall be responsible of considering the annual salary increment when drawing the proposal budget of the project. Sometimes where available the organization shall look at its own source if there is any and tackle the issue.
Salaries will be paid from 28th to 31st of every month and not exceeding 5th of next month.
Before payment of salaries, cashier and program officer should ensure all deductions from staff.
All salaries will be approved by Executive Director.
10.00: Performance Appraisal and Grievances
- LASWA shall make sure that a clear job description is in place for every staff including a specified time and measurable objectives for the results aimed to be achieved.
- LASWA shall give feedback to employees at regular levels as specified on the performance against the objectives and shall give advice and support to improve any shortcomings.
- LASWA shall write a performance assessment each year and its contents shall be discussed between the employee and his/her reporting officer. The assessment interview shall create a room and opportunity for discussion about the employee’s training, carrier development needs, good performance to examine the weakness and failure of activities so as to meet the required standard.
10.02: Promotions (criteria)
Most of LASWA program are not consistent. They are of short term in such way that you can not easily see the expected impact. The criteria for employee promotion depend mostly to skills achieved through trainings, seminars, education and long experience in LASWA projects.
The LASWA Board is the functional body that promotes the employee to another grade or position.
11.00: Termination of Employment (labor act)
- Voluntary termination: Where an employee declares to terminate the contract voluntarily shall be obliged to pay the employer a one month salary.
- Probation dismissal: An employee shall be given probation dismissal on failure to fulfil the employer’s agreed terms during the signing of the contract.
- Reduction in Force: An organization may sometimes make a reduction in force due to the limited funded programs or projects. However for LASWA this is a very rare case simply because in the absence of the donor funded project staff shall work on voluntary basis and it is well clarified in the LASWA contract agreement.
Hence the employment and contract of employees of LASWA base on the presence of the donor funded projects at that particular period. Or else if that occurs, the management or Board shall determine the whole firm of the employee including other benefits.
12.00: Employee Benefits
12.01: Medical benefits
Health insurance: LASWA shall organise and process to make sure that the employees benefit with Health Insurance the whole period of the contract. The employee’s NSSF shall partly play role in staff registration so as to enjoy the medical benefits. The organizational accountant shall initiate this and the followings shall be earmarked;
- Proportion to be paid by employees themselves
- Contact information by insurance carrier
- Forms and procedures
- Deductions and maximum benefits
- Types of medical costs covered
- Coverage of dependency
- A copy of insurance plan.
12.02: Paid Leave
- Every staff shall request and be awarded a 28 days annual leave. In order not to disturb the donor funded projects the annual leave shall be requested by installments not exceeding 7 days per one installment. Since there are no funds for annual leave allocated by donors, no staff will be paid for annual leave.
12.03: Maternity Leave
- 84 days leave shall be given to staff (female) for every three years especially during her maternal state. The male employee shall be given a paternity leave of not less than 4 days during any maternity leave circle (in the first month of the child Birth).
12.04: Sick Leave
- Sick leave shall be given by LASWA to staff and get paid salary during his/her off time for treatment. Duration for leave shall depend to the nature of the problem and the doctor’s recommendations and comment. If the case persists the LASWA Board shall sit and consider the possibility of more support for diseased staff.
3-7 days permission shall be given to staff for personal or family problems and all costs shall be incurred by the applicant. Permission exceeding 10 days shall be authorized by the Executive Director also shall be subject to the 28 days of the annual leave.
12.06: Leave for further studies
The organization shall be liable to support the staff and offer leave for further studies depending to the situation of the current funded project. However, the staff is supposed to look for his/her respective and individual sponsorship. Duration for leave shall depend up on the specified course and current project.
Motivation shall be given to staff if he/her who has performed the best or equivalent in the organization. This includes good behavior, smartness/turn out, good performance and out put in project implementation which shall contribute to the development of the organization.
In case of death to staff, wife of staff, mother of staff, son/daughter and father of staff, LASWA shall take responsibilities of the followings;
a) Shall contribute Tshs 200,000/= for condolence and burial.
b) Shall transport the dead body for burial to his/her home where the staff was registered during employment.
Staffs shall get transfer according to LASWA Contract agreement. The administration and Finance Department shall bear all transfer costs and subsistence allowance as shall be determined. But in case and where the LASWA vehicles shall be available, the transport matter will be solved.
The traveler completes the authorization of official travel form indicating the purpose of travel. The traveler provides it cinerary of the trip with dates to the program accountant and program officer.
A sound system of cash control requires that payments be made by check but to LASWA is not fully practical, to LASWA circumstances we use both check and cash payment (normally applied) system.
Section 3.02 12.12: Travel and per diem for rural areas:
LASWA pays an allowance for breakfast, lunch, dinner and public transport.
The break fast is estimated to be twenty thousands (Tshs.20, 000.00).
Total per diem shall be Tshs. 100,000.00. Transport will be public transport especially buses.
However in other circumstances where the infrastructures can not be easily or completely allow the roads to be in use or reached during dry/rain seasons, motor bikes, bicycles and other related means shall be applied for travel to reach our targets.
Distances to these known and hindered implementation areas shall be the determinant factor for provision of fare transport. Retirement of receipts shall always be available to support the event.
Section 3.03 12.13: Travel and per diem for district towns.
LASWA pays breakfast, lunch, dinner and transport. For lunch and dinner together it is estimated to be ten thousands only (Tshs 10,000.00) and breakfast three thousands 3,000.00
Section 3.04 12,14: Travel and per diem for cities and other regions:
LASWA pays breakfast, lunch, dinner and transport. For lunches and dinners is estimated to be six thousands only (Tshs 6,000.00) and breakfast three thousands only (Tshs 3,000.00).
Total per diem shall be Tshs. 100,000.00. Transport will be public transport especially buses.
13.00: Office Resources
ASSETS are defined as non- expendable items and supplies are those items that are routinely utilized on a daily basis in the office. All items value of Tshs. 50,000.00 or more shall be identified as equipment. All assets will be labeled with an identification number and inventoried on an annual basis. The identification number will contain the year purchased the item number and project code. The program storekeeper is responsible for maintaining the inventory.
Labels may not be removed.
Section 3.05 13.01: Assets:
- Each member of staff is responsible for the care and maintenance of all office assets as allocated to them.
- Any loss, theft or damage should be notified to the supervisor as soon as it becomes known to the staff member.
- Personal liability for replacement of lost items shall be at the discretion of the Executive Director after taking into account the circumstances of the loss.
- All deliveries of assets and equipment should be inspected by the programme officers and certified fit before included in the inventory list.
- Staff on official travel shall for all assets and equipment being taken on the trip.
- Staffs in all programmes are responsible for theft damage or loss of assets or equipment.
- Office supplies will be maintained and inventoried by the programme secretary supplies that are utilized and consumed on a daily or weekly basis such as pens, paper, and envelopes.
- Photocopier machine will be managed and cared by storekeepers or cashiers at district level.
- Office supplies are not be used for personal business.
- Kitchen utensils should be recorded and checked regularly for any additions or replacement.
- Supplies needed for workshops and training activities should not be taken from office suppliers.
- Training supplies will be purchased, catalogued, accounted for and stored separately from the office stocks and should be ordered through the program system.
Section 3.06 13.02 Supplies:
Section 3.09 13.03: Inquiries and applications:
- A mail register should be maintained by the logistic data officer to record all in-coming and out-going mail.
- All correspondence and inquiries are received by the logistic & data officer and date stamped.
- The correspondence is submitted to Executive Director for directions.
- Information on the organization submitting the letter is put into a database maintained by staff responsible for data management.
- The correspondence is filed by the staff responsible for data management.
All visitors should sign visitors’ book.
- All visitors are to be greeted and received by the receptionist.
- General written information on LASWA may be provided to the visitors
- If appropriate and possible LASWA staff members should meet with the visitors.
- All VIP Visitors guest from district programs should be reported to head office in advance.
15.00: LASWA Proposal Write ups partners or Stakeholders:
It is strictly prohibited for district or regional employees to write and submit any proposal to partners or stakeholders for funding without the following conditions:-
- Reading carefully LASWA strategic plan and program:
- Writing intention letter to Executive Director that you intend to write a proposal.
- Receiving a letter from Executive Director accepting or rejecting the idea or proposal.
- If accepted you must prepare a proposal and submit to Executive Director for approval.
- After approval all correspondence from partners must be send first to Executive Director.
- Any funding for project proposal the Executive Director is a key personal to be notified in two days time and original copy of signed agreement must be kept by Executive Director.
- It is compulsory for District/Regional projects to contribute 10% of total project to Head office to cover follow up and administration costs.
- The start up or inauguration of district project should be observed by Executive Director or Programme officer assigned by Executive Director.
- All employees are responsible for maintaining the office and LASWA equipment and Supplies.
- Any equipment for maintenance or repair should be reported immediately to Administrative officer/programme officer who will inform the Executive Director and Store keeper.
- Programme officer completes the repair form and submits to the store keeper
- Programme officer will contact technician after consulting the storekeeper or Executive Director.
- Accountant will undertake appropriate payment procedures (Check or petty cash) for payment to the technician.
- Where the responsibility for repairing any item rest with the Land lord, as defined in the office lease agreement, notification to the landlord should be made immediately by the LASWA Director or designated, on occurrence of the damage. Regular follow up should be made until the repair is carried out.
- If there is unreasonable delay by the landlord in attending the repairs, the most economic way to affect the repairs should be pursued and the cost recovered from the landlord.
- The Executive Director, through the assigned members of staff, should ensure that facilities within the office building are kept in a clean, professional and healthy state.
Section 3.10 16.00: Office maintenance
17.00: LASWA Procedure of Renting/Hiring Offices & Other Buildings
The trustee of LASWA is responsible for all assets, equipments and supplies.
All landlord agreements shall be prepared, agreed and signed by Executive Director (Trustee) on behalf of organization not employees. The Executive Director will sign and approve all landlord agreements.
Section 3.11 18.00: Training and workshop preparations procedures
- Workshop schedules are prepared, maintained by program officers.
- All logistics and materials are to be arranged and managed by the programme officers.
- Topics subjected to be covered in the workshop are identified together with the entire program staff.
- Appropriate trainers and/or consultants are identified and contracted with Participating organizations as identified.
- Negotiated contract with the trainer (s) and with assistance from programme accountant.
- Identify workshop venue.
- Communicate and negotiate contract with venue management with assistance from program accountant.
- Inform/invite participants in writing with assistance from head office secretary.
- Prepare workshop budget with programme accountant approved by Executive Director.
- Prepare workshop materials and handouts with assistance of programme officer.
- Order and purchase and obtain workshop supplies and stationeries, logistics officer and storekeeper. These supplies and materials are not to be combined with regular office supplies.
- Photocopy handouts and bind manuals by storekeeper and administration team.
- Payment for venue and to participants coordinated by program accountant and program officers.
- Transport to training site coordinated by programme officer and Head office.
- Evaluation tools prepared by program officer with endorsement of administration team.
- Workshop facilitation and results reported on by participating program staff in a workshop report. Workshop report filed in each district file by Head office secretary.
- Follow up on results for each participants coordinated by program officer.
19.00: Motor vehicles/bikes/ boats
The drivers are responsible for keeping LASWA Vehicles in good serviceable condition and for keeping a service and maintenance roster for each vehicle or motor bike operator/drivers conduct daily vehicle check up of overall condition and fluid check.
- The vehicles should be checked for fuel, oil, air pressure etc. time before leaving LASWA yard/premises. Drivers must keep the vehicles full of fuel, not letting the tank ¼ tanks.
- Logbooks must be kept for all LASWA vehicles. All trips must be logged in and signed by the initiator of the trip.
- Any accident should be reported immediately to the police and the office should be notified at the earliest opportunity.
- A written report together with the police report should form the basis of the insurance claim.
- No member of staff other than the drivers may drive LASWA Vehicle without prior written authorization. Personal use of LASWA vehicle is not allowed but permissible after authorization by the Executive Director/Administrator.
- A valid and an endorsed driver license is a prerequisite for driving LASWA vehicle. Copies of approved license must be kept to Directors office.
- Drivers coordinate with head office secretary to ensure all transport requirements of staff are met.
- When not operating one of the vehicles, the driver shall work on the head office providing assistance with collecting and sending massages, filling, newspaper clipping, binding of manuals, logistic assistance are requested and work at the main gate of receptionist when secretary is un available.
- Unless otherwise vehicles, Motorbikes and Bicycles are not allowed to be parked to staff premises (all should be parked at LASWA offices or at the places authorized by Executive Director.
- All Districts are assigned to own box files. All reports, correspondence, newspaper clippings and anything associated with the NGO are to be filed. Dealing with more than one District must be filed in each individual file.
- Central files relating to the project are maintained by head office secretary.
- Files on accounts and financial reports are maintained by the program accountant and Executive Director.
- Files on training materials are maintained by program officer and Executive Director.
- Electronic files and database are to be stored on the saver drive.
- Files on monthly report maintained shall be maintained by programme officers.
- The data officer shall monitor electricity and water bills consumption and maintain log book for reporting to Executive Director.
Section 3.12 20.00: Record Management:
21.00: General information- Monitoring:
- All staff are required to collect data on indicators (Quantitative and qualitative) and provide information to program officer
- Administration team files the information in the individual organization files.
- Program officer Analyzes data.
- Program officer prepares quarterly performance report and submits to executive director for approval.
- All reports are filed in individual partner files.
- All staff leaving the office premises should be known to the Executive Director and receptionist. Staff should designate where they are going on the register book.
- Staffs are expected to conserve resources as best as possible. This shall include prudent use of air conditioning units and turning of electric lights when not in use. Kitchen supplies such as cups, utensils and dishes should be washed and roused and water supply.
- There should be on-going identification of needs of staff to upgrade there skills upgrading.
- Requests for training or exposure visits shall be made in writing and approved by the Executive Director.
- Staff should be oriented to the LASWA protocols, rules and regulations.
- All districts bank accounts will be managed by committees and Head office (Director Office)
- All bank opening minutes and signatories will be approved by Executive Director.
- Planned and unplanned audit will be done to all districts.
Section 3.13 22.00: LASWA General routine
Procurement of goods or items exceeding Tshs. 500,000.00 must base the following procedure;
- The program and project team identify the needed items and submit to the procurement officer.
- The procurement officer prepares the plan and items scheduled to be purchased and obtained at least 3 quotations.
- The procurement committee composed of 3 people from LASWA management team will select and justify the items from the three quotations to be purchased.
- The procurement officer prepares together the source documents for purchasing while attaching the 3 quotations and submit to the Executive Director or any other authorized officer for approval.
- The accountant processes the payments for selected items/goods to be procured according to the agreed terms.
- The procurement officer delivers the goods/items to the storekeeper and after inspection of condition of the good/item, the delivery note is signed then payment is done.
- Receipt of original vendor invoices are attached and documented after payments by the accountant.
- For some project the procedures of LASWA may not be followed instead the condition set forward in the Contract will be followed.
24.00: OTHER LASWA RESPONSIBILITIES
- Shall deal with all correspondences, issue notices to all meetings of the organs of the Organization.
- Preparing or cause to be prepared reports pertaining to the activities of the Organization,
- To perform such other duties as shall be prescribed or directed by the Board.
- Shall be the general custodian of the assets, funds and properties of the Organization.
- Be responsible for recruitment of employees of the Organization provided that all recruitments of such staffs shall be subject to approval or confirmation of the Board save for casual employments and when wages thereof are payable at the end of the respective day of work.
- To represent the organization in various forums and be the spokesperson of the Organization.
- Be signatory to contracts, memorandum of understandings, and agreements.
- Signatory to the banks.
- Shall formulate procedures of all fundraising activities for the organization.
- Shall be the chairperson of the management team.
- Shall be the General Secretary of the Executive Board.
Administrative officer (General Secretary)
- Shall be the Head of the Administration Department of the organization.
- Shall maintain the daily staff attendance register during the working days from Monday to Friday. Shall also make sure that staff reporting time at 7.45am is in place and departure time is 5.00pm. The total daily working hours will be 8 hrs.
- Shall make sure that the staff time sheet is in place.
- Shall prepare the annual staff contract agreement beginning January to December each year and get approval by the Executive Director and the Board.
- Shall supervise and maintain the Administration office including secretarial services and maintenance.
- Shall supervise and make sure that the LASWA rules and regulations to staff are in place.
- Shall make sure that each employee has a personal file (PF) in which all his/her employment details and other related personal details will be kept.
- Shall receive and take action for all incoming letters where applicable and forward to the Executive Director or program officers concerned if necessary.
- In the absence of the Director, shall sign the out going letters on behalf.
- Shall authorize staff permission according to the LASWA rules and regulations.
- Shall make sure that the LASWA Head office environment and surroundings are kept clean.
- Shall write the monthly report for the Administration department and submit to the Executive Director.
- Shall advice the Executive Director for all issues concerning staff and the entire department.
The accountant is responsible for applying accounting principles and procedure to analyze financial information, prepare accurate and timely financial reports and statements and ensure appropriate accounting control procedure.
- Shall be an overall Finance officer in the organisation and be answerable to the Executive Director.
- Shall compile and analyze financial information to prepare financial statements including monthly and annual accounts (depending on program/project requirement)
- Shall ensure financial records are maintained in compliance with accepted LASWA policies and procedures.
- Shall receive cash/cheque collections and issue receipts in the absence of cashier. If the program accountant is unavailable, Cash receipts should be signed by the employee receiving the funds on behalf of.
- Shall carry out monthly bank reconciliation.
- Shall examine all financial documents for payments and get approval by the Executive Director or other authorized senior officers
- Shall ensure quarterly, half annual and annual financial reporting deadlines are met.
- Shall prepare financial management report and ensure accurate and timely monthly, quarterly and year end close.
- Shall establish and monitor the implementation and maintenance of accounting control procedures.
- Shall do continuous management and support of budget and forecast activities.
- Shall work closely with the program/project team with regard to financial expenditure, monitoring and contract compliance.
- Shall Monitor and support taxation issues.
- Shall Develop and maintain financial databases.
- Shall carry out financial audit preparation and coordinate the audit process.
- Shall analyze financial information to recommend or develop efficient use of resources and procedures, provide strategic recommendations and maintain solutions to business and financial problems.
- Shall ensure accurate and appropriate recording and analysis of revenues and expense.
- Shall analyze and advise the director/management on business operations including revenue and expenditure trends, financial commitments and future revenues.
LASWA Program officer (Head of Departments):
- Shall be head of the program.
- Assist the Director on day to day management of Health program.
- Prepare the annual training schedule.
- Prepare the needs assessment.
- To conduct monitoring and evaluation of all activities.
- To prepare budgets for the program and submit to the Director for approval.
- To prepare and submit quarterly, half year and annual program reports to the Director.
- He/she shall be answerable to the Executive Director.
- The program officer shall make the data base for the program.
- Shall carry out and attend weekly/monthly management meeting
The Program officer shall be appointed by the LASWA Board.
Procedures in conducting meetings in departments:
- There shall be four meetings each per quarter.
- The quorum of conducting meetings shall be 50% of the required members.
- The agenda or purpose of the meeting shall be served in writing to all members.
- The Chairman of the Committee shall be appointed by the Executive Director after consultations with the Program Officer and General Secretary.
- The Health project officer shall serve as the secretary to all meetings and keeping the minutes for the next session.
- Shall be officer in charge of LASWA stores
- Shall receive and issue goods using official and authorised stores documents
- Shall make sure that all receipt and issue forms including Delivery Note and other related documents are in place.
- Shall record and keep properly records of all organizational assets, office materials, training materials and other equipments
- Shall prepare Inventory sheets for each LASWA office/Department.
- Shall do quarterly monitoring against all LASWA assets and equipments
- Shall carry half, yearly stock taking against LASWA Properties including assets and equipments
- Shall prepare stores management report and present to the weekly/monthly LASWA Management meeting
- Shall advice the director for all issues concerning stores
- Shall prepare quarterly, half yearly and annual stores report and submit to the procurement officer/ Executive director for approval
- Shall be officer in charge of all cash management in the cash office
- Shall receive cash/check collections and issue receipts
- Shall prepare monthly cash count of all program accounts
- Shall manage the petty cash and handle minor recurring expenditures like buying office sugar and other small value items
- Cashier at HQ, Centre and Districts are responsible for managing the petty cash, including holding the key to the Cash Box, writing out petty cash vouchers and completing the petty cash form to request more cash.
- Maximum amount of petty cash at any time for HQ is 500,000/= and 200,000/= for Centre and Districts.
- Replenishment is done whenever the cash remained reaches 1/5th of petty cash amount.
- There is a receipt given out for every petty cash transaction (whenever possible). If for some reasons it is not possible to get receipt, then the responsible member of staff can sign for specific payment instead.
Personal Secretary/ Office Attendant
- Shall be in charge of all secretarial logistics and services
- Shall be the personal secretary of the Executive Director at LASWA
- Shall supervise all secretarial works including printing, photocopies and office filling
- Shall be responsible of keeping records of all staff personal files
- Shall keep all office confidential files and documents
- Shall be responsible of maintaining office cleanliness
- Shall print all official letters as shall be assigned by the executive director and administrator.
- Shall request petty cash to purchase office stationeries i.e. computer cartridge ink, photocopy ink/toner and printing papers
- Shall receive guests and attend them according to the organization policy
- Shall make sure that all staff request letters and other incoming letters are immediately taken action by the responsible.
- Shall maintain central files relating to projects
- Shall maintain the electronic files and store database on the saver drive for all staff
- Shall make sure that all staff contract agreements are properly kept in their personal files (PF)
- Shall prohibit staff to enter the secretarial room and instead all staff inquiries shall be attended at the door counter of the secretary room/office.
- Shall listen special guest inquiries and present them to the Director/Administrator for whatever action needed.
- Shall work close with the Administrator.