POLICIES & PROCEDURES MANUAL

Effective From 1st Feb 2026
  1. HUMAN RESOURCE (HR) POLICY

1.1 Purpose

The purpose of this policy is to establish clear guidelines regarding recruitment, employment, responsibilities, discipline, performance management, and employee conduct within Khair Khawa Relief Foundation.

1.2 Scope

This policy applies to all employees, volunteers, consultants, interns, and contractual staff of the Foundation.

1.3 Recruitment & Selection

  • Recruitment shall be conducted on merit, transparency, and equal opportunity basis.
  • Vacancies shall be advertised internally or externally whenever required.
  • Selection shall be based on qualifications, experience, integrity, and suitability for the role.
  • No discrimination shall be made on the basis of gender, religion, ethnicity, disability, or social background.

1.4 Appointment & Contracts

  • All staff members shall receive written appointment letters.
  • Consultants and contractual employees may be hired on mutually agreed terms.
  • Volunteers may serve without salary or compensation.

1.5 Working Hours

  • Office timings shall be determined by management.
  • Employees are expected to maintain punctuality and professionalism.

1.6 Leave Policy

  • Casual, sick, and annual leave may be granted subject to management approval.
  • Emergency leave may be considered under special circumstances.

1.7 Employee Conduct

  • Employees shall maintain professional ethics and organizational confidentiality.
  • Misconduct, fraud, harassment, or misuse of organizational property is strictly prohibited.

1.8 Performance Evaluation

  • Performance evaluations shall be conducted annually.
  • Promotions and role enhancements shall be based on performance and organizational requirements.
  1. FINANCE POLICY

2.1 Purpose

To ensure transparency, accountability, and proper financial management of the Foundation.

2.2 Financial Management

  • All organizational funds shall be utilized solely for welfare and charitable purposes.
  • Proper books of accounts shall be maintained.
  • All receipts and expenditures shall be properly documented.

2.3 Banking Operations

  • All bank accounts shall be maintained in the name of the Foundation.
  • Authorized signatories shall be approved through Board Resolution.
  • Cash handling shall be minimized wherever possible.

2.4 Budgeting

  • Annual budgets shall be prepared and approved by the Board.
  • Expenditures must remain within approved budget limits.

2.5 Audit

  • Annual external audit shall be conducted by qualified auditors.
  • Financial statements shall be presented before the Board for approval.

2.6 Financial Transparency

  • Donor funds shall be used strictly for intended purposes.
  • Financial records shall be made available for inspection where legally required.
  1. ADMINISTRATION POLICY

3.1 Purpose

To regulate administrative operations and ensure effective organizational management.

3.2 Office Administration

  • Office records shall be properly maintained and secured.
  • Official communication shall be documented.
  • Office assets shall be monitored and recorded.

3.3 Asset Management

  • Organizational assets shall only be used for official purposes.
  • Loss or damage to assets must be reported immediately.

3.4 Meetings & Documentation

  • Minutes of meetings shall be properly recorded.
  • Important records shall be safely archived.
  1. PROCUREMENT POLICY

4.1 Purpose

To ensure fair, transparent, and accountable procurement procedures.

4.2 Procurement Procedures

  • Procurement shall be conducted through competitive quotations.
  • At least three quotations shall be obtained for major purchases.
  • Quality, price, and supplier reliability shall be considered.

4.3 Conflict of Interest

  • Employees and Board members shall disclose any conflict of interest.
  • Personal gain from procurement activities is strictly prohibited.

4.4 Documentation

  • Procurement records and invoices shall be maintained properly.
  1. FUNDS & DONATION POLICY

5.1 Purpose

To regulate collection, utilization, and management of donations and funds.

5.2 Donations

  • All donations shall be properly recorded.
  • Receipts may be issued to donors.
  • Anonymous donations may be accepted subject to applicable laws.

5.3 Zakat & Sadaqah

  • Zakat and Sadaqah funds shall be maintained separately where applicable.
  • Such funds shall only be utilized for Shariah-compliant welfare activities.

5.4 Foreign Funding

  • Foreign donations shall comply with applicable Government regulations and EAD requirements.

5.5 Misuse of Funds

  • Misuse or unauthorized utilization of funds is strictly prohibited.
  1. ANTI-FRAUD & ANTI-CORRUPTION POLICY

6.1 Purpose

To prevent fraud, corruption, bribery, and misuse of organizational resources.

6.2 Prohibited Activities

  • Fraud, bribery, kickbacks, theft, or misuse of organizational funds are prohibited.
  • Falsification of documents or records is strictly prohibited.

6.3 Reporting Mechanism

  • Employees may confidentially report suspected fraud or corruption.
  • Reports shall be investigated fairly and confidentially.

6.4 Disciplinary Action

  • Violations may result in disciplinary action, termination, or legal proceedings.
  1. CHILD PROTECTION POLICY

7.1 Purpose

To ensure safety, dignity, and protection of children involved in Foundation activities.

7.2 Protection Measures

  • Any abuse, exploitation, or mistreatment of children is strictly prohibited.
  • Staff dealing with children shall maintain respectful conduct.

7.3 Confidentiality

  • Information relating to children shall remain confidential.

7.4 Reporting

  • Any child protection concern must be reported immediately.
  1. GENDER EQUALITY POLICY

8.1 Purpose

To promote equality, dignity, and inclusion within the organization.

8.2 Equal Opportunity

  • Equal opportunities shall be provided without discrimination.
  • Women participation in organizational activities shall be encouraged.

8.3 Workplace Respect

  • Respectful behavior shall be maintained at all times.
  1. HEALTH & SAFETY POLICY

9.1 Purpose

To ensure a safe and secure working environment.

9.2 Safety Measures

  • Necessary safety precautions shall be observed during office and field activities.
  • Emergency procedures shall be developed where necessary.

9.3 Medical Emergencies

  • Immediate support shall be provided during emergencies where possible.
  1. MONITORING & EVALUATION (M&E) POLICY

10.1 Purpose

To assess organizational performance and improve project effectiveness.

10.2 Monitoring

  • All projects and activities shall be monitored regularly.
  • Project progress reports shall be maintained.

10.3 Evaluation

  • Program outcomes and impact shall be evaluated periodically.
  1. MEDIA & COMMUNICATION POLICY

11.1 Purpose

To regulate public communication and organizational representation.

11.2 Media Conduct

  • Official statements shall only be issued by authorized representatives.
  • Social media shall be used responsibly.

11.3 Beneficiary Privacy

  • Photos or personal details of beneficiaries shall not be misused.
  1. VOLUNTEER POLICY

12.1 Purpose

To define the role, conduct, and responsibilities of volunteers.

12.2 Volunteer Conduct

  • Volunteers shall follow organizational rules and code of conduct.
  • Volunteers shall serve in good faith and professionalism.

12.3 Compensation

  • Volunteers may serve without salary or financial compensation.
  1. GOVERNANCE POLICY

13.1 Purpose

To ensure transparency, accountability, and effective governance.

13.2 Board Responsibilities

  • The Board shall supervise organizational affairs.
  • Board meetings shall be conducted regularly.
  • Decisions shall be made collectively.

13.3 Compliance

  • The Foundation shall comply with all applicable laws and regulations.
  1. HARASSMENT POLICY

14.1 Purpose

To provide a safe, respectful, and harassment-free environment for all employees, volunteers, consultants, beneficiaries, and visitors.

14.2 Definition of Harassment

Harassment includes any unwelcome verbal, physical, written, visual, or psychological behavior that creates an intimidating, hostile, humiliating, or offensive environment.

14.3 Sexual Harassment

Sexual harassment includes:

  • Unwelcome physical contact
  • Inappropriate comments or jokes
  • Unwanted messages or gestures
  • Demands for favors or inappropriate behavior

14.4 Zero Tolerance

The Foundation maintains a zero-tolerance policy towards harassment in any form.

14.5 Complaint Mechanism

  • Complaints may be submitted verbally or in writing.
  • Complaints shall be handled confidentially and fairly.
  • Retaliation against complainants is strictly prohibited.

14.6 Investigation Procedure

  • Management shall review complaints promptly.
  • Necessary inquiry procedures may be conducted.
  • Appropriate disciplinary action may be taken where required.

14.7 Disciplinary Action

Violation of this policy may result in warning, suspension, termination, or legal action depending upon the severity of the matter.

error: Not Allowed