HUMANITY SUPPORT INITIATIVE FOR EDUCATIONAL EMPOWERMENT AND SOCIAL DEVELOPMENT

Foreword

This manual guides how HUSIEESD runs its day-to-day activities. Every staff member, volunteer and trustee is expected to understand and comply with these policies. Any clarification should be obtained from the Executive Director.

1.0 Administration Policy

1.1 Rules

1. Office Hours: Monday–Friday, 8:30am–4:30pm. Inform your supervisor if late.
2. Filing: Keep all project documents properly filed. Store electronic copies using the approved naming format.
3. Meetings: Weekly staff meeting every Monday. Monthly Board Meeting every last Friday.
4. Correspondence: Official letters must use the organization letterhead.
5. Visitors: Every visitor must sign the visitor register.

2.0 Computer/ICT Policy

2.1 Rules

1. Passwords: Do not share. Change every 90 days. Use strong passwords.
2. Organization Equipment: Laptops/printers for HUSIEESD work only. No personal downloads.
3. Internet: Use data wisely. No streaming during work hours except for training.
4. Backup: Backup all project files every Friday to Google Drive + external hard disk.
5. Social Media: Only Communications Officer posts as HUSIEESD. No beneficiary photos without written consent.

3.0 Fixed Assets Policy

3.1 Rules

1. Definition: Items above ₦20,000 lasting over 1 year e.g. laptop, printer, generator, chairs.
2. Asset Register: Every asset tagged with number, date, location, staff responsible. Updated quarterly by Finance/Admin Officer.
3. Movement: Fill “Asset Movement Form” if equipment leaves office. ED must approve.
4. Damage/Loss: Report within 24 hours. Negligence may require staff contribution.
5. Donations Record donated items same as purchased items with donor name.

4.0 Operations Policy

4.1 Rules

1. Planning: Every project must have: Goal, Activities, Budget, Timeline, Responsible Person.
2. Field Work: Minimum 2 staff per field visit. Safety briefing before travel.
3. Procurement: 3 quotations for purchases above ₦50,000. Lowest qualified quote wins. Receipts mandatory.
4. Reporting: Field officers submit weekly report every Friday 4pm. Program Coordinator compiles monthly report.
5. Beneficiaries: No discrimination. Treat all youth, girls, orphans, elderly with respect.

5.0 Occupational Health And Safety Policy

5.1 Rules

1. Office Safety: Fire extinguisher checked monthly. First aid box available. Cables covered.
2. Field Safety: Wear ID card. Do not enter unsafe areas alone. Share location with office
3. Health: Stay home if sick. Follow health guidelines.
4. Accidents: Report all injuries within 24 hours using Incident Form.
5. Training: Annual safety and first aid training for all staff.

6.0 Human Resource Policy

6.1 Rules

1. Recruitment: Jobs advertised openly. Interview panel minimum 2 people. No nepotism.
2. Contract: All staff sign contract + job description. Volunteers sign volunteer agreement.
3. Leave: Annual leave 21 days after 1 year. Sick leave with medical report. Maternity leave 12 weeks.
4. Code of Conduct: Zero tolerance for sexual harassment, fraud, abuse. Violation = dismissal.
5. Performance: Staff review every 6 months. Training opportunities shared.

7.0 Finance Policy

7.1 Rules

1. Bank Account: Use only HUSIEESD CAC bank account. No personal accounts.
2. Signatories: 2 signatories for all payments. Executive Director + Finance/Admin Officer.
3. Cash: Maximum ₦20,000 cash in office. Bank excess same day.
4. Receipts: Every payment/receipt must have voucher. No receipt = no refund.
5. Reporting: Finance/Admin Officer submits monthly cashbook + bank statement by 5th of each month. Board reviews quarterly.

Approval & Signature Page

Prepared By: Program Coordinator

Approved By: Board of Trustees

Date of Approval: ________________________