Policies & Procedures 10/23/2012

Background:  To match with new strategic plan and based on the recommendations of the midterm evaluation report August  Review and assessment report of financial and internal control system June 2012 highlighted to update bylaws. 10/23/20122

Outputs:   An organization’s Administrative bylaws policies and procedures is updated and Board of Directors approved the new bylaws in May, /23/20123

Index: Index:  Updated Administrative System includes the following main points: I. Organizational Structure  Human Resources Procedures Manual: I. Performance Appraisal System II. Job analysis and job descriptions III. Salary scale and compensation system  Steps to turn bylaws into actions.  Human Resources Dep. 10/23/20124

I.Organizational Structure I.Organizational Structure : Previous Organizational Structure pitfalls: Lines of authority and responsibilities not clear. Lack, overlapping and duplication of some positions and responsibilities. Not applicable with organization growth and new strategies. 10/23/20125

Top Management Layers Strategic Advisor to the Board Director General International Relations & Fundraising Dep. Institutional Development and Quality Assurance Dep. Financial Affairs Administrative Affairs Professional & Technical Affairs 10/23/20126

Admin & Finance Financial Affairs Administrative Affairs Human Resources Dep. Media & Public Relations Dep. Admin & Support Services Dep. Accounting & Finance Dep. Director General 10/23/20127

Training & Technical Develop. Dep. Training & Technical Development 10/23/20128

an organization has developed a new performance appraisal system which allows for effective planning, identification of training needs, career development and bridging the gaps between personal and organizational goals. It depends on the following major standards: Clear criteria based on attitude, capacity, managerial capability. Effective participation of different layers in the procedure make it transparent. Result based evaluation that measures planned activities. Feedback results announcement.Grievance procedure. II. Performance appraisal system: 10/23/20129

Main job information Responsibilities job description and specifications III. Job analysis and description: an organization has developed and updated job analysis & description to match with its new strategies, to minimize the job titles and positions and keep as tight as possible. 10/23/201210

V.: Salary Scale & Compensation system: New salary scale was developed to be fair and transparent. The salary scale classified positions into six categories under administrative and technical. Positions classified into 10 grades and 20 steps. The following table shows grades and steps of positions with start and end salary. 10/23/201211

Turn bylaws into actions: 1. Disseminate bylaws 1. Disseminate bylaws, in May 2012 Board of Directors distributed new Administrative bylaws with management responsibilities and organizational structure. Human Resources Procedures Manual was also disseminated among heads of departments. 10/23/201212

10/23/ Provident fund 2. Provident fund, in Sept a committee was formed to put mandate and bylaws for provident fund in order to keep separated of an organization accounts.

10/23/ Apply performance appraisal, 3. Apply performance appraisal, in December 2012 we will pilot the performance appraisal system and implementation.

10/23/ Salary Scale 4. Salary Scale, as planned in Feb the new Salary Scale will be implemented if the needed financial resources secured.

10/23/ Announce new positions 5. Announce new positions, in December 2012 the new positions in the organizational structure will be announced.

Permanent staff classification Male- Female 10/23/201217

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