Systems & Policies

By , February 24, 2011 12:46 pm

Sakti Sikha adopts the following policies and other management systems necessary for maintaining accountability and transparency for effective running and mobilize resources for development work.


Equal Employment Opportunity and Affirmative Action Statement

Our Organization policy statement implies that it practices equality at the workplace and does not discriminate anyone in the organization on the basis of sex, religion, caste, creed or race. The Organization is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, disability, or any other protected status with respect to recruitment, hiring, upgrades, training, promotion, and other terms and conditions of employment. This policy complies with applicable state and local laws governing non-discrimination in employment.
The Organization values people from diverse backgrounds, working to create an open atmosphere of trust, honesty and respect. Harassment or discrimination of any kind – including that involving race, color, religion, gender, age, national origin, citizenship, disabilities, sexual orientation, veteran status, or any other similarly protected status – is unacceptable. This principle applies to all aspects of employment, including recruitment, hiring, placement, transfer, promotion, layoff, recall, termination and other terms and conditions of employment.”


Leadership Succession Plan

The Organization have developed “Leadership Succession Plan” is mostly based upon the Performance Management System. The Board of Members should support and approve the plan.  Leadership Succession Plan is develop as per the leadership needs of the organization. Leadership Succession Plan is not about just identifying one leader such a director. It is also about the team of leaders within the organization, who lead others and handle major responsibilities. During staff analysis, list out the individuals who may be retiring in the next five years or so and what skills and competencies are needed to fill their positions. Through Performance Assessments, the potential staff members will identify who can become the next-generation leaders of the organization. Skills and competencies needed for leaders in the present generation will be list out which is a requirement in this age unlike for the first generation leaders of NGOs. The training and development needs of the potential leaders in the staff will be determined and being the process of involving them in the decision-making process of the organization.


Human Resource Management

Capacity-building is an ongoing process. As we move ahead to bring about social change, we also end up facing new and unexpected challenges. However, constant training and exposure to new ideas can lead organizations to address these challenges and improve their organizational growth.
The Organization has compiled resourceful information about managing human resources in so that they are able to achieve improvement in leadership, management and governance, and assess organizational behavior and functioning; manage organizations through planning, implementing and monitoring activities strategically; improve the performance; build effective management systems, policies and plans and improve long-term sustainability and resource mobilization.


Communications Policy

The Organization adopt communication policy to control and reduce the communication cost in an effective way. Telephones are the most convenient and fastest mode of communication but for long distance communication, they are expensive. There are other modes for fast communication such as courier, fax or e-mail. And out of these, e-mail is fast and more affordable. We prefers to use e-mail for out of station correspondence to reduce the communication costs. Telephones can be used for local calls and in emergency for national & international long distance calls.
Internet service at the office can be used to download and send email and to conduct work-related research.


Computer Policy

Our Organization seeks to effectively manage the computer system for guiding the use, maintenance and security of the computer equipment. Employees are responsible for ensuring that the procedures and policies suggested here are followed. Using computer equipment requires particular care because of its fragility and high cost. Access to the equipment should thus be strictly reserved to employees only. Those employees who are unable to handle commonly-used software will be given an orientation by the senior staff on request. At least one employee will be trained in handling minor maintenance of computers and accessories at the office.
 In order to safeguard the computers against viruses, the external drives (CDs/DVDs/pen drives) that are at office are only to be used. In the same way, no external drive from any source other than from sealed packets shall be used in the computers, unless it is first scanned with a latest anti-virus software. In order to safeguard computers from viruses, antivirus software has been installed in the computers. The virus list for this program should be updated on a regular basis. It is the duty of the employee who has been assigned a computer to update the virus list on her / his computer. There should be at least two backups of all important documents. One copy should be on the hard disk of the computer assigned to the concerned employee and a second copy on a CD/DVD kept in the office. The computers of the NGO should normally be used by its employees. Consultants and volunteers should seek prior permission of employee before using his/her computer in the office.


Procurement Policy

The purchase of goods and services is necessary for the smooth operation of the organization. The aim of the internal control system for the supplying of goods and services is to ensure orders are handled by individuals having skills in evaluating what purchases are required from suppliers offering the best deals, to ensure purchases made do not exceed the budget provided and to ensure purchased goods and services conform with the quantity and price specified in the order.
The organization has adopt/follow certain methods in purchasing goods, equipment and services required for the needs of the organization or its projects. Use of competitive bidding shall be a priority practice. The first criterion in choosing a supplier shall be the lowest bid. However, if a supplier does not provide the required level of service or an adequate guarantee, then other criteria shall also be considered.
The purchase file shall contain all the documents pertaining to each transaction, i.e. the purchase requisition, quotations, contact information of suppliers purchase contracts or orders, invoices, delivery slips and any other pertinent documents.


Fixed Assets Policy

Material resources are in large part durable goods, which need to be well-managed to be maintained in good condition. These goods include stationary, tables, chairs, shelves, computers and related accessories. In the organization management of material resources is the responsibility of the staff. The procedures involved in managing these resources are: receiving and recording goods; using goods properly; maintaining goods; taking inventory of goods;
disposing of goods. Material resources are managed by means of records or files.


Finance Policy

The Organization receives funds from – supported project fund, Membership fees, Income from short term professional services and consultancy assignments, Grants Donations received from Government and Other organizations and individuals.
The policy of Joint Account is adopted by the Organization. The Executive Director and Secretary is the signatory of all bank account. Money can be released by the signatures of two signatories.
All payments be made either by cheque or cash. Payment against purchases exceeding Rs. 10000/- shall be made by cheque.


Policy for Book Keeping and Record Maintenance

All requests for payments are to be made using the appropriate forms. Requests for payments are to be properly substantiated with bills/receipts and essential documents. Requests for payments are prepared by accountant and submitted to Executive Director for checking and approval.
The recording system of Organization’s financial transactions allows to monitor bank balances, status of funds receipts and expenditures, and a comparative statement of budget vs. actual expenditure on a regular basis.
The Organization has to maintain records of fixed assets, petty cash disbursements, supplies, inventory, the use and maintenance of office equipment.



The following sets of financial reports will be prepared by the Organization:
A. Quarterly financial reports will be prepared for review by each individual project manager of Organizatin’s specific projects as well as of its core activities. This quarterly report will be reviewed by the Board of Members. Financial reports to donors will be submitted as prescribed in the agreement between donors and Organization.
B. Annual Balance Sheet and Statement of Income and Expenditures will prepared for each fiscal year.



Books of Accounts of the Organization shall be audited annually by an independent auditor appointed by the General Body. The Organization may hire internal auditor in order to streamline its accounting systems and procedures.

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