Administration and HR Manual

Purpose of the Administrative Manual

This manual describes the policies and procedures used by HUMANITARIAN ORGANIZATION OF SULIMANGHAR CULTURAL ASSOCIATION (HOSCA)

Disclaimer

The policies described in this manual are the general policies that have been adopted by HUMANITARIAN ORGANIZATION OF SULIMANGHAR CULTURAL ASSOCIATION (HOSCA). If HOSCA works with donors then in many cases would be agreed to follow specific policies and procedures related to the programs and projects that the NGO administers on its partners’ behalf. These specific policies and procedures will be outlined in the memorandum of understanding (“MOUs”) negotiated with HOSCA’s donors who are maintained by the Finance and Administration Department. Where there is a conflict between the policies and procedures described in this manual and those outlined in a specific MOU, those agreed upon in the MOU take precedence.

Maintenance of the Administrative Manual

This manual is to be updated on an annual basis to ensure that it accurately reflects the policies and procedures in use by HOSCA as the institution grows and evolves. The Administration Manager along with DIRECTOR GENERAL each in their separate roles has the overall responsibilities for ensuring that the manual is updated each year. Each department head is responsible for reviewing the latest version of the administrative manual during the last fiscal quarter of each year and developing a list of proposed changes to the section(s) and appendices that relate to the operations of his or her department. The proposed changes should be submitted through each department to their respective Administration Department for approval by the Management Committee. After the management committee has approved the proposed changes, the Administration Manager will update the manual and provide an updated copy to the head of each department. An updated copy of the manual will be kept with Administration Manager for reference. If significant changes to a policy or procedure are required between previous and upcoming manual should be updated, the head of department proposing the changes and submit them to their respective Heads who will discuss the changes with the Administration Manager and then the DIRECTOR GENERAL with Management Committee and obtain management committee approval. Once the changes are approved, Administration Manager will draft a memorandum for circulation to HOSCA staff outlining the changes and will include the changes in the next version of the administrative manual. The most up to date version of the policies and procedures related to human resources will be provided to all employees on an annual basis. The Human Resources Department is responsible for ensuring that all employees have received the necessary policies and procedures for signing and returning acknowledgement forms stating that they have read and agreed.

Organization Description

In order to develop the countries according to political, economic and social fields for the intellectual property of the regions and the world's countries, it is essential to keep on frequently monitoring inside to implement the useful, better and independent policies and projects. Meanwhile the independent human organizations and societies could be established and used in a better way, and also support the honors of human dignity, human manner, appreciating and personality protection. It's an obligation for organizations, social societies and other administrations to truly work for the needy people and crisis-stricken areas without any prejudice to meet their needs and provide assistance by that people can organize themselves and strengthen their economic life. So Sulimanghar Cultural Association is persisting for justice and the working for realization of this hope and this organization is the voice of the needy people and trying its best for fulfilling the responsibilities in this regard.

Vision

The development of Economic stability, Social stability, environmental reservation and providing educational, Cultural and humanitarian assistances; furthermore the coordinating and managing human resources to provide essentially working opportunities.

Mission

Enhancement of knowledge and culture to the remote areas of the social environment, training for a bright future and creating working facilities. For the purpose of agriculture and clean environment delivering drinking water, healthy materials, food and non-food items to the needy people. Conducting social and scientific research for the purpose of strengthening academic and agricultural methods; also for helping humanitarian assistances.

Humanitarian Organization of Sulimanghar Cultural Association (HOSCA)

When the Islamic Emirate of the Taliban came to authority in Afghanistan for the second time according to Sunday 1400/5/24, then the members of (SCA) organization gathered their general assembly. They had decided a series of plans and decisions, in addition, they decided that the activities of Sulimanghar Cultural Association will be transferred & changed from the Ministry of Justice to the Ministry of Economy; also the name of SCA will be called under a different name, or the name which is containing the same letters; so in the result the named SCA (HOSCA) and got an activity license in chosen name (HOSCA); thus HOSCA is the new name for this organization. HOSCA stands for Humanitarian Organization of Sulimanghar Cultural Association, which is short for HOSCA. (HOSCA) was registered with the Ministry of Economy of Afghanistan in the year 1401, Reg. #5550 in the presence of special objectives and strategies to provide benefits to the people in agriculture, education and training, general environment and other areas. So HOSCA shows the willingness to work and help public assistances.

The Assistants Offices Of HOSCA Organization

HOSCA has the membership of UN Education Cluster, Food Security and Agriculture FSAC, Wash Cluster, Shelter Cluster, UN Portal and UNGM. (HOSCA) has implemented a large scale projects in the southern zone of Afghanistan through Sulimanghar Cultural Association; also by assistance of Human - MIC - Youth Affairs - DACAAR - ISCC - Streamline Right - TLO DAI - USAID - ADT and many other implemented development, agricultural, environmental and Capacity building projects.

HOSCA's Administration

The Administration of this organization is generally trying to know and identify the problems of the poor and needy people in the general environment also work to find their solutions, the administration staff of HOSCA conducts interviews and surveys with people individually and officially in villages, cities, houses and offices to collect data and results for reflecting on the problems, by which we get attention of national and international humanitarian agencies for inquiring basic services to the poor people. (HOSCA) has the partner institutions in national and international levels for the assistances of humanity and the social environment. they coordinate with each other and maintain harmony also provide spiritual and technical support to each other; in the process of collecting aid to the needy people. The partners of HOSCA's organization are working on the development of human capacity, employment, educational and agricultural affairs in the world, which have hundreds of employees in international policies.

HOSCA'S Objectives

HOSCA's Principles

Research On Sulimanghar

In the various scientific and research documents of the researchers, Sulaiman Ghar is mentioned as the name of the top edge of the mountains, the head of the mountains and as the great mountain. This series of the mountains along with Afghanistan, Iran, Pakistan, India, China also reaches to the Turkey and some other places. Accordingly, this area (Mount Sulaiman) has been called the largest geography in the world, which is considered to be one of the most strategic locations. So the cartographical survey and other essential documents of the this mountain could be find in GNP 99; Due to the researchers work, efforts researchers have written thousands of articles, scientific works and words about Sulaiman Ghar, which are considered as the spiritual asset of Sulimanghar Cultural Association.

The Lexical Meaning of HOSCA

Humanitarian Organization of Sulimanghar Cultural Association (HOSCA): Means five-fold or five-sided. The collection of cultures, customs and knowledge is called (HOSCA). The face of the earth and the green environment are also called (HOSCA). The scales of justice are also called (HOSCA). The respect and care of humans is also called (HOSCA). HOSCA is also called to the (Yes) or else. Also Bilateral agreement is called (HOSCA). HOSCA means, I agree too. The special culture and special geography of a society is also called (HOSCA).

The Capability of Geographic Research

The philosophy of Sulimanghar Cultural Society reaches to Sulimanghar, Kasi Ghar, Sulaiman Takht, Paktia, Paktika, Ghor and Badakhshan Provinces as well as Pakistan, China, Iran, Turkey, India and the great mountains of Asia, natural resources and the general environment of Sulimanghar has been studied and researched in the field of social studies, area research, experiments and practical work; as the results have been published in Sulimanghar media policies.

The Working Adjustment & Research of HOSCA Organization

The researchers of HOSCA'S have performed voluntary, scientific and cultural work for the safety of world countries, to all the world and mainly to the global environment from poverty, violence and discrimination. Furthermore they have helped and worked for sanitation in different parts of the country, and helped for providing medicines and medical equipment to the hospitals, food and non-food items to refugee families, and educational materials to refugee children.

The History of HOSCA Organization

Sulimanghar Cultural Association (Sulimanghar Cultural Association) whose abbreviation is (SCA) according to the need to improve the lives of needy people and access to crises. This association is established in 1393/03/31 date; and 730 No of registration, officially established in Afghanistan by high rank authorities for the social development of the country and the region, to reach the needy and poor people. The chairman and other members were selected in a general ceremony which was held in Lincoln Academic Center, Paktia. The broadcasting policy of this association was Sulimanghar magazine and Sulimanghar newspaper, which published much more tens of editions. Furthermore They opened the Sulimanghar library for scientific research and printing, which still has thousands of books; and providing services. This series of cultural and humanitarian association was first started in the month of Sanbla 1377 AH under the name of Sahaar Literature and Cultural Organization (SLCO). It continued until 1392, and in 1393, it changed to SCA in a series of initiatives. From 1393 AH to 1400 AH (SCA) has witnessed many developments in many provinces, districts, villages, cities and towns of Afghanistan, increasing the level of knowledge, journalism-literature and print media. Dozens of workshops and seminars were launched for publicity and strengthening, due to which the youth and children of the areas were invited to schools and requests were made for school buildings and books, which was uprising in a great positive change in the south of Afghanistan. At the first (SCA) was providing and preparing many workshops and seminars to school teachers, students and other community members in the south of Afghanistan, in the field of education, literature, culture, agriculture, university, school, human rights especially women and children, medical aid for needy people, reading books, work, trade, advocacy, travel, passport, citizenship card, roads, hospital, cities and markets, computer, e-mail, electronic media, writing, library, government and governance, sports, assemblies and meetings. These values, relationships - has presented dozens of workshops, seminars and trainings; In the same way, at the country level, SCA has conducted various scientific seminars on historical events, steps of scientific research, identification of great personalities and different regions of Afghanistan, values of peace, meetings and interviews. The members of SCA have also participated in some important seminars inside and outside of the country; in some of the seminars it has been given the official right to represent Afghanistan.

The Major Vision of HOSCA

After the term of Mujahideen, when the Islamic movement of the Taliban appeared in Afghanistan in 1375 AH; there was a shortage of health supplies, water shortages, lack of food and non-food items, lack of school buildings and teaching materials, the weakness of cultural and cultural growth; these and some other reasons have paved the way to established Sulimanghar cultural association; In order to provide basic life support or humanitarian aid to the poor people in the remote areas of the country, to find school, stationary, pens and books for the children, to provide nutritious food for the underprivileged children and to provide health care for the people as a whole. This mission will be continued for collecting donations from national and international businessmen as well as charitable institutions, they will begin to solve human problems. The aim is to find a solution for the public assistances, and to clean and rebuild the water sources; as well as to provide water to the people through pipelines and wells, so that people can find solutions to their drinking problems. Sulimanghar cultural association's effort is to expand its work area to Afghanistan and the world, which currently increases the number of fundraisers and makes the work coverage international.

Administrative Background of HOSCA Organization

As the result of HOSCA's efforts and activities, Sulimanghar cultural association has organized and coordinated assistances with the needy people in the field of providing food and non-food items, accommodation, health and transportation services and other facilities for the victims of natural disasters. For this purpose Sulimanghar Cultural Association has started social research in the way of strengthening the media field based on the memorandum of understanding with the country's cultural and broadcasting institutions; Sulimanghar Magazine and Sulimanghar newspaper is the brightened samples of this effort. From the year 1397 to the year 1399, SCA worked for the social development of the related provinces of Afghanistan, by implementing various projects in the construction of schools, educational curriculum, capacity building in villages and homes, and the environmental protection of men and women. So it had a very good impact on the intellectual recovery of public and they worked together with the sectoral agencies in the way of preparing against natural disasters and gained access to the crisis. Also SCA had a wide range discussion with the aid organizations and donors in organizing and facilitating drinking water for people, finally and gradually there was an increasing in clean and healthy water day by day. So the organizations paid attention for providing facilities to people in disaster-prone areas and solving problems. Also SCA has performed various services and works, published many works of researchers and has a research library of Sulimanghar in the city of Gardiz, Afghanistan, which is equipped with thousands of books. Sulimanghar cultural association has around 3000 philosophers in the world who are engaged in serving humankind. This association is proudly started its activation in Paktia, Khost, Logar, Kabul, Kunar, Paktika, Kandahar, Hilmand, Maidan Wardag, Ghazni, Samangan, Baghlan, Mazar-e-Sharif, Badakhshan, Kunduz and other provinces of the country, they worked will continue working with the assistances of their talented employees according to the request of the needy people by surveying. Sulimanghar cultural association was formally recognized by GNP99 in 1399. (GNP99; The administration of global policies) Currently, this association and organization is an international member of GNP99 and proudly provides humanitarian services to people in the country and around the world.

Institutional Structure

Leave Policies

Travel and Expenses

Discipline

When work performance is unsatisfactory and/or HOSC policy is not observed, an employee’s supervisor, in coordination with the Human Resources Department, will enforce the following progression of disciplinary actions, total 5months has to be taken from verbal to termination of contract: 1. verbal warning 2. written warning 3. disciplinary probation period 4. suspension 5. termination. In the case of serious misconduct, the employee’s direct supervisor and the HR Head may recommend immediate dismissal. This action can only be taken with the approval of the DIRECTOR GENERAL.

Termination

It is HOSCA’s goal that no employee be unfairly dismissed. Each employee will receive objective performance appraisals, counseling and training. Continued employment with HOSCA will depend on each employee’s performance and general conduct on the job and the availability of funding. Termination of the employment agreement by either HOSCA or the employee must be presented in a written notice within a month from employer as well as one month from Employees in advance of the termination for all Grades employees.

Retirement Age

According to the Labor Law of the Government of Afghanistan, retirement age for all employees is 65 years. HOSCA adheres to this law.

Personnel Files

HOSCA will maintain a file for each individual staff member, which will contain: Personal history form, Employment agreement, Job description, Employment Record, Leave records, Performance evaluation records, Educational Documents, Correspondence and letters, Copy of Tazkira/ID card and Passport, Original work permit (only for international staff), Offer letter, Ward and reward, Promotion and appreciation, Guarantee and crime clearance filled forms, References checks (at least 2 references). An employee will have the opportunity, in the presence of staff from the Human Resources Department to examine his/her individual personnel file.

Recruitment Procedure

HOSCA is committed to recruiting the most suitably qualified candidate for each position through a fair and systematic process. Where possible, (HOSCA) will give preference to an existing employee for a vacant position.

Training Procedure

Performance Management Process

Corporate Policies