Aada administration rules and regulations oct 11 rs

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Aada administration rules and regulations oct 11 rs

  1. 1. AGENCY FOR ASSISTANC DEVELOPMENT OF AFGHA ADMINISTRATION RULES AND REGULATIONS Revised: June 2011 Dr Roohullah Shabon Date AGENCY FOR ASSISTANC DEVELOPMENT OF AFGHA (AADA) ADMINISTRATION RULES AND REGULATIONS Revised: June 2011 Approved by: Dr Roohullah Shabon President/CEO Date: October 2011 AGENCY FOR ASSISTANCE AND DEVELOPMENT OF AFGHANISTAN ADMINISTRATION RULES AND
  2. 2. Table of Contents 1. Use and Security of AADA Asset / Property ..................................................................................................3 2. Stationary/Office/Activity site Utilities..............................................................................................................3 3. Photocopy Management ...................................................................................................................................3 4. Fire Extinguisher ................................................................................................................................................3 5. Generator ............................................................................................................................................................4 6. Petty Cash...........................................................................................................................................................4 7. Miscellaneous Expenses: .................................................................................................................................4 8. Per Diems and other Expenses during Mission.............................................................................................4 9. Local transportation ...........................................................................................................................................5 10. Vehicles...........................................................................................................................................................5 11. Maintenance Services...................................................................................................................................5 12. Tax Status.......................................................................................................................................................5 13. Use of World Wide Web and Email.............................................................................................................5 14. Maintenance/Service of AADA machinery and electronics .....................................................................6 15. Database/Communication Policy.................................................................................................................6 16. General Issues Definitions............................................................................................................................6 17. AADA SECURITY POLICY.................................................................................................................................7
  3. 3. 1. USE AND SECURITY OF AADA ASSET / PROPERTY AADA staffs are responsible for proper maintenance and safeguard of property and assets which are entrusted to them. To have an updated record of assets, an inventory system must be in place. AADA will have physical asset inventory control system at central, provincial, and facility level. The administration/logistic department at the central and provincial level will track all AADA purchased assets for different projects. There will be register sheets maintained for any portable item that is issued to AADA employees individually. The procurement and finance sections within central and provincial level must have the full responsibilities to report timely information for any newly purchased asset and the administration will update the assets inventory. Finance will not pass any purchased asset and inventory from procurement/logistic until all necessary information such as serial number, model number, and currency purchased, is cleared. All sections/departments will have the physical inventory lists updated on time by the administration and will be initialized by user, administration, and head of department whenever required. All none-consumable items should be listed in the inventory list. 2. STATIONARY/OFFICE/ACTIVITY SITE UTILITIES Administration department will provide all necessary office/facilities, stationery/utilities after presenting proper approved request forms on monthly or quarterly basis. All departments/sections will receive the standard list of stationery and utilities from central and provincial admin sections. Requests must be completed, and submitted to procurement/admin section two weeks in advance to avoid any delay and inconvenience for on time distribution. Trainings, workshops stationeries, and other utilities will be purchased separately to respective programs after submission of proper approved lists of stationeries indicating the quantity of items at least two weeks in advance. 3. PHOTOCOPY MANAGEMENT AADA will provide photocopy machines for both main and provincial offices. The photocopy machine operation will be the sole responsibility of receptionist/administration in both the main and provincial offices Administration department will contract with the best quality /cost photo-state suppliers outside for bulk and more printing. Request for photocopy outside the office should originate from the section/department which needs photocopy then it should be verified by head of the section/department and finally it should be approved by project manager at provincial level and by General Director at country level. The logistic department will copy the documents based on the approved request and will submit them to the related department. 4. FIRE EXTINGUISHER Fire extinguisher for each building and stores should be available and placed in a visible place with the continuous check up on their expiry date. All staffs including guards and cleaners should be trained on how to use the extinguisher at time of emergency. All sensitive areas of the offices, facilities requires to
  4. 4. be fixed by the updated fire extinguishers such as generator yard(location), warehouse, drug/logistic stocks, fuel stock if there is any, and cabled areas of the premises. 5. GENERATOR AADA will maintain minimum power supply generator in central and provincial level offices and an emergency power supply while there is no public electricity during office hours. The generator can be used after working hours while an emergency task needs to be carried out. During working hours in central/provincial offices, all heavy-duty office devices should be off during using generator, unless they are needed. Generators at central and provincial office should have Log Books for tracking of generator utilization and consumption of fuel for each generator. 6. PETTY CASH Petty cash is a small cash amount, which should be kept in each deportment/section – such as logistic and administration –for urgent and routine needs. The petty cash should be pre-planned each month by logistic and administration and should be requested from finance in advance. The request for petty cash should be approved by project manager at provincial level and by General Director at country level. Small and urgent needs of individuals and deportments can be purchased from petty cash, which should not exceed AFS 5,000 or USD 100, while other items which are not urgent or exceeding AFS 5,000 or USD 100 should be purchased after making request and obtaining approval of authorized signatories. Each departments/sections head have to clear their petty cash dues on time with the finance department with the proper grants/budget allocations, translation, and other necessary information that may require by donor from suppliers on receipts, invoices with receiver’s signature indicating that the requested goods, services are completely handed over to the person requested. The petty cash can be kept with the sections, departments with the limited given time according to the finance policy and procedure. For Petty Cash Advance, Cash Advance Form (attached to this manual) should be filled and approved by General Director. 7. MISCELLANEOUS EXPENSES: Miscellaneous expenses such as taxi fares, communication, passport and visa cost if traveling abroad, refreshment/food for meetings which is approved by AADA, will be reimbursed upon the submission of receipts. 8. PER DIEMS AND OTHER EXPENSES DURING MISSION AADA provides per diem and other expenses of its employs during any official mission within and outside the country according to the following terms and conditions: • Per diem during traveling within Afghanistan is AFS 600 or USD 12 per person per day. • Per diem during traveling to the neighboring countries of Afghanistan is AFS 2,500 or USD 50 per person per day. • Per diem during traveling to countries located in Europe and America is AFS 5,000 or USD 100 per person per day. • Per diem during traveling to other countries is AFS 3,750 or USD 75 per person per day. • For projects and activities with specific amount of per diem, the rules of those projects will govern amount of per diem paid for these projects and activities.
  5. 5. • Per diem covers expenses of breakfast, lunch, dinner, personal transportation – taxi – charges, refreshments and laundry. • Accommodation, airfare and vehicle fare expenses during travel within or outside of Afghanistan will be paid and claimed against actual expenses and authorized invoices. • In case of traveling outside of Afghanistan for any official purpose, each staff should come to General Director with clear and proper justification and only he (General Director) is authorized to approve the following issues: o Travel for any procurement and logistic purpose. o Attendance in any training, conference and workshop. • None of AADA employees are eligible for receiving more than 15 days per diem in one month. If there is any exceptional case, approval of General Director is mandatory. 9. LOCAL TRANSPORTATION AADA provides office vehicles for local transportation needs of employees on official working days. Expenses for any official public transportation will be reimbursed to employee only if there is verification of related head of section/department and approval of project manager at provincial level and General Director at country level. The reimbursement is based on actual receipts. 10.VEHICLES AADA vehicles (including motor bikes if applicable), whether actually titled, rented or on loan to AADA, are critical to the program success and intended to be used for official and business purposes. Only AADA’s staff with written permission from General Director with a valid driver license may be allowed to drive AADA’s vehicles. 11.MAINTENANCE SERVICES The administration/transport department has the sole responsibility for maintaining the premises, office equipments and machinery in a proper order. Thus, any employee of AADA who wants maintenance services for his/her room, machinery or equipment should come with request to the administration department. 12.TAX STATUS AADA expects its employees and suppliers to comply with local tax laws and policies. All employees must pay their monthly withholding taxes, through finance deportment which then will be deposited to a government bank account at the end of each month’s payroll not later than 10 th of the following month. 13.USE OF WORLD WIDE WEB AND EMAIL AADA makes available its various assets, hardware, software, services, and computer network(s) in order to allow its employees access to resources to effectively execute their job functions and duties. This policy defines the organizations official policy regarding internet connectivity and web-based email. All employees share the Information Technology facilities at AADA. These facilities are provided to employees for the purpose of conducting AADA’s official business. AADA does permit a limited amount of personal use of these facilities, including computers, printers, e-mail and internet access. However, these
  6. 6. facilities must be used responsibly by everyone, since misuse by even a few individuals has the potential to negatively impact productivity, disrupt organization’s business and interfere with the work of others. Therefore, all employees are expected to exercise responsible and ethical behavior when using the AADA’s Information Technology facilities and should not visit porn or adults contents sites. Any action that may expose AADA to risks of unauthorized access to data, disclosure of information, or potential system failure is prohibited and may result in disciplinary action including termination of employment and/or criminal prosecution. 14.MAINTENANCE/SERVICE OF AADA MACHINERY AND ELECTRONICS AADA administration/IT section has responsibility of service and maintenance of AADA machinery and electronics. All AADA employees are expected to ask and request administration whenever there is need for service or maintenance of the machinery or electronics which are in their custody. All computers should have update antivirus and no software installation is permitted which is not officially authorized by AADA IT department. 15.DATABASE/COMMUNICATION POLICY AADA has clear and complete transparent policy for its entire staff to be more diligent for keeping databases and communication equipment safe. Communication equipment are computer, cell phone, fax machine, photocopy machine, radio, GPS, video camera, digital camera, and any other electrical appliances that can be damaged due to electrical shock, moisture and any other natural or manmade disaster. In case of employee’s negligence the employee will pay 50% of the total cost of the item that he or she has damaged. If employees would like to use any communication equipment of the organization or their personal belongings in office or out of office official permission of General Director or his/her designee should be obtained. AADA will own the intellectual property and copyright of the entire Project/Tool Name including all of the content and development upon completion of the Work including the right to register, trademark, sell, resell, share, transfer, assign, and distribute this tool as it so chooses. 16.GENERAL ISSUES DEFINITIONS 16.1. One person is responsible for running of the copy machine and is allowed to operate it. Another staff member is appointed as backup in case the first responsible person is absent or on leave. In order to extend the life expectancy of the copy machine, the number of copies allowed is limited (20 copies each page with a maximum of 50 at once). In case more copies are needed, they should be done at the market. 16.2. There will be a complete and prepared inventory of the assets of the organization according to inventory list template (Annexed to this manual) in every two quarters. This list can be updated, if required so by a donor. 16.3. In principle it is not allowed to take any equipment out of the office. In case a staff member needs to take equipment out of the Office, he/she needs a gate pass from the Operations Department. A staff member of the Operation Department enters details about removal of the equipment in a register. Returning equipment should be reported to this person. Regular follow up on export / import balance will be performed by the assigned person.
  7. 7. 16.4. Cars are only to be used for official purpose. Only Directors can get exceptions to this rule. Drivers should make sure that the log book of each car is properly filled. The Logistics/Administration Officer will check the log books regularly. In addition, Maintenance expenditures follow the general rules as stipulated in “Finance" rules. Major repairs should be supervised by the Logistics/Administration Officer. 17. AADA SECURITY POLICY Intent AADA depends on its personnel and assets, and must manage these resources with due diligence, taking appropriate measures to safeguard them from injury or damage. Threats that may cause injury to AADA personnel and a risk to assets include violence toward employees, unauthorized access, theft, fraud, vandalism, fire, natural disasters, technical failures and accidental damage. The AADA Security Policy prescribes the application of safeguards to reduce the risk of injury. It is designed to protect employees, preserve the confidentiality, integrity, availability and value of assets, and ensure the continued delivery of services. Policy Statement Employees under threat of violence must be safeguarded according to security and health & safety requirements and continuous security risk management. Assets must also be safeguarded according to security requirements and continuous security risk management. Continued delivery of services must be assured through baseline security requirements, including business continuity planning, and continuous security risk management. Accountability After approval of President/CEO, Director General and Senior Program Manager and Provincial Managers are accountable for safeguarding employees and assets under their area of responsibility and for implementing this policy. Security guidelines and instructions for security planning are attached to the Operational Manual

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