Introduction
Congratulations on your appointment and welcome to the team at OLS! We are excited that you have decided to join us and look forward to a long, happy, and successful partnership together. Our goal is primarily about promoting Human Rights and serving the marginalized in the society. You have been brought on board because we believe you can help us to make it happen. We want to ensure that your interactions with other OLS volunteers and clients will reflect the value that OLS places on teamwork, bottom up management and our commitment to providing selfless service for the marginalized. The purpose of this Manual is to introduce you to OLS, give you some information about our history and what we do. This Manual is by no means an exhaustive guide to your engagement with us. It has been developed to act as a resource and reference for you. This Manual will be updated as required as the organization evolves and grows. You will be notified of any changes as they occur.
Organization'S History
Our Mission, Vision & Values
Mission Statement:
One Love Sisters Ghana works to advance health, protection, gender justice, and community wellbeing by delivering community-led programmes, strengthening local leadership, generating evidence, and expanding access to responsive services for underserved populations.
Vision Statement:
A society where all people, regardless of their background or identity, enjoy equal opportunities, quality healthcare, safety, dignity, and the freedom to reach their full potential. Our Values and Statement of Philosophy: OLS wishes to maintain a work environment that fosters personal and professional growth for all employees and volunteers. Maintaining such an environment is the responsibility of every staff/volunteer, or intern. Team leads have the additional responsibility to lead in a manner which fosters an environment of respect for each person. It is the responsibility of all staff/volunteers or interns to:
- Foster cooperation and communication among each other
- Treat each other in a fair manner, with dignity and respect
- Promote harmony and teamwork in all relationships
- Strive for mutual understanding of standards for performance expectations, and communicate
routinely to reinforce that understanding
- Encourage and consider opinions of other team members, and invite their participation in decisions
that affect their work and their careers
- Seek to avoid workplace conflict, and if it occurs, respond fairly and quickly to provide the means to
resolve it
- Recognize that team members in their personal lives may experience crisis and show compassion and
understanding
Employment Status
Your engagement with OLS is essentially governed by the Labour Laws of Ghana, (Act 651 of 2003). The conditions and regulations of your engagement presented herein follow the laws, customs and labour practices of Ghana and shall be interpreted and enforced as such. Renumeration One Love Sister's renumeration cycle is monthly. Remunerations will be automatically deposited electronically into the bank account details provided to the organization. Taxation requirements are automatically deducted from your renumeration and as well as Social security. (for paid staff) Changing Pay Details Kindly advise the Finance officer should you wish to change any pay details such as changing or closing your bank account. Please ensure you notify finance department prior to the date you wish for the change to be effected. Working Hours Office hours are generally between 8am to 5pm from Monday to Friday. Your hours of work will depend on the requirements of the work you are assigned. Generally, a full-time employee/volunteer works at least the standard hours of eight (8) hours 8:00am- 5:00pm, Monday to Friday, with a one-hour lunch break from 12:00pm-1:00pm for a total of 40 hours per week. Flexible working hours can be arranged with your immediate supervisor. Lateness for work Any absence or late arrival due to illness, injury or any other reason, and the expected duration of leave must be personally reported to your supervisor as soon as practicable (and prior to your normal starting time wherever possible). If you are unable to do this personally, you are requested to ask someone to call on your behalf. Caution on lateness: consistent leads to sanction.
Dress Code Policy OLS's staffs/volunteers are supposed to be in formal clothes or OLS branded shirt at all official functions. This is to enable people to project professional image of the organization. Casual clothing can however be worn on Fridays.
Compensation And Benefits Policy
A. Salary/renumeration Determination Salaries are compared with job categories within the competitive business environment.i.e. salary scale for similar job requirements as well as salary history, previous experience, and education. Employees shall receive net salary after the necessary deductions are made as indicated in his or her appointment letter. B. Promotion Promotion opportunities are offered to qualified and deserving employees as they occur. Vacancies are filled by promotion of in-service employees when appropriate. When an employee is promoted to a higher position, the salary of that employee shall be reviewed.
C. Time Sheet/Pay Period
Each employee or volunteer on a daily basis should complete time sheets. The completed timesheet must be submitted on the last working day of the month. Time sheets shall be verified and approved by the Finance Officer.
D. Taxes
OLS withholds income taxes from all employees' gross salaries in accordance with the laws of Ghana and in particular in accordance with the tax laws participates in the Pay as You Earn (PAYE) payroll income tax program. Income taxes are deducted from each employee's monthly gross salary for payment to the Ghana Revenue Authority. All income tax deductions will appear on the employee's monthly pay slip.
5. Benefits
Payroll will be prepared in accordance with the personnel policies and benefit plan.
1. Every employee shall be entitled to a mandatory 13% Social Security contribution as stipulated by
law.
2. It is also mandated by law for an employee to contribute of 5.5% of monthly salary to make up the
18.5% Social Security contribution.
General Leave Policy
Unless otherwise specified, employees referred to in this policy mean permanent full-time or part-time employees. All employees are entitled to leave in accordance with the relevant awards or agreements and statutory provisions. Where the entitlements or practices in this document conflict, the workplace agreement, employment contract or Labour Act takes precedence. Annual leave policy The organization shall observe all public & statutory Holidays; Holidays falling within the period of an employee's leave shall extend the period of paid leave pro rata. On completion of one (1) year's continuous service with OLS an employee shall be entitled to annual leave. Alternatively, a full-time employee shall earn 25 working days leave per 12month calendar year for senior staff and 20 working days for junior staff. All planned leave has to be mutually agreed and take into account workloads and the employee's needs. Leave must be approved in advance, except when the employee cannot anticipate the absence. Request must be submitted at least two (2) weeks in advance of the leave. Any documents regarding leave will be kept on the employee's personnel file. Sick leave policy An employee/volunteer is entitled to five (5) sick days per calendar year. These days will not be cashed out or carried over. Time spent with doctor or other medical appointment that cannot be scheduled during non-work hours may be charged to sick leave. Sick leave beyond five days must be approved by a medical practitioner.
Maternity Leave On production of a medical certificate signed by a registered medical officer, a pregnant employee/volunteer with not less than 1 year continuous service will be granted leave without pay. Where this continuous period of service is under one year, management will decide. Subject to the above a pregnant employee shall be eligible to an aggregate of 12 weeks maternity. The period of maternity leave shall be extended to eight (8) weeks where the confinement is abnormal or where during confinement two or more babies are born. Compassionate Leave
1. Staff or volunteers who have gone through defined traumatic experience(s) e.g. conflict, armed robbery
and natural disasters shall be given a minimum of three (3) working days of compassionate leave to recuperate. This will be decided with approval from the Executive Director.
Code Of Conduct Policy
Purpose
This policy affirms OLS's belief in responsible social and ethical behaviour from all employees or volunteers. This policy clarifies the standards of behaviour that OLS expects of all employees/volunteers. Policy Our Code of Conduct policy applies to all employees/volunteers/interns and provides the framework of principles for conducting business, dealing with other volunteers and clients. The Code of Conduct does not replace legislation and if any part of it is in conflict, then legislation takes precedence. This policy is based on the following:
- Act and maintain a high standard of integrity and professionalism;
- Be responsible and scrupulous in the proper use of organization's information, funds, equipment
and facilities;
- Be considerate and respectful of the environment and others;
- Exercise fairness, equality, courtesy, consideration and sensitivity in dealing with other employees
and clients;
- Avoid apparent conflict of interests, promptly disclosing to a supervisor, any interest which may
constitute a conflict of interest;
- Promote the interests of the organization;
- Perform duties with skill, honesty, care and diligence;
- Abide by policies, procedures and lawful directions that relate to your engagement with OLS
and/or our clients;
- Under no circumstances may employees/volunteers offer or accept money.
- Any employee, who in good faith, raises a complaint or discloses an alleged breach of the Code,
whilst following correct reporting procedures, will not be disadvantaged or prejudiced. All reports will be dealt with in a timely and confidential manner. OLS expects co-operation from all employees/volunteers in conducting themselves in a professional, ethical, and socially acceptable manner of the highest standards. Any employee/volunteer in breach of this policy may be subject to disciplinary action, including termination. Should an employee/volunteer have doubts about any aspect of the Code of Conduct, they must seek clarification from the Executive Director. This policy will be regularly reviewed by management and any necessary changes will be implemented.
Communication Plan
Internet Use The internet is provided by OLS for business use. Limited private use is permitted if the private use does not interfere with a person's work and that inappropriate sites are not accessed e.g. such as pornographic, gambling, online games. Management has the right to access the system to check if private use is excessive or inappropriate. Failure to comply with these instructions is an offence and will be subject to appropriate investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include dismissal and suspension. Staffs/volunteers need to be aware that some forms of internet conduct may lead to criminal prosecution such as hacking and forgery. Email Use
1. Email facilities are provided for formal business correspondence.
2. Take care to maintain the confidentiality of sensitive information. If emails need to be preserved,
they should be backed up and stored offsite.
3. Limited private use of email is allowed if it does not interfere with or distract from an
employee's/volunteer's work. However, management has the right to access incoming and outgoing email messages to check if usage or involvement is excessive or inappropriate. Social Media For the purposes of this policy, the following definitions apply: Social Media includes all internet-based publishing technologies. Most forms of Social Media are interactive, allowing authors, readers, and publishers to connect and interact with one another. The published material can often be accessed by anyone. Forms of Social Media include, but are not limited to, social or business networking sites (i.e. Facebook, LinkedIn), video and/or photo sharing websites (i.e. YouTube, Flickr), business/corporate and personal blogs, micro-blogs (i.e. Twitter), chat rooms and forums and/or Social Media. The organization expects its employees/volunteers to maintain a certain standard of behaviour when using Social Media for work or personal purposes.
This policy applies to all employees/volunteers/interns who contribute to or perform duties such as:
- maintaining a profile page for OLS on any social or business networking site (including, but not
limited to LinkedIn, Facebook, Snapchat, Instagram or Twitter);
- making comments on such networking sites for and on behalf of OLS
- writing or contributing to a blog and/or commenting on other people's or organization' posts for
and on behalf of OLS. Procedure No employee, intern/volunteer is to engage in Social Media as a representative or on behalf of OLS unless they first obtain the organization's written approval. If any employee, intern/ volunteer is directed to contribute to or participate in any form of Social Media related work, they are to always act in a professional manner and in the best interests of OLS All employees, interns/volunteers of OLS must ensure they do not communicate any:
- Confidential Information relating to OLS or its target population.
- material that violates the privacy or publicity rights of another party; and/or
- information, (regardless of whether it is confidential or public knowledge), about clients, partner
organizations of OLS without their prior authorisation or approval to do so; on any social or business networking sites, web-based forums or message boards, or other internet sites. Confidential Information includes any information in any form relating to OLS, which is not in the public domain.
Volunteers, Interns And National Service Person
1. OLS recognises that volunteers/ interns/National Service Persons (NSPs) make a valuable and vital
contribution to the effective operation of community-based services.
2. OLS also recognises that when based on sound principles, volunteering benefits the volunteers/ interns/
NSP, the organisation, its projects and the communities which benefit from these services.
3. This policy is designed to meet the needs of OLS and its volunteers/interns/NSP and to ensure positive
outcomes for both parties. Recruitment
1. The recruitment of volunteers is at the discretion of the Executive Director.
2. OLS shall recruit volunteers for one-off task and for ongoing work, as well as offering placements to
Interns/students/ NSPs for work experience. Conduct Volunteers/interns/NSP, are expected to conduct their duties in a cooperative and honest manner. OLS expects volunteers to:
- be reliable
- arrive on time
- notify the supervisor if you are running late
- respect confidentiality
- represent the interest of the organisation - not yourself
- give feedback, communicating relevant important information
- be accountable and accept evaluation
- be committed to the program, where relevant
- acknowledge decisions made by staff
- undertake training and have a good understanding of the program, where relevant
- address areas of conflict with the appropriate staff member
- ask for support when it is needed.
Responsibilities of a Volunteer/Intern/NSP When working for OLS, volunteers are expected to:
- undertake voluntary work according to training, the policies and practices of OLS
- participate in the co-operative team effort to achieve the goals of the organisation,
- fulfil the individual agreement with the organisation in a reliable and dependable manner,
- be willing to accept direction from the supervisor,
- accept the privacy and dignity of staff, clients, and fellow volunteers, and follow the organisation
guidelines for privacy and confidentiality
- advise the supervisor as soon as possible with respect to any change in availability,
- maintain a positive, optimistic, and non-judgemental attitude,
- undergo training, evaluation and participation in support groups as required.
OLS's Responsibilities OLS recognises its responsibilities towards volunteers, and undertakes to:
- Treat volunteers with respect as co-workers - not just free help,
- Provide the volunteer with information about the organisation and its policy on volunteers,
- Provide the volunteer with work that is appropriate to their skills, abilities, availability, and
individual interests,
- Provide volunteers with the resources, information, training and support they need to do their work,
- Provide continuing education on the job as a follow up to initial training, providing information
about new developments,
- Provide sound guidance and direction
- Provide the volunteer with opportunities to offer feedback and express concerns that arise during
their work with the organisation
- Ensure volunteers are aware of the boundaries/limits of the service,
Orientation and Training
1. OLS shall provide volunteers with work that is appropriate to their skills, abilities, and availability.
2. OLS will ensure that volunteers receive appropriate training prior to commencing work with the
organisation.
3. All volunteers recruited to OLS shall have a specific supervisor appointed to them. The supervisor acts
as a primary point of contact between the volunteer and OLS. The supervisor is responsible for:
- assessing the volunteer's training needs and arranging training where necessary, providing
information about the organisation and its volunteer policy,
- providing orientation to the workplace,
- providing work that is appropriate to the volunteer's skills, capabilities, availability and wherever
possible to their personal interests,
- undertaking administrative tasks related to volunteering (e.g. liaising with volunteer agencies),
- providing feedback to the volunteer about their work and resolving any issues that arise.
Volunteer Agreement
1. Volunteers do not have the status of employees of OLS. To facilitate effective accountability all
volunteers assisting OLS in an ongoing basis will have a written agreement with the organisation.
2. This agreement will refer to the commitments that OLS makes to the volunteer, and what OLS expects
from the volunteers. Complaints Procedure
1. Volunteers who have a complaint or grievance should raise the matter with their immediate supervisor
in the first instance.
2. If this is not appropriate or not successful, the volunteer should approach the Admin Manager.
Reimbursement of Out-of-Pocket Expenses OLS recognises that volunteers incur expenses when providing a service. Reasonable expenses will be reimbursed by prior agreement with their supervisor. This means volunteers anticipating claiming such expenses should discuss the matter in advance.
Confidentiality
1. OLS upholds the rights of volunteers to dignity, privacy, and confidentiality of information regarding
their background, health status and other personal information and will take steps to ensure that privacy is maintained under all reasonable circumstances.
2. All volunteers should be aware of and understand OLS's policy on privacy and confidentiality.
Conflict Resolution And Confidentiality Clause
Code Of Conduct
Confidentiality
Confidential information and documents are those designated as such by appropriate OLS employees/volunteers. In general, confidential data are those generated in OLS investigations and research. Others may include personnel of human resource issues that are confidential in nature. In addition, other information about OLS or its operations may be confidential and marked accordingly such as books, papers, tapes, memoranda, printed material, or the proceeding meetings. During an engagement, an employee/volunteer may have access to confidential information. This may include but not limited to financial data, computer programs, proposals, documents, procedures, and information in a formative stage. This information shall be the property of OLS. Employees or volunteers are prohibited from disclosing such information while doing their official duty whilst in the employment of OLS. Employees/volunteers who violate confidentiality agreement provisions are subject to progressive disciplinary action up to and including the termination of engagement. Employees or volunteers involved with confidential information may be requested to sign a non- disclosure agreement on commencement of engagement or as and when necessary. On termination of the engagement, for whatever reason, the employee/volunteer shall remit to the OLS all confidential information, which the employee/volunteer may have in his/her possession relating to the affairs of the OLS. The employee/volunteer shall be subject to an obligation of secrecy and non-use of such information and knowledge acquired during the employment with the OLS, which is not already in the public domain. Conflict of Interest OLS respects the rights of its employees/volunteer's relative to activities outside this employment which are private in nature and which do not conflict with or reflect adversely upon OLS. Similarly,
employees/volunteers are asked to refrain from any activity, which would negatively impact on OLS's or its ability to do business in Ghana or elsewhere. The employees/volunteers are expected to promote OLS's stated interests and to refrain from using their position with OLS to supplement their incomes directly or indirectly, or to obtain other material benefits including gifts other than those considered tokens. An employee/volunteer of OLS may perform work or services for another organization only to the extent that the activity does not prevent the person from devoting the time and effort to the business of OLS, which his/her position requires. No OLS employee/volunteer should knowingly act in a capacity or urge OLS to act in a manner designed to confer any financial or commercial benefit whether actual or potential on him or herself or any firm or corporation in which he/she has a significant interest as partner, stakeholder, director, or officer. If such a situation should arise the individual should disclose the nature of such interest to his/her supervisor. Confidential information obtained as a result of employment at OLS that is not generally available to the public should not be communicated to any individual(s) or organization(s) outside of OLS. OLS reserves the exclusive right to determine what information can or cannot be communicated outside of the organization. Whereas employees/volunteers are free to participate in the political process of Ghana they shall not under any circumstance link OLS to their political activities or otherwise state or infer that OLS supports their views or actions. Drug - Free Environment OLS employees/volunteers shall have the right to a workplace free of unlawful controlled substances (herein after called "drugs") to ensure the safety of all employees and the general public. The use of, manufacture, sale or distribution of illegal drugs working under their influence on OLS premises or while operating OLS vehicle is strictly forbidden and are grounds for immediate dismissal. Alcohol shall not be consumed during working hours except that at OLS's functions during work hours or OLS's work sites and no employee/volunteer shall work under the influence of alcohol at work, this is subject to immediate dismissal. Employees/volunteers are expected to report to workplaces prepared to perform their assigned duties. Employees/volunteers reporting to the workplace impaired by drugs or alcohol will be subjected to disciplinary action up to suspension and may include dismissal depending on the extent of impairment. Smoke Free Environment
Smoking is prohibited in OLS's owned leased or controlled facilities and vehicles. Employees and general public are asked to smoke outside such facilities. Workplace Violence OLS does not tolerate any acts or threats of violence committed by or against employees or volunteers. OLS shall discipline or terminate any employee or volunteer found to have violated this policy. OLS shall not condone any acts or threats of violence against OLS employee/volunteer or visitors on OLS premises at any time or while engaged in business with or on behalf of OLS on or off OLS premises.
Grievances
The objective of the grievance procedure is to resolve disputes as quickly and as possible. If an employee/volunteer feels at any time that disciplinary action taken against him/her is unfair he/she has any grievance may invoke the grievance procedure. Any grievance must first be raised with the employee's/volunteer's supervisor. Every effort must be made by both parties to resolve the grievance. If the employee/volunteer feels that the supervisor's response is insufficient, the employee should notify the Finance Officer if no satisfactory settlement can be reached the grievance shall be referred to the Executive Director.
Non-Discriminatory Hiring
Equal Opportunity Employer OLS is committed to a policy of equal opportunity in all aspects of employment, regardless of race, gender, orientation, ethnic or social origin, co lour, marital status physical state, religion, conscience, belief, and culture. This policy applies to all employees/volunteers and job applicants who must be at least 18 years old. Employment and promotion are based on qualification and merit for each specific position. The Executive Director has specific responsibility for ensuring that decisions affecting employees/volunteers are taken on non -discriminatory grounds and shall ensure that this policy statement is disseminated at all levels throughout. All employees/volunteers are under an obligation to respect and act in accordance with the policy.
Nepotism OLS reserves the right not to engage closely related people in a direct line/management relationship or within the same department. Employing of family members is prohibited if the employment shall lead to the creation of: A supervisory / subordinate relationship between family members if a direct supervisory or managerial relationship would be established, family members of a current employee/volunteer cannot be considered for an open position. The reason is that, the probability of the occurrence of actual conflict of interest or the appearance of a conflict of interest is extremely high. Generally, this bars engagement of an employee's/volunteer's family member who has an auditing or control relationship to the employee's job.
Appendix 1
Leave/Absence Request Form
Employee Name:...................................................................................................................................... Employee No:........................................................................................................................................... Total No. of leave days:.................................... Total No. requested:................................................. Balance remaining:.................. Duration of Requested Leave of Absence Leave Start Date:..........................................Leave End Date:............................................................. Type of Leave requested (Please tick) Sick Leave Annual leave Compassionate Leave Maternity Leave Paternity Leave Education Leave Time off without pay Other (Specify)..................... Executive Director's Approval Please tick () Approved Rejected Comment:.................................................................................................................................................... ....................................................................................................................................................................... ...................................................................................................................................................................... Signature:................................................... Note: You must submit request for absence other than sick leave two weeks prior to the day of you will be absent.
Appendix 2
Personnel Data Form
1. Personnel No:
2. Full Name....................................................................................................................................
3. Sex....................................................... Blood Group.........................................................
4. Date & Place of Birth..................................................... Nationality.................................
5. Marital Status............................................................ Religion:..................................................
6. Name of Spouse................................................................. Occupation:....................................
7. Passport No.............................. Date & Place of Issue............................................
8. Driver's Licence No..................... Date & Place of Issue..........................................
9. Mother's Name..........................................................................................................................
10. Father's Name.............................................................................................................................
11. Children/wards................................. Date of Birth.......................................
12. Contact Addresses
House No................................................................................................................................. Post Office Box......................................................................................................................... Place......................................................................................................................................... Land Line...................................................... Mobile........................................................... Fax.....................................................................................................
13. Languages
Writes.................................................................................................. Reads.................................................................................................. Speaks...............................................................................................
14. Educational Background And Qualification
Institutions
Attended
Place Period
From To
QUALIFICATION(s)
Obtained
15. Professional Training
COURSE ORGANIZER YEAR ATTAINMENT(s)
16. Details Of Previous Employment
Name Of Employer Position Held Period
From To
REASON(s) FOR
Leaving
17. NEXT OF KIN/ PERSON TO BE CONTACTED IN CASE OF EMERGENCY
Name.......................................................................................... Relationship................................................................................. Address.................................................................. Place......................................... Telephone........................................................... Email.............................................. (For Office Use)
18. Disciplinary Action
Date................................................................. Place.............................................................. Offence.................................................................................................................. ............................................................................................................................. Action.................................................................................................................... .............................................................................................................................
19. Exit
Date Employed.................................. Date Left Service........................................... Reason................................................................................................................ Terminal Benefits................................................................................................
Ols Policies And Declaration
You must read all the policies contained in this document and listed below. Organization policies are a part of your employment contract and therefore must be read and understood to ensure you are fully aware of your responsibilities as an employee of OLS. Please read each of the policies listed below and tick where shown to indicate you are aware of the rules and responsibilities you have whilst employed by OLS. Organization History Mission, Vision & Values Employment Status Compensation and Benefits Policy Code of Conduct Policy Communication Plan Volunteers, Interns and National Service Conflict Resolution and Confidentiality Clause Employee Declaration: I have read and understand the contents of this manual along with the above policies and I agree to the terms of conditions of these documents. Name:........................................................... Signature:...................................................... Date:...........................