Al- Mustafa Development Network

Regulation
(01)
Section 1
Board of Trustees

All policies shall be made by Board of Trustees. It is the supreme body of organization. It is
responsible of monitoring, evaluation and overall supervision of the organization and its projects.
It is responsible to provide feedback to the donors and target groups/ communities and
banefashries.

Section 2
Executive Council

All the executive level decisions will be take by executive council of AND. The implementation
of projects and programs is main responsibility of the Executive Council. Executive council is
responsible to make presentations before BOT and it is answerable before BOT.

Section 3
Departments

Finance, Accounts & Administration Department

The department is headed over by director and he is responsible for financial management,
record keeping of the accounts and administrative control of the organization with in AND.

Programmes Department
The department is headed over by director. The department is responsible for project planning
preparation, implementation, monitoring and evaluation.

Fundraising and Development Department

The department is headed over by director. The department is responsible to prepare material
(printed, electronic) about organization’s activities, success stories and future programs. This
Department is responsible to prepare annual reports and fundraising appeals. It is responsible for
research and development on new projects and fundraising. It is also responsible for liaison with
philanthropists, other NGOs, Government agencies, print and electronic media.

Section 4
Function & Responsibilities
Executive Director:
1. Will be focal person between executive council and board of trustees.
2. Will discharge all functions and duties as mentioned in constrictions & trust deed
3. Will be answerable before BOT for his action and deed.
4. Overall responsible for implementation, administration, monitoring and evaluation of the
projects.
 5. Will maintain a budget control data base/ Project Book and all funds shall be based on
this data base.
6. Will perform any other responsibility assigned by BOT time to time.

Finance, Accounts & Administration Department:

Director Finance Accounts and Admin
i) Preparation of annual accounts (receipts, payments, balance sheet)
ii) Maintenance of Assets
iii) Managing the bank accounts and preparation the bank reconciliations.
iv) Internal Audit.
v) Preparation of financial feed back reports of offices and projects.
vi) Legal matters of the organization as directed by Chairman and Secretary General.
vii) Keeping records of appointments, leave, transfer and termination.
viii) Arranging scheduled meeting BOT and executive council as directed by Secretary
General.
ix) Records of vehicles running and maintenance.
x) Administration of day to day office matters.
xi) Supervision of the supporting staff in the office.
xii) Issuing administration orders as directed by Chairman/ Secretary General.
xiii) Preparation of the annual operating Budget.

Programmes Department:
Director Programmes
i) Project planning
ii) Preparation of progress reports for chairman and executive council
iii) Monitoring of the projects and preparation of monitoring reports.
iv) Implementation of the projects according to the timeline.
v) Training and capacity building of the project staff.
vi) Preparation of presentations / progress reports of on-going projects/completed
projects for donor and BOT on direction of executive council.

Fundraising and Development Department:

Director Fundraising and Development
i) Interaction with print and electronic media for the exposure of the organizational
activities and projects
ii) Preparation of the feedback of the organization.
iii) Establish a liaison with government departments, donor agencies and organizations.
iv) Preparation of complete records of prospective donors and current donors of the
organization.
v) Arrangements of fundraising dinners, panel discussions and on spot visits of projects
to create awareness for fundraising purpose.
 vi) Dissemination of information about organizational projects and programs through
seminars, walks, and stalls.
vii) Preparation of leaflets, pamphlets, handbills, and fundraising appeals for awareness
through print and electronic media.
viii) Preparation of new project proposals and follow-up.

Section 5
Recruitment
i) All recruitments shall be made through test and interviews on merit basis.
ii) The recognized volunteers of Al- Mustafa Development Network shall be awarded
20% additional marks.
iii) The recruitment shall be made through committee as per defined criteria.
iv) All recruitment shall be made on contract basis.
v) All recruitment shall be made on merit, qualification and abilities without any
discrimination on race, religion, and gender
vi) Every new employee will have to produce two guarantees on the stamp/ legal paper
for recognized businessman, government representative or an authorized government
employee.
vii) A job agreement should be signed and all the terms and conditions should be clearly
indicated.

Section 6
Termination
i) Any employee will be terminated on the ground of disciplinary action due to
misappropriation, dishonesty, negligence, absence from duty and breach of trust or
any act against the law of land.
ii) Before termination of employee will be given an opportunity to present before an
enquiry committee to defend him/ her self.
iii) Contract basis employee can be reappointed after expire of the contract by competent
authority.
iv) Before removal/ termination, a show cause notice is necessary.
v) All other cases will be dealt by using disciplinary process as under:
a. First written warning
b. Written warning and call for explanation
c. Termination
vi) Each employee shall provide one month notice before resigning the job or shall
surrender on month salary. The organization is also bound to give one month notice
or one month salary in case of termination during contract period.
Section 7
Procurement
i) All the purchases shall be made by purchase committees as per defined criteria.
 ii) Purchases less than rupees one hundred thousands only shall be made through
quotation and market survey.
iii) Purchases above one hundred thousand rupees by will be made by written quotation
and tender notice.
iv) The specification shall be clear as per the quality and standard.
v) A technical committee shall be formed by director admin & Finance to examine and
check the quality of the goods and quality as per the supply order.

Section 8
Office Discipline
i) All the employees have to follow the office timing as laid down.
a. Official hours 09: 00 AM to 05: 00 PM
b. Lunch and prayer timing 01: 00 Pm to 02: 00 Pm
ii) Office attendance shall be maintained by receptionist and everyone have to note
arrival and departure time.
iii) Saturday will be half day.
iv) All employee of ADN are required to be totally unbiased toward gender, race and
religion.
v) All employee of ADN shall adhere to the code of conduct of any nature signed by
competent authority.
vi) No one can leave office without prior permission from line manager and information
to director Admin.
vii) Office stock and Assets should be record in the stock register and issuance must be
sought to director finance.
viii) Telephone call register shall be maintained for all calls and private call shall be
charged from caller.
ix) Private visitors should be discouraged.
x) Weekly staff meeting will be held at 12:00 AM on Monday and it not exceed than one
hour.

Section 9
Financial Rules & Procedures

i) Bank account should be maintained as mentioned in trust deed and constitution. In

case of any change needed that shall be decided by BOT
ii) Payments will be made through cross cheque preferably.
iii) Approvals for payment should be prepared by the Accounts Manager
iv) All approvals must be duly signed by the Chairman , Director Accounts & Admin and
Accounts Manager an approval misses any signature funds will not be released.
v) No advances should be made without reception of a tour program approved by
competent authority no further tours should be approved unless report on the previous
tour has been received and advance settled
 vi) If adjustments of the advance payment is not submitted within one month after
completion of activity/ tour the advance amount shall be deducted from salary and no
further advance shall be paid. Failing to adhere this will be subject to disciplinary
action.
vii) Failing to maintain a log book by the driver is subject to salary cut and next time will
be dealt with disciplinary action.
viii) Projects' budgetary book should be maintained by the Director finance as per the
Annexure "C"
ix) Account / finance Manager must prepare receipts and payments account each month
and submit to Director Finance a consolidated statement of accounts of each month
should be place before executive council.
x) Accounts Manager will keep the record of all assets of the organization at all offices
and projects.
xi) Project Manager will make a request duly signed by Project Director to Chairman for
release of funds.

Section 10
Vehicles
i) All vehicles usage will be recorded in log book of each vehicle and shall be
maintained by user and driver.
ii) Private use of vehicle without prior permission from Chairman is prohibited and
permission order shall be kept with Director Admin.
iii) Approved tour programme is necessary for vehicle use and manager administration
shall keep the record.
iv) At the end of each month all driver/ relevant officer shall submit log book signed by
user.

Section 11
Tour Travel
All the tours need to be approved in writing from the immediate Line Director and also in the
notice of Director Administration as below.
i) Chief Executive can travel on need basis and submit tour diary in meeting of BOT for
approval.
ii) All directors should get tour approvals from Chairman and after tour; diary will be
submitted to director admin for record.
iii) All Project Managers shall get permission in writing before leaving the station from
Director Projects and submitted same copy to Director Admin for information.
iv) All other staff from the immediate officer in charge.
v) After tour the tour diary must be submitted to the immediate line manager/ director
with in one week and same copy to director Admin.
vi) Officials are allowed to stay in hotels with a ceiling of Rs. 1800/- per night for
Directors/ Trustees and Rs. 1000/- for others.
vii) Rs.500/- is ceiling for food per day.
Section 12
Leave
i) Two casual leaves are privilege of every employee with the prior approval in
every calendar month.
 ii) All casual leaves should be approved as per the pattern below and be reported to
Administration office before 9:30 a.m.
a. Information Note by Chief Executive to Director Admin
b. Directors to Chief Executive
c. Managers to Directors
d. Other staff to the Director Admin
iii) Unauthorized absence shall be subjected to salary deduction
iv) Two half days are equal to one full leave.
v) Holiday will be given in lieu in case of duty on a holiday.

Section 13
Salaries and Honorariums
i) Sub Committee of BOT will determine the salaries of the permanent staff.
ii) Project staff salary will be determined by BOT on the recommendation of
executive council.
iii) Honorarium of trustees will be fixed by Sub Committee of BOT.
iv) Allied facilities (telephone, bonus, award etc) shall be determined by Sub
Committee of BOT.

Section 14
Any other service benefit
BOT will determine future prospects for the employees keeping in view the financial
position of the organization and will be reviewed when required.

Section 15
Grievances and conflicts
i) In case of grievance an employee shall contact his line manger first and if not satisfied
then he should follow the hierarchy below:
a. Director
b. Chairman
c. Board of trustees
ii) Failure to adhere this will also be dealt with a disciplinary action

Section 16
Progress reports
i) Chief executive / chairman will prepare monthly progress report and submit to
BOT for approval
ii) Directors will prepare and submit monthly progress report to executive council.
iii) Project managers will submit monthly progress report to director accounts /admin
and director projects and development and same will place before Chairman with
observations and comments.
iv) Project staff is liable to submit progress report on requisite format to project
manager
v) Office staff/ manager are liable to submit progress report to line director.
Section 17
Project Staff & projects
i) Project staff is responsible to submit the reports and accounts to relevant
departments and each department is authorized to monitor & supervise projects
according to its functions and responsibilities
ii) Project manager will sign a certificate that all employees of his project discharge
the duties assign to them and attended the office/job according to regulations.
iii) The appointments criteria will adopted as mentioned in regulations.
iv) The committee for recruitment in any project is as below:
Chairman Chairman
Secretary General Member
Director Admin & Finance Member
Director Programmes Member / secretary
One trustee nominated by BOT. Member