Human Resource Policy for CIPORD Liberia

Senior Staff
(Strategic Goals)


Supervisors
(Tactical Goals)


Field Staff
(Operational Goals)








Vacancy Announ-cement


Short-listing of Potential Applicants


Written Test


Oral Interview


Selection of Successful Applicant(s)


Orientation of New Staff











CIPORD, Inc.













Human Resource (HR) Policy
for the recruitment & management of productive workforce



Table of Contents
Background 1
The Purpose of this HR Policy 1
CIPORD's General Expectations about Staff 1
CIPORD's Staff Hierarchy 2
Strategic Human Resource (HR) Planning 2
Staff Qualification Guide for Recruitment 3
Staff Recruitment Procedures 5
Orientation for New Staff 5
Compensation and Benefits 6
Job Function Differentiation 6
Work Planning 6
Staff Monitoring and Evaluation 6
Staff Rotation 7
Staff Skill Development 7
Staff Motivation Mechanism 7
Occupational Safety for Staff 7
Complaint and Appeal Procedures 7
Disciplinary Actions 8
Staff Exit 9
Appendix A i




Background
nature and type of funding
Christian Impact Program for Rural Development (CIPORD) is a national NGO founded under the laws of the Republic of Liberia in 2006 to serve the Water, Sanitation and Hygiene (WASH) needs of rural communities. CIPORD was founded on Christian values and its strategic vision is fully based on such Bible-based ethics like transparency, trust, and love for humanity and God in serving the needy. CIPORD principally operates by receiving funds from donors who build high trust and confidence in its management in exercising financial transparency and accountability in implementing projects that serve the needs of rural dwellers in Liberia. Donors always place key emphasis on the soundness of financial and internal control systems and the quality of staffing in CIPORD for the attainment of desired Program Cooperation Agreement (PCA) goals.
human resource environment and history
CIPORD has always dreamed of a properly regulated HR environment in which the management-worker relationship is fully geared towards the professional implementation of all projects. The hiring and retention of qualified and competent staff have also been of keen priority to CIPORD. Management hopes that this policy guide shall ensure the realization of the dream of an efficient and effective HR environment.
The Purpose of this HR Policy
This HR Policy shall govern all of CIPORD's concerns about staff acquisition, management, and departure. Its provisions shall be the principal guidelines for all issues relating to CIPORD's management-worker relationship. The Executive Director shall have the principal responsibility for the implementation of the provisions stated within this HR Policy. All staff shall be treated alike based on the provisions of this document.
CIPORD's General Expectations about Staff
CIPORD was founded on firm Bible-based Christian principles. All staffs are expected to observe all moral values including integrity, tolerance, human rights, gender equality, religious freedom, peace and civility at all times while working with CIPORD. No violent action including riot, looting, disrespect to superior, etc, shall be tolerated from any staff. Stealing, dishonesty, and fighting shall not also go unpunished. CIPORD EXPECTS THAT ALL STAFFS SHALL WORK TOWARDS THE ACHIEVEMENT OF PEACE AND PRODUCTIVITY IN THE WORK ENVIRONMEMNT.
CIPORD's Staff Hierarchy
The staffs of CIPORD shall be placed into three (3) hierarchical levels: Senior Staff (top), Supervisors (middle), and Field Staff (frontline).Senior Staffs shall carve the strategic goals of CIPORD in both short-term and long-term ranges at the beginning of and during projects. Supervisors shall break strategic goals into tactical, achievable program components with time tables. Field Staffs shall break tactical goals, from Supervisors, into operational, specific goals for field implementation and report accordingly back to Supervisors. Supervisors shall compile all field reports into strategic reports from which donor reports shall be derived, sent, and filed. Decision-making by top managers shall be unstructured. Decision-making by middle managers shall be semi-structured. Decision-making by frontline managers shall be structured.
Staffs shall undergo mobility from one level to another based on performance or merit. Mobility shall take two forms: vertical (from one level to another) or horizontal (from one position to another on the same level).No one shall report to another person on the same level except for the top managers (Project Officer, Log/Admin & Finance Officer) who shall report to the Executive Director.
pictorial representation of CIPORD's staff hierarchy

Strategic Human Resource (HR) Planning
The Executive Director, along with other senior staff, shall periodically analyze the HR need(s) of CIPORD, especially at the beginning of every project. This analysis shall cover whether existing staff can be used or new recruitment shall be necessary for project implementation. CIPORD shall prioritize small and effective workforce on its staffing plans.
Staff Qualification Guide for Recruitment
No.
Job Positions
Minimum Academic Qualification
Minimum Related Job Experience
Other Skills of Need
1
Log/Admin
Bachelor's degree in Management, Public Administration, or Accounting
Three(3) years business working experience including Logistics
computer literate
rides motorbike
good human relations
good at communication
2
Program Officer
Bachelor's degree in Public Health, Nursing or Social Works
Three(3) years experience in health field including WASH
computer literate
good human relations
able to adapt
rides motorbike
good communication skills
good planning skills
innovative
good monitoring and evaluation skills
3
Assistant Program Officer
Associate of Arts(AA) in any Public Health, Nursing or Social Works
Two(2) years experience in health field including WASH
computer literate
good human relations
able to adapt
rides motorbike
able to plan and conduct training workshop
4
Finance Officer
Bachelor's degree in Accounting
Three(3) years of working experience in straight NGO accounting
advanced computer knowledge including QuickBooks
able to work in stressful environment
good human relation
able to compile report
be a good planner
5
Storekeeper
High school graduate
One(1) year work experience in any place
able to be trained
computer literate
6
Animator
Associate of Arts(AA) in any public health, nursing or social works
Two(2) year work experience in health or social work area






ride motorbike
good human relation
planning skills
report writing skills
time management
able to adapt
economical with project supplies
with responsible attitude toward organizational properties
7
Driver
Elementary school graduate with driver license
Three(3) driving experience in difficult terrain
careful decision-making
basic mechanic idea
8
Handy man
-Physically strong and intelligent
-can sign his/her name

Not applied
well-behaved
humble
loyal
able to communicate orally in English
9
Construction technician-latrine
Certificate in general construction
Three(3) year work experience in building construction
read plan and work accordingly
ride motorbike
10
Construction technician-well
Certificate in well construction
Three(3) year work experience in well construction
read plan and work accordingly
computer literate
pump installation
able to train others
ride motorbike
able to write report
11
Hygiene promotion supervisor
Associate of arts(AA) in any public health, nursing or social works
Two(2) year work experience in hygiene promotion or general WASH and CLTS animations
able to train people
computer literate
able to write report
ride motorbike

Staff Recruitment Procedures
The recruitment of new staffs to CIPORD shall be open and merit-based. Equality opportunity shall exist for every applicant. The official recruitment process for CIPORD shall consist of six stages:
Vacancy announcement in the media
Short-listing of potential applicants
Written test for writing, calculation and computer skills
Oral interview
Selection of successful applicants
Orientation of new staff


Pictorial layout of CIPORD's staff recruitment procedures

Orientation for New Staff
It shall be an official policy of CIPORD to formally and properly orientate all newly recruited staffs for better productivity in a new work environment. The orientation shall take the form of functional drill, mentoring, field visit, training workshop, relevant literature review or tutoring by the outgoing staff for at least one (1) week. The new recruit shall have the right to ask all necessary questions during this orientation period. The outgoing staff shall be expected or made to fully cooperate during this orientation period.
Compensation and Benefits
The compensation and benefits of CIPORD's staffs shall be derived from the salary scale (Appendix A, page i) and special pronouncements by the Executive Director or donor specification (in PCA budget).
Job Function Differentiation
There shall be clear distinction and segregation of duties for every staff of CIPORD. No two staffs shall be made to be performing the same function in the same place, form and/manner redundantly. All staffs shall be made to know their specific roles and responsibilities and not interfere or overlap the functions of other staff. All staffs shall be made to clearly know their immediate superior staff to whom they shall report.
Work Planning
Every staff of CIPORD shall prepare and submit work plans to his/her immediate superior staff for monitoring of work progress. Field staffs shall prepare weekly work plans and submit them to their immediate supervisors. Supervisors shall prepare monthly work plans and submit them to their immediate senior staffs. Other senior staffs shall prepare quarterly work plans and submit them to the Executive Director.
Staff Monitoring and Evaluation
The Executive Director shall devise an objective scheme of performance monitoring and evaluation for every staff based on stated roles and responsibilities of the staff. The results of such monitoring and evaluation shall be used in making staff upgrading or promotion decisions. The best performing staffs shall be recognized and awarded institutionally. Target areas for monitoring and evaluation during this process shall include:
Job planning skills
Job effectiveness
Time management
Adherence to CIPORD's goals
Economy of project/organizational supplies
Responsible management of organizational properties
Interpersonal relationship
Etc
Staff Rotation
The Executive Director shall ensure that staffs are reasonably rotated from function to function and place of assignment to another. This shall make most staffs to be fully knowledgeable about the work environment of CIPORD. This shall also give CIPORD some leverage when abrupt resignation takes place in a key position area. It shall make it easier to assess the job-related activities of staffs when they are rotated or transferred to another position.
Staff Skill Development
CIPORD shall institute constant staff upgrading programs or activities to increase the ability staff in their project implementation activities. All staffs shall be made to acquire or develop the required skills including report writing and computer usage. CIPORD shall arrange the necessary seminars and workshops that will help staffs to grow in their professional or field duties. CIPORD shall always coordinate with other similar organizations for knowledge sharing and skill updates.
Staff Motivation Mechanism
CIPORD shall institute a staff motivation mechanism including allowance, food subsidy, awards for best performers, bonus, medical assistances, etc in order to make staffs feel at home and not depend on their salaries as the only source of motivation for work at CIPORD.CIPORD shall also identify with Staff members during special times and times of sorrow. CIPORD shall ensure that all staffs are treated equally and that unity and the spirit of oneness exist among staffs.
Occupational Safety for Staff
CIPORD shall provide safety materials for field staffs that need to be protected while carrying on their duties on the field. Protective materials shall take any form based on the specific risks faced by the concerned staffs. By this, CIPORD shall ensure that staffs work in good condition by taking preventive steps to avoid accidental injuries to staffs. CIPORD shall not constrain staffs to produce results under extreme conditions.
Complaint and Appeal Procedures

CIPORD shall establish clear and comprehensive channels of grievance filing and conflict resolution between/among staffs .These channels of complaining shall be made known to all staffs for their use. CIPORD shall do constant intelligence gathering among staffs, to pick up signs of early warning for problems and act appropriately in pacifying conflict/grievance. CIPORD shall also listen to staff-related issues and take the appropriate actions. Complaints shall be filed to colleagues initially. If not settled by the initial attempt, the complaint shall be appealed to a higher level in CIPORD. No staff shall take external legal steps until the Complaint and Appeal Mechanism (CAM) of CIPORD has been sufficiently exhausted, including CIPORD's Board which is the first level of external appeal for grievance redress.
Disciplinary Actions

The Executive Director shall educate all staffs on the consequences of committing offenses in CIPORD. Offenses committed by staffs shall be categorized and, when proven, responded to appropriately as follows:
No.
Nature of Offense
Categorization
Frequency
Disciplinary Action
Example
1
No major impact on CIPORD, project, or life
Minor Offense
2 times
Warning
-Insulting another staff, -lateness, etc



3 times
Suspension

2
Major impact on CIPORD, project, or life
Major Offense
1 time
Suspension
-Physical fight,
-gross insubordination
-gender abuse
-drunkenness
etc



3 times
Dismissal

3
Severe impact on CIPORD, project, or life
Serious Office
1-2 times
Dismissal
-Fraud,
-incitement of staffs,
-Theft on duty
-abuse of mind-altering drug
-etc

The Executive Director shall monitor the trends of every staff in offense commission. All warnings, suspensions, and dismissals shall be written and filed in their related personnel files. During all suspension and dismissal processes, all assets and privileges shall be taken from the staff involved.


Staff Exit
a. Resignation
When a staff intends to resign, he/she shall officially make it known to management at least one (1) month in advance. This time frame shall be used by CIPORD to carry out a new recruitment process for replacement. All assigned assets and privileges shall be returned (with full clearance) before resignation is considered final. The Log/Admin shall issue the appropriate asset clearance. An abrupt resignation shall forfeit outstanding salary payment.
b. Dismissal
When a staff is dismissed, CIPORD shall ensure that an immediate replacement is available. All assets and privileges shall be withdrawn from the staff involved. The Log/Admin shall issue the appropriate asset clearance.
c.Incapacitation
CIPORD shall establish whether a staff has been made unable to perform by accident, illness, or aging. The staff involved shall be peacefully retired from work. Outstanding salary shall be paid. The staff involved shall be made to fully understand the nature of his/her incapacitation and the rationale behind CIPORD's action of retirement. CIPORD shall optionally decide to make some benefit payments on humanitarian grounds.
d.Death
Upon the death any staff, CIPORD shall immediately identify with the bereaved family and make appropriately representation at the funerals and burials. All assets and benefits shall be withdrawn at death. Outstanding salary shall be paid in full. CIPORD shall optionally decide to make some benefit payments on humanitarian grounds.
c. Claim Waiver
All exiting staffs from CIPORD shall sign claim waiver forms by which they officially consent that CIPORD owes no obligation to them. In case of death, the family of the deceased shall sign the claim waiver form. The claim waiver form, in either case, shall be signed before all final settlement in any form.






Appendix A


CIPORD's HR Policy 9





CIPORD's HR Policy i

Vacancy Announ-cement
Short-listing of Potential Applicants
Written Test
Oral Interview
Selection of Successful Applicant(s)
Orientation of New Staff

Senior Staff
(Strategic Goals)
Supervisors
(Tactical Goals)
Field Staff
(Operational Goals)