Work place policy

Workplace Policy

Workplace Policy Manual

Restoring Hope, Rebuilding Lives

1. Introduction

This Workplace Policy outlines the standards, expectations, and procedures that govern the professional conduct and work environment at Hearts of Destiny Initiatives (HDI). It applies to all staff, volunteers, board members, and program partners. This policy ensures the safety, well-being, and effectiveness of the organization in fulfilling its mission to support street children.

2. Core Values Guiding the Workplace

• Compassion: We serve with empathy and care for every child and colleague.

• Integrity: We operate with honesty and transparency.

• Empowerment: We uplift each other and those we serve.

• Accountability: We are answerable for our actions and resources.

• Collaboration: We work as a team with our community and partners.

3. Code of Conduct

All staff and volunteers are expected to:

• Treat all individuals—especially children—with respect and dignity.

• Avoid any behavior that may cause harm or distress to beneficiaries or colleagues.

• Maintain confidentiality of sensitive information.

• Be punctual, reliable, and committed to their roles.

• Avoid conflicts of interest and declare anywhere they may arise.

• Refrain from discrimination based on race, gender, religion, ethnicity, age, or disability.

4. Child Protection Policy

Given our work with vulnerable children, HDI maintains a zero-tolerance policy toward child abuse, exploitation, or neglect.

4.1 Guidelines:

• Always work in visible, open environments when interacting with children.

• Avoid physical punishment or any form of degrading treatment.

• Report any suspected child abuse immediately to the Director or appointed Child Protection Officer.

• All staff/volunteers must undergo background checks and child safeguarding training.

5. Working Hours and Attendance

• Official working hours: Monday to Friday, 8:30 am – 5:00 pm.

• Flexible shifts may apply for fieldwork or events.

• Staff are entitled to a 1-hour lunch break daily.

• Attendance must be recorded in the daily logbook.

• In cases of illness or emergencies, staff must notify their supervisor by 8:00 am.

6. Leave Policy

6.1 Types of Leave:

• Annual Leave: 21 working days per calendar year.

• Sick Leave: Up to 14 days with a doctor’s note.

• Maternity/Paternity Leave: As per Kenyan labor laws.

• Compassionate Leave: Up to 5 days for loss of a close relative.

All leave must be requested in writing and approved by the Program Coordinator or Director.

7. Anti-Discrimination and Equal Opportunity

HDI is committed to creating an inclusive, respectful, and diverse workplace. Employment decisions will be based on merit, qualifications, and organizational needs.

Harassment, bullying, or discrimination of any kind (verbal, physical, sexual) is strictly prohibited and subject to disciplinary action.

8. Health and Safety Policy

• All work environments will be maintained in a clean, safe, and hazard-free condition.

• First-aid kits will be available at all workstations.

• Staff working in the field must report unsafe conditions immediately.

• In case of emergency, HDI will provide transport to the nearest health facility.

9. Use of Organization Property

• Laptops, mobile phones, and office supplies are to be used strictly for HDI work.

• Equipment must be maintained and returned in good condition.

• Misuse or theft of property may result in disciplinary measures.

10. Confidentiality

• All personal data and case files of children and beneficiaries must be kept confidential.

• Information should only be shared with authorized personnel.

• Breach of confidentiality may lead to dismissal and legal action.

11. Conflict Resolution and Grievances

HDI encourages open communication. Staff or volunteers with complaints may follow this process:

1. Address the issue informally with the individual involved.

2. If unresolved, raise the matter with your Program Coordinator.

3. If still unresolved, escalate to the Executive Director.

4. A formal hearing may be convened, and a written resolution issued.

12. Performance and Discipline

• Staff performance will be reviewed semi-annually through appraisals.

• Disciplinary actions may include verbal warnings, written warnings, suspension, or dismissal depending on the severity of misconduct.

Common offenses:

• Chronic absenteeism

• Breach of child protection rules

• Theft or fraud

• Disrespectful behavior

• Substance abuse during work

13. Volunteer Policy

• Volunteers must sign a Volunteer Agreement and undergo orientation.

• They are expected to follow all workplace rules, especially child protection standards.

• Volunteers represent HDI in the community and must maintain professionalism.

14. Substance Use Policy

• The use of alcohol, tobacco, or illegal drugs is prohibited during work hours or in any HDI environment.

• Anyone found intoxicated while on duty will be subject to disciplinary action.

15. Media and Social Media Guidelines

• Staff must not post images or stories of children without written consent from the organization.

• Official communication with media must be approved by the Executive Director.

• Personal opinions shared online should not be presented as representing HDI.

16. Dress Code

• Staff and volunteers must dress modestly and appropriately, especially when working with children or attending official events.

• Closed-toe shoes and organization-branded T-shirts (when issued) must be worn during fieldwork.

17. Exit and Termination Policy

• A minimum of 30 days' notice must be given for resignation.

• HDI may terminate employment for misconduct, non-performance, or financial redundancy.

• Exit interviews will be conducted for learning and improvement.

18. Review and Amendments

This policy will be reviewed annually or when necessary by the Board of Directors. Amendments must be approved during a Board meeting by a majority vote.

Policy Approved by:
Chairperson: ___________________________
Date: ___________________

Executive Director: ______________________
Date: ___________________