General

Ek Jeevan Hamari Prerana’s (EJHP) Human Resource Policy outlines the fundamental principles and guidelines that govern the management of human resources within the organization.

The management of Ek Jeevan Hamari Prerana is committed to upholding exceptional standards of efficiency, ethics, and transparency, fostering a work environment that encourages active participation, dedication, and teamwork among all staff members.

 Recruitment

Vacancies at Ek Jeevan Hamari Prerana will be advertised through various channels, including media outlets, the organization’s website, and word-of-mouth referrals. This multi-faceted approach ensures fairness and transparency in the hiring process, allowing the most eligible, qualified, and deserving candidates to be selected and retained.

Probation: Newly recruited staff members will undergo a three-month probationary period, commencing from their recruitment date, unless otherwise specified. During this time, their performance, suitability, and commitment to their assigned role will be evaluated to determine their suitability for continued employment with Ek Jeevan Hamari Prerana.

Roles and Responsibilities

Upon successful completion of the probation period, all staff members will receive a formal appointment letter, outlining their primary responsibilities, terms and conditions of employment, and remuneration details.

The head of the institution will establish, review, and periodically update the rules, regulations, and job responsibilities for all staff members in ongoing positions.

Reporting and Accessibility

The organizational structure of Ek Jeevan Hamari Prerana is outlined in the organizational chart, which illustrates the hierarchical framework. However, to foster a culture of transparency and openness, all staff members are encouraged to approach any colleague or supervisor for guidance or assistance on official matters. Additionally, departments are required to submit reports as needed, in accordance with their specific requirements and deadlines.

 Pay and Allowances

The monthly remuneration for each staff member will be specified in their Appointment letter. This letter will also outline the rates for conveyance allowance and other reimbursable expenses. Please note that no additional allowances, including House Rent Allowance (HRA), conveyance allowance, gratuity, pension, medical allowances, and others, will be provided beyond what is stated in the Appointment letter.

The Trustees reserve the right to review and revise staff salaries based on individual performance and contributions to the organization.

On the Job Training/Capacity Building

Ek Jeevan Hamari Prerana (EJHP) is committed to enhancing the skills and knowledge of its staff. To this end, the organization will provide capacity development training for all new staff members as needed. As part of the onboarding process, newly recruited personnel will undergo a minimum of one month’s mentorship under the guidance of experienced colleagues. Additionally, selected staff members will receive training in specialized skills or trades to promote multitasking and flexibility, as required by the workload and needs of each department.

Handing/Taking Over

To ensure a seamless transition, a comprehensive handover process will be implemented whenever there is a change in role or an incumbent joins or leaves the organization. The outgoing staff member will prepare a detailed handover note, which will be submitted to the Founder of EJHP. This note will include a thorough explanation of all ongoing and pending issues, as well as an inventory of stores and assets held in their charge. The outgoing and incoming staff members will jointly review the handover note, sign a certificate confirming the transfer of responsibilities, and notify the Founder of any discrepancies or concerns.

 Leave:

• 9 days is applicable
• A written application, accompanied by a signature, must be submitted and approved. Upon rejoining, the same application must be signed again
• In an emergency absence, a signed application must be submitted upon return/rejoining.
• The leave period will be calculated from the start date to the end date
• Medical Leave: Hospital bills and doctor’s description must be submitted
• Leave information should be shared in the official WhatsApp group twice: once when the leave is approved, and again one day prior to the leave, during working hours.
• If the leave falls immediately before or after a holiday, the number of holiday days will be included in the total leave duration
• If leave is taken on a critical working day, salary will be deducted for that day/day(s), unless the reason is deemed genuine and approved by management

 Timing:

• Employees should arrive at the office on time
• In case of late arrival, take approval from the Founder and also notify the group with the reason and estimated time of arrival
• A maximum of 5 days of late coming is permissible in a month, provided they are not continuous
• If late more than 5 days in a month, salary will be deducted proportionally based on the minutes and hours late
• Staff may work extra hours to address emergency situations

Sunday/Holiday

• If staff work on a Sunday/holiday, can take a compensatory leave on any one day of the following week, subject to management approval. However, only one staff member can avail of this option per day
• Compensatory leave must also be taken with prior written approval

 When on external duty

As ambassadors of Ek Jeevan Hamari Prerana, all staff members are expected to conduct themselves with professionalism, dignity, and respect at all times. When interacting with clients, visitors, and stakeholders, staff members are required to demonstrate exceptional courtesy, politeness, and hospitality, upholding the organization’s values and reputation.

At the place of work

Ek Jeevan Hamari Prerana values a collaborative and respectful work environment. All staff members are expected to maintain a professional and courteous demeanor in their interactions with colleagues. In the event of a concern or grievance regarding a colleague’s behavior, staff members are encouraged to submit a written complaint to the Founder or Managing Trustees. Upon receipt, prompt attention will be given to address and resolve the matter in a fair, impartial, and timely manner.

 Termination

The services of a member of the staff can be terminated at the discretion of the Founder after giving a notice of one month.

In extreme cases, such as gross misconduct, severe underperformance, or deliberate breach of the organization’s Rules and Regulations, the services of a staff member may be terminated with immediate effect, without prior notice. In such instances, the staff member will be informed of the reasons for this decision, which will be taken in accordance with the organization’s disciplinary procedures.

Resignation

1. Notice of resignation must be submitted in writing to the Founder or Managing Trustees at least 30 days prior to the effective date of resignation. Failure to provide adequate notice will result in the forfeiture of one month’s salary.
2. Senior staff members in management positions are required to provide a minimum notice period of two months. This extended notice period enables a seamless transfer of responsibilities, ensures continuity of operations, and allows for the timely appointment of a suitable replacement. This requirement is essential to maintaining the organization’s stability and ensuring uninterrupted service delivery to the vulnerable populations we serve.
3. Both soft and hard copies of the works to be handed over to Founder

Confidentiality

As Ek Jeevan Hamari Prerana (EJHP) is dedicated to supporting women and children affected by HIV/AIDS, maintaining confidentiality is of utmost importance. All staff members and representatives of the organization are strictly prohibited from disclosing an individual’s HIV status or any other personal information without their explicit, written consent.

Beneficiaries 

1. Eligibility

Beneficiaries must meet the criteria set by the organization, which are HIV status, income level, family size, and other marginalized areas.

Beneficiaries must provide accurate and truthful information about themselves and their circumstances.

Beneficiaries must not engage in any behavior that is discriminatory, harassing, or violent

1. Confidentiality

EJHP is committed to maintaining the confidentiality of beneficiary information.

Beneficiaries consent to the collection, storage, and use of their personal information for the purpose of providing services and support.

1. Responsibilities

    Beneficiaries are responsible for:

    Providing accurate and timely information about their circumstances.

    Attending scheduled appointments and meetings.

    Participating actively in programs and services.

    Respecting the rights and dignity of EJHP staff and other beneficiaries.

1. Termination of Services

    EJHP reserves the right to terminate services to a beneficiary if:

    The beneficiary fails to meet the eligibility criteria.

    The beneficiary provides false or misleading information.

    The beneficiary fails to comply with the terms and conditions of this agreement.

    The beneficiary engages in behavior that is detrimental to the well-being of others or the organization.

 Other matters

The Founder or Managing Trustees reserve the right to modify, amend, or add to these policies and procedures as necessary. Any changes or updates will be communicated promptly to all affected staff members, ensuring transparency and clarity.

Sunanda Nadarajan
Founder
1 April 2023