Organizational Policy & Governance Handbook

SECTION 1: INTRODUCTION

1.1 Registration

Smile Charity Uganda is a Non-Government Organization. The name used on a day-to-day basis is Smile Charity Uganda or SCU.

The purpose of this Handbook is to provide supportive & fair policies for the working environment to improve personal performance in line with the ministry goals as outlined in the work strategy. These policies will also seek to encourage a balanced lifestyle for the individuals engaging with SCU.

Smile Charity Uganda Handbook has therefore been prepared with following aims:

• To ensure the efficient running and promote positive culture of Smile Charity Uganda,
• To provide management best practices to foster healthy management-employee relationships,
• To make clear communication and work as per the legal obligations,
• To give new members an insight into the general workings of the office

1.2 Vision

Smile Charity Uganda (SCU) envisions holistically empowered and transformed lives through Education, practical evangelism initiatives and community outreach programs in Uganda.

1.3 Mission Statement

We aim for a long-term rebuilding of lives through our domains namely Discipleship & Evangelism, Education Support, Skilling and Crisis care management.

1.4 Major objective

Our major objective is to promote and advance the Christian faith through practical community initiatives as a means to improve on the quality of life within communities of Uganda

1.5 Values

Christ Centred

Integrity

Excellence

Servant Heart

Flexibility

1.6 Structure of SCU

The Organizational structure is the method by which work flows. It allows different groups to work together within their individual functions to manage tasks and duties of the Organizations according to its Mission.

A. The Board

Smile Charity Uganda Board of Trustees shall comprise of up to a minimum of 5 non-executive members. They serve on the Board for a minimum period of 5 years. In so far as members are invited because of their standing in the Professional leadership context and members should enthusiastically support the Vision, Mission, Aims and Objectives of Smile Charity Uganda and the basis of faith as believers in Christ.

The Board of Trustees includes:

• President

The Board president, who is also called the Board Chair, is the head of the Board of the Organization. The President collaborates with the Organization's leadership to promote the work according to the set objectives and regularly conducts Board meetings and ensures that the Board’s directives are implemented and monitored.

The President calls and conducts meetings of the executive committee, which consists of Board officers and the Chief Executive Officer. He collaborates with the CEO, to carry out the Organization’s Mission and ensures the accomplishment of goals. The president reviews report and records, and directs members in their roles. He is also instrumental in hiring and supervising the CEO.

• Vice President

The Board vice chair job description usually states that the vice chair is prepared, at all times, to assume the role of Board President, if necessary. The vice president, whose knowledge and commitment mirrors that of the President, may serve for board activities and in the spokesperson capacity.

The president may delegate special assignments to the Vice President, who also works closely with the organization’s CEO to carry out the Board President’s vision and directives.

• Secretary

The Board's Secretary provides members with required meeting notices, prepares agendas and provides guidance on proper meeting procedures. The Secretary takes minutes at Board meetings, or designates a person for the task, and reviews and distributes the approved minutes.

The Secretary prepares and maintains Board records, such as minutes and committee reports, and ensures the accuracy and security of the records and prepared to assume the leadership role when the President and Vice President are unavailable.

• Treasurer

The treasurer serves as the financial officer and applies his knowledge of accounting to monitor finances, while directing the preparation of financial reports and summarizing the reports for the board.

The treasurer works with other Board officers and the CEO to develop financial plans and supervise the organization’s budget and reviews the annual audit and tax forms, and presents the financial material to the board.

The purpose and aims of the Board of Trustees will be but not limited to these: -

• To help keep Smile Charity Uganda relevant
• To enable Smile Charity Uganda to listen to its constituency
• To help ensure Smile Charity Uganda Team is doing the “right thing”
• To help give Smile Charity Uganda direction
• To enable Smile Charity Uganda to receive strategic input for its business plans
• To enable Board members to understand where Smile Charity Uganda is and where it is going
• To managing and administering the finances per the instructions given and set by SCU
• To monitor the SCU's adherence to all laws and regulations.
• The board adopts policies and procedures to create a culture of legal and ethical standards that guide every aspect of the SCU
• To establish by laws and policies for effective governance and fiscal oversight.
• To set clear goals and expectations for the CEO, in keeping with strategic planning.

B. Staff Members

SCU Staff members are responsible for the day-to-day functioning, and implementing of its programs and projects. For all new or replacement posts a job description and person’s specification must be provided. These documents set out the duties of the job and the skills needed to fill it. The objective criteria contained within these documents must consist of minimum standards considered essential for the effective performance of the job. Desirable criteria may be included, but these must be referred to only if candidates have met the essential criteria. Further guidance and samples of completed documents will be with the HR Manager.

The Human Resource team will provide advice and guidance to managers on the completion of any of the recruitment documents required, including the preparation of job descriptions. They report to the CEO, who overall is responsible for the SCU’s activities. They fall into three groups responsible for activities related to: (1) Administration, (2) Communication and (3) Programs/projects.

An administrative team leads the administrative activities. This team has:

• Finance and Accounts Manager: Besides the financial management of SCU, the staff may also be responsible for fund-raising activities. This means that he/she will have to work closely with the staff members responsible for communications as well as those responsible for programs/projects.
• Communications Manager: the responsibility of this staff member is to publicize SCU activities and build a "brand name" for the Organization. This will have to work with the public relations and web/social media assistant in order to make sure the SCU publications are made widely and in a timely manner.
• Director of operations: This is biggest part of an SCU’s activities, and forms its structural core. The Staff Reviews, analyses, and evaluates activities, implements policies and procedures that will improve day-to-day operations and ensures work environments are adequate and safe.

C. Statement of values

All team members must know what is expected of them in terms of behaviour and performance. This could be related to how they treat the people around them and communicate or specifics related to how they perform their role. SCU could cover numerous behaviour topics within a code of conduct. Examples include standards of professionalism, discrimination and sexual harassment policy, use of company assets, use of social media, communication rules and disciplinary process.

This Statement is structured using the following Principles:

• We lead by example – Be accountable, treat others with respect, and demonstrate a passion for serving
• We communicate openly – Promote a shared vision, Communicate effectively, Value other’s perspectives
• We enable and inspire – Inspire Success, Remove barriers, and Value godly inclusivity and diversity
• We excel with partners – Build strong relationships inside and outside of SCU, provide excellent interaction with beneficiaries and take a solution-oriented approach
• We act decisively – Challenge the status quo, Learn from our mistakes
• We collaborate – Engage with our colleagues, and Deliver as One Team

D. Personal and Professional Integrity

All staff, Board members and Volunteers of SCU act with honesty, integrity and transparency in all their dealings with each other and as representatives of SCU.SCU promotes a working environment that values respect, fairness, integrity and collaboration.

E. Support of Mission

SCU has a clearly stated mission and purpose, approved by the board of Trustees. All of its programs support that mission and all who work for or on behalf of SCU understand and are loyal to that mission and purpose. The mission is responsive to the constituency and communities served by SCU and is of value to the society.

F. Governance and Accountability

SCU has an active Board of Trustees that is responsible for setting strategic direction and oversight of the finances, operations and policies. The Board of Trustees:

• Exercises reasonable care, good faith, loyalty and due diligence for SCU affairs;
• Ensures that any conflict of interest or the appearance thereof are avoided or appropriately managed for the protection and benefit of SCU;
• Ensures that SCU conducts all transactions and dealings with integrity and honesty;
• Ensures that SCU promotes working relationships with Board members, staff, volunteers, and program beneficiaries that are based on mutual respect, fairness and openness;
• Ensures that SCU is fair and inclusive in its hiring and promotion policies and practices for all Board, staff and volunteer positions;
• Ensures that the resources of SCU are responsibly and prudently managed; and,
• Ensures that SCU has the capacity to carry out its programs effectively.

G. Legal Compliance

SCU is knowledgeable and complies with all applicable laws, regulations and international conventions.

H. Financial Stewardship

SCU manages its funds responsibly and prudently. This includes the following considerations:

• spends a reasonable percentage of its annual budget on programs in pursuit of its mission;
• spends an adequate amount on administrative expenses to ensure effective accounting systems, internal controls, competent staff, and other expenditures critical to professional management;
• compensates staff, and any others who may receive compensation, reasonably and appropriately;
• has reasonable fundraising costs, recognizing the variety of factors that affect such costs;
• ensures that all spending practices are fair, reasonable and appropriate to fulfill the mission of SCU; and,
• ensures that financial reports are complete and accurate in all material respects.

I. Transparency and Disclosure

SCU provides comprehensive and in a timely manner to reasonable requests for information to the public and all stakeholders. All information about SCU will fully and honestly reflect the policies and practices of SCU. Basic informational data about SCU, such as reviews and compilations and audited financial statements will be posted on the SCU’s website whenever it is necessary. All financial and program reports will be complete and accurate in all material respects.

J. Program Evaluation

SCU regularly reviews program effectiveness and has mechanisms to incorporate lessons learned into future programs. SCU is committed to improving program to effectiveness and develops mechanisms to promote learning from its activities in the field. SCU is responsive to changes in its field of activity and is responsive to the needs of its constituencies.

K. Inclusiveness and Diversity

SCU promotes inclusiveness and diversity of Staff, Board and Volunteers in order to enrich its programmatic effectiveness. SCU takes meaningful steps to promote diversity in the hiring, retention, promotion, Board recruitment and constituencies served.

L. Fundraising

In raising funds, SCU will respect the rights of donors, as follows:

• To be informed of the mission of the SCU, the way the resources will be used and its capacity to use donations effectively for their intended purposes;
• To be informed of the identity of those serving on the SCU’s Board of trustees and to expect the board to exercise prudent judgment in its stewardship responsibilities;
• To have access to the SCU’s most recent financial reports;
• To be assured their gifts will be used for the purposes for which they were given;
• To receive appropriate acknowledgement and recognition;
• To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by the law and SCU policy;
• To expect that all interactions with individuals representing the SCU will be professional in nature;
• To seek consent for their names to be added in the mailing lists that SCU may intend to share; and
• To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.