Workplace and Staff Policy

Supansha Development Foundation

Effective Date: 01 September, 2023 | Updated on: 01 September, 2025

1. Introduction

Supansha Development Foundation (SDF) is committed to creating a professional, inclusive, safe, and productive workplace for all staff. This policy outlines principles, practices, and expectations for employees, ensuring transparency, accountability, and consistency across all levels of the organization. The objectives include defining roles and responsibilities, supporting professional development and hybrid working models, promoting health, safety, and sustainability, establishing clear grievance handling mechanisms, and ensuring compliance with statutory and organizational standards. This policy applies to permanent, contractual, and project-based staff across Head Office (HO), State Office (SO), Regional Office (RO), and District Office (DO).

2. Organizational Structure

SDF follows a hierarchical structure with clearly defined reporting relationships to ensure accountability and operational efficiency. While SDF maintains a clear reporting structure, we value every team member equally. Designations reflect role responsibilities, program requirements, and reporting needs rather than authority alone. We recognize every contribution, however small, as essential to achieving our mission and vision, fostering a collaborative and respectful work environment at all levels. From the General Assembly and Board of Directors to the Executive Director, Senior Program Managers, and down to field-level service staff, each role has responsibilities aligned with program and project requirements. Staff are expected to respect the chain of command and collaborate across offices while contributing to organizational goals. Reporting lines ensure clarity in supervision, communication, and performance evaluation.

3. Employment Principles

  • Equal Opportunity & Recognition: SDF promotes diversity and ensures equal opportunity without discrimination. Every team member’s contribution is recognized and valued as integral to achieving program and organizational objectives.
  • Recruitment & Onboarding: Appointments are transparent and aligned with organizational and project-specific KPIs. Roles are defined based on program needs and staff capabilities rather than hierarchy alone.
  • Job Descriptions & KPIs: Each role has a clearly defined scope of work, responsibilities, and reporting structure. Performance is measured against KPIs tied to project and program outcomes.
  • Probation & Confirmation: Newly hired staff undergo probation as defined in appointment letters; confirmation depends on performance, conduct, and contribution to team objectives.
  • Staff Benefits: Provident Fund (PF), ESIC, project-based allowances and term insurance, leave as per the yearly leave calendar, and travel reimbursement according to industry standards and SDF travel policy.

4. Working Environment & Hybrid Work

  • Office Hours: Standard working hours are 10:00 AM to 6:00 PM.
  • Hybrid Work: SDF supports hybrid work arrangements based on role requirements and managerial approval. Staff are expected to be available during core hours, maintain accountability through regular check-ins, and comply with data security and confidentiality standards.
  • Professional Conduct: Employees are expected to maintain professionalism, ethical behavior, and collaboration in both physical and remote work settings.

5. Health, Safety & Well-being

  • Physical Safety: All offices comply with workplace safety regulations, fire safety measures, and emergency protocols.
  • Health Programs & Vaccinations: Staff is encouraged to undergo regular health check-ups and maintain vaccinations, including COVID-19.
  • Mental Health Support: Confidential counseling and support services are available.
  • Statutory Compliance: SDF strictly adheres to the Prevention of Sexual Harassment (PoSH) Act and Protection of Children from Sexual Offences (POCSO) Act.
  • Incident Reporting: Workplace injuries, harassment, or safety concerns must be reported immediately to the HR Manager or Senior Manager (HR & Admin).

6. Sustainability & Responsible Practices

  • Environmental Responsibility: Staff are encouraged to reduce waste, use resources efficiently, and adopt sustainable practices.
  • Social Responsibility: Employees are expected to maintain ethical practices, transparency in project execution, and contribute positively to the community.

7. Grievance Handling

SDF provides a fair, transparent, and timely mechanism for addressing grievances, including workplace harassment, discrimination, conflicts, or unethical behavior. Employees can report complaints to their immediate manager or HR Manager, with unresolved matters escalated to the Senior Manager (HR & Admin) or Executive Director. Confidentiality is maintained, and retaliation is strictly prohibited. Complaints can be submitted via supansha.org/complaint, and general enquiries can be directed to supansha.org/contact.

8. Review & Compliance

This policy is reviewed annually by the HR & Admin team and approved by the Board of Directors. All staff are required to comply with the policy, and violations may result in disciplinary action, including termination. Detailed HR rules, procedures, and additional regulations are governed under the SDF HR Policy.

Conclusion

This Workplace and Staff Policy ensures transparency for staff, job applicants, donors, CSR partners, and stakeholders regarding SDF’s workplace culture, operational expectations, hybrid work, safety, health, benefits, grievance mechanisms, and sustainability practices, while recognizing and valuing the contributions of every team member.

Approved by Board of Director(s): 01 September 2025