Topic 3: All About Policy
By the end of this topic, you should be able to:
Know and identify the Big 5 policies that are needed.
Know the importance of a governance manual.
Understand the basics that should be in a Safeguarding Policy.
The Big 5 Policies:
In order to have a compliant and functioning organization you need to have the following policies in place:
A Human Resource Policy – this policy will map out how you engage your people from recruitment to exit. It must include onboarding procedures, benefits, disciplinary processes and exit processes.
Governance Document – from the registration processes in the first topic, we saw that any registration route that you choose will require a constitution or Articles of Association. This is the governing document when it comes to governance procedures in an organization. It must include the decision-making powers in the organization, how decisions are made, how voting is concluded and how often the membership is required to meet.
The Big 5 Policies:
Finance Manual/Policy – this policy will stipulate how your organization will handle its finances. It must include procurement procedures, cash flow and retirement procedures, sign off procedures. It must also include anti-fraud and bribery stipulations.
Safeguarding Policy – this policy will work to ensure that all the activities that you carry out do not bring any harm to the people that you work with and the communities that you serve. It must highlight the types of harm, a code of conduct or expected behavior from your people, your organization’s duty of care and reporting procedures in case of any incidents or concerns.
The Big 5 Policies:
Safety and Security Policy – this policy will encompass how your organization will prioritize the safety and security of your people. It must include risk mitigation policies, travel sign off procedures, liability information and the organizations duty of care for people during the course of their duties.
The Role of the Board in Governance
It is vital for good governance that the Board of Directors that you choose to oversee your startup are aligned in values with the mission and vision of your organization or start up.
Legally, the Companies Act and the NGO Act both hold the Board of Directors responsible when it comes to the operations and dealings of your entity in Zambia. It is also mandated that the Board of Directors meet at least every three months (i.e. quarterly) to oversee the business of the organization.
The Role of the Board in Governance
It is vital for good governance that the Board of Directors that you choose to oversee your startup are aligned with the values, mission and vision of your organization or start up.
It is also important to ensure that you have the relevant expertise sitting on your board of Directors to help provide guidance in times of need. Examples of skills relevant for a Board of Directors are: Legal, Finance, Human Resource, Programs, Fundraising and Safeguarding.
By Law in Zambia, it is important to note that there are certain decisions that can only be made by the Board of Directors to ensure separation of duties and roles. For instance, amending your constitution or approving your organization’s auditors and financial audits.
