Operations
The executive director admin (ED admin) is responsible for the effective use and management of CCTV surveillance within the organization. The following guidelines must be followed:
CCTV footage must be stored for the minimum of 30 days and then securely deleted unless required for investigation.
Only the Executive Director, Admin Manager, and Security Supervisor can access CCTV footage.
Footage should only be reviewed for security purposes, and authorised sharing is prohibited.
Employees must be informed about the CCTV policy to maintain transparency and compliance with privacy laws.
The admin department must conduct regular checks to ensure all cameras must be reported repaired within 03 days.
The Executive Director will oversee the deployment, supervision and compliance of security personnel to maintain safe working environment.
3.1. Guard Shifts & Working Hours:
Security Guards will work in rotational shifts to ensure 24-hour coverage
Standard Shifts:
Morning Shift: [7:00hours ]-[15:00 hours]
Evening Shifts: [15:00hours]-[23:00hours]
Night Shift: [23:00hours]-[7:00 hours]
Each guard must have a mandatory rest period of 4 hours between the shifts.
3.2. Duties & Responsibilities:
Monitor entry and exit points, ensuring that all visitors and staff follow security protocols.
Maintain an entry logbook for visitors and deliveries.
Conduct regular security patrols inside and outside the premises.
Ensure emergency procedures are followed in case of threats or incidents.
Guards must undergo periodic training on emergency response,
communication and crisis management.
The Admin Manager must conduct monthly performance evaluations report to the ED.
The Executive Director will ensure that the organisation’s physical infrastructure remains in good condition, with the Admin Department managing regular maintenance tasks.
Furniture & Fixtures:
Regular inspection and repair of office furniture must be conducted every two months. Workstations and common areas should be kept clean and organized.
Wash room Maintenance:
Wash rooms must be cleaned multiple times daily by janitorial staff.
Soap, tissue, and other hygiene essentials should be regularly stocked.
Plumbing issues must be addressed with 3 hours of reporting.
Electrical & Power Supply:
Regular checks must be conducted on electrical wiring, lighting, and power backup systems.
Any electrical malfunctions should be repaired within 2 hours to prevent safety risks.
To ensure transparency, efficiency, and accountability, the Executive Director will oversee the procurement process through the admin & Finance Department.
General Procurement Guidelines:
All purchases must follow the approved procurement process.
The procurement officer must obtain at least three quotations before making purchase.
Approval & Documentation
Purchase above Rs 10000 amount required approval from the Managing Director.
All procurement transactions must be documented with invoices and receipts.
A vendor evaluation process must be conducted periodically to ensure quality and cost-effectiveness.
Asset & Inventory Management:
The admin department will maintain an updated inventory list of all office supplies and equipment.
Asset audits must be conducted quarterly to prevent misuse or loss of resources.
Compliance & Monitoring
The Executive Director will conduct regular reviews and audits to ensure compliance with these policies.
Non-compliance or security violations must be investigated immediately and corrective actions must be taken.
All staff must acknowledge and adhere to these policies to maintain operational efficiency and security.
As a Social Welfare Organization, we prioritize responsible spending while ensuring hospitality for our guests. Keeping austerity measures in mind, the following guidelines will be followed for providing refreshments:
Basic Refreshments: Visitors and delegations will be offered tea, coffee, and water, along with simple snacks such as biscuits or seasonal fruits.
Budget-Conscious Approach: No extravagant meals or high-cost refreshments will be provided, ensuring resources remain focused on social welfare activities.
Special Delegations: For high-level official visits or donor meetings, minimal yet appropriate refreshments may be arranged with prior approval from the Executive Director.
Sustainable Practices: Wherever possible, reusable or biodegradable serving materials will be used to align with our commitment to sustainability.
These measures ensure courtesy and professionalism while maintaining financial discipline in line with our organization’s mission.