Our Policies

Our organizational policies

AWYAD operates under a comprehensive governance framework defined by a number of policies designed to ensure effective management, accountability, and ethical behavior across all levels of the organization. These policies include the following:

We have the Financial Management Policy, which outlines meticulous procedures for budgeting, financial reporting, and auditing. This policy ensures that all financial activities are conducted transparently and accountably, with strict internal controls to prevent fraud and misuse of resources. By maintaining clear financial procedures, AWYAD can effectively manage its funds, build donor confidence, and ensure that resources are used efficiently to maximize impact.

We have the Human Resources Policy which ensures a fair and supportive work environment. It covers all aspects of employment from recruitment and hiring to training and performance management, this policy promotes equal opportunities and non-discrimination. It establishes codes of conduct and disciplinary procedures, ensuring that all employees are treated with respect and dignity. This policy not only helps in attracting and retaining talented staff but also enhances their productivity and commitment to AWYAD’s mission.

We have the Procurement Policy which outlines transparent and fair procedures for the acquisition of goods and services. It ensures that procurement processes are conducted with integrity, ensuring value for money and fairness in supplier selection and contract management. This policy is essential for maintaining efficient and ethical procurement practices, supporting the organization’s operational needs while safeguarding its resources.

AWYAD’s commitment to safeguarding the well-being of children is enshrined in the Child Protection Policy. This policy sets forth guidelines to ensure the safety of children involved in any of AWYAD’s activities. It includes measures for preventing, identifying, and responding to child abuse and exploitation, establishing clear reporting and referral mechanisms. By adhering to this policy, AWYAD creates a safe environment for children and builds trust with the communities it serves.

Complementing the Child Protection Policy is the Safeguarding Policy, which protects all vulnerable populations from abuse, exploitation, and harm. This policy applies to employees, volunteers, partners, and beneficiaries, ensuring comprehensive protection. It includes training and awareness programs to equip staff and stakeholders with the knowledge and skills needed to uphold these standards. This policy reinforces AWYAD’s commitment to creating a safe and inclusive environment for everyone involved in its programs.

Effective governance at AWYAD is guided by the Board Charter/Governance Policy. This policy lays out the composition of the board, processes for onboarding and offboarding members, and clearly defines the roles and responsibilities of the board. Additionally, it details the various board activities, the conduct expected of board members, and the mechanisms for board performance evaluation.

The Data Protection and Privacy Policy ensures the confidentiality and security of personal data handled by AWYAD. By complying with national and international data protection laws, this policy outlines procedures for data collection, storage, and sharing. It ensures that personal information is handled responsibly, protecting the privacy of beneficiaries, staff, and stakeholders. This policy is vital for building trust and safeguarding the rights of individuals whose data is processed by AWYAD.

Risk management is a critical aspect of AWYAD’s operations, addressed through the Risk Management Policy. This policy identifies and assesses potential risks to the organization and its operations, outlining strategies for mitigating and managing these risks. It includes contingency plans for emergencies and crises, ensuring that AWYAD is prepared to respond effectively to unforeseen challenges. This proactive approach helps to protect the organization’s assets and reputation.

AWYAD is deeply committed to promoting gender equality and inclusivity, as reflected in the Gender and Inclusion Policy. This policy ensures that gender equality and the inclusion of marginalized groups are integral to all programs and operations. It includes measures to prevent discrimination and promote diversity, encouraging gender-sensitive and inclusive approaches in program design and implementation. By embracing these principles, AWYAD fosters an environment where all individuals can thrive and contribute.

Lastly, the Anti-Fraud and Corruption Policy establishes measures to prevent, detect, and respond to fraud and corruption. It promotes a culture of integrity and ethical behavior, with clear procedures for reporting and investigating suspected cases of fraud and corruption. This policy underscores AWYAD’s commitment to maintaining high ethical standards and protecting its integrity.

Our organizational systems

With funding support from Vitol Foundation, AWYAD has made significant strides in improving organizational effectiveness by developing and adopting a set of digital online management systems. These systems have streamlined operations, enhanced productivity, and strengthened overall organizational capacity. The five key systems currently in use are the HR Management System, Finance Management System, Procurement Management System, Monitoring, Reporting and Evaluation System, and the Communication and Information Management System. Each of these systems plays a crucial role in the daily functioning and strategic growth of AWYAD.

The HR Management System at AWYAD has revolutionized the way human resources are managed. This system automates various HR functions such as recruitment, employee onboarding, performance appraisals, and leave management. By digitizing these processes, AWYAD ensures a more efficient and transparent approach to managing its workforce. Employees can easily access their personal information, submit leave requests, and receive feedback on their performance. This has not only improved employee satisfaction but also allowed the HR department to focus on strategic initiatives like talent development and organizational culture building.

The Finance Management System has been instrumental in ensuring financial integrity and efficiency. This system handles budgeting, accounting, payroll, and financial reporting with a high degree of accuracy. By automating financial processes, AWYAD can maintain real-time financial records, ensure compliance with financial regulations, and generate timely reports for stakeholders. This system has also enhanced the organization’s ability to plan and allocate resources effectively, thereby supporting better financial decision-making and long-term sustainability.

AWYAD’s Procurement Management System streamlines the procurement process, from requisition to payment. This system ensures that all procurement activities are conducted in a transparent and accountable manner. By automating procurement workflows, AWYAD can manage vendor relationships, track purchase orders, and monitor inventory levels more efficiently. This has resulted in cost savings, reduced procurement cycle times, and improved compliance with procurement policies and standards.

The Monitoring, Reporting and Evaluation System (MRE) is a critical tool for tracking the progress and impact of AWYAD’s programs. This system allows for the collection, analysis, and reporting of data related to program activities and outcomes. By providing a centralized platform for data management, the MRE system enables AWYAD to measure the effectiveness of its interventions, identify areas for improvement, and make data-driven decisions. This system also facilitates the preparation of comprehensive reports for donors, partners, and other stakeholders, demonstrating the impact of AWYAD’s work and enhancing accountability.

Lastly, the Communication and Information Management System has transformed how AWYAD manages its internal and external communications. This system integrates various communication channels, including email, social media, and instant messaging, into a unified platform. It also supports document management, ensuring that important information is easily accessible and securely stored. By improving communication efficiency, this system has enhanced collaboration among staff, fostered better engagement with stakeholders, and ensured that accurate and timely information is disseminated both within and outside the organization.