1. Purpose
Social Motivation Service SMS commits to high standards of accountability, ethical conduct and responsible management of people and resources.
This policy framework explains how SMS ensures that Funds are used responsibly No one is pressured exploited abused or harmed Power and authority are exercised responsibly Activities are transparent and open to scrutiny
This policy integrates Accountability Code of Conduct Human Resource Management
2. Scope
This policy applies to SMS-2007 LA KJ. DINA IDUD BANGLADESH Employees Teachers Students Management Board members Volunteers Interns Consultants Contractors Partners acting on behalf of SMS Compliance is mandatory for all people representing SMS.
3. Core Principles
SMS bases all actions on the following principles Probity and Integrity Transparency and documentation Respect for human dignity Non discrimination and inclusion Safeguarding and protection from harm Responsible use of entrusted power
4. Anti-Corruption
4.1 Definition
Corruption is defined as abuse of entrusted power and resources for personal gain. This includes bribery embezzlement, fraud, nepotism misuse of funds and conflicts of interest.
4.2 Zero Tolerance
SMS applies zero tolerance to corruption. Funds may only be used for approved purposes and documented decisions.
4.3 Official Fees
Legifically required government fees are permitted only when The fee is legally mandated An official receipt is issued The payment is recorded transparently Joint approval is given by Executive Director and Accountant Unofficial or undocumented payments are prohibited.
4.4 Reporting
All staff and partners have a duty to report suspected corruption immediately.
5. Safeguarding and Protection
5.1 Zero Tolerance
SMS applies zero tolerance to Sexual exploitation and abuse Sexual harassment Physical or emotional abuse Bullying Neglect Child labor
5.2 Protection of Vulnerable Groups
Special protection applies to Children Women Persons with disabilities Marginalized groups A child is any person under 18 years of age.
5.3 Reporting Abuse
Any suspicion of abuse must be reported immediately and handled confidentially.
6. Complaint and Whistleblowing Mechanism
6.1 Right to Complain
Any person has the right to submit complaints regarding Misuse of funds Corruption Abuse or exploitation Violation of this policy Complaints may be anonymous.
6.2 Complaint Channels
- Executive Director SMS – dipankarbarman.mail@gmail.com
- Chairman SMS – kishoresms56@gmail.com
- Banglabørn Steering Committee – info@banglaboern.dk
- CISU Denmark – cisu@cisu.dk
6.3 Confidentiality
Confidentiality and safety of the complainant are prioritized. Retaliation is strictly prohibited.
7. Anti-Terrorism
No funds benefit sanctioned individuals or entities SMS commits to preventing any direct or indirect support to terrorism. SMS ensures that Reasonable screening measures are applied UN EU and Bangladesh sanctions are respected Any suspected link is reported immediately to Banglabørn and CISU.
8. Human Resource Management
8.1 Recruitment and Selection
Recruitment is fair, transparent and merit based. Discrimination is not permitted. Each recruitment includes Written job description Person specification Panel based selection Documented decision Conflicts of interest must be declared and managed.
8.2 Employment Conditions
All staff receive written contracts specifying Role and responsibilities Remuneration Duration Code of Conduct obligations Forced labor unpaid compulsory work and child labor are prohibited.
9. Staff Conduct and Discipline
All staff must Act with integrity Respect beneficiaries and colleagues Use authority responsibly Follow safeguarding rules Violations may result in warning suspension termination or referral to authorities.
10. Grievance Mechanism for Staff
Staff may raise concerns regarding Unfair treatment Misconduct Abuse Policy violations Reports may be submitted without fear of retaliation and are handled confidentially.
11. Performance and Capacity Development
SMS supports staff development through Clear role expectations Supervision and feedback Training Performance management linked to accountability and safeguarding responsibilities.
12. Transparency and Documentation
SMS maintains accurate records of Financial transactions HR decisions Contracts Reports Disciplinary actions Documents are available for audit and donor review when required.
13. Roles and Responsibilities
Executive Director Responsible for implementation and compliance Executive Committee Provides oversight General board Approves policies All staff Responsible for adherence and reporting concerns
14. Review and Public Availability
This policy document Is approved by the General board Is publicly available on the SMS website Is shared with staff partners and donors Reviewed at least every two years and when required.