Accountability and Human Resource Management Policy

Social Motivation Service

Effective date 01 April 2026

Approved by SMS General board

Review cycle Minimum every two years

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

  • 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

Legally 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

Complaints may be submitted to

Executive Director SMS

Mail: 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

SMS commits to preventing any direct or indirect support to terrorism.

SMS ensures that

  • No funds benefit sanctioned individuals or entities
  • 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

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 in accordance with available resources and organizational priorities through

  • Clear role expectations
  • Supervision and feedback
  • Training

Performance management is 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 Approved 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.