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Welcome Principles

All new/ (current) Volunteers, Staff and Members of the Governing body have an obligation to accept
the main principles existed in the organization:


– Treat other volunteers, Association Staff or Board members with respect;
– Listen to what they say and be aware of their personal circumstances and beliefs;
– Be respectful with others Human and SR’s Declaration ;


– Volunteers, Board members or the staff of the organization are committed to IPPF and the
Association’s vision, mission and values;


– Do not show favoritism and be positively anti discriminatory in your approach.
– Set aside any personal prejudices; do not jump to conclusions about others; be open to all.



– Be reliable and lead by example.
– Act as a good role model; show appropriate behavior towards others;
– Protection is for both you and the people in your care. Please also be aware of the risk
assessments that your unit has in place for the various activities undertaken so as to minimize


1. Governing Body Member induction

• To welcome new governors to the Governing Body and enable them to meet other members
• To encourage new governors to visit the Association its Youth Friendly service atmosphere;
• To meet the President, Exhaustive Director and staff;
• To explain the partnership between the President, Exhaustive Director and volunteers;
• To explain the role and responsibilities of governors;
• To give background material on SRHR and current issues;
• To allow new governors to ask questions about their role and/or the Association
• To explain how the Governing Body and the Organization work
New governors will:
• Be welcomed to the Governing Body by the Chair
• Have the opportunity to meet the staff and volunteers of the Organization;
• Have the opportunity to meet informally with an existing governor;
• Have the opportunity to review their first meeting with governing body;
New governors should be informed on:
•The IPPF Declaration of Sexual Rights;
•The policies and constitution of the organization;
• The Governor commitment Handbook;
• Details of the Governing Body committees including their terms of reference
• Dates for future governors’ meetings including committees
• Details of how to contact the other governors
• Details of how to contact the Association including the e-mail address
• A calendar of the Association events

• Action plan of the Association
• Policy documents relevant to committee membership
• Current issues facing the Association
• The relationship between the Exhaustive Director and Governing Body;
• An overview of the governor’s role
• How the full Governing Body meetings are conducted
• How to propose agenda items
• Governor training

Responsibilities (job description) of Board (For the Detail information see the Statute of HERA-XXI)

• Determine mission and vision and prominent strategic plan;
• Support the Executive Director;
• Develop policies governing staff management;
• Ensure effective organizational planning;
• Ensure integrity of financial operations;
• Periodically review agency compliance with mission and values statements;
• Maintain records of board activities and decisions;
• Assess its own performance
• Governing Body Members and senior staff complete a conflict of interest declaration annually
and are these reviewed by the Governing Body regularly
• To Insure diversity of the board by actively trying to involve young in its Governing Body; ( the
person is able to become members of the governing body, if she/he is volunteer of the
organization at least 1 year)
• Governing Body should be composed of individuals with a diverse set of skills, backgrounds and
• the representative of the governing body of the Association “HERA-XXI” are volunteers and they
can’t apply for any paid position within the Association, unless they have tendered their
resignation and at least 6 months has passed;
• Governing body insure formal induction of the new board member and newly recruited staff of
the organization

2. Volunteers induction

As a volunteer with the Association “HERA-XXI” it is important that you recognize how your actions and
behaviors may affect those around you and those who are in your care. The following guide is to
promote a safe, respectful working environment which protects both you the volunteer and those in
your care.
Our volunteers love creating a positive, supportive environment that’s bristling with energy. They
support the overall mission of the Association, help run Organization centers and groups, sharing
information on SRHR and encourage young people to achieve their full potential. In most groups
volunteers take on a mix of different roles and there are no hard and fast rules as to who does what.
Volunteers have a chance:
To be involved as a trainer/Peer Educators;
To be involved in the Associations programs and projects;
To be involved in the Regional/International Forums;
To become a member of the Association Governing body;
For the further information please read the Volunteer Policy

3. Policy Handbook

3.1 Purpose of this Handbook
This handbook has been prepared to inform new employees of the policies and procedures of the
Association and to establish the Association’s expectations. It is not all inclusive or intended to provide
strict interpretations of our policies; rather, it offers an overview of the work environment. This
handbook is not a contract, expressed or implied, guarantying employment for any length of time and is
not intended to induce an employee to accept employment with the Association. Every effort will be
made to keep you informed of the Association HERA-XXI’s policies. Feel free to ask questions about any
of the information within this handbook.
The list of POLICIES:
1. Association “HERAXXI” Statute: This document outlines the legal framework, purpose,
objectives, structure, and governing rules of the Association “HERAXXI.”
2. Good Governance Policy: This policy establishes guidelines and principles to ensure transparent,
accountable, and ethical decision-making within the organization.
3. CODE OF CONDUCT: The Code of Conduct lays out the expected behavior and ethical standards
for all members, employees, and volunteers associated with the organization.
4. EMPLOYMENT PRINCIPLES: This policy defines the organization’s principles and practices
related to employment, including recruitment, remuneration, benefits, and employee rights.

5. SAFEGUARDING (CHILDREN AND VULNERABLE ADULTS): This policy outlines measures and
procedures to protect the welfare of children and vulnerable adults involved with the
6. RESPECT AT WORK POLICY: The Respect at Work Policy ensures a safe and respectful working
environment, prohibiting harassment, discrimination, and bullying.
7. Volunteer Policy: This policy governs the engagement, responsibilities, and rights of volunteers
supporting the organization’s activities.
8. RAISING A CONCERN POLICY: This policy provides a mechanism for individuals to report
concerns or grievances related to the organization’s operations or conduct.
9. SAFETY AND SECURITY RISK MANAGEMENT POLICY: This policy addresses the identification,
assessment, and management of safety and security risks within the organization.
10. EQUALITY, DIVERSITY, AND INCLUSION POLICY: This policy emphasizes the commitment to
promoting equality, diversity, and inclusion within all aspects of the organization.
11. Non-Discrimination Policy: This policy explicitly states the organization’s stance against
discrimination based on race, gender, religion, nationality, etc.
12. Gender Equality Policy: This policy outlines measures to ensure gender equality and address
gender-related disparities within the organization.
organization’s stance on sexual and reproductive health and rights issues and its support for
related initiatives.
14. MONITORING AND EVALUATION POLICY: This policy defines the procedures for monitoring and
evaluating the organization’s projects and activities to ensure effectiveness and impact.
15. CONFIDENTIALITY AND INFORMATION SHARING: This policy governs the handling of sensitive
information, ensuring confidentiality and appropriate sharing practices.
16. Finance Policies including management, reporting, and procedures: These policies cover
financial management, reporting, and procedural guidelines for the organization’s financial
17. Procurement Policy: This policy outlines the procedures and principles for purchasing goods and
services in a fair and transparent manner.
18. IT Policy and Procedure Manual: The IT policy provides guidelines for the appropriate use of
technology, data security, and IT-related procedures.
19. Environment Policy: This policy demonstrates the organization’s commitment to environmental
sustainability and responsible practices.

Updated on 10.12.2022

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