07/13/2016

Standard Operating Procedures

vtc-2All operations follow standard operating procedures which are revised from time to time to keep up with change. These standard operating procedures encompass entire sets of processes such as accounting, project initiation, completion and report, etc. All employees, volunteers and partner organizations are required to follow these procedures.

Project Life Cycle
Mostly we implement our projects, either through either representatives, volunteers or employees to safeguard HRO’s interest. In some cases, HRO directly coordinates with sister organization in those areas and works through them.

Project funding is not released until a project proposal is submitted and approved by Board of directors.

In case a project is executed by a volunteer or partner organization, they sign an agreement with HRO which clearly states the purpose of the project, timeline and expected results, including filing a project completion report, photographs, receipts, etc.
On completion of short-term projects, final project reports are submitted. In case a long-term project is in place, interim reports are expected, to monitor ongoing performance and to decide on further funding.

 

Qualifying Donation Recipient
Recipient comes to or contact HRO’s office where every person fills an application form depending on category. Once the application is received by HRO staff, it automatically triggers an investigation process. The field officer visits the neighbor, completes the inquiry to complete the investigation form to return to the Program Manager. Should the person or community prove to be deserving, the program management, per the standard operating procedure, makes a decision and provides one-time relief or ongoing support, depending on need.

HRO is changing its strategy of project execution to decrease the overhead costs and improve the project implementation quality. “One Village At A Time” concept is being implemented. under this concept HRO team members, rather than accepting applications at their office and investigating each applicant community or person, in vast areas before serving them, HRO team identifies the most poverty ridden villages in the area of operation and survey all the poorest of the poor residents of the village and supports them for all their needs.

 

Anti-Terrorism Measures
HRO executes projects preferably by using its own volunteers and employees, rather than depending on other organizations. If a need arises to work with a partner organization, HRO does not release funds to any organization until the organization and the names of its board of directors are checked against the terrorist organization lists issued by United Nations, US Department of Treasury and European Union.
In addition, all HRO employees, project volunteers and partner organizations are required to carefully read the Anti-Terrorist Financing Guidelines: Voluntary Best Practices for U.S.-Based Charities by the US Department of Treasury and attest to executing the projects according to these guidelines as well as the laws of the project country.