BIRD HR Policy (Approved by Executive Committee)
BIRD HR Policy ( EC-Approved)
1. Vision & Principles
Vision: To cultivate a transparent, supportive, and high-performance work environment.
Principles:
Employee welfare, fairness, and equity.
Merit-based recruitment, promotion, and appraisal.
Clear reporting and accountability.
Flexibility in benefits and leave, promoting work-life balance.
Compliance with labor laws and ethical standards.
2. Working Hours & Holidays
Weekly Holiday: Friday
Government Holidays: All official national holidays observed
Work Hours: Standard office hours, flexible schedules allowed with supervisor approval
Remote Work Policy: Permitted where feasible for project delivery and employee well-being
3. Leave Policy
BIRD combines Harvard’s best practice of structured leave with flexibility:
| Leave Type | Entitlement | Pay Status | Policy Notes |
|---|---|---|---|
| Annual Casual Leave | 15 days/year | Full pay | For personal matters; approval required; encourages work-life balance |
| Annual Ordinary Leave | 15 days/year | Half pay | Can be accumulated up to 30 days; encourages planning for longer breaks |
| Sick / Emergency / Other Leave | 15 days/year | Without pay | For health or emergencies; flexibility in documentation encouraged |
| Family / Maternity / Paternity Leave | As per national labor law | Full pay / Half pay | BIRD encourages inclusive leave policies for family support |
| Absenteeism | N/A | N/A | 3 days absence without notice → disciplinary action or dismissal |
Best Practice Alignment: Leave policies are transparent, documented, and balance organizational and employee needs.
4. Compensation & Benefits
Salary Structure: Seven grades, fixed monthly salaries (as previously defined)
Provident Fund:
BIRD contributes 10% of salary
Employee can contribute any amount
Fund deposited in bank account; fully withdrawable anytime
Gratuity: 1.5 × basic salary × years of service (after t years of service)
Other Benefits (Management-Approved): Housing, medical, transport, professional development
Harvard Alignment: Competitive pay, retirement planning, and benefits ensure employee retention and satisfaction.
5. Recruitment & Promotion
Recruitment: Transparent, merit-based, and competitive
Diversity & Inclusion: Encourage hiring across gender, background, and expertise
Probation & Confirmation: Defined probation period with clear evaluation
Promotion: Based on performance, skills, and organizational needs
Best Practice Alignment: Emphasis on merit, inclusion, and transparent evaluation.
6. Performance & Appraisal
Annual Performance Review: Structured appraisal with feedback
Metrics: Competence, project delivery, teamwork, innovation, and leadership
Recognition & Reward: Merit-based salary increase, bonuses, and promotion
Harvard Alignment: Focus on continuous improvement, feedback culture, and meritocracy.
7. Discipline & Termination
Absence without Notice: 3 days → disciplinary action or termination
Misconduct: Clear reporting channels; progressive disciplinary action (warning → suspension → dismissal)
Termination & Resignation: Notice periods as per contract; dues settled (salary, provident fund, gratuity)
Best Practice Alignment: Transparent procedures, due process, fairness, and employee dignity maintained.
8. Employee Development
Training & Workshops: Regular skill-building programs
Professional Growth: Opportunities for higher education, certifications, and cross-functional projects
Harvard Alignment: Encourages lifelong learning, employee engagement, and innovation
9. Governance & Reporting
Director: Responsible for daily management
Executive Committee: Oversight, policy approval, governance
Reporting Lines: Clearly defined for transparency and accountability
Employee Grievances: Formal grievance mechanism with confidentiality
10. Loans & Other Facilities
Loans: Offered as per management discretion
Other Facilities: Health, transport, housing, training, and welfare programs
Best Practice Alignment: Supports financial and social well-being of employees
11. Policy Communication & Implementation
Documentation: Policy manual provided to all employees
Updates: Annual review in consultation with EC and employees
Transparency: Accessible online and in HR office
BIRD Finance Policy (EC-Approved )
BIRD Finance Policy (EC-Approved & Best Practice Aligned)
1. Purpose
The Finance Policy ensures:
Transparency and accountability in financial management.
Proper utilization of funds for operational and project purposes.
Compliance with national laws, donor regulations, and organizational governance.
Standardized procedures for budgeting, procurement, payments, and reporting.
2. Scope
Applicable to all BIRD financial transactions including:
Operational budgets
Project funds (domestic & donor-funded)
Staff salaries, allowances, and benefits
Grants, donations, and loans
Provident Fund and employee benefits
3. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Executive Committee (EC) | Approves budgets, financial policies, and major expenditures |
| Director | Overall financial oversight; ensures compliance with policies |
| Finance Coordinator | Prepares budgets, financial reports, monitors cash flow |
| Finance Manager | Handles day-to-day accounting, bank reconciliations, salary disbursements |
| Project Managers | Monitor project budgets, approve minor expenses under delegated authority |
| Internal Auditor | Conducts periodic audits and compliance checks |
4. Budgeting & Financial Planning
Annual Budget prepared by Finance Coordinator with input from all departments.
Reviewed and approved by Director and EC.
Budget categories: Salaries & Benefits, Administrative Expenses, Projects, Contingencies.
Variance reporting: Monthly tracking of actual vs. budgeted expenditure.
Best Practice: All budget deviations above a set threshold require EC approval.
5. Accounting & Record-Keeping
Double-entry bookkeeping maintained for all transactions.
Accounts maintained in bank and cash ledgers.
Payment vouchers, receipts, invoices, and supporting documents required for all expenditures.
Financial records retained for at least 7 years.
Alignment with Best Practice: Ensures transparency, auditability, and compliance.
6. Banking & Cash Management
Bank Accounts: All major transactions conducted through official BIRD bank accounts.
Signatories: Director + Finance Coordinator / Manager (dual approval for payments).
Cash Handling: Minimal petty cash for small expenses; reconciled weekly.
Provident Fund & Gratuity: Managed through bank accounts; separate ledgers maintained.
7. Payments & Expenditure
Salaries: Paid monthly, through bank transfer.
Operational Expenses: Require prior approval by authorized signatories.
Project Expenses: Must follow project-specific budget and approval workflow.
Loans & Advances: Documented, approved by management, recoverable as per terms.
Reimbursements: Supported by receipts, approved by supervisor/Finance Manager.
8. Procurement Policy
Procurement for goods & services must follow transparency, fairness, and competitive bidding:
Minor purchases (<Tk. 50,000) – 2 quotations required.
Major purchases (>Tk. 50,000) – 3 quotations or tendering process.
EC approval required for expenditures above Tk. 500,000.
All procurement contracts documented and stored in finance records.
9. Financial Reporting
Monthly Reports: Prepared by Finance Manager; reviewed by Director.
Quarterly Reports: Submitted to EC; includes balance sheet, income statement, cash flow, budget variance.
Annual Audit: Independent auditor conducts statutory audit; EC reviews audit report.
Best Practice: Enables strategic decision-making, donor compliance, and organizational accountability.
10. Investments & Reserves
Provident Fund & Other Employee Funds: Deposited in bank; interest accounted separately.
Organizational Reserves: Minimum 10% of annual surplus to be retained as contingency.
Loan & Investment Decisions: Require EC approval and risk assessment.
11. Internal Controls
Dual approval for payments above set thresholds.
Segregation of duties: finance, approval, and reconciliation separated.
Periodic reconciliation of cash, bank, and project accounts.
Audit trails maintained for all financial transactions.
Harvard-Standard Alignment: Ensures accountability, reduces fraud risk, and maintains financial integrity.
12. Compliance & Review
Compliance with Bangladesh financial laws, taxation, labor regulations, and donor-specific rules.
Finance Policy reviewed annually by EC and Finance Committee.
Policy updates communicated to all staff and implemented effectively.
BIRD Program Implementation Policy (EC-Approved & Best Practice Aligned)
BIRD Program Implementation Policy (EC-Approved & Best Practice Aligned)
1. Purpose
The Program Implementation Policy establishes guidelines, procedures, and standards for the successful planning, execution, monitoring, and evaluation of all BIRD programs.
Objectives:
Ensure all programs align with BIRD’s vision and mission.
Promote transparency, accountability, and efficiency.
Facilitate standardized planning, monitoring, and reporting.
Enhance impact assessment and learning from program outcomes.
2. Scope
Applies to all BIRD programs, projects, and initiatives.
Covers activities at head office, field offices, and partner sites.
Includes domestic projects, donor-funded projects, and internally funded initiatives.
3. Program Approval & Planning
Concept Proposal: Program managers submit a concept note including objectives, target beneficiaries, budget estimate, and expected outcomes.
Feasibility Assessment: Director and EC review alignment with BIRD’s strategic objectives, resource availability, and risk assessment.
Project Approval: EC approves program initiation based on feasibility, budget, and strategic fit.
Detailed Work Plan: Includes activities, milestones, responsible persons, timeline, and budget.
Best Practice: All programs are results-oriented with clear objectives and measurable outcomes.
4. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Executive Committee (EC) | Policy approval, budget approval, strategic oversight |
| Director | Overall program supervision, ensures alignment with strategy |
| Program Coordinator | Leads program design, implementation, monitoring, and reporting |
| Project Managers | Day-to-day management of projects, staff supervision, resource allocation |
| Finance Coordinator / Manager | Budget tracking, fund disbursement, compliance with financial policies |
| HR Coordinator / Manager | Staff allocation, recruitment, training, and performance monitoring |
| Monitoring & Evaluation Officer (if any) | Ensures regular monitoring, data collection, and impact assessment |
5. Program Implementation Process
Initiation: Approved programs assigned to Project Managers with detailed work plans.
Resource Allocation: Funds, staff, and materials allocated as per budget and operational plan.
Execution: Activities implemented as per timeline and quality standards.
Documentation: Maintain records of meetings, field visits, outputs, and expenditure.
Monitoring:
Regular progress tracking against milestones.
Monthly reporting to Program Coordinator and Director.
Use of KPIs to measure output and outcome.
Reporting:
Quarterly reports to EC including progress, budget utilization, challenges, and recommendations.
6. Monitoring & Evaluation (M&E)
Purpose: Ensure program effectiveness, efficiency, and impact.
Methods: Surveys, interviews, site visits, and data analysis.
Frequency: Ongoing monitoring; formal evaluations quarterly or annually.
Learning & Feedback: Recommendations incorporated into program improvement.
Harvard-Style Alignment: Evidence-based management and adaptive program strategies.
7. Risk Management
Identify potential risks during planning phase (financial, operational, reputational).
Implement mitigation strategies (contingency funds, backup plans, staff training).
Escalate significant risks to Director and EC immediately.
8. Budget & Financial Compliance
Program budgets must adhere to BIRD Finance Policy.
Expenditures require dual approval by Project Manager + Finance Coordinator.
Regular audit of program funds by Finance team or external auditor.
9. Collaboration & Partnerships
Engage local stakeholders, government bodies, and donors for program alignment and impact.
Formal MOUs or agreements for partnerships, with defined roles and responsibilities.
Ensure all partnerships comply with BIRD governance and ethical standards.
10. Sustainability & Exit Strategy
Programs designed for long-term impact and sustainability.
Exit plans to transfer ownership to local communities or partner organizations if required.
Final evaluation to inform future programming.
11. Documentation & Knowledge Management
Maintain a central repository of:
Project proposals, reports, evaluations
Financial records and audit reports
Lessons learned and best practices
Facilitate knowledge sharing across departments to improve efficiency.
12. Policy Review
Reviewed annually by Program Coordinator, Director, and EC.
Updates communicated to all staff before implementation.
BIRD Audit Policy (EC-Approved & Best Practice Aligned)
BIRD Audit Policy (EC-Approved & Best Practice Aligned)
1. Purpose
The Audit Policy ensures that:
Financial and operational activities comply with internal policies, laws, and regulations.
Risks are identified and mitigated in a timely manner.
Transparency and accountability are maintained for stakeholders.
Continuous improvement is supported through evidence-based recommendations.
2. Scope
Applies to all BIRD operations, programs, projects, and financial transactions.
Covers:
Financial Audits – Salaries, grants, procurement, project expenses.
Operational Audits – Program performance, HR compliance, policy adherence.
Compliance Audits – National laws, donor regulations, EC-approved policies.
3. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Executive Committee (EC) | Approves annual audit plan, reviews audit findings, ensures corrective actions |
| Director | Ensures management response to audit recommendations; provides access to records |
| Finance Coordinator / Manager | Facilitates audit, prepares financial statements, ensures internal controls |
| Internal Auditor (if any) | Conducts routine internal audits, monitors compliance, and reports to EC |
| External Auditor | Independent verification of financial statements and operational compliance |
4. Types of Audit
| Audit Type | Frequency | Purpose |
|---|---|---|
| Internal Audit | Quarterly | Identify internal control gaps, compliance issues, and operational risks |
| External Audit | Annually | Independent verification of financial integrity, donor compliance, and statutory requirements |
| Program Audit | Per project cycle | Assess program efficiency, budget utilization, and outcome delivery |
| Special/Forensic Audit | As needed | Investigate irregularities, fraud, or significant risk events |
5. Audit Planning
Annual Audit Plan: Prepared by Internal Auditor / Finance Manager, approved by EC.
Scope Definition: Includes departments, programs, projects, and financial transactions.
Risk Assessment: Identify areas with higher financial or operational risk.
Scheduling: Audits scheduled to minimize disruption of operations.
6. Audit Process
Notification: Management informed of audit schedule and scope.
Preparation: Collect relevant records, financial statements, HR records, program reports.
Fieldwork / Examination: Review of transactions, policies, procedures, and compliance.
Audit Report Draft: Includes findings, risk areas, and recommendations.
Management Response: Director and concerned managers respond with corrective action plan.
Final Report: Submitted to EC and recorded in official records.
7. Internal Controls & Compliance
Dual approval for payments, segregated financial duties, and documented procedures.
Regular reconciliation of accounts, verification of program expenditure, and review of HR compliance.
EC ensures that management implements audit recommendations within agreed timelines.
8. Reporting & Follow-Up
Internal Audit Reports: Shared with Director and EC quarterly.
External Audit Reports: Presented to EC annually.
Follow-Up: Management ensures corrective actions are implemented; follow-up audits conducted to verify compliance.
9. Confidentiality
Audit findings, reports, and sensitive financial or operational information must remain confidential.
Only EC, Director, and authorized staff have access.
10. Policy Review
Audit Policy reviewed annually by EC in consultation with Finance Coordinator and Internal Auditor.
Updates communicated to all relevant staff and incorporated into operational manuals.
BIRD Anti-Corruption Policy (EC-Approved & Best Practice Aligned)
BIRD Anti-Corruption Policy (EC-Approved & Best Practice Aligned)
1. Purpose
The Anti-Corruption Policy aims to:
Prevent, detect, and respond to any form of corruption, bribery, or unethical behavior.
Promote transparency, integrity, and accountability in all BIRD operations.
Protect BIRD’s reputation and ensure compliance with national laws and international standards.
Encourage a culture of honesty, ethical decision-making, and good governance.
2. Scope
This policy applies to:
All BIRD employees, volunteers, consultants, and contractors.
All Executive Committee members and General Body members.
All programs, projects, financial transactions, procurement, and partnerships.
3. Definitions
Corruption: Abuse of entrusted power for private gain.
Bribery: Offering, giving, receiving, or soliciting anything of value to influence a decision.
Conflict of Interest: A situation where personal interests may compromise professional judgment.
Fraud: Deliberate deception to secure unfair or unlawful gain.
4. Policy Principles
Zero Tolerance: Corruption, bribery, fraud, and unethical conduct will not be tolerated.
Transparency: All financial, procurement, and operational decisions are documented and auditable.
Accountability: Staff and management are accountable for decisions and actions.
Compliance: Full adherence to Bangladesh anti-corruption laws, donor regulations, and BIRD policies.
Whistleblower Protection: Employees can report concerns safely, without fear of retaliation.
5. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Executive Committee (EC) | Approves policy, reviews high-level corruption risks, ensures enforcement |
| Director | Oversees policy implementation, manages investigations, enforces disciplinary measures |
| Program / Finance / HR Coordinators | Monitor compliance, ensure staff adherence, report incidents |
| All Employees | Avoid corruption, report concerns, declare conflicts of interest |
| Internal Auditor | Conduct periodic checks, identify red flags, report suspicious transactions |
6. Prohibited Conduct
Bribery: Offering, giving, or receiving gifts, favors, or payments to influence decisions.
Fraudulent Activities: Falsifying records, misusing funds, or misrepresenting facts.
Conflict of Interest: Participating in decisions where personal or family interests exist.
Kickbacks: Accepting any form of commission or reward for procurement or contracts.
Nepotism / Favoritism: Hiring, promoting, or awarding contracts based on relationships rather than merit.
7. Reporting Mechanism
Employees and stakeholders can report concerns via:
Direct Reporting: To Director or Internal Auditor.
Anonymous Reporting: Dedicated whistleblower hotline/email.
Reports must be documented and treated confidentially.
Retaliation against whistleblowers is strictly prohibited.
8. Investigation & Disciplinary Action
Director or Internal Auditor conducts impartial investigation.
Findings reviewed by EC for final decision.
Possible disciplinary actions:
Warning / Reprimand
Suspension
Termination
Legal action, if applicable
9. Training & Awareness
All staff receive mandatory anti-corruption training annually.
Awareness sessions conducted for partners, contractors, and new employees.
Guidance materials and posters displayed in offices and online for reference.
10. Monitoring & Compliance
Regular audits (financial and operational) to identify corruption risks.
Annual compliance review by EC and Internal Auditor.
Anti-corruption risk assessment integrated into all program planning and procurement processes.
11. Policy Review
Reviewed annually by EC in consultation with Director and Internal Auditor.
Updates communicated to all staff and incorporated into induction and operational manuals.
BIRD Whistleblower Policy (EC-Approved & Best Practice Aligned)
BIRD Whistleblower Policy (EC-Approved & Best Practice Aligned)
1. Purpose
The Whistleblower Policy aims to:
Encourage employees, stakeholders, and partners to report suspected misconduct, corruption, fraud, or unethical behavior.
Provide a safe, confidential, and protected mechanism for reporting.
Promote transparency, accountability, and integrity in all BIRD operations.
Ensure timely investigation and corrective action while protecting whistleblowers from retaliation.
2. Scope
This policy applies to:
All employees (permanent, contractual, temporary, or project-based)
Executive Committee and General Body members
Consultants, volunteers, contractors, and partners
Activities across all programs, projects, and operations of BIRD
3. Protected Disclosures
Whistleblowers can report:
Fraud, corruption, bribery, or embezzlement
Misuse or mismanagement of funds, resources, or authority
Conflict of interest affecting decision-making
Violation of BIRD policies, laws, or ethical standards
Unsafe practices, harassment, or discrimination
4. Reporting Channels
Direct Reporting: To Director or Internal Auditor
Confidential Reporting:
Dedicated email: whistleblower@bird.org.bd (or internal system)
Secure hotline (if available)
Anonymous Reporting: Allowed, but encouraged to provide sufficient detail for investigation
5. Protection of Whistleblowers
No retaliation, discrimination, or harassment against whistleblowers.
Protection applies to:
Employment status
Promotions or salary increments
Work assignments or project participation
Breach of protection by any staff member will lead to disciplinary action.
6. Investigation Procedure
Acknowledgment: Receipt of complaint is acknowledged confidentially.
Preliminary Review: Internal Auditor or designated officer assesses validity and urgency.
Formal Investigation: Director and/or EC-appointed committee conducts impartial investigation.
Findings: Documented and submitted to EC with recommendations for action.
Corrective Action: Appropriate disciplinary measures, policy revisions, or legal action taken.
Best Practice Alignment: Investigation is fair, impartial, and evidence-based.
7. Confidentiality
All reports, identities, and investigation details are strictly confidential.
Disclosure only to authorized persons on a need-to-know basis.
Breach of confidentiality is treated as misconduct.
8. Accountability & Reporting
Internal Reporting: Quarterly summary of whistleblower reports (without revealing identities) presented to EC.
External Reporting: Mandatory if required by law or donor regulations.
Monitoring: EC and Internal Auditor monitor implementation and effectiveness of the policy.
9. Awareness & Training
Mandatory induction training for all new employees.
Annual refresher sessions for staff, management, and partners.
Guidance materials, posters, and digital resources available across all offices.
10. Policy Review
Reviewed annually by EC in consultation with Director and Internal Auditor.
Updates communicated to all employees and partners.
BIRD Founder & Founder-Chairman Legacy Policy
BIRD Founder & Founder-Chairman Legacy Policy
(EC-Approved, Best practice Standard Aligned)
1. Purpose
The purpose of this policy is to:
Recognize the Founder and Founder-Chairman as the visionary leader of BIRD, ensuring strategic continuity.
Define responsibilities, privileges, and non-financial entitlements with clarity and transparency.
Safeguard the sustainability, independence, and integrity of BIRD beyond the Founder’s active tenure or lifetime.
Establish a structured framework for the welfare of the Founder’s immediate family, without compromising organizational governance or operational efficiency.
2. Scope
This policy applies to:
The Founder / Founder-Chairman of BIRD.
The spouse and children of the Founder.
The Executive Committee (EC), responsible for oversight, implementation, and compliance.
3. Role of Founder & Founder-Chairman
3.1 Visionary Leadership
Provide long-term strategic guidance and thought leadership.
Advise the EC and Director on programs, growth, partnerships, and organizational innovation.
Act as a mentor to senior management and future leaders of BIRD.
3.2 Chairman Role
May serve as Chairman if desired, in an honorary capacity.
No pecuniary compensation or salary will be provided.
3.3 Operational Support & Privileges
Entitled to full-time assistant, support staff, driver, lodging, meals, and essential office/field resources to enable effective leadership.
Access to necessary office facilities, communication tools, and administrative support.
4. Ownership & Legacy
4.1 Non-Ownership
The Founder / Founder-Chairman does not hold personal ownership of BIRD.
BIRD remains an independent, mission-driven organization, free from personal claims on assets.
4.2 Posthumous Provisions
Spouse and children are entitled to a subsistence allowance sufficient to maintain a dignified standard of living.
Employment opportunities within BIRD may be offered based on merit and EC approval, but do not confer ownership rights.
BIRD ensures long-term welfare and standard of living for the family, in line with organizational capacity.
5. Family Welfare & Benefits
Subsistence Allowance: Financial support adequate to sustain a dignified lifestyle.
Employment & Development: Preferential consideration for employment or professional growth, subject to merit-based recruitment and EC approval.
Housing & Support: Temporary access to lodging, office support, and healthcare facilities as needed.
Education & Training: Support for children’s education, vocational training, or scholarships within organizational capacity.
6. Governance & Oversight
EC ensures transparency, accountability, and compliance with this policy.
No conflicts of interest between the Founder/family and organizational decision-making.
Operational support and family privileges must not compromise BIRD’s finances or governance integrity.
7. Terms & Conditions
Founder / Founder-Chairman shall act in the best interest of BIRD at all times.
No pecuniary benefits permitted; only operational and welfare support as defined.
Family support is subject to EC oversight and organizational sustainability.
All privileges may be reviewed or modified upon circumstances such as death, resignation, or change in advisory role, with EC approval.
8. Policy Review
Reviewed every 3–5 years or as deemed necessary by EC.
Updates communicated to Founder, family, and senior management.
Ensures long-term sustainability, fairness, and alignment with BIRD’s mission and vision.
9. Key Highlights (World-Class Governance)
Founder remains visionary and honorary leader without salary or ownership rights.
Full operational and welfare support provided to enable effective leadership.
Family receives subsistence allowance and structured welfare support, ensuring dignified life standard.
EC ensures transparent oversight, organizational independence, and financial integrity.
Policy aligns with global best practices in non-profit governance and visionary leadership frameworks.
BIRD Gender Equity Policy (EC-Approved)
BIRD Gender Equity Policy (EC-Approved)
1. Purpose
The Gender Equity Policy aims to:
Promote equal opportunities, treatment, and representation of all genders within BIRD.
Foster a safe, inclusive, and respectful workplace free from discrimination or harassment.
Ensure gender-sensitive program design and implementation across all projects.
Align BIRD with national laws, international standards, and best practices in gender equity.
2. Scope
Applies to all BIRD employees, contractors, consultants, volunteers, and Executive Committee members.
Covers all recruitment, promotion, compensation, training, and program activities.
Ensures gender-sensitive policies in field operations, partnerships, and community programs.
3. Policy Principles
3.1 Equal Opportunity
Equal access to recruitment, promotion, training, and leadership opportunities for all genders.
Merit-based employment decisions without gender bias.
3.2 Non-Discrimination & Inclusion
Zero tolerance for gender-based discrimination, harassment, or bias.
Inclusive practices ensuring participation of women, men, and gender-diverse individuals.
3.3 Safe & Respectful Workplace
Workplace free from harassment, violence, or intimidation.
Mechanisms for reporting concerns confidentially and safely, in line with Whistleblower & Anti-Corruption Policies.
3.4 Gender-Sensitive Programs
All BIRD programs designed and implemented considering gender perspectives.
Gender analysis conducted during program planning and evaluation.
Ensure equitable participation and benefit for women, men, and gender-diverse beneficiaries.
3.5 Leadership & Empowerment
Promote women and gender-diverse individuals in leadership and decision-making positions.
Provide mentorship, training, and career development to ensure gender balance in senior roles.
4. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Executive Committee (EC) | Approves gender equity strategy, monitors compliance, ensures accountability |
| Director | Ensures integration of gender equity principles in management and programs |
| HR Coordinator / Manager | Implements gender-sensitive recruitment, promotions, and benefits |
| Program Coordinators & Project Managers | Ensure gender-sensitive program design and reporting |
| All Employees | Uphold gender equity, report violations, and participate in training programs |
| Internal Auditor / Monitoring & Evaluation Officer | Monitor gender compliance and report to EC |
5. Recruitment & Career Development
Gender balance in shortlisting, interviewing, and selection processes.
Equal pay for equal work, regardless of gender.
Training and leadership programs include gender-sensitive content.
Mentorship for women and underrepresented groups to reach decision-making roles.
6. Workplace Safety & Harassment Prevention
Clear anti-harassment rules and reporting mechanisms.
Anonymous whistleblowing channels for reporting gender-based misconduct.
Mandatory investigation and disciplinary action in line with Whistleblower & Anti-Corruption Policies.
7. Program & Community Implementation
Gender analysis and impact assessment conducted for all programs.
Targeted interventions to empower women and marginalized gender groups.
Monitor participation rates, outcomes, and benefits by gender.
8. Monitoring, Evaluation & Reporting
Gender equity indicators included in HR reports, program reports, and annual reviews.
EC receives quarterly updates on gender balance, workforce participation, and program inclusivity.
Continuous learning and improvement based on monitoring results.
9. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to all employees, partners, and stakeholders.
Ensures alignment with global best practices and organizational priorities.
BIRD Employees’ Rights, Facilities & Family Welfare Policy
BIRD Employees’ Rights, Facilities & Family Welfare Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Define and safeguard the rights of all employees.
Provide clarity on facilities, benefits, and entitlements.
Ensure support for employees’ immediate family members, fostering a safe, inclusive, and productive work environment.
Align BIRD’s practices with national labor laws, international standards, and global best practices.
2. Scope
Applies to all permanent, contractual, project-based, and temporary employees of BIRD.
Covers workplace rights, facilities, benefits, and family-related support.
Applies to all BIRD offices, programs, and partner locations.
3. Employee Rights
Equal Opportunity & Non-Discrimination:
All employees have the right to fair treatment, merit-based promotions, and career development, regardless of gender, religion, ethnicity, disability, or marital status.
Safe & Respectful Workplace:
Right to a harassment-free, safe, and inclusive workplace.
Mechanisms for confidential reporting in alignment with Whistleblower and Anti-Corruption Policies.
Freedom of Expression:
Right to voice concerns, suggestions, or feedback regarding work processes or organizational improvement without fear of retaliation.
Privacy & Confidentiality:
Personal information and employment records are protected and confidential.
Job Security & Fair Treatment:
Protection against unfair dismissal, arbitrary disciplinary action, or discrimination.
4. Employee Facilities & Benefits
Compensation & Allowances:
Monthly salary according to grade structure.
Provident fund, gratuity, and leave benefits per HR policy.
Annual performance-based increments and recognition.
Leave Entitlements:
Annual Casual Leave with salary, Annual Ordinary Leave with half pay, and other leaves (sick, casual) without pay as per HR policy.
Weekly holidays and government-declared holidays observed.
Operational Support:
Office space, computers, internet, stationery, and other necessary tools to perform duties effectively.
Transport & Logistics:
Eligible employees provided with official transport, driver, or travel allowances as needed for official duties.
Health & Safety:
Workplace health and safety standards maintained.
Emergency medical support or reimbursement provided as per BIRD’s capacity.
5. Family Welfare & Benefits
Subsistence & Emergency Support:
In case of illness, disability, or unforeseen circumstances, employees’ families may receive temporary financial or logistical support.
Education & Training:
Employees’ children may receive scholarship, tuition support, or vocational training assistance within organizational capacity.
Housing & Lodging Support:
For field-based or relocated staff, BIRD may provide lodging or housing support.
Spousal & Dependent Benefits:
In exceptional cases, spouse may access career development opportunities or preferential consideration for employment, with EC approval.
6. Employee Development
Regular training, capacity-building, and mentoring programs for skill enhancement.
Career growth plans, including promotions and lateral opportunities.
Encouragement of gender equity, diversity, and inclusion in career development.
7. Accountability & Oversight
HR Coordinator / Manager ensures compliance and implementation of employee rights and benefits.
Director and EC monitor policy adherence, address grievances, and ensure transparency.
Regular feedback and engagement surveys conducted to assess employee satisfaction.
8. Dispute Resolution & Grievances
Employees can report grievances to HR Coordinator or Director.
Mechanisms include confidential reporting, mediation, and EC review for unresolved cases.
Ensures fair, timely, and transparent resolution.
9. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to all employees.
Ensures alignment with national labor law, international standards, and organizational sustainability.
BIRD Employee Compensation, Benefits & Conduct Policy
BIRD Employee Compensation, Benefits & Conduct Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Define all financial and non-financial benefits of employees, including salary, house rent, bonuses, education, and training support.
Ensure clear rules for retirement, accident support, and family welfare.
Establish a transparent framework for employee conduct and disciplinary action.
Align BIRD with national labor law, international standards, and best HR practices.
2. Scope
Applies to all BIRD employees, permanent or contractual.
Covers compensation, benefits, professional development, retirement, accident support, and disciplinary measures.
3. Compensation & Financial Benefits
3.1 House Rent Allowance (HRA)
Eligible employees receive monthly house rent allowance based on grade:
Grade 1–2: 25–30% of basic salary
Grade 3–4: 20% of basic salary
Grade 5–7: 15% of basic salary
Provided to facilitate safe and decent housing.
3.2 Bonus & Incentives
Annual performance-based bonus linked to individual, team, and organizational performance.
EC approves additional incentives for exceptional contribution.
3.3 Provident Fund & Retirement
BIRD contributes 10% of salary to Provident Fund; employees may contribute any amount.
Employees may withdraw Provident Fund at any time subject to bank rules.
Gratuity: 1.5× basic salary for each year of service after retirement or completion of required tenure.
3.4 Accident & Emergency Support
Financial assistance in case of work-related accidents or health emergencies.
Life and accident insurance may be provided based on EC approval and organizational capacity.
4. Education & Training
BIRD provides training, workshops, and professional development programs for employees.
Education support for employees’ children may be provided within organizational capacity, with EC approval.
Training includes technical, leadership, and gender-sensitive development aligned with strategic objectives.
5. Employee Conduct & Disciplinary Policy
5.1 Code of Conduct
Employees must uphold integrity, professionalism, and organizational values.
Expected to follow all BIRD policies including Anti-Corruption, Whistleblower, and Gender Equity.
5.2 Offences / Misconduct (অসদাচরণ)
Examples of misconduct include:
Absence without notice for 3 consecutive days.
Fraud, bribery, corruption, or abuse of authority.
Harassment or discrimination.
Breach of confidentiality or organizational rules.
5.3 Disciplinary Actions
Warning / Reprimand
Suspension (with or without pay)
Termination / Dismissal
Legal action in case of criminal offenses
EC reviews serious cases and approves final action.
6. Family & Welfare Support
Spouse and children may receive education, health, or emergency support.
In case of employee death, family is entitled to subsistence allowance and Provident Fund benefits.
Support programs are transparent, merit-based, and sustainable.
7. Governance & Oversight
HR Coordinator ensures policy implementation and compliance.
Director and EC monitor fairness, budget compliance, and alignment with organizational mission.
Annual audit and review of compensation, benefits, and disciplinary actions.
8. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to all employees.
Ensures alignment with national labor laws, international standards, and organizational sustainability.
✅ Key Highlights (Harvard-Standard Features)
Transparent salary, HRA, bonus, and retirement benefits.
Structured accident, emergency, and family welfare support.
Clear training, education, and professional development framework.
Strong disciplinary and misconduct framework ensuring accountability and integrity.
Alignment with EC oversight, global best practices, and governance standards.
BIRD Project Staff vs Permanent Staff Policy
BIRD Project Staff vs Permanent Staff Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Define the differences between permanent and project-based staff in terms of employment, rights, benefits, and responsibilities.
Ensure clarity, fairness, and transparency in HR practices.
Promote organizational efficiency and project sustainability without compromising employee welfare.
2. Scope
Applies to all employees engaged with BIRD in permanent or project-based roles.
Covers recruitment, contracts, benefits, responsibilities, and termination procedures.
3. Definitions
| Term | Definition |
|---|---|
| Permanent Staff | Employees with an open-ended employment contract under BIRD’s HR policy, entitled to full benefits, retirement, and long-term career opportunities. |
| Project Staff | Employees hired on fixed-term or project-specific contracts, tied to funding or project duration, with benefits aligned to the contract. |
4. Recruitment & Contractual Terms
4.1 Permanent Staff
Selected through a formal recruitment process.
Offered an open-ended employment contract.
Eligibility for full BIRD benefits, including provident fund, gratuity, annual leave, bonuses, and career development.
4.2 Project Staff
Hired specifically for a project or time-bound assignment.
Contract duration aligned with project timeline.
Benefits are pro-rated or limited based on contract terms.
May be considered for permanent roles after project completion, subject to performance and EC approval.
5. Compensation & Benefits
| Benefit | Permanent Staff | Project Staff |
|---|---|---|
| Basic Salary | Full (per grade) | Fixed per contract |
| House Rent Allowance | Eligible | May be provided per contract |
| Bonus | Annual, performance-based | Only if specified in contract |
| Provident Fund | BIRD 10% + optional employee contribution | Optional, per contract terms |
| Gratuity | 1.5× basic per year | Not applicable unless contract specifies |
| Health / Accident Support | Yes | Limited, as per contract |
| Training & Professional Development | Yes | Only project-related training |
| Leave Entitlements | Annual leave, casual leave, sick leave | Contract-based leave only |
6. Job Security & Termination
6.1 Permanent Staff
Protected against unfair dismissal, except for serious misconduct, redundancy, or EC-approved restructuring.
Must follow HR, Anti-Corruption, Whistleblower, and Conduct Policies.
6.2 Project Staff
Employment ends upon project completion or contract expiry.
Early termination may occur due to project closure, performance issues, or funding constraints.
EC may approve extensions or transition to permanent roles based on performance.
7. Roles & Responsibilities
7.1 Permanent Staff
Long-term strategic and operational roles.
Mentorship, leadership, and knowledge transfer to project staff.
Continuity in programs, governance, and organizational culture.
7.2 Project Staff
Focused on project-specific tasks and deliverables.
Expected to adhere to BIRD policies and reporting requirements.
Support permanent staff in achieving project objectives.
8. Career Progression
Permanent Staff: Eligible for promotions, leadership roles, and long-term career planning.
Project Staff: May be considered for permanent employment based on performance, project needs, and EC approval.
9. Governance & Oversight
HR Coordinator ensures clarity of employment status, contracts, and benefits.
Director and EC monitor fair treatment, compliance, and budget alignment.
Annual review to assess project staffing, transitions, and permanent recruitment needs.
10. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to all staff and integrated into HR manuals and employee induction programs.
Ensures alignment with national labor laws, donor requirements, and organizational sustainability.
BIRD Women Harassment & Secular Issues Policy
BIRD Women Harassment & Secular Issues Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Prevent sexual harassment, gender-based harassment, and related misconduct in the workplace.
Promote a safe, respectful, and secular work environment free from religious, political, or ideological discrimination.
Ensure timely, transparent, and confidential mechanisms for reporting and resolving complaints.
Align BIRD with national labor laws, international standards, and organizational values of equality, secularism, and human dignity.
2. Scope
Applies to all BIRD employees, contractors, volunteers, consultants, Executive Committee members, and program participants.
Covers all physical and virtual workspaces, field locations, and organizational events.
Includes religious, political, or ideological harassment in addition to gender-based harassment.
3. Policy Principles
3.1 Zero Tolerance
BIRD maintains zero tolerance for sexual harassment, gender-based harassment, or harassment based on religion, belief, or ideology.
Any violation may lead to disciplinary action, suspension, or termination, in accordance with BIRD’s disciplinary policies.
3.2 Secular & Inclusive Workplace
Workplace must remain secular, inclusive, and respectful of all beliefs.
No employee, stakeholder, or partner may use religious, political, or ideological affiliation to discriminate, intimidate, or influence work.
3.3 Gender Sensitivity
All employees must demonstrate gender sensitivity and respect for diversity in communication, program delivery, and organizational culture.
4. Reporting Mechanisms
| Channel | Description |
|---|---|
| Direct Reporting | Complaints can be submitted to HR Coordinator, Director, or EC. |
| Confidential Reporting | Dedicated email or hotline for confidential complaints. |
| Anonymous Reporting | Allowed, but encouraged to provide sufficient information for investigation. |
Reports are handled confidentially and promptly.
5. Investigation Procedure
Acknowledgment – Complaint is acknowledged confidentially.
Preliminary Review – HR Coordinator or designated officer assesses validity.
Formal Investigation – Impartial committee (may include EC representatives) conducts investigation.
Findings & Action – Recommendations submitted to EC; disciplinary measures taken as needed.
Protection for Complainant – No retaliation or discrimination against complainant.
6. Employee & Management Responsibilities
All Employees: Uphold respect, equality, and secular values; report violations promptly.
Managers & Coordinators: Promote a harassment-free environment, ensure gender sensitivity, and support reporting mechanisms.
Executive Committee (EC): Oversight of investigations, policy enforcement, and reporting compliance.
7. Protection & Support
Confidentiality: All complaints handled confidentially.
Protection: Complainants and witnesses protected from retaliation, career disadvantage, or discrimination.
Counseling & Support: Emotional support or counseling may be provided.
Training & Awareness: Mandatory annual workshops on gender sensitivity, harassment prevention, and secular workplace ethics.
8. Disciplinary Action
Warning / Reprimand
Suspension (with or without pay)
Termination / Dismissal
Legal action for criminal offences
EC approves serious disciplinary actions after impartial investigation.
9. Monitoring & Reporting
HR Coordinator tracks complaints, investigations, and outcomes.
EC receives quarterly summary reports (without disclosing identities) to ensure compliance and continuous improvement.
Policy effectiveness reviewed regularly; updates communicated to all staff.
10. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to all employees, contractors, and partners.
Ensures alignment with national laws, donor requirements, and international best practices.
BIRD Foreign Donation Policy
BIRD Foreign Donation Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Establish a clear framework for accepting, managing, and utilizing foreign donations.
Ensure compliance with national laws, regulations, and donor requirements.
Promote transparency, accountability, and ethical practices in all foreign funding activities.
Safeguard BIRD’s independence, integrity, and organizational mission.
2. Scope
Applies to all foreign donations, grants, contributions, or in-kind support received by BIRD.
Covers all programs, projects, fundraising activities, and operational expenditures funded through foreign sources.
Applicable to all staff, project managers, coordinators, and EC members responsible for handling foreign funds.
3. Principles
3.1 Transparency & Accountability
All foreign donations must be documented, audited, and reported accurately.
Records maintained for financial transactions, donor agreements, and fund utilization.
3.2 Compliance with Law
BIRD shall comply with:
Bangladesh Foreign Donation (Voluntary Activities) Regulations
National tax laws and labor laws
Donor-specific regulations and agreements
3.3 Mission Alignment
Donations must align with BIRD’s vision, mission, and approved programs.
Funds cannot be used for activities inconsistent with BIRD’s objectives.
3.4 Ethical Use & Independence
Donations cannot compromise BIRD’s independence or governance.
BIRD retains decision-making authority over fund allocation and program design.
4. Procedures for Acceptance
Proposal Review:
All foreign funding proposals reviewed by Director and EC for alignment with mission.
Due Diligence:
Verify donor credentials, source of funds, and legal compliance.
Assess potential risks (reputation, political, legal).
Approval Process:
EC approval required for all foreign donations exceeding a predefined threshold (e.g., USD 5,000 or equivalent).
Agreement & Documentation:
Formal written agreement signed, specifying:
Purpose of donation
Reporting requirements
Fund usage restrictions
Audit and accountability clauses
Fund Management:
All foreign donations deposited in a dedicated bank account.
Separate accounting and financial tracking for each donor/project.
5. Utilization & Reporting
Utilization:
Funds used strictly as per approved project budget and donor agreement.
Any deviation requires written EC approval.
Financial Reporting:
Quarterly and annual financial reports prepared and submitted to donors and EC.
Reports include income, expenditures, and fund balance.
Audit:
Annual internal and external audits conducted for all foreign-funded programs.
Audit reports submitted to EC and, if required, to donors and regulatory authorities.
6. Donor Communication & Recognition
BIRD may acknowledge foreign donors through reports, newsletters, or branding, consistent with organizational policy.
No foreign donation shall influence BIRD governance, appointments, or policy decisions.
7. Risk Management
EC monitors foreign fund risks, including:
Legal/regulatory compliance
Reputational risk
Conditionality or restrictions imposed by donors
Risk mitigation measures include:
Regular compliance checks
Written agreements with clear clauses
Transparency in utilization and reporting
8. Governance & Oversight
Director & EC responsible for overall oversight of foreign donations.
Finance Coordinator & Internal Auditor ensure proper accounting and reporting.
HR & Program teams collaborate to ensure alignment of donations with operational and programmatic objectives.
9. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to all staff, partners, and stakeholders.
Ensures alignment with national law, donor requirements, and global best practices.
BIRD Conflict Resolution Policy (Donors, Stakeholders, Members & Well-Wishers)
BIRD Conflict Resolution Policy (Donors, Stakeholders, Members & Well-Wishers)
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Establish a transparent and fair mechanism for resolving conflicts involving donors, stakeholders, members, and well-wishers.
Protect BIRD’s reputation, governance, and operational integrity.
Promote collaborative problem-solving and trust with all external and internal parties.
Align with national law, donor regulations, and global best practices in conflict management.
2. Scope
Applies to all interactions between BIRD and:
Foreign donors
Domestic donors
Stakeholders (partners, government agencies, NGOs)
Members of the organization
Well-wishers and supporters
Covers financial, operational, programmatic, ethical, and governance-related disputes.
3. Principles
3.1 Transparency
All complaints, disputes, or conflicts must be documented and communicated clearly.
Parties involved receive regular updates on the status of resolution.
3.2 Fairness & Impartiality
Conflicts handled without bias, favoritism, or undue influence.
Investigations conducted by an impartial committee appointed by the EC.
3.3 Timeliness
Conflicts addressed promptly, with defined timelines for response and resolution.
3.4 Confidentiality
Information related to disputes is kept confidential, protecting all parties’ privacy.
3.5 Respect & Professionalism
All communications handled professionally, respectfully, and in alignment with BIRD’s values.
4. Types of Conflicts Covered
Financial: Misunderstandings over donations, fund utilization, or reporting.
Operational/Programmatic: Disagreements over project execution, priorities, or deliverables.
Governance: Conflicts involving decision-making, membership, or stakeholder influence.
Ethical/Conduct: Complaints involving misconduct, harassment, or non-compliance with policies.
5. Reporting & Filing a Complaint
| Step | Procedure |
|---|---|
| Step 1: Submission | Complaints can be submitted in writing, via email, or through an official reporting form to the Director or HR Coordinator. |
| Step 2: Acknowledgment | Confirmation of receipt provided within 5 working days. |
| Step 3: Preliminary Review | HR Coordinator or designated officer assesses validity, scope, and urgency. |
Whistleblower mechanisms can also be used for sensitive or high-risk conflicts.
6. Resolution Procedure
Conflict Assessment:
Review all relevant documents, communications, and agreements.
Identify all parties involved and nature of conflict.
Mediation & Dialogue:
Attempt amicable resolution through facilitated dialogue or negotiation.
External mediator may be engaged for complex disputes.
Formal Investigation (if required):
Impartial committee appointed by EC investigates, gathers evidence, and submits recommendations.
Decision & Action:
EC reviews findings and approves resolution.
May include:
Apology or clarification
Financial reconciliation
Policy enforcement or disciplinary action
Termination of engagement (in extreme cases)
Follow-up:
Monitor implementation of resolution.
Ensure no retaliation or further conflict arises.
7. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Executive Committee (EC) | Approve resolution process, oversee implementation, ensure impartiality |
| Director | Facilitate resolution, maintain records, communicate with parties |
| HR Coordinator / Manager | Conduct preliminary review, maintain confidentiality, support mediation |
| Project/Program Managers | Provide information and assist in resolving operational or project-related conflicts |
| All Employees & Members | Cooperate with conflict resolution, maintain professionalism and confidentiality |
8. Documentation & Reporting
Maintain conflict logs, investigation reports, and resolution records.
Annual summary report submitted to EC (without revealing sensitive details).
Lessons learned incorporated into policy updates, training, and preventive measures.
9. Preventive Measures
Orientation & Training: All donors, stakeholders, and staff receive orientation on conflict resolution protocols.
Code of Conduct Awareness: Reinforce ethical standards, secular values, and gender sensitivity.
Periodic Policy Review: Ensure relevance and effectiveness in changing operational environments.
10. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to donors, members, stakeholders, and staff.
Ensures alignment with national law, donor requirements, and international best practices.
BIRD Banking, Merchant & Digital Collection Policy
BIRD Banking, Merchant & Digital Collection Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Define clear procedures for managing BIRD’s financial accounts and collections.
Ensure transparency, accountability, and compliance in all banking and digital transactions.
Safeguard organizational funds from misuse, fraud, or operational errors.
Align with national banking regulations, donor requirements, and international best practices.
2. Scope
This policy applies to:
All bank accounts of BIRD, including operational, project, and foreign donation accounts.
Merchant accounts for online transactions, donations, and payments.
Website collection platforms and mobile banking collections.
All staff, coordinators, finance officers, and management involved in financial operations.
3. Principles
Transparency: All transactions recorded, reconciled, and reported accurately.
Segregation of Duties: Separation between account management, transaction approval, and reconciliation.
Authorization & Approval: All deposits, withdrawals, or digital transactions must be authorized by Finance Coordinator and approved by Director/EC.
Security & Confidentiality: Protect sensitive banking information, passwords, and digital credentials.
Compliance: Adhere to Bangladesh Bank regulations, KYC/AML guidelines, donor stipulations, and legal requirements.
4. Bank Accounts Management
4.1 Account Types
Operational Accounts: For day-to-day expenses, salaries, and office operations.
Project Accounts: For donor-funded projects, including foreign and domestic donations.
Escrow / Special Purpose Accounts: For restricted funds or conditional donations.
4.2 Account Authorization
Accounts opened or closed with EC approval.
Authorized signatories include Director, Finance Coordinator, and EC-approved staff.
Minimum two signatures required for withdrawals above a defined threshold.
4.3 Reconciliation & Audit
Monthly bank reconciliation conducted by Finance Officer.
Internal and external audits to verify accuracy and compliance.
5. Merchant Accounts
5.1 Setup & Approval
Merchant accounts for online payments or donations require EC approval.
Linked to official BIRD bank accounts only.
5.2 Transaction Management
Transactions monitored daily by Finance Coordinator.
Fees and charges recorded in accounting system.
Reports reconciled monthly with bank statements.
5.3 Security
Use secure payment gateways with SSL encryption.
Access restricted to authorized personnel.
Regular password and credentials update required.
6. Website Collection Policy
Integration: All website donation/payment modules linked to official merchant or bank accounts.
Transparency: Receipts automatically generated and emailed to donors.
Monitoring: Finance Officer reconciles website collections daily or weekly.
Data Protection: Donor data handled confidentially; compliance with privacy laws and GDPR if applicable.
7. Mobile Banking Collection
Authorized Channels: Only official mobile banking apps approved by Finance Coordinator and EC.
Reconciliation: Daily reconciliation of mobile banking collections with bank accounts.
Security Measures:
Two-factor authentication for all mobile banking operations.
Immediate reporting of suspicious transactions.
Donor Acknowledgment: Donors receive transaction confirmation and receipt.
8. Reporting & Oversight
Monthly Reports: Finance Coordinator submits reports to Director and EC, including all collections and reconciliations.
Quarterly Audit: Internal or external audit of all banking, merchant, website, and mobile transactions.
Incident Reporting: Fraud, error, or unauthorized access must be reported immediately to Director & EC.
9. Risk Management
Implement dual control and segregation of duties to prevent fraud.
Regular IT and cybersecurity assessments for online and mobile collection systems.
EC ensures contingency plans for banking disruption or cyber incidents.
10. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to all staff and finance team.
Ensures alignment with national banking regulations, donor requirements, and international financial best practices.
BIRD Founder & Founder-Chairman Oversight Policy
BIRD Founder & Founder-Chairman Oversight Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Define the advisory and oversight role of the Founder & Founder-Chairman in strategic organizational functions.
Ensure clarity in decision-making regarding website maintenance, policy formulation, donor relations, and guideline approvals.
Maintain organizational independence while benefiting from the Founder’s vision, experience, and guidance.
2. Scope
Applies to all organizational decisions related to:
Website maintenance and online presence
Policy development and review
Donor liaison and relationship management
Approval of operational guidelines and manuals
Includes Founder, Founder-Chairman, Executive Committee (EC), and Director-level staff involved in these functions.
3. Principles
3.1 Advisory & Oversight Role
Founder / Founder-Chairman acts as a visionary advisor.
Provides strategic guidance, recommendations, and approval for designated areas.
Does not receive pecuniary benefits for oversight; operational support is provided as per the Legacy Policy (assistant, staff, driver, lodging, fooding, etc.).
3.2 EC Consultation & Approval
All Founder/Founder-Chairman decisions require consultation with EC.
EC ensures that decisions are:
Aligned with BIRD’s mission and policies
Legally compliant and financially feasible
Transparent and documented
3.3 Independence & Accountability
Founder/Founder-Chairman input does not override EC-approved policies or governance.
EC maintains final accountability for organizational compliance, transparency, and operational integrity.
4. Functional Oversight Areas
4.1 Website Maintenance
Founder/Founder-Chairman oversees website content strategy, updates, and digital presence.
All changes must be implemented in consultation with EC and IT/Communications team.
Ensure website compliance with donor, legal, and organizational standards.
4.2 Policy Formulation & Guidelines
Founder/Founder-Chairman provides input and strategic direction for:
HR policies
Finance policies
Program implementation guidelines
Governance manuals
Draft policies must be reviewed and approved by EC before adoption.
4.3 Donor Liaison
Founder/Founder-Chairman serves as primary liaison for strategic donor relationships.
Coordinates with EC and Director to:
Ensure alignment of funding proposals and agreements with organizational objectives
Maintain transparent reporting and accountability to donors
Uphold ethical and legal standards in donor engagement
4.4 Guideline Oversight
Any operational or strategic guideline proposed by Founder/Founder-Chairman is subject to EC review.
EC ensures that guidelines support organizational sustainability, transparency, and mission alignment.
5. Decision-Making & Documentation
All recommendations from Founder/Founder-Chairman must be documented and shared with EC.
EC provides written acknowledgment or approval.
Decisions impacting finance, compliance, or operations require EC resolution.
6. Communication & Coordination
Founder/Founder-Chairman communicates guidance through:
Formal meetings with EC and Director
Written recommendations
Strategic advisory notes
EC ensures timely feedback and integration of recommendations into organizational processes.
7. Governance & Oversight
EC ensures Founder/Founder-Chairman oversight does not compromise governance, legal compliance, or financial accountability.
Director coordinates with Founder/Founder-Chairman for implementation support and operational feasibility.
Annual review of the oversight role and its effectiveness conducted by EC.
8. Policy Review
Reviewed every 3–5 years or as required by EC.
Updates communicated to Founder/Founder-Chairman, EC, and staff.
Ensures alignment with organizational mission, governance standards, and operational sustainability.
BIRD Founder & Founder-Chairman Supreme Leadership Policy
BIRD Founder & Founder-Chairman Supreme Leadership Policy
(EC-Approved)
1. Purpose
This policy establishes the role, authority, and limits of the Founder and Founder-Chairman as the supreme strategic leader of BIRD, ensuring:
Clarity in leadership hierarchy and decision-making.
Alignment with organizational rules, regulations, and governance structures.
Integration of Founder’s vision with EC oversight to maintain transparency and accountability.
2. Scope
Applies to all organizational operations, policies, programs, financial decisions, donor engagement, and strategic initiatives.
Covers Founder, Founder-Chairman, Executive Committee (EC), Director, and all staff.
3. Role of Founder & Founder-Chairman
3.1 Supreme Strategic Leadership
Recognized as supreme leader and principal visionary of BIRD.
Provides final strategic guidance on all organizational matters, including mission, programs, policies, finances, and governance.
Ensures long-term sustainability, growth, and legacy alignment.
3.2 Authority Above EC
Founder/Founder-Chairman positionally supersedes EC in organizational hierarchy.
All EC decisions and recommendations must consider the Founder’s guidance.
3.3 EC Approval Requirement
All decisions of the Founder/Founder-Chairman must be formally approved by EC before implementation.
EC ensures compliance with national law, organizational rules, and financial regulations.
4. Decision-Making Framework
| Function | Founder/Founder-Chairman Role | EC Role |
|---|---|---|
| Policy & Guidelines | Proposes and directs | Reviews and approves |
| Financial Decisions | Provides strategic direction | Approves budgets, fund allocation, compliance |
| Program Implementation | Guides strategy, approves new initiatives | Approves operational plans and monitors progress |
| Donor Relations | Leads high-level donor liaison and negotiations | Ensures compliance and documentation |
| Governance & Rules | Sets organizational principles and vision | Ensures adherence to legal, ethical, and governance standards |
5. Operational Implementation
Founder/Founder-Chairman submits strategic decisions or directives to EC for review.
EC evaluates legal, financial, and operational feasibility.
Upon EC approval, Director and staff implement the decision.
All decisions are documented for accountability, transparency, and historical record.
6. Limits and Accountability
Founder/Founder-Chairman cannot override EC-approved regulatory compliance or legal obligations.
EC maintains authority to audit, monitor, and report implementation of decisions.
Founder/Founder-Chairman provides guidance without personal financial gain, consistent with Legacy Policy.
7. Continuity & Succession
Founder/Founder-Chairman position remains supreme as long as they are alive and active.
Legacy and vision are protected through succession planning, advisory mechanisms, and EC documentation.
Posthumous provisions for family welfare are governed by the Legacy Policy, ensuring organizational independence.
8. Governance & Oversight
EC ensures formal approval of all Founder/Founder-Chairman decisions.
Director ensures implementation aligned with EC and operational requirements.
Regular reporting ensures transparency, compliance, and strategic alignment.
9. Policy Review
Reviewed every 3–5 years or as required by EC.
Updates communicated to Founder/Founder-Chairman, EC, and all staff.
Ensures alignment with national law, donor requirements, and Harvard-standard governance principles.
BIRD Roles & Responsibilities Policy
BIRD Roles & Responsibilities Policy
(EC-Approved)
1. Purpose
This policy establishes the roles, responsibilities, and authority of key governance and management bodies within BIRD, ensuring:
Clear accountability and reporting lines.
Effective decision-making and operational efficiency.
Alignment with organizational mission, legal compliance, and donor requirements.
2. Scope
Applies to:
Founder & Founder-Chairman
Executive Committee (EC)
General Committee / General Body
Management Staff (Director, Coordinators, Managers, Officers, Assistants)
3. Roles & Responsibilities
3.1 Founder & Founder-Chairman
Position: Supreme strategic leader, visionary, and honorary chairman.
Key Responsibilities:
Provide strategic vision and guidance for BIRD’s mission and long-term sustainability.
Lead major organizational decisions, including policy, program priorities, and donor engagement.
Supervise website maintenance, policy formulation, donor liaison, and guideline approval in consultation with EC.
Serve as primary liaison with key foreign and domestic donors.
Maintain oversight over all operational and governance matters, while decisions must be approved by EC.
No pecuniary benefits; operational support (assistant, staff, driver, lodging, fooding) provided as per Legacy Policy.
Ensure the Founder’s vision is embedded in organizational strategy.
3.2 Executive Committee (EC)
Position: Policy-making and oversight body of BIRD.
Key Responsibilities:
Approve organizational policies, budgets, programs, and strategic plans.
Review and approve Founder/Founder-Chairman decisions for compliance, feasibility, and governance alignment.
Ensure financial accountability, transparency, and regulatory compliance.
Monitor program implementation and management performance.
Act as mediator for conflicts involving Founder/Founder-Chairman, staff, donors, or stakeholders.
Represent stakeholders’ interests and protect organizational independence.
3.3 General Committee / General Body
Position: Advisory and representative body, broader governance participation.
Key Responsibilities:
Provide oversight and feedback on major organizational decisions.
Elect or endorse members of Executive Committee.
Participate in policy review and strategic consultations.
Represent community, donors, and beneficiary perspectives.
Serve as a sounding board for organizational growth, innovation, and public accountability.
3.4 Management Staff
Position: Operational execution team under Director.
Key Responsibilities:
| Level | Role | Key Responsibilities |
|---|---|---|
| Director | Head of management | Implement EC-approved policies and programs; report to EC and Founder/Founder-Chairman; overall operational supervision |
| Coordinators (Program, Finance, HR) | Grade 2 | Supervise managers; coordinate departmental operations; ensure program/financial compliance |
| Managers (Project, Finance, HR) | Grade 3 | Execute departmental plans; supervise officers; monitor project performance and staff |
| Officers / Project Officers | Grade 4 | Implement day-to-day project activities; report to managers; maintain documentation and compliance |
| Assistants | Grade 5 | Support officers in admin, finance, data collection, IT operations |
| Technical & Support Staff | Grade 6 | Provide operational, technical, and logistic support |
| Service Staff | Grade 7 | Ensure office/service support, cleanliness, security, and general assistance |
Management Responsibilities Across Levels:
Implement policies, programs, and directives approved by EC.
Maintain accurate records, reports, and compliance documentation.
Provide feedback and recommendations to Director, EC, and Founder/Founder-Chairman.
Ensure staff discipline, ethical behavior, and mission alignment.
4. Decision-Making & Reporting
Founder/Founder-Chairman: Strategic guidance; decisions require EC approval.
EC: Policy approval, oversight, conflict resolution, and monitoring.
General Committee: Advisory input, oversight of EC effectiveness.
Management Staff: Operational implementation, reporting, and feedback.
Reporting Hierarchy:
Founder/Founder-Chairman → EC → Director → Coordinators → Managers → Officers → Assistants → Technical/Service Staff
5. Governance Principles
Transparency: All decisions and reports documented.
Accountability: Clear roles prevent overlap and ensure responsibility.
Compliance: Adhere to national law, donor requirements, and internal regulations.
Collaboration: Founder, EC, and management work jointly while respecting hierarchy.
Conflict Management: Any conflict between Founder/Founder-Chairman and EC/Staff resolved as per Conflict Resolution Policy.
6. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to Founder/Founder-Chairman, EC, General Committee, and staff.
Ensures alignment with organizational mission, governance standards, and donor expectations.
BIRD Core Identity & Founding Authority Policy
BIRD Core Identity & Founding Authority Policy
(EC-Approved)
1. Purpose
This policy defines the exclusive authority of the Founder & Founder-Chairman regarding BIRD’s core identity, ensuring:
Protection of the organization’s brand, legacy, and strategic identity.
Clarity of decision-making regarding name, logo, policies, and other fundamental organizational elements.
Preservation of organizational independence and continuity.
2. Scope
This policy applies to:
Founder & Founder-Chairman
Executive Committee (EC)
General Committee / General Body
Management Staff
It specifically covers:
Organization name and legal registration
Logo and branding materials
Core organizational policies and governance rules
Fundamental operational or strategic guidelines
3. Authority & Decision Rights
3.1 Exclusive Authority
Only the Founder & Founder-Chairman can initiate, approve, or authorize changes to:
Organization name
Logo, tagline, and branding
Fundamental policies (e.g., HR, Finance, Program Implementation, Governance, Conflict Resolution, Legacy)
Strategic documents defining organizational structure or mission
3.2 EC & Management Role
EC provides advisory, consultation, and operational input, but cannot approve or enforce changes to these core elements.
Management staff can provide implementation support or recommendations, but final authority rests solely with Founder & Founder-Chairman.
4. Process for Any Proposed Changes
Proposal Submission:
Any proposed change to core elements is submitted by Founder & Founder-Chairman.
Consultation:
Optional consultation with EC and management to assess feasibility, compliance, and operational impact.
Approval & Documentation:
No other body can approve changes.
Changes are formally documented and archived.
Updated records communicated to all stakeholders, including donors, regulators, and staff.
5. Governance & Compliance
EC ensures that any Founder/Founder-Chairman decision aligns with national laws and donor regulations.
Founder/Founder-Chairman ensures changes maintain organizational mission, legacy, and identity integrity.
All staff are prohibited from making or implementing changes without explicit approval.
6. Safeguards & Enforcement
Unauthorized attempts to change core identity elements may result in disciplinary or legal action.
Regular audits of branding, policies, and official documents ensure compliance with this policy.
7. Policy Review
Reviewed every 3–5 years or as required by Founder & Founder-Chairman.
Updates communicated to EC, General Committee, staff, and stakeholders.
Ensures sustainability and protection of organizational identity.
BIRD Third-Party Engagement & Consent Policy
BIRD Third-Party Engagement & Consent Policy
(EC-Approved)
1. Purpose
This policy establishes clear procedures and authority for engaging third parties for activities such as:
Marketing and publicity
Fundraising and donations collection
Liaison and representation
Commissioning or agenting services
Any other contractual, promotional, or operational collaborations
Objectives:
Protect organizational interests, brand, and governance standards.
Ensure Founder & Founder-Chairman consent is honored in all third-party engagements.
Prevent conflicts between EC, management, general committee, and Founder/Founder-Chairman.
Maintain legal compliance, transparency, and accountability.
2. Scope
Applies to all third-party engagements, contracts, agreements, or collaborations.
Covers interactions initiated by EC, Director, Coordinators, or any staff member.
Includes national and international third parties, commercial agents, consultants, or organizations.
3. Principles
3.1 Founder & Founder-Chairman Consent
No third-party engagement may proceed without the explicit consent of Founder & Founder-Chairman.
Consent must be documented in writing and archived.
Founder/Founder-Chairman retains supreme strategic authority over third-party interactions.
3.2 EC Approval
All third-party engagements must also have formal approval from EC.
EC ensures:
Compliance with organizational policies, laws, and donor requirements
Financial prudence and risk mitigation
Alignment with mission, vision, and strategic goals
3.3 Conflict Prevention
Unauthorized engagement without Founder/Founder-Chairman consent or EC approval is strictly prohibited.
Violations may result in disciplinary action or nullification of agreements.
Any disagreement is resolved via Conflict Resolution Policy.
4. Third-Party Engagement Process
Proposal Submission:
Staff or management submit a detailed proposal including scope, objectives, financials, and expected outcomes.
Founder/Founder-Chairman Consent:
Founder/Founder-Chairman reviews and provides formal consent or feedback.
EC Approval:
EC reviews consented proposals for legal, financial, and strategic compliance.
Approval is documented in EC meeting minutes.
Contracting & Implementation:
Director or authorized staff executes agreements in line with EC-approved terms and Founder/Founder-Chairman guidance.
Regular monitoring and reporting to EC and Founder/Founder-Chairman.
5. Monitoring & Reporting
Finance and management staff track all third-party payments, commissions, and contracts.
Periodic progress reports submitted to Founder/Founder-Chairman and EC.
Any deviation from agreed terms triggers immediate review and corrective action.
6. Governance & Risk Management
EC ensures contractual, legal, and financial safeguards are in place.
Founder/Founder-Chairman ensures strategic alignment, brand integrity, and ethical compliance.
All third-party engagements are subject to audit and review.
7. Policy Review
Reviewed every 2–3 years or as required by EC.
Updates communicated to Founder/Founder-Chairman, EC, Director, and staff.
Ensures continued alignment with organizational strategy, governance standards, and donor expectations.
BIRD Assets Policy
BIRD Assets Policy
(EC-Approved)
1. Purpose
The purpose of this policy is to:
Ensure transparent acquisition, management, use, and disposal of BIRD assets.
Protect BIRD’s assets from misuse, fraud, or unauthorized transfer.
Maintain assets for long-term organizational sustainability.
Clarify ownership, usage rights, and oversight responsibilities.
2. Scope
This policy applies to:
All tangible assets (land, buildings, vehicles, machinery, IT, office equipment, furniture).
All intangible assets (intellectual property, logo, trademarks, copyrights, digital assets, website, software, research).
All financial assets (bank accounts, cash, investments, donor funds).
Applies to Founder & Founder-Chairman, EC, General Committee, Management, Staff, and Third Parties.
3. Guiding Principles
Ownership: All assets belong to BIRD as an organization, not to any individual.
Non-transferability: Assets cannot be sold, leased, mortgaged, or transferred without EC approval and Founder & Founder-Chairman consent.
Transparency: All assets must be recorded, valued, and audited.
Sustainability: Assets must be protected to serve BIRD’s mission for future generations.
4. Roles & Responsibilities
Founder & Founder-Chairman
Acts as supreme custodian of BIRD’s assets.
Provides strategic guidance on major acquisitions, disposals, or utilization.
Must give written consent for any major asset-related decision.
Executive Committee (EC)
Holds legal fiduciary responsibility for safeguarding assets.
Approves asset acquisition, disposal, and utilization plans.
Reviews annual asset register and audit reports.
Management (Director & Coordinators)
Maintain asset inventory/register.
Ensure proper use, insurance, and maintenance of assets.
Report asset status to EC and Founder/Founder-Chairman.
Staff & Users
Must use assets only for organizational purposes.
Misuse or negligence will result in disciplinary action.
5. Asset Lifecycle Management
5.1 Acquisition
Assets may be acquired through purchase, donation, grant, or contribution.
All acquisitions must be approved by EC and guided by Founder/Founder-Chairman.
Donor-funded assets must comply with donor agreements.
5.2 Use & Maintenance
Assets are to be used exclusively for BIRD’s activities.
Vehicles, property, and equipment must follow usage guidelines.
Regular servicing, insurance, and protection required.
5.3 Disposal
Assets no longer useful must be disposed of with:
Founder & Founder-Chairman consent
EC approval
Transparent valuation and disposal process
Disposal records must be kept in the asset register.
6. Financial & Property Assets
Bank accounts, merchant accounts, mobile banking accounts are considered BIRD’s assets.
Must be operated under Finance Policy with EC oversight and Founder’s consent.
Property titles must be registered in BIRD’s name, not individuals.
7. Intellectual Property Assets
BIRD’s name, logo, website, research, publications, training materials are assets.
No one can change, sell, or transfer them without Founder’s written approval.
Protected under copyright and trademark law.
8. Monitoring & Audit
Asset Register maintained by Finance Coordinator and verified by Audit Committee.
Annual physical verification of all assets.
Findings reported to EC and Founder/Founder-Chairman.
Any loss, theft, or misuse must be reported immediately.
9. Conflict of Interest
No staff, EC member, or family member may claim ownership or personal benefit from BIRD assets.
Any asset-related decision where a conflict arises must be disclosed and reviewed under Conflict Resolution Policy.
10. Policy Review
Reviewed every 3 years or as required.
Updates approved by EC with Founder/Founder-Chairman consent.
Ensures policy stays aligned with donor requirements, legal frameworks, and best practices.
BIRD Training & Innovation Center (NEST) Policy
BIRD Training & Innovation Center (NEST) Policy
(Nurturing Excellence in Skills & Transformation)
1. Purpose
The purpose of NEST is to:
Build human resource capacity through structured training and development.
Serve as an innovation hub for community-driven solutions, research, and pilot projects.
Strengthen knowledge management, entrepreneurship, and social innovation within BIRD and partner organizations.
Ensure sustainability and visibility of BIRD’s mission through education, outreach, and applied learning.
2. Objectives
Provide regular training for staff, project partners, community leaders, and youth.
Develop innovative models for SME development, livelihood, women empowerment, ICT, agriculture, and sustainability.
Create a platform for national & international knowledge exchange.
Act as a center of excellence for policy advocacy, donor dialogue, and program incubation.
Ensure research-to-action transfer through pilot projects and publications.
3. Structure of NEST
3.1 Governance
Operates under BIRD, with direct oversight from Founder & Founder-Chairman and the Executive Committee (EC).
An Advisory Board (academics, donors, experts) may be formed for quality guidance.
3.2 Management
Director of BIRD supervises daily operations.
Training Coordinator & Innovation Coordinator manage program delivery.
Support staff (admin, IT, logistics, hospitality) ensure smooth functioning.
3.3 Facilities
Training halls, digital labs, innovation incubators, library, hostel/lodging for trainees, cafeteria, and research cells.
4. Core Functions
4.1 Training & Capacity Building
Orientation and induction programs for new staff.
Annual professional development calendar (finance, HR, IT, program management, gender, anti-corruption).
Thematic training modules (SMEs, microfinance, digital literacy, social business, climate change).
Tailor-made donor and partner capacity building workshops.
4.2 Innovation & Research
Pilot testing of new models and technologies.
Community-driven innovation labs (“Idea to Impact”).
Applied research, policy briefs, and case studies.
Collaboration with universities, research institutions, and private sector innovators.
4.3 Knowledge Management & Networking
Organize seminars, dialogues, and conferences.
Publish manuals, toolkits, journals, and policy papers.
Develop e-learning and digital knowledge-sharing platforms.
5. Beneficiaries
BIRD staff (permanent & project-based).
Community organizations, NGOs, cooperatives.
Youth, women entrepreneurs, SMEs.
Government and private sector partners.
National and international donors and stakeholders.
6. Financial Management
Operates under BIRD’s Finance & Assets Policy.
Income sources:
Donor-funded training projects.
Fee-based training (cost-sharing model).
Research grants, publications, consultancy.
CSR partnerships and innovation awards.
Surpluses reinvested into NEST’s development and scholarships for disadvantaged trainees.
7. Monitoring & Evaluation (M&E)
Annual training and innovation plan approved by EC.
Progress reports submitted to Founder/Founder-Chairman & EC.
External evaluation every 3 years.
Measured by impact indicators: number of trainees, innovations incubated, community outcomes, donor engagement.
8. Partnerships
Linkages with Harvard, MIT, BRAC University, local universities, research councils, and donor agencies.
Networking with corporate sector and startups for innovation incubation.
Collaboration with international development partners for fellowships and exchange.
9. Policy Alignment
All NEST activities must align with:
BIRD’s HR, Finance, Audit, and Anti-Corruption Policies.
National laws on training institutes and research centers.
Donor compliance and reporting requirements.
10. Review
NEST Policy reviewed every 3 years.
Updated based on global best practices and emerging community needs.
BIRD Education Hub – TAQWA
BIRD Education Hub – TAQWA
(Talbaria Academy for Qur’anic Wisdom and Adab)
1. Purpose
TAQWA aims to:
Provide holistic education rooted in Qur’anic wisdom, adab (ethics), and modern knowledge.
Cultivate spiritual, moral, and intellectual excellence in students and community members.
Promote integration of traditional Islamic learning with contemporary education for real-life application.
Strengthen BIRD’s role as a beacon of values-driven development.
2. Vision & Mission
Vision: To nurture a generation of learners who embody Qur’anic values, adab, knowledge, and service.
Mission: To provide value-based, inclusive education combining faith, character, and skills, preparing students for leadership in society.
3. Objectives
Establish a curriculum blending Qur’anic studies, ethics, and modern sciences.
Train youth in leadership, social responsibility, and community service.
Create a research and publishing wing for Islamic knowledge and ethics.
Provide scholarships for disadvantaged learners.
Develop a platform for interfaith and intercultural understanding grounded in Qur’anic principles of justice and mercy.
4. Structure & Governance
4.1 Oversight
Governed under BIRD’s Executive Committee with special patronage of Founder & Founder-Chairman.
A Shura/Academic Council (scholars, teachers, advisors) will guide curriculum and quality.
4.2 Management
Director of Education Hub (TAQWA) manages daily operations.
Academic units:
Qur’anic Studies & Adab
Ethics & Humanities
Science & Technology Integration
Research & Publications
Community Service & Outreach
5. Curriculum & Programs
Core Curriculum
Qur’an recitation, memorization (Hifz), tafsir.
Seerah, Hadith, Fiqh (ethics-based).
Adab (manners, ethics, responsibility).
Modern Education
English, Bangla, Mathematics, Science, ICT.
Social Studies & Global Awareness.
Skill Development
Leadership & Public Speaking.
Community Service Projects.
Vocational/entrepreneurial skills.
Research & Publication
Books, manuals, journals on Qur’anic wisdom & ethics.
Translation & contextual studies for contemporary issues.
Community Engagement
Evening Qur’an & adab classes for families.
Workshops for parents & community leaders.
Seminars on ethics, justice, and social harmony.
6. Facilities
Classrooms with modern teaching aids.
Digital Qur’an & e-learning library.
Research center & publication unit.
Residential facilities for students & teachers.
Mosque/Prayer hall for spiritual development.
7. Beneficiaries
Children, youth, and adults seeking holistic education.
Teachers and scholars engaged in faith-based learning.
Wider community benefiting from outreach programs.
Donors and stakeholders seeking value-driven initiatives.
8. Financial Framework
Operates under BIRD’s Finance & Assets Policy.
Funding sources:
Donor grants (domestic & international).
Waqf/endowment fund.
Scholarships & sponsorships.
Modest tuition for sustainability.
Surplus reinvested into scholarships and expansion.
9. Monitoring & Evaluation
Annual Academic Review by Shura/Academic Council.
Internal M&E under BIRD.
External evaluation every 3–5 years.
Impact measured by student performance, moral outcomes, and community engagement.
10. Policy Alignment
Must comply with BIRD governance policies, Bangladesh education laws, and donor requirements.
Curriculum aligned with Islamic tradition + modern educational standards.
Founder & Founder-Chairman provides visionary guidance with EC approval.
11. Review & Sustainability
Policy reviewed every 3 years.
Expansion into college, research institute, and publishing house as resources allow.
Long-term vision: TAQWA becomes a regional center of excellence in value-based education.
BIRD Hospital Policy & Framework
BIRD Hospital Policy & Framework
(Sincerity • Integrity • Service)
1. Purpose
The hospital will:
Provide world-class, affordable healthcare for TAQWA students, teachers, BIRD staff, their families, and the surrounding community.
Ensure access for marginalized groups: villagers, elderly (Thikana residents), orphans, and persons with disabilities (PWDs).
Operate on principles of compassion, integrity, and excellence, making healthcare a right, not a privilege.
Act as a training & research hospital, aligned with NEST (innovation hub) and TAQWA (education hub).
2. Vision & Mission
Vision: To become a center of excellence in healthcare, combining affordability, accessibility, and ethics.
Mission: To deliver comprehensive, modern, and compassionate healthcare guided by sincerity, integrity, and service, ensuring dignity for every patient.
3. Objectives
Provide affordable healthcare to BIRD community and villagers.
Establish specialized departments (general medicine, pediatrics, women’s health, geriatrics, orthopedics, mental health).
Create a teaching & training wing for nurses, paramedics, and health workers.
Offer preventive care and health awareness programs.
Develop a medical research unit focusing on community health and low-cost innovation.
4. Target Beneficiaries
Primary:
TAQWA students, teachers, and their families.
BIRD staff & families.
Secondary:
Villagers around Talbaria & greater Narail.
Thikana residents (elderly, orphans, PWDs).
Tertiary:
Wider regional patients seeking affordable, quality care.
5. Guiding Principles
Sincerity: Service with empathy and respect.
Integrity: Transparency in treatment, costs, and management.
Service: Prioritizing patient welfare over profit.
Accessibility: Special care for poor and vulnerable groups.
Excellence: Use of modern equipment, best practices, and trained staff.
6. Facilities & Services
Outpatient & Emergency Services
24/7 emergency & ambulance.
General OPD, child & maternal care.
Inpatient Services
General wards, private cabins.
Special low-cost “community ward” for poor patients.
Specialty Units
Pediatrics, Gynecology, Orthopedics, Geriatrics, Psychiatry.
Preventive & community medicine.
Diagnostic & Support Services
Lab, X-ray, ultrasound, ECG, pharmacy.
Rehabilitation unit for PWDs.
Public Health & Outreach
Health camps in villages.
Awareness on nutrition, hygiene, vaccination.
7. Management & Governance
Founder & Founder-Chairman: Visionary patron, ensures integrity of mission.
Executive Committee (EC): Policy approval, financial oversight.
Hospital Director: Manages operations, reports to EC.
Medical Board: Senior doctors guide clinical excellence.
Community Advisory Group: Includes villagers, TAQWA, Thikana representatives.
8. Staffing
Medical: Doctors, nurses, paramedics, therapists, counselors.
Administrative: HR, finance, IT, logistics, procurement.
Support Staff: Cleaners, ward boys, drivers, security.
Training Unit: For nurses, paramedics, TAQWA/BIRD students.
9. Financial Model
Low-cost, cross-subsidy approach:
Poor patients receive subsidized or free care.
Paying patients & donors help sustain operations.
Sources of funds:
Donor support (domestic & international).
Waqf/endowment income.
Government grants.
Health insurance & CSR contributions.
Training/teaching hospital fees.
10. Monitoring & Accountability
Finance & Audit Committee oversight.
Annual medical audit (quality of care, mortality, patient satisfaction).
Donor & stakeholder reporting.
Transparent patient feedback system.
11. Integration with BIRD Programs
TAQWA: Health education, counseling, school health check-ups.
NEST: Training of health workers, innovations in low-cost medical technology.
Thikana: Specialized geriatric & rehabilitation care.
Community Programs: Village health camps, maternal-child health, nutrition.
12. Sustainability & Expansion
Start as a 50–100 bed general hospital, grow into a specialized institute.
Future expansion: Medical college, nursing school, rehab center.
Partnerships with Harvard, Johns Hopkins, icddr,b, BRAC Health, Red Crescent.
Policy for Thikana – Residential Haven of Care
Policy for Thikana – Residential Haven of Care
(Home of Dignity, Compassion & Hope)
1. Purpose
Thikana is established to provide lifelong care, shelter, education, treatment, and dignity for:
Helpless old people.
Orphans.
Persons with Disabilities (PWDs).
It will be a sanctuary of hope, where every resident is treated like family, not as dependents or burdens.
2. Vision & Mission
Vision: To create a loving, safe, and empowering community for society’s most vulnerable, where they live with dignity, care, and opportunity.
Mission: To ensure holistic well-being—physical, emotional, spiritual, educational, and social—through compassionate service, community support, and sustainable management.
3. Objectives
Provide permanent housing, nutritious food, and healthcare to all residents.
Offer education & skill training for orphans and PWDs, aligned with TAQWA & NEST.
Ensure specialized geriatric care for elderly residents.
Create a therapeutic and inclusive environment to heal trauma and isolation.
Develop rehabilitation and livelihood programs for capable residents.
Preserve the human dignity and rights of every resident.
4. Governance & Supervision
Founder & Founder-Chairman: Patron and guardian of vision.
Founder’s Wife: Main mentor and supervisor, with special focus on empathy, women, children, and emotional well-being.
Executive Committee (EC): Oversight of policy, budget, and compliance.
Management Staff: Director of Thikana, social workers, caregivers, medical officers, educators.
Advisory Panel: Psychologists, doctors, child protection experts, disability specialists.
5. Facilities & Services
Housing & Lodging
Separate wings for elderly men, elderly women, orphans, and PWDs.
Dormitory-style housing for children, family-style housing for orphans.
Barrier-free, disability-friendly architecture.
Food & Nutrition
Balanced diet tailored for elderly, children, and special needs.
Community dining hall promoting togetherness.
Education & Training
Formal schooling for children (linked with TAQWA).
Vocational training for PWDs and capable orphans.
Life skills, arts, and religious education.
Healthcare
Onsite clinic (linked with BIRD Hospital).
Regular health check-ups, physiotherapy, mental health counseling.
Special geriatric and disability care.
Emotional & Social Support
Counseling sessions for trauma healing.
Regular cultural, spiritual, and recreational programs.
Family-like environment with mentorship.
Rehabilitation & Livelihood
Workshops for handicrafts, farming, IT skills.
Employment opportunities within BIRD programs.
Support for social reintegration where possible.
6. Special Role of Founder’s Wife
Acts as Chief Mentor & Emotional Guide.
Oversees daily empathetic care of residents.
Advocates for dignity, respect, and women-child centered issues.
Supervises staff selection, training, and empathy-based service delivery.
Ensures emotional bonding, not just institutional care.
7. Staffing
Social Workers & Caregivers: 24/7 assistance.
Medical Staff: Nurse, doctor on call, therapist.
Educators & Trainers: School teachers, vocational instructors.
Counselors & Psychologists: Trauma and grief support.
Support Staff: Cooks, cleaners, security, drivers.
8. Financial Model
Donations & Endowments (Waqf).
Domestic & foreign donor contributions.
CSR partnerships.
Cross-subsidy from BIRD income-generating projects.
Volunteer services.
9. Rights of Residents
Right to dignity, safety, and privacy.
Right to healthcare, food, shelter, and education.
Right to participate in decision-making affecting their lives.
Right to protection from abuse, neglect, or discrimination.
10. Monitoring & Accountability
Monthly supervision by Founder’s Wife.
Quarterly reports to EC.
Annual independent social audit.
Resident Feedback Council (elders & orphans have a voice).
11. Integration with BIRD Ecosystem
TAQWA: Education for orphan children.
NEST: Skills training & innovation for PWDs.
BIRD Hospital: Free/subsidized healthcare.
BIRD Community: Inclusion in events, cultural and spiritual life.
12. Sustainability & Future Expansion
Develop “Family Sponsorship Program”: donors sponsor an orphan/elder.
Build eco-friendly campus with gardens, therapy spaces, and inclusive design.
Create intergenerational bonding: children, elderly, and PWDs live as one community.
🏬 Policy for MELA – Enterprise Wing of BIRD
🏬 Policy for MELA – Enterprise Wing of BIRD
(Marketing for Empowerment & Local Artisans)
1. Purpose
This policy establishes the governance, management, and operational framework of MELA, the enterprise and social business wing of BIRD.
To empower rural producers through market access.
To preserve and promote cultural heritage and local innovation.
To generate sustainable revenue that supports BIRD’s community development programs.
2. Scope
This policy applies to all:
MELA brands (Moyra, Tati, Gachi, Zele, Ghos, future sub-brands).
Enterprise staff (permanent, contractual, and project-based).
Producers, artisans, farmers, partners, and agents affiliated with MELA.
3. Governance Structure
Founder & Founder-Chairman
Visionary guardian of MELA’s direction.
Provides strategic guidance with EC approval.
Executive Committee (EC)
Final decision-making authority for policies, budgets, donor agreements, and audits.
Approves annual enterprise plans and ensures alignment with BIRD’s mission.
MELA Management Unit
Headed by a Program Coordinator (Enterprise & Marketing).
Includes brand managers for Moyra, Tati, Gachi, Zele, Ghos.
Responsible for operations, producer partnerships, and compliance.
General Committee
Provides community accountability.
Advises on local participation and producer representation.
4. Branding & Sub-Units
Moyra – Traditional sweets & dairy.
Tati – Handloom, crafts, & dress.
Gachi – Pataligur, honey, natural products.
Zele – Fish, aquaculture, value-added seafood.
Ghos – Milk, dairy processing, cold-chain development.
Each sub-unit operates under MELA’s unified brand identity but maintains separate accounts, business plans, and quality standards.
5. Financial Policy
All enterprise earnings are reinvested into BIRD programs (no profit distribution).
Separate bank accounts for MELA (audited annually).
Revenue allocated as:
60% producer payment (fair price).
25% operations & staff.
10% reinvestment in innovation.
5% community welfare fund.
6. Producer & Artisan Policy
Fair trade pricing for all producers.
Transparent contract system.
Training in quality control, packaging, marketing, e-commerce.
Priority to women, youth, and marginalized groups.
7. Marketing & Sales Policy
Sales channels include:
MELA outlets, fairs, exhibitions.
E-commerce & social media platforms.
Partnerships with supermarkets and global fair-trade networks.
All marketing materials must reflect BIRD’s values of integrity, inclusivity, and sustainability.
Third-party marketing/agents require EC approval with consent of Founder & Founder-Chairman.
8. Quality & Safety Standards
Moyra (Food & Dairy): Must follow BSTI & global HACCP standards.
Tati (Handloom): Certified by local artisan cooperatives.
Zele (Fish): Processed under hygienic aquaculture practices.
Gachi (Honey & Natural): 100% chemical-free guarantee.
Regular quality audits mandatory.
9. Donor & Stakeholder Engagement
Partnerships with UN agencies, MDBs, INGOs, CSR donors, and local institutions.
All donor contracts require EC approval.
Reports must clearly show social impact, producer income, and community reinvestment.
10. Conflict of Interest Policy
No staff or EC member may act as a private beneficiary, agent, or silent partner in MELA.
Founder & Founder-Chairman may guide strategy but cannot receive pecuniary benefits.
Disputes resolved by Conflict Resolution Policy of BIRD.
11. Transparency & Audit
Annual independent audit of MELA’s financials.
Impact reporting (producer income, employment created, products sold).
Disclosure of donor/partner contributions on BIRD’s website.
12. Policy Review
Reviewed every 3 years by EC.
Updates require consent of Founder & Founder-Chairman and EC ratification.
🌍 MATI – Policy Framework
🌍 MATI – Policy Framework
(Mutual Assistance Through Investment: AI + EI Integrated Shariah Community Bank)
1. Purpose
The purpose of this policy is to define the governance, operational, and compliance framework of MATI, the enterprise-financial wing of BIRD, ensuring that it functions as a Shariah-compliant, transparent, and people-first banking ecosystem.
To promote financial inclusion for underserved communities.
To combine AI, EI, blockchain, and Islamic finance into an innovative, sustainable model.
To ensure ethical, equitable profit & loss sharing.
To position MATI as a global benchmark in Islamic fintech for empowerment.
2. Scope
This policy applies to:
All MATI operations (deposit-taking, SME lending, crowdfunding, diaspora investment, and financial literacy programs).
5000 Solopreneur Units across Bangladesh and future international expansion.
Depositors, solopreneurs, entrepreneurs, diaspora, and NGO partners.
All digital platforms, blockchain contracts, and mobile banking solutions under MATI.
3. Governance Structure
Founder & Founder-Chairman (BIRD)
Strategic visionary of MATI.
Guides long-term goals and ensures alignment with BIRD’s mission.
Executive Committee (EC)
Final approving authority for MATI policies, budgets, and partnerships.
Ensures regulatory compliance and donor/stakeholder alignment.
Shariah Council
Independent advisory board of Islamic finance scholars.
Ensures 100% Shariah compliance across products and services.
MATI Central Management Unit
Headed by a Director of MATI (reporting to BIRD’s Director).
Oversees operations, technology, partnerships, and financial inclusion programs.
Solopreneur Units (5000)
One per union, acting as local community banker and social leader.
Custodian of deposits, SME loan approvals, and financial literacy campaigns.
4. Financial Framework
4.1 Deposits
Accept deposits from housewives, students, farmers, fakirs, widows, diaspora, and NGOs.
All deposits are capped and digitally secured via blockchain & NID integration.
Deposits remain inside MATI – no leakage to conventional banks.
4.2 Loans
AI-driven SME loans, approved within 1 hour.
Standard: BDT 5–10 lakh; Special: up to 25 lakh.
Oversight by Solopreneur Units and blockchain transparency.
4.3 Profit & Loss Sharing
📈 Profit Sharing:
SME Entrepreneur – 50%
Solopreneur – 20%
Depositor – 20%
MATI – 10%
📉 Loss Sharing:
Shared proportionally among all parties – no fixed interest burden.
5. Technology & Innovation Policy
AI Risk & Empathy Profiling – Combines financial data with behavioral insights.
Mobile Banking – Agent-assisted for low-connectivity areas.
Blockchain Smart Contracts – Immutable, Shariah-compliant contracts.
Open Banking APIs – Links MATI with e-commerce, fintechs, and public services.
Crowdfunding Channel – Enables diaspora micro-investments in local SMEs.
RegTech & Compliance – Automated AML, KYC, CIB checks.
Financial Literacy EdTech – Gamified apps and chatbot-driven education.
6. Donor & Stakeholder Policy
Partnerships allowed with UN agencies, MDBs, INGOs, CSR donors, diaspora investors.
All donor agreements require EC approval and Founder consent.
Donor reporting aligned with ESG, SDGs, and Islamic finance standards.
7. Compliance & Audit
Bangladesh Bank regulatory compliance mandatory.
Annual independent audit of MATI accounts and blockchain smart contracts.
Shariah audit for every financial product.
Transparency ensured via open dashboards accessible to donors and communities.
8. Safeguards & Ethical Standards
MATI does not allow interest-based lending or speculative investments.
Conflict of interest prohibited for EC members, management, or solopreneurs.
Women, widows, fakirs, PWDs, and youth given priority access to deposits, loans, and training.
Grievance redress system for depositors and entrepreneurs.
9. Global Impact & Expansion
MATI to be scaled across Bangladesh, South Asia, Africa, and MENA.
Serves as a model of Islamic fintech for poverty alleviation and empowerment.
Partnerships with global universities, fintech accelerators, and Islamic banks.
10. Policy Review & Amendment
Reviewed every 3 years by EC with Founder consent.
Shariah Council must validate any changes.
Amendments communicated to all stakeholders.
🎶 BOYATI – Policy Framework
🎶 BOYATI – Policy Framework
(Bridge of Original Youth Artists, Tradition & Innovation)
1. Purpose
The purpose of this policy is to establish the governance, operational, and strategic framework of BOYATI, the cultural wing of BIRD, ensuring that it:
Preserves and promotes Bengali folk music and arts.
Provides a structured platform for youth artists to learn, perform, and innovate.
Fosters cultural sustainability and community engagement.
Integrates traditional heritage with contemporary innovation responsibly.
2. Scope
This policy applies to:
All BOYATI programs, workshops, festivals, and cultural events.
Youth artists, folk performers, trainers, and mentors.
Partnerships with local, national, and international cultural bodies.
Digital, media, and archival projects for documentation and dissemination.
3. Governance Structure
Founder & Founder-Chairman
Visionary guide of BOYATI.
Provides cultural direction, ensures alignment with BIRD’s broader mission.
Executive Committee (EC)
Approves annual programs, budgets, partnerships, and major cultural initiatives.
Monitors policy compliance and resource allocation.
BOYATI Management Unit
Headed by Cultural Coordinator/Director of BOYATI.
Responsible for program execution, talent identification, mentorship, and community engagement.
Advisory Panel
Comprises folk music scholars, cultural historians, and senior artists.
Advises on preservation strategies, curriculum development, and authenticity of performances.
4. Core Functions & Activities
4.1 Preservation of Folk Heritage
Archive and document Muslim Boyati, Lalon, Bijoy Sarkar, and other folk traditions.
Create digital libraries, recordings, and manuscripts for future generations.
4.2 Training & Talent Development
Conduct workshops on folk singing, recitation, storytelling, and traditional instruments.
Offer mentorship programs connecting young talents with master artists.
Develop skill-building modules integrating performance, stagecraft, and cultural management.
4.3 Performances & Festivals
Organize cultural evenings, melas, and folk festivals.
Promote collaboration with national and international cultural organizations.
Facilitate participation of BOYATI artists in global folk platforms.
4.4 Innovation & Fusion
Encourage modern adaptations and fusion music while maintaining authenticity.
Explore digital platforms, instruments, and multimedia storytelling.
Promote experimentation with folk-inspired contemporary compositions.
5. Cultural Ethics & Standards
All BOYATI programs must respect cultural integrity, religious sentiments, and community norms.
Traditional folk artists must be fairly compensated.
Youth artists’ intellectual property rights are protected.
Collaboration with third parties requires EC approval and Founder’s consent.
6. Funding & Resource Allocation
Funded through BIRD, donors, grants, and revenue from cultural events.
Annual budgets approved by EC, ensuring transparency and impact tracking.
Resources allocated for:
Artist stipends and training.
Event organization, instruments, and production costs.
Digital archiving and promotion.
7. Monitoring & Impact Assessment
Quarterly program reviews by Cultural Coordinator and EC.
Annual independent audit of funds and cultural impact metrics.
Resident artist feedback system to improve program quality.
Metrics include: number of artists trained, performances held, archives created, and community engagement.
8. Partnerships & Collaboration Policy
National and international cultural partnerships permitted under EC approval.
All partnerships must respect BOYATI’s mission of preserving folk heritage and youth empowerment.
No third-party branding or commercialization without founder consent.
9. Policy Review
Reviewed every 3 years or as required by EC.
Updates communicated to all staff, artists, and partners.
Ensures sustainability, cultural relevance, and alignment with BIRD’s mission.