Systems and Policies of Operation

  1. Administrative Policies

    2. The administrative department policies administrative support to the function of two other departments. It consists of five sections namelyl secretariat, personnel, accounting, transportation, repair and maintenance.

    The head of each department exercises the function of supervision, coordination and control of the following:

    1. Attendance, Tardiness and Absentism
    2. Sick Vacation leaves
    3. Grievance prodedure, recruitment, screening and recommendation of personnel for the appointment
    4. Promotion procedures
    5. Personner-Management Relation
    6. Staff meeting
    7. Performance evaluation
    8. In-service training

    A. The Duties and Resposibilities of the Personnel are as follows:

    1. Executive Director

      1. To implement policies, projects and programs approved by the Board of directors.
      2. To direct, supervise and control the day-to-day operation of the office.
      3. To make periodic reports of office operations to the president.
      4. To conceptualize abd prepare project studies, proposals, reports, etc.
      5. To prepare agenda and minuts for board meetings.
      6. To assist he board in its staffing function.
      7. To represent the organization in meetings and conferences, both local and international.
      8. To perform any other such duties that may ber assigned from time to time by the board.

    2. Executive Secretary

      1. To assist the Executive Director in the day-to-day operation of the office.
      2. To assist the preparation of official communications ad post them.
      3. To represent the office in the trasaction of business with other agencies, government or NGO that may be assigned by the Executive Director.
      4. To assist the Executive Director in the planning and preparation of project proposals or concept papers.
      5. To act as recording secretary during board meetings.
      6. To issue trip tickets and to monitor whereabouts of vehicles.
      7. To keep a calendar of activities of Executive Director related to meetings, conferences and other appointments.
      8. To perform any other such duties that may be assigned from time to time by the Executive Director.

    3. Bookkeeper/ Accountant

      1. To keep financial records of the office.
      2. To post properly all financial transaction.
      3. To prepare and in-cash checks, prepare payroll and disburse cash following correct auditing procedures.
      4. To deposit and withdraw funds.
      5. To prepare financial statements at the end fiscal year for external auditing.
      6. To perform any other such duties that may be assigned from time to time by the Executive Director.

    4. Comptroller

      1. To fiscalize financial operations of the office.
      2. To pre-audit financial transactions of the office
      3. To prepare cost benefit analysis of proposed projects to guide the Board of Directors.
      4. To perform any other such duties that may be assigned from time to time by the Executive Director.

    5. Computer Programmer

      1. To prepare publication programs of office publications.
      2. To type set and prepare lay-outs of publications.
      3. To take still pictures of subjects of publications.
      4. To keep a data base records of office operations and to catalogue the same.
      5. To take personal care of computer by keeping it free from virus or other form of contamination.
      6. To perform any other such duties that may be assigned from time to time by the Executive Director

    6. Counselor

      1. To plan counseling programs and services.
      2. To conduct social case study.
      3. To hold a one-to-one interview with students in order to ferrer-out problems and to assist students identify possible solution or remedial measures.
      4. To construct a socio-gram of student-residents and to identify probem areas and interpersonal relations.
      5. To keep behavioral records of students.
      6. To take periodic reports to the Executive Director.
      7. To perform any other such duties that may be assigned from time to time by the Executive Director.

    7. Editor

      1. To take charge in the preparation and editing of manuscripts for the office publication.
      2. To prepare lay-out and coordinate with printing press on the printing of newsletter and magazines.
      3. To solicit articles and other editorial materials from contributors.
      4. To direct the preparation of camera-ready manuscript before going to press.
      5. To perform any other such duties that may be assigned from time to time by Executive Director.

    8. Editorial Assistant

      1. To assist editor in the preparation of manuscripts, copy-reading of articles and proof reading of blue print.
      2. To perofrm any other duties that may be assigned from time to time by Executive Director.

    9. Clerk Typist

      1. To type office communications, minutes of board meeting and other materials that mayber assigned by the Executve
        2. Director.
      2. To keep office records intact and to file them properly.
      3. To take charge of the incoming and outgoing communication or papers that had been acted upon.
      4. To perform any other such duties that may be assigned from time to time by Executive Director.

    10. Personnel Officer

      1. To keep records of all the employees of the organization.
      2. To take charge of the recruitment and selection of office personnel.
      3. To administer written examination and interviews of the applicants.
      4. To prepare grievance procedure and to put it into action.
      5. To perform any other such duties that may be assigned from time to time by Executive Director.

    11. Program Development Officer

      1. To take chargea in the preparation and conceptualization of projects to be developed.
      2. To prepare project proposals of projects that require external funding.
      3. To perform any other such duties that may be assigned from time to time by Executive Director.

    12. Program Development Associate

      1. To make Project Development Officer in all its functions.
      2. To perform any other such duties that may be assigned from time to time by Executive Director.

    13. Education Officer

      1. To plan and administer education program.
      2. To interview applicant for scholarship and recommend to the board for approval.
      3. To solicit sponsors to support indiviudal scholars.
      4. To plan-out seminar workshops for students.
      5. To prepare guidelines for accepting applicants for scholarhip grant.
      6. To perform any other such duties that may be assigned from time to time by Executive Director.

    14. Social Worker / Nurse

      1. To interview students-clients.
      2. To prepare social studies and report the same to the Executive Director.
      3. To give lectures and orient students on the elementary rules of nursing so that they care of themselves.
      4. To assist in the application of first aid during emergency cases.
      5. To arrange and facilitate admission to and discharge from hospital of students.
      6. To perform any other such duties that may be assigned from time to time by Executive Director.

    15. Driver

      1. To transport students from the dormitory to school in the morning and to fetch them in the evening when necessary in case of flood, storm or transportation strike.
      2. To drive office vehicle on official business.
      3. To obtain clearance from the Executive Secretary before driving.
      4. To perform any other such duties that may be assigned from time to time by Executive Director.

    16. Maintenance Man

      1. To take charge of all maintenance and repair work of the office, vehicle, etc.
      2. To report to the Executive Director repair work to be done in estimated cost.
      3. To perform any other such duties that may be assigned from time to time by Executive Director.

    17. Janitor

      1. To keep the office and its premises clean at all times.
      2. To assist the students in getting in and out of the vehicle.
      3. To assist cook in purchasing food stuffs from the market or grocery.
      4. To perform any other such duties that may be assigned from time to time by Executive Director.

  2. Program Policies

    3. The association as adopted six (6) major programs to undertake in order that it can carry out its Objectivess. Thesee are as follows:

    S - Spiritual Enrichment

    T - Travel and Tourism

    E - Education and Scholarhip

    E - Employment, Training and Placement

    R - Researh and Publication

    S - Sports and Recreation

    It may, however, undertake a special project not related to any of the six programs, if the organization feels that there is a need to do so in certain communities under a special circumstance.

    Altough planning is the main function of the Board, the administrative staff or department heads can initiate a project for the approval of the Board.

    The priority projects to be undertaken as ongoing concern of the organization must be directly related to any of the six porgrams.

    Before the project is being approved by the board, the proponent should submit a proposal to include the following:

    1. Identifying information
    2. Brief description of project
    3. Rationale
    4. Objectivess
    5. Project locale
    6. Description of beneficiaries
    7. Strategy of implementation
    8. Critical activities to be undertaken
    9. Time table
    10. Estimated expenditures
    11. Resume' of persons who will undertake the project.

    The board shall solicit the services of consultants to prepare applicationo for grants if funds are not available to undertake such project.

  3. Financial Policies

The financial depatment takes care of the financial matters relating to income and expenditures , investments, budgeting, fund raising, donations, accounting and auditing.

  1. Handling of Cash, Checks and other liquid assets:

    2. WDFP shall maintain separate accounts on savings, current, and investment. There will be four persons authorize to sign checks for withdrawals. Of the four authorized person, a combination of any two is required to sign in any single transaction.

    There sallbe a petty cash funds, the amount of which to be determined by the Board, is placed under the custody of office personnerl assigned by the President or Treasurer. The petty cash fund shall be for transactions below two hundred pesos (P200.00) otherwise a check is issued.

    All cash and checks received by WDFP should be immediately issued a Provisional or an Official Receipt. All provisional receipts shall be replaced by an official receipts when the casier receives the cash payment or confirmation of clearance from the bank of the check received. Deposit of all cash and chech payments to WDFP should be made intact, not later than the day following the payment is made.

    All excess funds of WDFP or those funds which are not immediately required ofr its operation shall be invested in short-term Money Market Placements or Time Deposits. The funds shall be invested in various Commercial Banks or Investment Houses by the Director of Finance, in consultation with the Board or a Committee the Board may create for this purpose.

  2. Handling of Donations Made to WDFP

    3. Donations to WDFP shall be made solely for the purpose for which the donation was made. If the donation was made for the specific project, said donation should be used solely for that purpose.

    However, in case of a legitimate need, a department may borrow from donated funds, provided that the borrowing department pays interest equivalent to what would have been earned by the donated funds, had been funds been placed in a time deposit or maoney market placement.

    Donations made without specific purpose will become part of the General Fund. The funds should form part of capital and be invested in short-term money market placements for its operations.

    Donations in kind, such as a food or clothing shall be distributed at the direction of the Welfare Coordinator or a person assigned by Board to distribute such donations.

  3. Accounting System

    4. WDFP shall maintain Books of Account and a Bookkeeping system, subject to Philippine Laws and based on the reoendation of WDFP Auditors, for the proper recording and control of all receipt and disbursements.

    All General expenses such as the Payrol for the administrative staff, light and water, postage, telephone, telegraph and the like, shall be paid for in advance the General fund.

  4. Financial Reports

    5. The financial Officer or the Chief Accountant shall submit to the Executive Director the financial report which wil be audited by the external accountant firm. The accounting firm, in returen, shall submit the audited financial report in 12 copies to the board. These reports will include the following:

    1. Monthly Income Statements
    2. MOnthly Balance Sheets
    3. Monthly Cash Flow Repots
    4. Annual Audited Financial Statements

  5. The Director for Finance and Accounting Staff

    1. A Director for Finance shall be appointed by the Chief Executive Officer and /or the General Manger and confirmed by the board and he shall be resposible for all financial matters.

      1. He shall prepare an annual budget for the apporval of the Chief Executive Officer and Board, and shall see to it that said budget is adhered to as best as possible.
      2. He shall ascertain, with the assistance of an Accounting Staff, that all WDFP financial transactions are controlled and properly recorded. He shall also take the necessary safeguards for the control of all cash and other assets of WDFP.
      3. He shall be responsible for the safe keeping of all WDFP passbook, checkbook, titles of real estate properties, certificates of registration for motor vehicles and other such documents.
      4. He shall be responsible for preparing and disbursing the payroll of management, supervisory and administrative employees.
      5. He shall make all the necessary reports to the General Manger, Chief Executive Officer and the board so that they ma y be appraised, at all times, of the financial status.
      6. He shall be responsible for any other assignments with the Chief Executive Officer, General Manager and/or board might give him from time to time.

    2. A Chief Accountant who will oversee the day-to-day bookkeeping shall also be appointed by the Chief Executive Officer and/or the General Manager.

      1. The Chief Accountant will ascertain that all systems and procedures as not up by the Director of Finance on recommendation of the WDFP Auditors shall be strictly adhered to by the bookkeepers and staff of the various WDFP departments.
      2. He will prepare any and all financial reports as may be required by the board or management, or any goverment agencies as provided by the Philippine Law.
      3. He will be responsible for any other assignment that the Chief Executive Officer, General Manager and/or the board may, from time to time assign to him.
      4. Bookkeeper

        5. A certain number of bookkeepers who will be under the direct supervision of the Chief Accountant shall be hired bvy the General Manager. This number shall depend on the current volume of work derived from the daily transactions of the office.

      5. Cashier / Paymaster

        6. Cashier/Paymaster shall be appointed to all cash receipts, petty cash disbursements and payroll. Said cashier/paymaster shall be under the direct supervision of the Director of Finance, and any and all disbursements shall be made only the approval of the General Manager, Finance Director or Production Manager.