HUMAN RESOURCE POLICY OF FBTF
1.0 INTRODUCTION
The Human Resource Policy of Future Bridge Tech Foundation (FBTF) establishes
the guiding framework for recruiting, developing, managing, and retaining
personnel who advance the Foundation’s mission. The policy ensures fairness,
transparency, accountability, and professionalism in all personnel and
volunteer relationships. FBTF believes that people are its greatest asset and
will maintain an inclusive, safe, and productive work environment that upholds
the values of equality, respect, innovation, and teamwork.
FBTF operates as a non-profit organization and shall not have any paid staff.
All persons serving under the Foundation shall do so on a voluntary basis.
Volunteers, officers, and coordinators may only receive moderate allowances
or reimbursements strictly to cover expenses incurred while performing official
duties, in line with approved budgets and policies.
2.0 PURPOSE
• Define clear and consistent procedures for recruitment, management, and
evaluation of volunteers and other personnel.
• Promote merit-based engagement and equitable treatment for all.
• Ensure compliance with Ghanaian labour laws, NGO regulations, and internal
governance principles.
• Foster a work culture that enhances productivity, innovation, and volunteer
well-being.
3.0 SCOPE
This policy applies to all volunteers, interns, consultants, and coordinators
engaged by FBTF at any level—whether full-time, part-time, temporary, or
project-based. It covers all branches, departments, and program units under the
Foundation.
4.0 GUIDING PRINCIPLES
FBTF’s Human Resource management is guided by:
1. Equity and Fairness — All volunteers shall be treated equally and without
discrimination.
2. Transparency — Engagement decisions must be based on merit and documented.
3. Accountability — Every volunteer is responsible for upholding organizational
integrity and performance standards.
4. Inclusivity and Gender Balance — FBTF promotes equal opportunities,
especially for women and youth.
5. Professional Growth — The Foundation shall invest in capacity building to
enhance efficiency and innovation.
6. Legal Compliance — All HR practices comply with applicable national laws and
international best practices.
5.0 RECRUITMENT AND SELECTION
5.1 Vacancy Approval — All new volunteer positions must be approved by the CEO
and budget-verified by Finance before advertising.
5.2 Advertisement — Opportunities shall be advertised internally and externally
as appropriate, including the website and social media.
5.3 Selection Panel — A selection panel of at least three persons (including HR
and the relevant supervisor) will evaluate applicants.
5.4 Shortlisting and Interviews — Shortlisting shall be based on objective
criteria in the role description.
5.5 Reference and Background Checks — FBTF will conduct relevant reference and
background checks.
5.6 Offer — Selected volunteers will receive a written appointment or
engagement letter specifying terms and expectations.
6.0 APPOINTMENT AND CONTRACTS
6.1 Type of Appointment — All appointments within FBTF are voluntary.
6.2 Written Agreement — Each volunteer or officer shall receive a written
agreement specifying title, duties, start date, duration, and allowance terms
if applicable.
6.3 Probation — A probationary period of three (3) to six (6) months shall
apply to assess suitability.
6.4 Confirmation — Confirmation of engagement follows satisfactory performance
review and is documented.
7.0 JOB DESCRIPTIONS AND ORGANIZATIONAL CHART
7.1 Job Description — Each role shall have a clear description with
responsibilities, deliverables, competencies, reporting line, and performance
indicators.
7.2 Review — Job descriptions will be reviewed as required.
7.3 Organizational Chart — An updated organizational chart will be maintained
and published internally.
8.0 ALLOWANCES AND REIMBURSEMENTS
8.1 FBTF does not pay salaries.
8.2 Volunteers and officers may be given allowances or reimbursements only to
cover expenses such as transport, meals, or field-related costs, as per
approved budgets.
8.3 Any such payment shall be properly documented and approved by management.
8.4 Statutory compliance (e.g., SSNIT, insurance) shall apply only where
legally required for volunteers or consultants.
9.0 HOURS OF WORK, OVERTIME, AND FLEXIBILITY
9.1 Standard Hours — Work hours shall be defined according to each voluntary
role.
9.2 Overtime — Volunteers are not entitled to overtime pay but may be granted
compensatory time off.
9.3 Flexible Work — Management may approve flexible or remote work arrangements
where feasible.
10.0 LEAVE ENTITLEMENTS
Volunteers serving continuously may access reasonable leave privileges,
including annual, sick, maternity/paternity, and compassionate leave as
determined by the Foundation.
11.0 PERFORMANCE MANAGEMENT
Performance assessments will focus on output, commitment, and contribution to
FBTF’s mission, using clear objectives and periodic reviews.
12.0 TRAINING AND DEVELOPMENT
FBTF encourages learning and development opportunities for volunteers to build
capacity and professional growth relevant to the Foundation’s objectives.
13.0 CODE OF CONDUCT, ETHICS, AND CONFIDENTIALITY
All volunteers must demonstrate honesty, professionalism, and respect.
Confidentiality and ethical behavior are mandatory at all times.
14.0 DISCIPLINARY PROCEDURES
Disciplinary processes apply equally to volunteers who breach policy, with
fairness and due process observed.
15.0 GRIEVANCE PROCEDURE
Volunteers may lodge grievances following the procedures outlined in this
policy, ensuring fairness and confidentiality.
16.0 HEALTH, SAFETY, AND WELFARE
FBTF shall maintain a safe and healthy working environment and support
volunteer well-being.
17.0 EQUAL OPPORTUNITY, DIVERSITY, AND INCLUSION
FBTF is committed to diversity and inclusion, ensuring equal opportunities for
all volunteers.
18.0 DATA PROTECTION AND RECORDS MANAGEMENT
Volunteer records and personal data will be managed in compliance with data
protection laws.
19.0 VOLUNTEERS, INTERNS, AND CONSULTANTS
19.1 All persons engaged by FBTF shall serve voluntarily.
19.2 Volunteers, interns, and consultants must sign agreements outlining scope
and duration.
19.3 Allowances or stipends are solely for reimbursement of expenses.
20.0 TERMINATION AND EXIT
Engagement may be discontinued by either party with reasonable notice. Exit
processes shall include handover and clearance.
21.0 REDEPLOYMENT, SECONDMENT, AND PROMOTION
Changes in assignment or responsibilities may occur based on project needs,
merit, and Board approval.
22.0 MONITORING, COMPLIANCE, AND AUDIT
Compliance with this policy will be monitored regularly, and reports submitted
to management and the Board.
23.0 POLICY REVIEW
This policy will be reviewed every three (3) years or sooner if required by law
or organizational needs. Amendments shall be proposed by management and
approved by the Board.
24.0 ANNEXES (PROCEDURES & FORMS)
All annexes (Recruitment Procedure, Volunteer Agreement, Job Description
Template, etc.) remain applicable, with wording adjusted to reflect voluntary
engagement.
25.0 EFFECTIVE DATE
This Human Resource Policy takes effect on this 17th Day of
October 2025 as approved by the Board of Directors of Future Bridge Tech
Foundation.
Approved by the Board of Directors.