FOUNDATION PPDHRVolunteer/ Intern Program Safety and Management Guidelines

Content

1. Introduction

2Terms and terminology

3Purpose and Scope of the Guideline

4Glossary

a)Rights and Responsibilities of the Volunteer and the Foundation PPDR

5Participation Declaration

1. INTRODUCTION

Volunteering/ Internship the Foundation PPDR is a benevolent task and no one should expect or demand for money in terms of allowances or salary.

2. TERMS AND TERMINOLOGY

The Foundation PPDHR: Is the short version of the Foundation - People for Peace and Defense of Human Rights

Volunteers / Interns:The people participating in the Foundation PPDHR Volunteer program are in this guide referred to as Interns / Volunteers.

Local Volunteers / Interns: The program participants nominated from Uganda and the East African region.

International Volunteer / Intern: Program participants who do not fall in the geographical location prescribed above.

The Foundation PPDHRExecutive: In this guide the FoundationPPDHR Executive Director refers to the Organisation contact person who in most cases is the full time Organisation head. In some circumstances the Executive Director shall be used to refer to any future personnel managing the Volunteer program at Foundation PPDHR.

3. PURPOSE

The purpose of this guide is based on the constitution of Foundation PPDHR and is intended to lay out minimum standards and requirements for all stakeholders interested and or involved in the FoundationPPDHR volunteerProgram to ensure that the safety, management and challenges response management systems and structures are in place and respected. This guide is intended to protect the Foundation PPDHR as an organisation when such occurrences happen and also to provide avenues for conflict mitigation on the side of volunteers as well. The guideis intended to provide first contact orientation to volunteers/ Interns , by spelling rights and responsibilities , the guide shall provide peaceful co-existence among volunteers , Organisational staff and the wider community upon whom the Foundation PPDHR activities impact.

In case of any miss-implementation or violation of this guideline, any parties involved must follow the conflict resolution guidelines provided in the glossary section of this guide.

4. GLOSSARY

Rights and Responsibilities of the Volunteer / Intern and the Foundation PPDHR

4.1 General Rights / Responsibilities

  1. A volunteer / Intern is required to follow at all times the policies outlined in this document as well as all associated policies of the Organisation . Failure to do so may result in forfeiture of some or all rights and privileges afforded under the Foundation PPDHR Volunteer Program.
  2. A volunteer / Intern shall be awarded a supervisor who might be the Foundation PPDHR Executive Director or any other Organisation representative as may be determined from time to time and the two should come up with a work plan in period of two weeks under normal circumstances, incase this is not met the Volunteer shall be requested to be flexible but this shall follow a clear explanation to the effect.
  3. In period of two weeks the volunteer/ intern shall come up with a monthly work plan which shall be approved by the Executive Director of the Foundation PPDHR,
  4. Where there is need the Executive Director may opt to place a specific person to perform orientation tasks to the volunteer/ Intern and this will only be limited to the tasks which are given to the person.
  5. A volunteer / Intern shall be expected to follow the privacy policy of the Foundation PPDHR and refrain from exporting information about the organisation to other platforms unless authorized by the respective Organisation representative.
  6. The only authorized source of information about the Foundation PPDHR and its activities for the volunteer/ intern shall be the Executive Director or his/ her representative,
  7. A volunteer / Intern shall not be expected to perform any administrative roles during and after the internship / Volunteer placement unless authorized by the Executive Director,
  8. A volunteer/ Intern shall not be expected to give any kind of donation, assistance to a staff or member, a volunteer/ intern, a client of the Foundation PPDHR directly, any offer/ donation should be given to the Foundation PPDHR through the Executive Director,
  9. A volunteer/ Intern shall be advised to refrain from discussing issues concerning the Foundation PPDHR through unauthorized channels including staff unless required in line with the task allocated to the volunteer / Intern,
  10. Volunteer/ Intern will be recruited basing on their profession and the need at the Foundation PPDHR,
  11. Volunteer/ Intern are request to handle with care the property of the Foundation PPDHR entrusted to them and he/she is responsible for the damage or the loss of the property in his/ her hands,

4.2 Specific rights and Responsibilities

4.2.1 Working Conditions / Privileges and Responsibilities

  1. The Foundation PPDHR will strive to work for a minimum infrastructure and minimum working conditions which will be provided to Volunteer/ Intern while at the Foundation PPDHR which will be limited to equipment needed,
  2. A volunteer / Intern shall be expected to report to work at 8:00 am and end at 7:30 pm. This will be a flexible arrangement and according to the volunteer’s tasks the time shall be determined together with the supervisor,
  3. A volunteer shall be given an oral orientation session for two hours to better understand the needs of their respective department as well as the contents of their work.
  4. A local volunteer/ Intern will work for only five hours at the Foundation PPDHR and for five days per week, however the international volunteer/ intern may work more than that.
  5. A volunteer/ intern all be entitled to all benefits and available opportunities at the Foundation PPDHR such as training, information session, contact building and networking,
  6. A volunteer/ Intern shall be recognized in all the Foundation PPDHR Social Media, (Facebook, Twitter, LinkedIn, Emails and the website) and other public forum,
  7. A volunteer/ Intern shall be entitled to benefits from the Foundation PPDHR Uganda connection and network to be referred to another partner in case of Job opportunity, this however shall be determined in accordance with the volunteer’s suitability determined and based on previous performance at the Foundation PPDHR.
  8. A volunteer/intern can apply to become a staff member of the Foundation PPDHR and this will be subject to the supervisor’s recommendation after working at the Foundation PPDR for a period not less than 7 months,
  9. A volunteer/ Intern who stays for more than 5 months at the Foundation PPDHR shall be given an Identification Card as a volunteer. Volunteers who do not fall under this category shall be entitled to a letter detailing their attachment to the Foundation PPDHR.
  10. A volunteer shall be expected to submit a written report at the end of their internship, and also weekly written reports shall be limited to the tasks which were given to the volunteer/ intern.
  11. Volunteer/ Intern are encouraged to carry out field work or home visits so that they understand better people they are serving.
  12. A volunteer/ intern shall be entitled a recommendation letter after the staying at the Foundation PPDR for a period not less than two months,
  13. Volunteer/ intern who have been at the Foundation PPDHR for more than 7 months will be encouraged to become the Foundation PPDR friend.

4.2.2 Meetings

  1. A volunteer/ intern shall be expected to attend the weekly PPDHR staff meetings and also build social network with the Foundation PPDHR staffs/ members.
  2. A Volunteer/ Intern shall be required to attend a mandatory evaluative meeting with the Executive at the end of each week unless prior communication regarding absence has been received.
  3. A volunteer/ Intern should put in mind that they are new in the field of the Foundation PPDHR and therefore may not have enough experience to comment on different issues The Foundation PPDHR is currently working on.

4.2.3 Participation fees

  1. An International Volunteer shall be subjected to a participation and administration fee of 500USD for the period of volunteer/ Internship. This fee covers for all administrative requirements related to their participation in the program.

4.4.4 Termination of the Internship

  1. A volunteer upon written notification in a period not less than two weeks reserves a right to terminate their internship and stay at the Foundation. Upon submission of such request the Executive Director shall organize a meeting in which the two shall discuss the circumstances under which the volunteer intends to leave. The decision shall be announced one day after the meeting.
  2. The Foundation PPDHR however, reserves its self the obligation to end the volunteer/ internship in case of breaching any of the policies outlined in this manual and any other associated reasons upon communication to the respective volunteer / Intern in a period not less than two weeks.

Declaration of Participation

“I,______, as a participant in the Foundation PPDHR Volunteer / internship Program understand and hereby agree to follow all the terms, conditions and responsibility of myself stated in the volunteer Programme Policies as well as following statements:

i. To be responsible for own participation in the local / oversea activity programme and act with own safety as the first priority.

ii. To be responsible for own decisions of going to the destination country/territory and for any safety risks it contains.

iii. To be liable for any harms caused by own actions to any stakeholders involved;

iv. To have oversea travel and health insurance as own responsibility, and take vaccination if necessary.

Full Name of participant :
Passport Number:
Home Country:
Emergency Contact :
Name and Contact : / Name:
Mobile Contact:
Email:

I the undersigned, declare that the above information is right to the best of my knowledge and I have voluntarily offered it for purposes of my participation in the PPDHR volunteer / Internship program. I have been explained the legal and all associated implications of my participation and I consent.

………………………………………………….. ………………………………………………

Applicant’s Signature: Foundation PPDHR Contact Person

Areas covered

Interns can choose to work in any of the following places:

At the main offices in Kampala

In Isingiro District especially in Nakivale Refugee Camp,

In Kyenjojo District especially in Kyaka II Refugee Camp,

In Hoima District especially in Kyngwali Refugee Camp,

Depending on you’re the volunteer/ Intern area of interests the Foundation PPDHR can also refer the intern/ volunteer to her partners in different areas,

Steps and the processes

The application letter, the CV and the recommendation letter addressed to the Executive Director of the Foundation PPDHR,

The response from the Foundation PPDR in two working hours,

For International volunteer/ Intern: Receives a copy of the letter from the Foundation PPDHR addressed to the Ugandan Embassy in the country where the volunteer/ intern lives,

For local volunteer/interns: we arrange for a meeting at the office of the Foundation PPDHR

The payment of the volunteer/ Intern administrative fee through the Foundation PPDHR website,

Draft of the key job description for the volunteer/intern and key responsibilities,

From the Airport in Uganda

The Foundation will send a staff member to collect the volunteer from Entebbe Airport up to the Hotel,

The Foundation PPDHR will make sure that there is a personnel working around the volunteer in Kampala for the first three days,

Accommodation

We encourage the volunteer/ intern to use Guest Houses, Hotels which are recommended by the Foundation PPDHR for a clear follow up,

In case the volunteer/ intern wants to rent a house, the Foundation PPDHR will help in that through the connection in different areas in Kampala,

Transport

We highly recommend all our volunteers/ Internes to us the public Taxi or walk and avoid as much as possible the “Boda Boda”.

Thanks

Kulihoshi Musikami Pecos

Founder/ Executive Director

Foundation PPDHR