This section describes laid down terms and conditions as well as rights and obligations of BETCHEF’s staff. All personnel working for BETCHEF are classified into Employees and Consultants.

Employees designates salaried individuals who, after a 3 months probationary period are given ongoing assignments, either part time or full time, and are paid on monthly basis. The day to day operation of BETCHEF forms the responsibility of BETCHEF employees.

In BETCHEF, we have the following employee positions:

1. Executive Director/ CEO

2. Program Director

4. Administrative Officer

5. Account Officer

Consultants are professional experts hired by BETCHEF in short term basis only for the execution/completion of specific task and assignment for BETCHEF or one or more BETCHEF projects. BETCHEF consultants are not considered full-time employees of BETCHEF, therefore are paid daily/weekly/monthly basis depending on the nature of their assignment.

The need to effectively communicate our core visions expressed in our programmes is imperative. In BETCHEF, we run an open and transparent communication system both for internal and external publics. Over the years, this has formed one of the core bedrocks of our achievements and successes.

For our internal communications, our top-down/ down-top communication and our line communication are an integrated operational system purposely designed to remove or largely reduce any distortion or bottlenecks in pursing and achieving set goals. We have a compulsorily weekly appraisal/brief for all our staff to discuss and review performances and readjust where necessary.

For our external public (donors, communities, government agencies, the general public, other stakeholders, etc), our doors are open. BETCHEF is delighted to work with all in order to achieve our corporate goals and objectives.

In terms of cost, BETCHEF understands the need to control and reduce the cost of communication in an effective way. Telephone is the most convenient, fastest and cheapest mode we communicate in out-of station correspondence. But for long distance communication, we adopt other ways of communication such as courier and email, in order to save cost. We also have and use internet service to facilitate our operation and communication for emails and work related research.

ADDITIONALLY, BETCHEF provides the following communication guidelines to its staff:

1. Telephone user is requested to keep the conversation short and precise in order to keep the cost down and the lines open for other users.

2. In general, no employee is allowed to use official telephone for nonofficial calls

3. In order to minimize the cost of communication as much as possible, email should be used rather than telephone for long-distance correspondence.

4. Copies of all in-coming and out-going official calls are efficiently filed.

5. Regarding international phone calls, the need for the official calls should be discussed verbally first with the executive director/CEO, unless exceptional circumstances make this impractical.

The purchase of goods and services is necessary for the smooth operation of any organization. BETCHEF therefore maintains an internal control system to ensure timely and effective procurement system. Because we value every kobo we have and respect the support of our donors, our internal control system ensures orders are handled by individuals with skills in evaluating what purchases are required from suppliers offering the best deals; purchases do not exceed the budget provided; and that purchased goods and services conform with the quality as well as quantities and price specified in the order.

METHODOLOGY

BETCHEF adopts a competitive bidding approach. Our first criterion in choosing a supplier is the lowest bid. However, if a supplier does not provide required level of service or an adequate guarantee, then we consider other criterion:

- For the purchases under #10,000 (ten thousand naira only), a price survey by telephone of two suppliers is conducted to determine the supplier

- For purchases above #10,000, a quotation /Performa Invoice shall be obtained from three local suppliers before any supplier is considered.

Purchases from a sole source is explained in the purchase file (a file containing all documents pertaining to each transaction)

Further notes on Procurement

BETCHEF employees making purchases as part of the project activity or organizational work follow these mechanisms:

a. Payment Voucher: the employee requesting a purchase fills this form, has it approved by the Executive Director and sends it to the account department.

b. Order form: the finance division issues the order form, after it is signed by the Executive Director. The concerned employee or the finance division will make the purchase successful on the basis of the order form.

c. Delivery slip: After the purchase has been made, a delivery slip will be issued by the finance division for the supplier, who will sign it and give it back to the finance division.

In BETCHEF, we need material resources to carry out our operations, and the quality of these resources is dependent upon how they are used. Our Fixed Assets Policy will aim for:

- Precise identification of goods that are part of our asset base.

- Sensible use of goods.

- Periodic taking of physical inventory.

- Effective maintenance of goods.

- Replenishment of goods when required.

Procedures

The procedures involved in managing BETCHEF resources are:

- Receiving and recording goods

- Using goods properly

- Maintaining goods

- Taking inventory of goods

- Disposing of goods.

Material resources are managed by means of records or files. The Executive Director should give the authorization to take out of service, transfer or dispose of any items, and that should be noted in the book of assets.

Sources of BETCHEF fund:

BETCHEF may receive fund from any of the following:

a. Grants/Donations from individuals and organizations

b. BETCHEF sustainability Projects (e.g. Prime Gold Cleaning Services)

c. Other income/proceeds from short term professional services and consultancies undertaken by BETCHEF

BETCHEF Core Funding/Expenditures:

1. BETCHEF administrative expenses (rent, utilities, stationeries, communications, salaries, etc)

2. Periodic projects

3. Educational support programme

Types of Accounts

In BETCHEF, we operate the following types of accounts:

1. Central (Corporate) account:

This is BETCHEF's principal account in which all income accrued to BETCHEF is deposited. The executive Director, the account officers, and one member of the Board of Trustees are signatories to the account.

2. Petty Cash fund

In BETCHEF, we run a petty cash fund of N10,000 which is kept to cover expenditures not exceeding N2,000. The account officer handles this account and it is to be liquidated every four weeks. The executive director ensures, through oversight function, the proper running of the petty cash fund.