Purpose :

The purchase of goods and services is necessary for the smooth operation of the organization. The aim of the internal control system for supplying of goods and services is to ensure orders are handled by individuals having skills in evaluating what purchases are required from suppliers offering the best deals, to ensure purchases made do not exceed the budget provided and to ensure purchased goods and services conform with the quantity and price specified in the order.

Methodology

MASHAL shall follow certain methods in purchasing goods, equipment and services required for the needs of the organization or its projects. Use of competitive bidding shall be a priority practice. A standing Purchase or Procurement Committee(PC) of three staff will be set up through Office Memo duly signed by Executive Director on an annual basis beginning of every FY.

The Committee will base selection criterion in choosing a supplier to be the lowest bid meeting all technical specifications and commercial terms. However, if a supplier does not provide the required level of service or an adequate guarantee, then other criteria shall also be considered. PC shall specify in the purchase file the reasons the lowest bid was not chosen.

• For purchases under Rs 1,000/- a price survey by telephone of two suppliers will be sufficient for determining the supplier.
  • For purchases above Rs. 1,000/- a quotation /invoice shall be obtained from three local suppliers.
  • Any purchases from a sole source shall be explained in the purchase file.

The purchase file shall contain all the documents pertaining to each transaction, i.e. the purchase requisition, quotations, comparative statement duly signed, contact information of suppliers purchase contracts or orders, invoices, delivery slips and any other pertinent documents.

Purchases

Employees making purchases as part of the project activity or organizational work shall follow these mechanisms:

1. Requisition form/Office memo/Email – the employee requesting a purchase forward this form, has it approved by the Executive Director and sends it to Accounts.
2. Order form – The PC follows methodology as specified above and completes the Purchase File. The Accounts 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.
3. 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 Accounts. If a permanent asset the same is entered in the Asset register with all details of cost,Ledger number,warranty and Bill details. The asset is labelled physically as per Asset Register.

The main responsibilities of the procurement committee

• Ensure that a Procurement Plan is drafted and corresponds to the activity plan and the budget
• Ensure that all procurement requirements are planned for at the beginning of the project
• Ensure that procurement activities are initiated on time
• Ensure that ethical risks are considered and addressed in the procurement process
• Ensure that the procurement fulfils donor requirements
• Ensure that required procurement staff are on board
• Ensure that all internal and external experts required for the project are being consulted early in the project phase and committed to provide the information and specifications needed for the procurement activities
• Ensure the collection of quotations and issue Purchase Orders or Contracts
• Evaluate quotes or proposals
• Uphold the procurement principles and ensure that the best quality and value for money is obtained

The procurement committee consists of at least three members and preferably an odd number. Choose members with relevant qualifications and interest for the purchase at hand.

Date : 05.04.2023

Mr. Deepak Visvanathan
Member, Governing Council
MASHAL

कामाच्या /व्यवसायाचा ठिकाणी विशाखा मार्गदर्शक तत्वे यांचे पालन करण्यासाठी काम देणाऱ्याला विशाखा समिती स्थापन करणे बंधनकारक आहे . महिलांना कामाचा ठिकाणी सुरक्षित वाटावे कुठल्याही प्रकारचा लैंगिक छळ होऊ नये यासाठी हि कमिटी स्थापन केली जाते. याला विशाखा समिती असे म्हणतात. हि समिती जेथे 10 किवा त्यापेक्षा अधिक कर्मचारी काम करतात अशा ठिकाणी असणे बंधनकारक आहे या कमिटी ची माहिती सगळ्यां होण्यासाठी या कमिटीचा सदस्यांची नावे जाहीर करून करवण दैसतील अशा ठिकाणी लावणे आवश्यक आहे या कमिटीत बहुतेक महिला नी प्रतिनिधिक पुरुष असणे आवश्यक आहे या शिवाय नियुक्त केलेली नाही अशी स्वयंसेवी सेवेतील एक महिला अधिकारी या समितीत घेणे बंधनकारक आहे.

या कायदा येण्यामागे एका महिलेने एका क्रूर सामाज्वेवास्तेविरूध उठविलेला आवाज आणि त्या बदडल सोचलेली अमानवीय शिक्षा याचा इतिहास आहे. सन १९९२ मध्ये राजस्थानमधील भटेर या गावातील भावारीदेवी हि समाजसेविका राजस्थानमधील बालविवाहाचा प्रथेविरुद्ध आवाज उठवण्याचे काम करते. मात्र गावचा जमीनदारांना ते रुचत नाही. व ते भंवरीदेवी वर सामुहिक बलात्कार करतात. न्याय मिळवण्यासाठी ती न्यायालयाचे दरवाजे ठोठावते परंतु डॉक्टर पोलीचे प्रशासन व न्यायप्रशासन तिचा विरूद्ध निकाल देतात. व उलट उच्चवर्णीय लोक असल्याने ते तिला हात लावणारच नाहीत त्यामुळे बलात्कार होण्याचा प्रश्नच येत नाही. स्वतः भंवरीदेविला सामाजिक बहिष्काराला सामोरे जावे लागते . शेवटी देशभरातील सामिजिक संस्था एकत्र येऊन विशाखा या व्यासपिठाचा माध्यमातून सर्वोच्च न्यायालत याचिका दाखल करतात. आणि त्यावर १९९७ मध्ये दिलेल्या निकालाच्या माध्यमातून सर्वोच्च न्यायालय कामाचा ठिकाणी स्त्रीयांची लैंगिक छळवणूक थांबवण्यासाठी जोपर्यंत कायदा होत नाही तोपर्यंत पळवायची मार्गदर्शक तत्वे आखून देतात त्यास विशाखा नियमावली म्हणून ओळखले जाते .

लैंगिक छळाची व्याख्या.

१. कोणताही अस्वग्ताई शारीरिक स्पर्श

२. शरीर संबंधाची मागणी किवा विनंती.

३. लैंगिक सूचक शेरे मारणे वा अश्लील बोलणे

४. अश्लील चित्र दाखविणे, Sms , Mail पाठविणे

मार्गदर्शक तत्वे

१. नोकरी वा व्यवसायाचा ठिकाणी महिलां ची लैंगिक छळवणूक होऊ न देण्याची जबाबदारी ही मालकाची किवा संबंधित अधिकारयची असेल

२. सर्व सरकारी व निमसरकारी अथवा खाजगी कामाच्या ठिकाणी छळवणूक म्हणजे काय याची माहिती देणे. कामकाजाच्या ठिकाणी लावण्यात यावी व सर्व कर्मचाऱ्यांपर्यंत पोहचेल अशी व्यवस्था करणे.

३. पीडित महिलेस तिचा इच्छित ठिकाणी बदली करून द्यावी व संबंधित आरोपी कर्मचाऱ्यां विरुद्ध नियमाप्रमाणे शिस्तभंगाची कारवाई करावी

४. सर्व सरकारी निमसरकारी खाजगी तसेच सार्वजनिक क्षेत्रातील कार्यालयात महिलांचा होणाऱ्या लैंगिक शोषणाची तक्रार ऐकून निवडा देण्यासाठी एक तक्रार निवारण मंच वा समिती असावी व त्यात ५०% महिला असत्यात.

५. जर एखाद्या नोकरदार महिलेने बाहेरील व्यक्तीविरूध कामकाजाच्या ठिकाणी लैंगिक छालाव्नुकीची तक्रार केली तर आशा व्यक्तीविरूध जरूर ती कारवाई करण्याची जबाबदारी त्या मालकावर वा अधिकाऱ्यावर राहील.

10 किवा जास्त कर्मचारी असलेल्या प्रत्येक शासकीय निमशासकीय कार्यालय, खाजगी अस्थापना हॉस्पिटल दुकाने, मॉल संस्था अशा सर्वच ठिकाणी विशाखा समिती स्थापन करणे कायद्याने बंधनकारक आहे. परंतु बरयाच ठिकाणी अशी समिती स्थापन केली गेलेली नाही. शहरात किती विशाखा समिती आहेत याची निच्चीत माहितीही उपलब्ध नाही एखादी घटना घडताच चाणाक्ष अस्थापना रातोरात समिती स्थापन करतात अशी माहिती सामाजिक कार्यकर्त्यानी दिली. शाळेमधेही हि समिती नेमणे बंधनकारक आहे तरीही अजून बर्याच ठिकाणी हि समिती अस्तिवात नाही असेल तरी फक्त कागदोपत्री आहे.

राष्ट्रीय गुन्हे बुरोच्या अहवालानुसार भारतामध्ये कामाचा ठिकाणी लैंगिक छळाच्या तक्रारी मध्ये वाढ झाली आहे. आकडेवारीनुसार २०१६ २०१७, २०१८ मध्ये ५३९,५७०,९६५ प्रकारने नोंदवण्यात आली आहेत. वाढत्या आकडेवारीनुसार कायदा कुठेतरी वापरल्याचे दिसते.

मशाल मधील विशाखा समिती

अध्यक्ष – रुपाली ओरसे

सदस्य – स्नेहा माने, गणेश शिंदे

दिपक विश्वनाथन
कार्यकारी संचालक
मशाल

MASHAL is committed to creating an environment that is diverse, inclusive, and equitable where all staff, voluntary members/ interns, project partners, project communities/ beneficiaries, and board members are treated with respect and dignity.

1.For the purposes of this statement, diversity refers to race, gender, ethnicity, nationality, religion, sexual identity, familial status, age, disability and socio-economic status;

2.Inclusion is valuing, respecting, and encouraging the full participation of each individual in the life and leadership of the organization;

3. Equity is a process that ensures all people have the opportunity to contribute, develop, and grow despite historical, structural, legislative, racial, and socio-economic inequities.

We are an organization that takes a pride of diversity of India and within the organisation.

We follow zero tolerance against discrimination, biases, harassment, or bullying of any kind. Regardless of race, socio-economic status, age, disability, religion, sexual orientation, nationality, gender, or marital status, we are an organization that values the richness of our entire MASHAL existence. As an organization and Board of Directors, we agree to be guided by these principles and pledge that they will be reflected in our vision, mission, strategic planning, programming, governance, and board composition.

Our commitment to diversity, equity, and inclusion extends to our staff, our members, visitors and programs we develop and support.

Deepak Visvanathan
Executive Director
MASHAL

1. Policy Statement

[MASHAL] is committed to safeguarding and promoting the welfare of children and young people and expects all employees, volunteers, and representatives to share this commitment. We will work diligently to create and maintain a safe environment where children are protected from harm, abuse, neglect, and exploitation.

2. Definitions

• Child: Any person under the age of 18.
• Child Abuse: Any form of physical, emotional, or sexual abuse, neglect, exploitation, or harm to a child.
• Employee: Any paid staff member working for MASHAL.
• Volunteer: Any individual who provides services to MASHAL on an unpaid basis.
• Representatives: Contractors, interns, or anyone acting on behalf of MASHAL in any capacity.

3. Code of Conduct

All employees, volunteers, and representatives of MASHAL must adhere to the following guidelines when interacting with children:

• Treat all children with respect, dignity, and kindness.
• Listen to children, take their concerns seriously, and respond appropriately.
• Do not engage in any form of physical, emotional, or sexual abuse or harassment.
• Do not discriminate against or show favouritism to any child.
• Maintain appropriate boundaries and avoid engaging in activities that could be perceived as inappropriate.
• Ensure that any physical contact with a child is appropriate and non-invasive.
• Do not take explicit photos, videos, or any form of media of children without proper consent.

4. Screening and Selection

MASHAL is committed to the careful screening and selection of employees and volunteers who work with children. This includes background checks, reference checks, interviews, and the verification of qualifications where applicable.

5. Training and Awareness

All employees, volunteers, and representatives shall receive training on child protection policies and procedures. This training will include:

• Recognition of signs of child abuse.
• Reporting procedures for suspected child abuse.
• Understanding of the organization’s Code of Conduct.

6. Reporting Procedures

Anyone who suspects or becomes aware of child abuse or harm must report it immediately to the ED. Reports should be made confidentially and without delay. MASHAL will ensure that appropriate authorities are notified as necessary.

7. Response and Support

MASHAL will take all reports of child abuse or harm seriously. We will cooperate fully with law enforcement and child protective agencies as required. Support will be provided to the child and their family in accordance with the law and best practices.

8. Confidentiality

All reports and information related to child protection cases will be handled confidentially, respecting the privacy and dignity of all involved parties.

9. Communication

MASHAL will communicate this Child Protection Policy to all employees, volunteers, children, parents, and guardians. The policy will be readily available on our website and in printed form if required.

10. Monitoring and Compliance

MASHAL will regularly review and update this policy to ensure it remains effective and compliant with applicable laws and regulations. Compliance will be monitored and corrective actions taken as necessary.

11. Acknowledgment and Training Records

All employees, volunteers, and representatives are required to acknowledge that they have read, understood, and will adhere to this Child Protection Policy. Records of training and acknowledgments will be maintained.

12. Legal Compliance

MASHAL will ensure that this policy complies with all local, state, and Central laws and regulations related to child protection.

MASHAL acknowledges its duty to safeguard and promote the welfare of children and young people and will take all necessary steps to ensure their protection.

Date : 03.04.2023

Mr. Deepak Visvanathan
Member, Governing Council
MASHAL

01.04.2022

Applies to: All staff, consultants, volunteers, interns, board members, and representatives of MASHAL

1. Purpose

The purpose of this Code of Conduct is to establish a culture of honesty, integrity, and accountability at MASHAL. It outlines expected standards of behavior for all individuals representing the organization in any capacity.

2. Scope

This policy applies to all employees, board members, interns, volunteers, consultants, and any other individual associated with MASHAL in a professional capacity.

3. Core Values

All individuals are expected to uphold and promote MASHAL’s core values:

• Respect for individuals and communities
• Integrity in action
• Transparency in decision-making
• Accountability for responsibilities
• Equity and Inclusion across all activities
• Commitment to community-driven development

4. Professional Conduct

All personnel must:

• Perform duties responsibly, honestly, and with due diligence.
• Maintain confidentiality of organizational and beneficiary information.
• Avoid any conflict of interest (personal, financial, or political).
• Treat colleagues, partners, and beneficiaries with dignity and respect.
• Use organizational resources (e.g., funds, materials, and equipment) responsibly.
• Refrain from any form of harassment, discrimination, or abuse (verbal, physical, or emotional).

5. Safeguarding and Protection

• MASHAL has zero tolerance for sexual harassment, exploitation, abuse, or child labor.
• All staff must report any safeguarding concerns promptly to the designated officer.
• Maintain safe and inclusive environments for vulnerable groups, including children, women, the elderly, and persons with disabilities.

6. Conflict of Interest

• Employees and representatives must disclose any actual or perceived conflict of interest.
• No employee may accept gifts, favors, or hospitality that may compromise their objectivity or give the appearance of undue influence.

7. Use of Social Media and Communication

• Maintain professionalism while using social media, especially when referencing MASHAL.
• Do not share confidential or sensitive project information without permission.

8. Anti-Corruption and Financial Integrity

• Bribery, fraud, and corruption in any form are strictly prohibited.
• All financial transactions must be accurately recorded and documented.
• Misuse of funds is a serious offense and will lead to disciplinary action, including legal steps.

9. Reporting Violations

• Any violation of this Code must be reported to the HR department or Executive Director.
• Whistleblowers are protected from retaliation under MASHAL’s whistleblower protection policy.

10. Disciplinary Action

Violations of this Code may result in:

• Verbal or written warning
• Suspension or termination
• Legal action, if applicable

11. Acknowledgement

All individuals must sign a declaration acknowledging that they have read, understood, and agree to abide by this Code of Conduct.

Authorized by:

Deepak Visvanathan
Vice President,
MASHAL