TAYOA Volunteers Management Policy

1. Introduction and Philosophy

1.1. Our Commitment Tanzania Youth and Adolescent Organization (TAYOA) believes that volunteers are a vital resource in our mission to empower youth and women. The energy, skills, and passion of volunteers are invaluable assets that enrich our programs and extend our reach within the community. We are committed to creating a supportive, inclusive, and rewarding environment where volunteers can make a meaningful contribution while also achieving personal growth.

1.2. Purpose of this Policy The purpose of this policy is to provide a clear and consistent framework for the management of TAYOA’s volunteer program. It outlines the principles and procedures for recruiting, supporting, and recognizing volunteers, ensuring a positive and mutually beneficial relationship. This policy ensures that all volunteers understand their roles, rights, and responsibilities, and what they can expect from TAYOA in return.

2. Scope

This policy applies to all individuals who undertake voluntary, unpaid work for TAYOA, regardless of the duration or location of their service. It does not apply to paid employees, interns on formal academic credit programs, or independent contractors.

3. Recruitment and Selection

3.1. Identifying Volunteer Needs Volunteer roles will be created based on the specific needs of our programs and projects. A clear role description will be developed for each position, outlining the tasks, required skills, time commitment, and location.

3.2. Equal Opportunity TAYOA is an equal opportunity organization. We are committed to creating a diverse volunteer force and will recruit volunteers without regard to age, gender, ethnicity, disability, religion, or any other protected characteristic, in line with the laws of Tanzania. Selection will be based on the applicant’s skills, experience, and suitability for the specific role.

3.3. Application and Screening Process

• Application: All prospective volunteers must complete a standard application form.
• Interview: Suitable candidates will be invited for an informal interview to discuss their interests, skills, and the requirements of the role.
• Background Checks: For roles that involve working directly with vulnerable populations (minors, adolescent girls, and young women) or handling sensitive data, a background check will be required as a condition of engagement, in line with our Child Protection and Safeguarding policies.

4. Orientation and Training

4.1. General Orientation All new volunteers will receive a comprehensive orientation to TAYOA. This will cover:

• TAYOA’s mission, vision, and values.
• An overview of our programs and beneficiaries.
• Key organizational policies, including the Code of Conduct, Anti-Corruption Policy, Whistleblower Protection, and Child Protection/Safeguarding Policy.
• Practical information about the workplace, including health and safety procedures.

4.2. Role-Specific Training Volunteers will receive specific training relevant to their role to ensure they feel confident and equipped to perform their duties effectively.

5. TAYOA’s Commitment to Volunteers

TAYOA is committed to providing our volunteers with:

• A Safe and Respectful Environment: We will ensure a safe, supportive, and welcoming environment, free from harassment and discrimination.
• Clear Guidance: A designated supervisor will provide regular support, guidance, and feedback.
• Defined Roles: A clear role description outlining their responsibilities.
• Expense Reimbursement: Volunteers are entitled to reimbursement for pre-approved out-of-pocket expenses incurred as a direct result of their duties (e.g., transport, lunch for full-day service). A clear procedure for claiming expenses will be provided.
• Recognition: We will formally and informally recognize the valuable contributions of our volunteers.
• Meaningful Work: We will ensure that volunteer roles are meaningful and contribute directly to our mission. Volunteers will supplement, not replace, the work of paid staff.
• Problem Resolution: A fair process for addressing any problems or grievances that may arise.

6. Volunteer Responsibilities and Code of Conduct

Volunteers are expected to:

• Perform their duties reliably and to the best of their ability.
• Adhere to all TAYOA policies and procedures.
• Act in a professional manner and represent TAYOA positively.
• Maintain the confidentiality of all privileged information related to TAYOA, its staff, and its beneficiaries.
• Treat all staff, fellow volunteers, and beneficiaries with respect and dignity.
• Provide notice if they are unable to fulfill their commitment or wish to end their volunteer service.

7. Problem Resolution

We aim to resolve any issues at the earliest stage. If a volunteer has a concern, they should first discuss it with their direct supervisor. If the issue is not resolved, it can be escalated to the Head of Human Resources. Similarly, if there are concerns about a volunteer’s conduct, these will be addressed respectfully and confidentially by their supervisor.

8. End of Service

When a volunteer’s engagement with TAYOA concludes, we will:

• Conduct an exit interview or offer a feedback session to learn from their experience.
• Ensure the return of all TAYOA property (e.g., ID cards, equipment).
• Provide a certificate of service or a letter of reference upon request, recognizing their contribution.

9. Policy Acknowledgment

I have read, understood, and agree to abide by the TAYOA Volunteers Management Policy. I commit to fulfilling my role to the best of my ability and upholding the values and policies of the organization.