Chapter I (Introduction)
Article 1, Name and official Address:
- Official name of the organization is Care of Afghan Families (abbreviation: CAF), which is a nongovernmental, non-political, not-for-profit, and independent Organization and respecting the laws, rules and regulations of Islamic Republic of Afghanistan and accepted international norms and regulations. The organization has been established in Kabul and registered in Ministry of Planning of Islamic Transitional Government of Afghanistan in January 1, 2003 and after CAF is reregistered with the Ministry of Economy based on the requirement of the government and the registration number is 68 dated September 29, 2005.
- The official address of the organization is:
Houns # 44, Street # 2 Charahi Dehbori Opposite to
Mirwais Hotaki intermediate school, Dist # 3 Kabul, Afghanistan
- Website: www.caf.org.af
- Email: firstname.lastname@example.org
- Post box: Central post Box, No. 5822, Kabul-Afghanistan
Article 2, Mission, Vision, scope of work and principle values:
- The mission of CAF is to enable families to fight against poverty, injustice and unawareness.
- The vision of CAF is “Self-reliance, aware and healthy society”.
- Strategic directions of CAF activities are:
- Community development,
- Education and research,
- Women's Empowermnet,
- Principle values: All employees and members of CAF, as individuals or groups, consider the following principles in all their conducts:
- Accountability and transparency: Able to provide evidences and proves for use of organization’s resources.
- Equity and integrity: Being honest and respect others rights.
- Professionalism: Having required qualifications and using it in performing a job.
- Efficiency: Using resources economically and reasonably to deliver effective outputs.
- Innovation: Applying new methods to deliver better services.
- Neutrality: CAF provides services considering neutrality.
Chapter II (Organizational chart, responsibilities and rights)
Article 3. Governance structure
The organization is comprised of the following governance layers:
- General Assembly
- Trustee board
- Management Board
Article 4: General Assembly
The general assembly is comprised of all members of management board, trustee board, projects managers or his/her assignee and head of all departments of the main office of the organization.
- The general assembly meets annually and more frequently if needed. The general assembly will be called by the chairperson who is selected by the general assembly for one year, beside the deputy chair person will also be elected by the general assembly and will take the responsibility in absence of the chairperson.
- Decisions will be made by consensus of all present members and when consensus is not possible the votes of majority (more than 50%) of present members will make the final decision. Presence of more than half of members and at least one person from each branch (management board, Trustee board, project managers or their assignees and head of departments) is necessary to make decisions. Project managers will discuss the agenda with their staff before coming to the general assembly and present the points of views of the project staff. Chairperson will call the meeting at least one month before with specifying the time, location and agenda of the general assembly.
- General assembly will inform the Ministry of Economy the changes resulted from the meeting.
Article 5: Duties of General Assembly:
General assembly is the final decision making body in the organization and decide on the following issues:
- Selection or dismissal of general director of the organization;
- Amendments to the charter of the organization;
- Review of the organization activities in the last year;
- Approval of strategic plan, annual implementation plan and budget;
- Any other decisions which the board of management cannot make.
Article 6: Trustee Board:
- Trustee board members are professional and qualified persons who are not working as paid staff with the organization and advise the general director to improve management of the organization.
- The members of this board are between 7 to 11 persons including a chair person, a deputy and one finance in-charge.
- New members to this board will be selected by the current members of the trustee board and the general director of the organization considering the professionalism, eligibility and working direction of the organization.
- The meeting of this board will be on semi-annual basis and decisions will be made by the approval of majority (more than 50%) of present members.
Article 7: Duties of trustee board:
- Participation in election of the general director of the organization;
- Advising in strategic issues and working directions of the organization;
- Establishing linkage and relationship of the organization with other firms and attract fund for activities of the organization;
- Professional consultancy and advice for the organization when needed;
- Ensuring of accountability, transparency, integrity, efficiency and equity principle in all conducts of the organization.
Article 8: Members, selection and dismissal of Management board
Management board is comprised of three main members. The chairperson of management board is elected by the general assembly and the other two members are selected by the chairperson. Chairperson of the board is the general director of the organization. In the following situation before the duty period is completed; the chair person of the board will be changed and new person will be elected:
- Prolonged Physical or mental disability;
- Deficiency in managing affairs;
- Incapability in performing assignments;
- More than two weeks absence without notice or reason;
- Other conditions decided by the general assembly.
Article 9: Duties of Management board
The management board is the highest management authority and permanent staff of the organization in terms of daily management. Their rights and duties are detailed in their term of reference which is part of this document and their main duties and responsibilities are to:
- Manage the organization activities and prepare annual plan and budget;
- Plan and implement the projects;
- Prepare internal regulations and procedures;
- Monitor and evaluate the of overall activities of the organization;
- Coordinate activities with the government and non-government firms;
- Report the organization activities to relevant government and non-government (internal or external) organizations;
- Manage the organization bank accounts and other financial issues.
- Modify the structure of the projects and departments for the improvement purposes.
- Coordinate efforts and supporting the project staff especially the project managers of the organization to avoid duplicated management and insufficiency in works of the projects.
Article 10: The management board will meet monthly or more frequently if necessary and make decisions on management issues related to the organization. Decisions will be made only if all three members or their authorized designees are present and make consensus.
Article 11: Authorities and responsibilities of the general director
- Represent the organization to government or non-government (external and internal) organizations;
- To ensure the organization activities are considering its strategic planning.
- To ensure organization resources are used effectively and efficiently.
- Signing contracts and MoUs on behalf of the organization;
- Opening/ closing bank account for the organization in domestic or international banks;
- Chairing the meetings of management board;
- General director can delegate one or several of his/her duties to other members of the organization.
- Represent organization in Trustee board.
- Approve internal procedures and regulations of the organization;
The general director of the organization will be elected by general assembly considering the majority votes (more than 50%) for at least three years. One person can be elected for two frequent period as general director.
Chapter III (Staff regulation (employment and wages) and controlling)
Article 13: The organization employs staff based on their qualifications for execution of its activities. Priority will be given to Afghan national employees and if necessary the organization will employ expatriate professionals. All rights, responsibilities, conditions of employment and staff benefits have been explained in the staff regulation which is prepared in the light of Afghanistan laws.
Article 14: Responsibilities and rights of other staff
All employees will have a job description with clear roles, responsibilities and lines of authorities.
Article 15: internal control of the system and employees
All employees, including the general director, is responsible of their conducts and report to their relevant authorities. The line managers will monitor and evaluate performance of their sub-ordinates.
Article 16: Internal regulations and internal controlling system:
Internal monitoring, supervision, evaluation and controlling in financial, procurement, human resource and technical fields will be done according to the internal regulations of the organization.
The Organization has established Internal Audit and Monitoring and Evaluation departments which are working independently and reports to the general director of the organization from the performance of the organization.
Article 17: Utilization of the organization resources
Non of employees, including the director and members of management board, and general assembly can use the organization resources for their personal purpose, unless according to the rules and regulations.
Article 18: Fiscal year
Fiscal year of the organization start from first Jadi (Dec 21) and finish at the end of Qaws (20 Dec of next year). All accounts and documents will be available for auditing purpose and kept in the organization archive for five years from the end of fiscal year.
Chapter IV (Others)
Article 19: The organization can make partnership and coalitions with other firms to improve effectiveness, efficiency and quality of its activities. This partnership and coalitions will be regulated by the legal documents.
Article 20: Change of legal personality, name and resolution of the organization will be done after approval of absolute majority of general assembly (more than two third of all members) . However; the past accounts/ responsibilities will be cleared first.
Article 21: This charter is revised in Oct, 2013 by the majority of general assembly of the organization and is effective after endorsement and signature of the chairperson of the general assembly.
Article 22: The Organization may prepare more regulations and procedures for the betterment of the affairs which will then be effective after the approval of general director.
This charter is made in three chapter, twenty two articles and eight pages