HR & Administrative Systems

A Human Resource Philosophy

SERVUS AMORIS FOUNDATION INC. is committed to mission-driven staffing rooted in Gospel values, professionalism, and the spirit of servant leadership. The foundation affirms the dignity, gifts, and vocation of every person, especially those called to work in service of the Church's healing mission.

B Organizational Structure Overview

Staff roles are aligned with the foundation's key functional clusters:

C Recruitment and Hiring Policies

• Merit and Mission-Based Hiring: Candidates are selected based on qualifications and alignment with the foundation's values.
• Job Descriptions and TORs: All positions have clear Terms of Reference outlining roles, responsibilities, and qualifications.
• Equal Opportunity Employment: The foundation fosters inclusive hiring without discrimination on the basis of age, gender, disability, or civil status, consistent with Church teachings.
• Endorsements and Background Checks: Required especially for positions involving pastoral care, finances, or direct accompaniment.

D Orientation and Onboarding

All new hires undergo a mission orientation covering:

• Foundation history and charism
• Core values (SERVUS)
• Organizational structure
• Policies and Code of Conduct

Initial 3-month probation period applies to all new staff. Onboarding includes introduction to administrative processes, reporting lines, and support systems.

E Performance Management and Evaluation

Annual Performance Review System based on:

• Goal alignment and accomplishment
• Personal and professional growth
• Core behavioral competencies

Evaluations are conducted by immediate supervisors and reviewed by the Executive Director. Staff may also be given Personal Development Plans (PDP) and access to retreats or renewal activities.

F Training and Formation

Regular staff formation and skills development aligned with the foundation's pastoral orientation and technical needs. Possible trainings include:

• Trauma-informed care
• Church social teachings
• Project management and M&E
• Spiritual formation and servant leadership

Attendance in external conferences or learning programs may be sponsored based on relevance and budget.

G Compensation and Benefits

Compensation is determined by position level, responsibilities, and available funding. Benefits include:

• 13th-month pay (as per Philippine Labor Law)
• Service and mission allowances (as applicable)
• Formation leaves or renewal retreats
• Transportation allowances for field activities

The foundation commits to fair and mission-conscious compensation even while operating within budget limitations.

H Code of Conduct and Disciplinary Policies

All staff are expected to:

• Maintain integrity, discretion, and confidentiality
• Embody compassion and pastoral sensitivity
• Avoid conflicts of interest and uphold transparency

A basic disciplinary policy will cover:

• Attendance and punctuality
• Ethical and financial misconduct
• Harassment, abuse, or gross neglect

Offenses are dealt with according to due process, fairness, and restorative principles whenever possible.

A Office Management and Operations

Office hours: Monday to Friday, 8:30 AM – 5:30 PM (flexible for mission fieldwork)

Central office equipped with:

• Filing system (physical and digital)
• Accounting and documentation tools
• Internet access, communication lines, printer/copier

B Records and Documentation

• Personnel Records: Updated files for each staff and volunteer (contract, CV, TOR, clearances, evaluations)
• Program Records: Documentation of activities, attendance, reports, and evaluations
• Finance Records: Petty cash, receipts, bank transactions, audit files (organized by month/quarter)
• Partnership and Legal Documents: MOUs, permits, SEC/BIR registrations stored securely and digitally backed up

C Financial and Procurement Procedures

All expenses follow approved Annual Operating Budget. Requisition and Liquidation Process:

• Request Form with approval
• Disbursement Voucher (DV)
• Receipts and Liquidation Report

Petty Cash Management: Maintained with a logbook and capped amount, replenished after full liquidation. Procurement Policy includes:

• Price quotation from 2–3 suppliers (for large purchases)
• Quality and mission-compatibility check
• Purchase Order and Delivery Receipt procedures

D Logistics and Supplies

The Admin Unit maintains:

• Inventory of supplies and equipment
• Asset tagging for foundation property
• Maintenance schedules for facilities (eventually, the Healing and Formation Center)

E Communication and Coordination Protocols

• Internal Communication via email, Viber, and shared digital folders (Google Workspace)
• Monthly Staff Coordination Meetings chaired by the Executive Director
• Quarterly Board Reports submitted with consolidated updates and financial summaries
• Communication with partners, donors, and beneficiaries follows a clear, respectful, and mission-oriented protocol

F Volunteer and Mission Support System

• A Volunteer Registry is maintained with TORs, formation records, and assignments.
• Regular Volunteer Orientation and Recognition Events.
• Volunteers are assigned mentors or team leaders for accountability.
• Missionary Disciples of Our Lady of Hope have a separate formation track and spiritual accompaniment system.

G Risk Management and Crisis Response

• Staff safety and well-being are prioritized, especially during field missions.
• Emergency protocols, health insurance (or aid fund), and communication trees are to be developed.
• The Admin Officer, in coordination with the ED, ensures data privacy, physical security, and resource protection.

H Systems Evaluation and Continuous Improvement

• Annual Administrative Review to assess efficiency, compliance, and alignment with mission.
• Feedback from staff, volunteers, and beneficiaries used to revise systems.
• Ongoing digitization and systematization of operations through recommended tools and capacity building.