VOLUNTEERING AGREEMENT FORM
TERMS AND CONDITIONS OF THE VOLUNTEERING AGREEMENT
NAME OF THE MINISTRY/DEPARTMENT/AGENCY/PUBLIC INSTITUTION/PUBLIC CORPORATION ………………………………….
- Personal Information of the Volunteer Youth
a. Name of the volunteer youth……………………………..
b. Date of birth……………………………………….
c. Gender…………………………………………………
d. National Identification Number…………………………
e. Place of Birth: District…………Region………….
f. Place of residence……………………………………….
Address ………..….... Postal Code ………......
City ………………….. Telephone…………………...………..
g. Educational qualifications…………………………………..
h. Are you a person with a disability? (Please tick one)
Yes ……….. No ……….
State the type of disability if any:……………..……
i. Information of next of kin
Name ……….……..……..…. Relationship………..……….
Telephone………..…………………
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j. Department……………………………………………………
k. Station ………………………………………….………………
l. Names of guarantors (Public Servants)
Name:………………….……..... Telephone…………..……..
Office where he/she works………………………………....
Name:………………………..... Telephone…………..……..
Office where he/she works……………………….…..…….
- Duration of Volunteering: The volunteering period shall start on
…………………………………………………….………
and end on …………………………………………………
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Reporting Time to Work: The reporting time to work for the volunteer youth shall be from 1:30 in the morning to 9:30 in the afternoon every day. Tea and lunch breaks shall follow the schedule set by the Institution. Working time shall be eight (8) hours per day for five days per week.
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Orientation/Training: The responsible Public Institution shall ensure that after the volunteer youth starts work, he/she is provided with appropriate orientation training. Such training shall involve providing the volunteer youth with important information about the Office and working tools that will enable him/her to perform the assigned duties.
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Supervision: The volunteer youth shall be assigned a supervisor or teacher/advisor in order to:
i. Enable him/her to obtain practical work-related experience and the required skills;
ii. Provide supervision and/or training/advice; and
iii. Assess the performance of the volunteer youth from time to time in accordance with the agreed volunteer work schedules.
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Facilitation: If the volunteer youth is required to travel and stay outside the work station for the purpose of carrying out his/her duties, he/she shall be entitled to be given half of the subsistence allowance of a Public Servant of entry grade in the respective cadre. In addition, official trips outside the work station for the volunteer youth shall only be undertaken when necessary.
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Conduct: The volunteer youth shall be required to comply with and follow all relevant workplace policies, laws, rules and regulations of the Public Service.
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Work Schedule: The volunteer youth shall work diligently in Public Institutions in accordance with the agreed work schedules. Thus, reporting time to work shall be 1:30 in the morning and departure time from work shall be 9:30 in the afternoon.
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Confidentiality and Various Information: The volunteer youth is not allowed to:
i. Disclose information to any person without the permission of the Authority during the entire period of volunteering or after ceasing to volunteer;
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ii. Disclose confidential information in the execution of his/her duties at any time or after completion of volunteering. Such information includes those relating to the Employer, clients/service users or suppliers;
iii. Use Office information in a manner that causes direct or otherwise loss to the Employer. Confidential information of the Institution includes financial information, salary information, technical information, sales and marketing information and other important information as may be directed by the Government or the respective Public Institution;
iv. Use any information of the Institution for personal use without obtaining authorization from the competent authority; and
v. The volunteer youth shall be required to understand and comply with information security laws at the workplace and adhere to them accordingly. The volunteer youth shall be required to follow laws and regulations related to information protection.
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Notice of Termination of Volunteering: The volunteer youth may terminate this contract by giving fourteen (14) days’ notice.
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Suspension due to misconduct: In the event that disciplinary issues arise, especially criminal matters or failure to perform duties, the Public Institution may terminate the agreement without giving notice.
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Employment after completion of the contract
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i. Successful completion of the volunteering programme does not make the volunteer youth employed on permanent terms; and
ii. Volunteering does not guarantee retention of the volunteer youth in the Public Institution after successfully completing the volunteering programme.
I confirm that I have read and understood the contents of this contract.
NAME OF THE VOLUNTEER YOUTH…………………………………
SIGNATURE ……………………..…… Date ………….……..………
NAME OF WITNESS………………………………..…………..…...
SIGNATURE ………………………… Date………………….………
NAME OF HEAD OF DEPARTMENT OR HUMAN RESOURCE MANAGEMENT UNIT …………………………….….……………
SIGNATURE…………………………………… Date…………………..…
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ANNEX NO. 2:
MONITORING, EVALUATION AND REPORTING FORM
Name of Institution………………………………………….………
1 Name of the volunteer youth
2 College attended
3 Field of study
4 Contract duration
5 Assigned department
6 Challenges
7 Recommendations