Human Resources Procedures - Bangladesh Nature Foundation

Bangladesh Nature Foundation (BNF)

Head Office: Sayman Road, Cox’s Bazar-4700, Bangladesh

Established: 2010

Registration Deed No.: 17789, Chittagong Government Registrar, Court Building, Lal Dighi, Chittagong
Effective Date: 01 January 2010

Last Updated: 16 September 2026

1. Introduction

Bangladesh Nature Foundation (BNF) recognizes that capable, ethical, motivated, and appropriately supported people are essential to achieving its objectives in biodiversity conservation, environmental protection, climate resilience, sustainable livelihoods, research, education, and community development. These Human Resources Procedures establish a transparent and consistent framework for recruitment, employment, performance management, professional development, staff welfare, workplace conduct, grievance handling, and separation from the organization.

BNF seeks to maintain a workplace based on professionalism, dignity, equality, inclusion, accountability, safeguarding, and respect for all personnel. These procedures apply proportionately to permanent and temporary employees, project personnel, consultants, interns, volunteers, and other individuals working with BNF, according to the nature of their engagement.

2. Objectives

The objectives of these procedures are to:

recruit qualified and suitable personnel;
promote fair and transparent employment practices;
ensure equal opportunity and non-discrimination;
establish clear roles and responsibilities;
support employee performance and professional development;
maintain appropriate standards of workplace conduct;
protect staff and other personnel from harassment, abuse, and retaliation;
promote staff wellbeing and a safe working environment;
maintain accurate personnel records;
establish fair procedures for managing workplace concerns;
support organizational accountability; and
ensure effective human-resource planning and management.

3. Scope

These procedures apply, as appropriate, to:

General Committee members;
Executive Committee members;
management personnel;
employees;
project staff;
temporary and part-time personnel;
consultants;
technical experts;
researchers;
interns;
volunteers;
contractors; and
other personnel engaged by or working on behalf of BNF.

Governance roles that are elected or otherwise governed by BNF’s constitution or governing documents are subject to those documents in addition to applicable HR provisions.

4. Human Resources Principles

BNF’s human-resource management is guided by the following principles:

4.1 Merit and Fairness

Recruitment, assignment, promotion, and professional opportunities should be based on relevant qualifications, experience, performance, suitability, and legitimate organizational requirements.

4.2 Equality and Non-Discrimination

BNF seeks to provide equal opportunity and does not support unfair discrimination based on gender or other irrelevant personal characteristics.

4.3 Dignity and Respect

All personnel should be treated professionally and respectfully.

4.4 Transparency

HR decisions should be supported by clear procedures and appropriate documentation.

4.5 Accountability

Personnel are responsible for fulfilling their duties and complying with BNF’s policies and procedures.

4.6 Safeguarding

BNF is committed to protecting children, vulnerable people, communities, personnel, and others from abuse, exploitation, harassment, and other harm.

4.7 Confidentiality

Personal and employment information should be handled responsibly and accessed only by authorized persons.

5. Human Resources Planning

BNF should periodically assess its staffing needs based on:

organizational objectives;
approved projects;
funding availability;
workload;
technical requirements;
geographic coverage;
project duration;
organizational capacity; and
anticipated future needs.

New positions should have clearly defined responsibilities, qualifications, reporting relationships, and funding arrangements. Recruitment should not ordinarily begin without confirmation of the relevant organizational or project need and available funding.

6. Job Descriptions

Each substantive position should have an appropriate job description or Terms of Reference. A job description should normally include:

position title;
department or project;
reporting line;
location;
key responsibilities;
required qualifications;
relevant experience;
technical competencies;
behavioral expectations; and
other essential requirements.

Job descriptions should be reviewed when responsibilities materially change.

7. Recruitment and Selection

BNF aims to conduct recruitment through a fair, transparent, and merit-based process. Recruitment may include:

identification of staffing needs;
approval of the position;
preparation of the job description;
advertisement or appropriate candidate sourcing;
receipt and screening of applications;
shortlisting;
interviews and/or technical assessments;
reference or background checks where appropriate;
selection recommendation;
approval by the authorized person; and
issuance of an appointment or contract.

The recruitment process should be proportionate to the position and project requirements.

8. Equal Employment Opportunity

BNF seeks to ensure that qualified candidates have fair access to employment opportunities. Recruitment decisions should not be based on irrelevant personal characteristics or discriminatory considerations. BNF’s Gender Equality and Non-Discrimination Policy applies throughout recruitment, selection, employment, promotion, training, and separation. Where appropriate, BNF may take reasonable measures to reduce identified barriers to participation.

9. Conflict of Interest in Recruitment

Persons involved in recruitment must disclose relevant conflicts of interest. A recruitment decision-maker should not participate in a selection process where they have a personal, financial, family, or other interest that could improperly influence the decision. Where a conflict exists, BNF may assign another appropriately qualified person to participate in the recruitment process.

10. Reference and Background Checks

For positions where appropriate, BNF may conduct:

professional reference checks;
verification of qualifications;
employment-history verification;
identity verification;
relevant professional checks; and
other reasonable background checks.

The level of checking should be proportionate to the position and its responsibilities. Positions involving children, vulnerable persons, financial responsibilities, sensitive information, or significant field responsibilities may require additional appropriate screening.

11. Appointment and Employment Contracts

Selected personnel should receive appropriate written documentation describing their engagement. Depending on the nature of the position, documentation may specify:

position title;
duties;
reporting arrangements;
remuneration;
working arrangements;
contract duration;
probation, where applicable;
leave provisions;
confidentiality requirements;
applicable organizational policies; and
termination or separation provisions.

Personnel should receive appropriate orientation to their responsibilities and applicable BNF policies.

12. Probation

Where a probationary period is included in an employment arrangement, the employee’s performance, conduct, suitability, and ability to fulfill the position should be reviewed during the probation period. At the end of probation, BNF may:

confirm the appointment;
extend probation where appropriate and permitted; or
end the employment in accordance with the applicable employment terms and procedures.

Probation should not be used as a mechanism for discriminatory or arbitrary treatment.

13. Personnel Files

BNF should maintain appropriate personnel records for employees and other relevant personnel. Records may include:

application and recruitment documents;
appointment letters or contracts;
job descriptions;
qualification records;
references;
performance reviews;
training records;
leave records;
payroll-related information;
disciplinary records where applicable; and
separation documentation.

Personnel records should be kept securely and accessed only by authorized persons.

14. Confidentiality and Personal Information

BNF will handle personnel information responsibly. Access to personal information should be limited to persons who require it for legitimate organizational purposes. Personnel information should not be unnecessarily disclosed to colleagues, external parties, or other persons. BNF’s Privacy Policy and applicable organizational procedures apply to the collection, storage, use, and disclosure of personal information.

15. Working Hours and Attendance

Working arrangements should be defined according to the position, project, employment agreement, and operational requirements. Personnel are expected to:

maintain appropriate attendance;
observe agreed working hours;
communicate absences appropriately;
meet assigned responsibilities; and
maintain accurate attendance or activity records where required.

Field-based and project personnel may have working arrangements appropriate to field conditions and project requirements.

16. Leave and Absence

BNF may provide leave arrangements in accordance with applicable employment terms and organizational requirements. Leave may include, where applicable:

annual leave;
sick leave;
maternity or parental leave;
bereavement leave;
public holidays;
authorized special leave; and
other approved leave.

Leave should normally be requested and approved through an appropriate process, except where circumstances make prior approval impracticable.

17. Compensation and Benefits

Remuneration should be determined according to:

position responsibilities;
qualifications and experience;
organizational resources;
project budgets;
applicable employment terms; and
relevant requirements.

Salary and other personnel payments should be processed through BNF’s financial management system. Where practicable, salaries should be transferred directly to authorized personnel bank accounts.

18. Performance Management

BNF seeks to maintain a constructive performance-management system. Performance assessment may consider:

quality of work;
achievement of responsibilities;
technical competence;
teamwork;
communication;
professionalism;
adherence to policies;
project deliverables;
accountability; and
other relevant performance indicators.

Performance management should support improvement rather than focus solely on identifying deficiencies.

19. Performance Reviews

Performance reviews may be conducted periodically according to the employee’s role and organizational practice. A review may include:

discussion of achievements;
progress against objectives;
challenges;
training needs;
future priorities;
professional development; and
agreed improvement measures where necessary.

Personnel should have an opportunity to provide relevant comments or clarification regarding their performance review.

20. Professional Development and Training

BNF recognizes the importance of developing staff capacity. Subject to organizational resources and project requirements, BNF may support:

technical training;
conservation and environmental training;
project-management skills;
financial and administrative training;
research and data-management skills;
safeguarding training;
health and safety training;
leadership development;
communication skills; and
other relevant professional development.

Training opportunities should be provided fairly and according to organizational needs.

21. Orientation and Induction

New personnel should receive appropriate orientation regarding:

BNF’s mission and objectives;
organizational structure;
job responsibilities;
workplace conduct;
safeguarding;
gender equality and non-discrimination;
anti-fraud and anti-corruption;
whistleblowing;
confidentiality;
financial and procurement controls;
environmental and social safeguards;
health and safety; and
other relevant policies.

The depth of induction should be appropriate to the person’s role.

22. Code of Conduct and Workplace Behavior

All personnel are expected to:

act honestly and professionally;
treat others with dignity and respect;
protect organizational resources;
maintain confidentiality;
avoid conflicts of interest;
comply with applicable BNF policies;
avoid harassment and discrimination;
protect communities and beneficiaries;
report serious misconduct; and
maintain appropriate professional standards.

Personnel must not use their position with BNF for improper personal benefit.

23. Harassment and Sexual Harassment

BNF does not tolerate harassment, intimidation, bullying, or sexual harassment. Prohibited conduct may include:

unwanted sexual attention;
inappropriate physical contact;
sexually suggestive communication;
gender-based insults;
degrading remarks;
repeated unwanted conduct;
threats or intimidation;
offensive jokes or materials; and
other inappropriate behavior that creates an unsafe, hostile, humiliating, or intimidating environment.

Concerns should be reported through appropriate BNF mechanisms.

24. Safeguarding

BNF is committed to protecting children, vulnerable people, communities, personnel, and project participants from abuse, exploitation, harassment, and other harm. Personnel must comply with BNF’s Safeguarding Policy. Personnel working directly with communities or children may be subject to additional safeguarding requirements appropriate to their responsibilities.

25. Gender Equality and Non-Discrimination

BNF seeks to maintain an inclusive workplace where people have fair opportunities to contribute and develop. Personnel must not engage in discriminatory conduct or unfair exclusion based on gender or other irrelevant characteristics. BNF’s Gender Equality and Non-Discrimination Policy applies to:

recruitment;
employment;
promotion;
training;
workplace conduct;
project assignments;
compensation;
professional development; and
separation.

26. Health, Safety, and Wellbeing

BNF recognizes its responsibility to promote appropriate health and safety measures for personnel. Depending on the activity, BNF may provide or require:

field safety procedures;
appropriate protective equipment;
risk assessments;
safety briefings;
emergency procedures;
first-aid arrangements;
safe transportation;
appropriate accommodation arrangements; and
incident reporting.

Personnel should report significant safety risks promptly. Field activities should consider environmental, weather, wildlife, water-related, transportation, community, and other context-specific risks.

27. Fieldwork and Remote Operations

Personnel working in remote or field locations may face additional risks. Project managers should consider:

travel planning;
communication;
emergency contacts;
local conditions;
weather and natural hazards;
transportation safety;
accommodation;
access to medical assistance;
personal security; and
community or environmental risks.

Personnel should follow approved fieldwork procedures and promptly report serious incidents.

28. Remote and Flexible Work

Where BNF permits remote or flexible work, personnel remain responsible for:

meeting assigned duties;
maintaining confidentiality;
protecting organizational information;
maintaining appropriate communication;
complying with working arrangements; and
ensuring appropriate information security.

Remote work arrangements should not compromise project delivery, supervision, confidentiality, or accountability.

29. Use of Organizational Resources

BNF resources, including:

computers;
vehicles;
equipment;
communication systems;
funds;
documents;
databases; and
other property

should be used responsibly and primarily for authorized organizational purposes.

Personnel must protect organizational property from loss, theft, misuse, or unauthorized access.

30. Conflict of Interest

Personnel must disclose actual, potential, or perceived conflicts of interest that could affect their responsibilities. Conflicts may involve:

financial interests;
family relationships;
outside employment;
supplier relationships;
consultancy arrangements;
research interests; or
other personal interests.

Conflicts should be managed according to BNF’s Conflict of Interest Policy.

31. Gifts and Hospitality

Personnel must not request or accept inappropriate gifts, payments, hospitality, commissions, or other benefits that could influence—or reasonably appear to influence—organizational decisions. Permitted low-value or customary items may be handled according to internal organizational guidance. Concerns regarding bribery or improper benefits should be reported under BNF’s Anti-Fraud and Anti-Corruption Policy.

32. Confidentiality and Organizational Information

Personnel may have access to confidential information relating to:

staff;
beneficiaries;
communities;
donors;
partners;
finances;
research;
conservation sites;
project plans; and
organizational operations.

Such information should only be accessed, used, or disclosed for legitimate purposes. Confidentiality obligations may continue after a person’s employment or engagement ends.

33. Research Personnel and Academic Integrity

Personnel involved in research must comply with appropriate research ethics and integrity requirements. BNF does not support:

fabrication;
falsification;
plagiarism;
manipulation of research findings;
unauthorized use of data;
improper authorship; or
deliberate misrepresentation of research.

Research personnel should follow relevant BNF research policies and applicable project or institutional requirements.

34. Community and Beneficiary Relations

Personnel working with communities must:

treat community members respectfully;
avoid exploiting power differences;
communicate honestly;
respect confidentiality;
avoid discrimination;
protect vulnerable persons;
follow safeguarding requirements; and
avoid promising benefits that BNF has not authorized.

Personnel should not use community relationships for personal financial or other improper benefit.

35. Grievances and Workplace Concerns

BNF encourages personnel to raise workplace concerns through appropriate channels. Concerns may relate to:

unfair treatment;
harassment;
discrimination;
workplace safety;
employment conditions;
management decisions;
conflicts of interest;
misconduct; or
other legitimate workplace issues.

Employees should, where appropriate, first raise routine concerns with their supervisor or designated HR authority. Serious or sensitive concerns may be raised through BNF’s Complaints & Feedback or Whistleblower mechanisms.

36. Whistleblower Protection

Personnel who report genuine concerns in good faith are protected against retaliation in accordance with BNF’s Whistleblower Policy. Retaliation may include:

threats;
intimidation;
harassment;
unfair disciplinary action;
unjustified adverse treatment;
exclusion from legitimate opportunities; or
other punitive treatment because a person raised a legitimate concern.

Deliberately false or malicious allegations are not protected as good-faith whistleblowing.

37. Disciplinary Procedures

Where an employee is alleged to have breached BNF policies, employment terms, or legitimate workplace requirements, BNF may conduct an appropriate review. Depending on the circumstances, disciplinary action may include:

verbal or written warning;
performance improvement measures;
additional supervision or training;
suspension where appropriate;
termination of employment or engagement; or
other proportionate action.

Disciplinary decisions should be based on relevant information and applicable procedures. Serious misconduct may require immediate protective or interim measures.

38. Fairness in Disciplinary Matters

BNF seeks to handle disciplinary matters fairly. Where appropriate:

allegations should be communicated;
relevant information should be reviewed;
the individual should have an opportunity to respond;
conflicts of interest should be managed;
confidentiality should be maintained; and
decisions should be documented.

The process may be adapted where safeguarding, evidence preservation, confidentiality, or other legitimate considerations require additional protections.

39. Separation from BNF

Employment or other engagement may end through:

resignation;
completion of a fixed-term contract;
project completion;
retirement where applicable;
termination in accordance with employment terms;
redundancy or organizational restructuring; or
other lawful arrangements.

Separation should be handled in accordance with the applicable contract, organizational procedures, and relevant requirements.

40. Exit Procedures

Where appropriate, departing personnel should complete an exit process that may include:

return of organizational property;
settlement of financial advances;
return of documents and equipment;
transfer of responsibilities;
closure or transfer of system access;
confidentiality reminders;
final administrative documentation; and
exit interview or feedback.

Financial and organizational records should be updated promptly following separation.

41. Organizational Property and Access after Separation

Upon separation, BNF may deactivate or modify access to:

email;
databases;
financial systems;
project systems;
physical offices;
organizational equipment; and
other resources.

Organizational property should be returned unless otherwise authorized. Confidentiality, intellectual property, data-protection, and other continuing obligations remain applicable where relevant.

42. Volunteers and Interns

BNF may engage volunteers and interns to support organizational activities and capacity development. Their roles should be appropriately defined, and they should receive relevant orientation concerning:

conduct;
safeguarding;
confidentiality;
health and safety;
supervision;
gender equality;
non-discrimination; and
other relevant policies.

Volunteers and interns should not be assigned responsibilities beyond their competence or authorized role.

43. Consultants and Contractors

Consultants and contractors are expected to comply with relevant BNF policies while performing services for the organization. Their contracts should clearly define:

scope of work;
deliverables;
responsibilities;
fees;
confidentiality;
ownership of work products where applicable;
safeguarding requirements; and
applicable termination conditions.

Consultants and contractors should not be treated as employees unless their legal and contractual relationship provides otherwise.

44. Performance Improvement

Where performance does not meet reasonable expectations, BNF may use a structured improvement process. This may include:

identifying performance gaps;
discussing expectations;
providing support or training;
establishing improvement objectives;
setting a reasonable review period; and
monitoring progress.

Performance improvement should be handled fairly and should not be used as a pretext for discrimination or retaliation.

45. HR Risk Management

BNF will seek to identify and manage HR-related risks, including:

inadequate staffing;
conflicts of interest;
safeguarding risks;
workplace harassment;
discrimination;
staff safety;
loss of confidential information;
inadequate supervision;
unauthorized access;
payroll irregularities; and
insufficient staff capacity.

Controls should be proportionate to organizational and project risks.

46. Records and Documentation

BNF will maintain appropriate documentation relating to HR activities. Records should be:

accurate;
securely maintained;
accessible to authorized personnel;
protected against unauthorized alteration; and
retained according to applicable requirements.

Personnel should not have unrestricted access to confidential records concerning other employees.

47. HR and Financial Management

Human-resource procedures should operate in coordination with BNF’s Financial Management Procedures. This includes appropriate controls for:

payroll;
staff advances;
travel;
allowances;
recruitment costs;
training costs;
consultancy payments; and
other personnel-related expenditure.

Personnel costs should be consistent with approved budgets and employment or contractual arrangements.

48. Staff Accountability

Every BNF employee and associated person is responsible for:

fulfilling assigned duties;
following organizational procedures;
protecting BNF resources;
maintaining confidentiality;
respecting colleagues and communities;
reporting serious concerns;
complying with safeguarding requirements; and
acting in the best interests of the organization within their authorized responsibilities.

49. Management Responsibilities

Managers and supervisors are responsible for:

providing appropriate direction and supervision;
communicating responsibilities clearly;
supporting staff development;
monitoring performance;
maintaining a respectful workplace;
responding to concerns;
managing risks;
protecting confidentiality; and
applying HR procedures fairly and consistently.

Managers should escalate serious concerns to the appropriate organizational authority.

50. Human Resources Oversight

BNF’s management and governance bodies will provide appropriate oversight of human-resource practices. Oversight may include review of:

staffing levels;
recruitment;
staff turnover;
training;
performance;
workplace concerns;
safeguarding;
staff wellbeing;
HR risks; and
compliance with organizational procedures.

The level of oversight should reflect the size and operational complexity of BNF.

51. Monitoring and Review

BNF may periodically review the effectiveness of its HR procedures using:

staff feedback;
performance reviews;
recruitment experience;
training assessments;
grievance trends;
safeguarding reports;
workplace safety information;
audit findings; and
management reviews.

Lessons learned may be used to improve HR practices and organizational capacity.

52. Policy Compliance

Failure to comply with applicable HR procedures or organizational policies may result in appropriate corrective or disciplinary action. The response will depend on:

the nature of the conduct;
seriousness;
relevant evidence;
employment or contractual arrangements;
organizational policies; and
applicable requirements.

53. Relationship with Other BNF Policies

These Human Resources Procedures should be read together with BNF’s broader organizational framework, including:

Gender Equality and Non-Discrimination Policy;
Safeguarding Policy;
Code of Conduct;
Whistleblower Policy;
Complaints & Feedback Policy;
Anti-Fraud and Anti-Corruption Policy;
Conflict of Interest Policy;
Financial Management Procedures;
Procurement Procedures;
Environmental & Social Safeguards Policy;
Privacy Policy;
Research Ethics and Research Integrity policies; and
other applicable project-specific procedures.

54. Review and Continuous Improvement

BNF will periodically review these Human Resources Procedures to ensure that they remain appropriate to the organization’s structure, workforce, projects, funding arrangements, operational needs, and applicable requirements. Updates may be made based on:

organizational changes;
staff feedback;
audits;
incident reviews;
safeguarding lessons;
project experience;
changes in operational requirements; or
developments in good organizational practice.

55. Commitment to Fair and Responsible Human Resource Management

Bangladesh Nature Foundation is committed to maintaining a professional, inclusive, respectful, accountable, and supportive environment for its personnel. BNF recognizes that effective human-resource management is essential to the quality and sustainability of its conservation, biodiversity, climate resilience, livelihood, research, education, and community development work. The organization therefore seeks to recruit capable people fairly, support professional development, maintain appropriate workplace standards, protect personnel and communities, address legitimate concerns responsibly, and ensure that organizational decisions are made with integrity and accountability.

56. Contact

Bangladesh Nature Foundation (BNF)

Sayman Road, Cox’s Bazar-4700, Bangladesh

General Contact:

Human Resources: info@bdnature.org

Complaints & Feedback: info@bdnature.org

Whistleblower/Integrity Reporting: info@bdnature.org

Safeguarding: info@bdnature.org

Website: https://bdnature.org/

Procedure Owner: Executive Director / Human Resources or Administration Function

Approval Authority: Executive Committee / General Committee, as applicable under BNF’s governance arrangements