VOLUNTEER TERMS AND CONDITIONS - STEPS Nepal. A … · VOLUNTEER TERMS AND CONDITIONS ADDITIONAL CORRESPONDING DETAILS FOR VSO NEPAL VOLUNTEER Note: This supplementary terms and conditions

VOLUNTEER TERMS AND CONDITIONS

ADDITIONAL CORRESPONDING DETAILSFOR VSO NEPAL VOLUNTEER

Note: This supplementary terms and conditions policy booklet is intended to clarify policy related specifically to volunteer placements in Nepal. Only Nepal-specific terms and conditions are outlined consistent with the terms and conditions set out in the global VSO VOLUNTEER TERMS AND CONDITIONS BOOKLET. If any provision/s of this booklet contradicts global policy, then global policy prevails.

VSO Nepal reserves the right to amend or change Nepal-specific terms and conditions at any time. Volunteers will be informed of changes in policy or procedure by mail and/ or e-mail.

The Country Director must approve any amendments, additions or deletions to this booklet. However, an appropriate consultation process will be followed before any changes are made.

The Country Director is entrusted with final responsibility for the inter-operation, I administration and application of this booklet.

This booklet should be read in conjunction with VSO’s VOLUNTEER TERMS AND CONDITIONS BOOKLET.

During In-Country Training (ICT), this booklet will be used to orient new VSO Nepal volunteers, and relevant sections will also be explained to partners during the partner workshop, if applicable. Please note that should a volunteer fail to follow procedures outlined in this booklet, the violation may constitute a disciplinary matter that could result in a verbal warning, written warning or review of the volunteer’s status.

Revised and Approved by: Arlene Mahinay, Country DirectorApproved on: 4th May 2011

Effective from: 1st of April 2011

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TABLE OF CONTENTS

.......................................................................................................ALLOWANCES AND FUNDS 5..................................................................................1.1 In Country Funded Allowance (ICFA) 5

............................................................................................1.2 Allowance on Arrival/Departure 6...........................................................................................................................1.3 Other Funds 6

.......................................................................................................................................HEALTH 10............................................................................................................2.1 General information 10

...........................................................2.2 Specific information about medical issues in Nepal 11.........................................................................................2.3 Medical supplies from the office 11

.............................................................................................2.4 Prescription supplies/vaccines 12...................................................................................................2.5 Glasses and contact lenses 12

..................................................................................................................................2.6 Dental 12..........................................................................................................................2.7 Counselling 13

...........................................................................................................2.8 Medical emergencies 14........................................................................................2.9 Non-urgent medical repatriations 15

..........................................................................................................2.10 Medical evacuations 15......................................................................................................TRAVEL AND TRANSPORT 16

....................................................................................................................3.1 Official Flights 16......................................................................................................3.2 Emergency Travel Fund 16

..........................................................................................................3.3 Annual Leave Flights 17VSO does not permit volunteers to drive its vehicles and VSO Nepal will not take any responsibility to transport volunteers’ personal belongings either within Kathmandu or out of

...............................................................................................................................Kathmandu. 17.......................................................................................3.5 Start and end of Placement Travel 17

..........................................................................................................3.6 Compassionate Flight 18..........................................................................................3.7 Transport to your place of Work 18

.....................................................................................................................3.8 Flight requests 18................................................................................................3.9 Expenses for VSO Business 18

.......................................................................................................................3.10 Motorcycles 19..................................................................................................VSO motorcycle agreement 20

........................................................................................................GENERAL INFORMATION 21.........................................................................................................................4.1 Office hours 21.......................................................................................................................4.2 Identity cards 21

............................................................................4.3 Registration with your country Embassy 21..................................................................................................4.4 Volunteer Movement Form 22

...........................................................................................................................4.5 Next of kin 22.................................................................................4.6 VSO Resource Centre for Volunteers: 22

.....................................................................................4.7 VSO Nepal Newsletter (Quarterly) 22.......................................................................................................4.8 Weekly E-mail Newsletter 23

..........................................................................................................................................4.9 Mail 23...................................................................................................................................4.10 Parcels 24

..............................................................................................................4.11 Valid Official Visa 24

ADDITIONAL CORRESPONDING DETAILS FOR VSO NEPAL VOLUNTEERSApril 2011

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...................................................................................VSO NEPAL ANNUAL LEAVE POLICY 26...............................................................................................................5.1 ANNUAL LEAVE 26

...............................................................................................5.2 TIME OFF IN LIEU (TOIL) 27........................................................................................................5.3 WORK FROM HOME 28

....................................................................................................................RENT GUIDELINES 28............................................................6.1 Minimum Standard for Volunteer Accommodation 28

..............................................................................6.2 Procedure for Finding Accommodation 28...................................................................................................................6.3 Rent Guidelines 29

........................................................................................................................7.2 Partnerships 31.............................................................................................7.5 Your personal responsibilities 32

.......................................................................................................................7.6 Leaver’s pack 33............................................................................................................................7.7 The future 33...........................................................................................................................7.8 References 34

............................................................................7.9 Departure discussion or “Exit Interview” 34.........................................................................................7.10 No criminal convictions letters 34

..................................Reference Document B: VOLUNTEERS TERMS AND CONDITIONS 37...................................................Reference Document C: PROGRAMME LIAISON GROUP 39

.............................Reference Document D: Swayamsebak Training and Peer Support (STEPS) 40.............................................................................ANNEX (A) DENTAL TREATMENT FORM 41............................................................................ANNEX (C) AIR TICKET REQUEST FORM 45

.....................................................................ANNEX (D) VOLUNTEER MOVEMENT FORM 46..............................................................................ANNEX (E) LEAVE MONITORING FORM 47

......................................................................................................ANNEX (F) RENT RECEIPT 48........................................................ANNEX (G) RENT (LEASE) AGREEMENT TEMPLATE 49

...................................................................................VSO Nepal Key Contact numbers, Apr '11 51........................................................................................................Staff Home/Mobile Numbers 51

..............................................ANNEX (H) COVER LETTER FROM PO IN NEPALI RE TAX 52........................................................................ANNEX (I) ACCOMMODATION CHECKLIST 53

.......................................................................................ANNEX (J) EXPENSE CLAIM FORM 55


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1. ALLOWANCES AND FUNDS

1.1 In Country Funded Allowance (ICFA) (Volunteer Terms and Conditions Booklet: Chapter 2- Allowances and Funds, -page 10)

In Country Funded Allowances (ICFA) are paid quarterly (they cannot be paid monthly) by cheque/bank transfer/bank draft in advance by the first working week of April, July, October and January every year.

Volunteers must let VSO know their bank account details so that quarterly transfers/drafts can be paid directly into their accounts. VSO will inform volunteers and send (a copy of) payment advice

The volunteer living allowance is currently Rs 17720/- per month (as of 1st April 2011) and is sufficient for a single volunteer to maintain a modest standard of living in Nepal.

The living allowance shall be reviewed every year based on a survey of a volunteer shopping basket indicator of the local prices for basic and day-to-day items that are required by volunteers.

It is recommended that volunteers open bank accounts at Nabil Bank in Kathmandu to facilitate volunteer payments from the programme office, as this is where VSO Nepal has its accounts. To open an account volunteers need a letter confirming their VSO volunteer status; they will then not have to keep a minimum balance in their account. Volunteers working outside Kathmandu may find it more convenient to open a local bank account in their placement location so they have secure money available to them – Nabil Bank is still the preferred option if there is a local branch in the volunteer’s community. To fulfil a bank’s minimum balance requirement, if Nabil Bank does not operate in the area (for out-of-valley volunteers), VSO will provide an advance of Rs 5000 or whatever amount is required to keep the minimum balance (repayable at the end of placement).

Please note that if you use an ATM outlet (Cash Machines) other than your own bank's ATMs, the bank usually charges Rs 150 per transaction and deducts it from your account automatically; without necessarily informing you. For example, if you have a NABIL ATM card and you use other bank's ATM outlet to withdraw money then the bank will charge extra amount both for cash withdrawn and/or balance statement requested.


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Volunteers should close their bank accounts before they leave. VSO volunteers do not have to pay any fee to close their account in Nabil bank.

1.2 Allowance on Arrival/Departure The volunteer living allowance is calculated on a pro-rata basis from the

date of arrival to the date of departure. Therefore, if the volunteer arrives/leaves mid-month s/he will be paid half a month’s allowance. The In-country funded allowance (ICFA) will be paid only up to the date the volunteer leaves Nepal at the end of their placement. In cases where the volunteer chooses to take their accumulated annual leave and depart from the country before their end of service date, they will not be entitled to the remaining allowance. This is because the allowance is intended for the volunteer’s subsistence in-country.

During in-country training (ICT), the allowance will be paid monthly in cash for the relevant quarter (e.g. April-June). However, a proportion of the allowance (30%1) will be deducted for the period that VSO provides food during in-country training.

1.3 Other Funds(Volunteer Terms and Conditions Booklet: Chapter 2- Allowances and Funds, - page 11)

1.3.1 Household Equipment Costs • Volunteers are paid a Basic Household Equipment Fund to purchase items

of soft furnishings and cooking/eating utensils needed for their accommodation. VSO does not require volunteers to return the items purchased or the fund at the end of the placement. Also they need not provide any receipt for these items.

• The current fund is Rs 12,000 per volunteer. For shared households (couples who are both volunteers, or individual vols who share accommodation), the equipment fund is Rs 12,000 + 9,333 = 21,333 taking into account that certain items can be shared.

For volunteers with non-volunteer accompanying partners, VSON will pay an additional amount equivalent to 25% of the household equipment fund (Rs 12,000/vol + 25%). Whilst we recognise the important role of accompanying partners to enable the volunteer to lead a more balanced life and hence contribute to volunteer effectiveness, global policy and financial considerations restricted our capacity to provide more than what have set here.


1. Food accounts for 40% of the volunteer living allowance. However the programme office recognizes that even if all meals are provided there may be a need for some snacks – hence the reduction of only 30% rather than 40%.

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Suggested range of goods Guide price (Rs)

Local mattress 1300Mosquito net 425Local quilt & pillow 1225Sheets (4) & Pillowcases (2) 1115Tin trunks (2) 1350Assorted cooking pans- local 1060Crockery (2 of each –cup, plate, bowl, glass) 805Cutlery (6 of each –knife, fork, spoon) & serving spoon 640Chopping board, sharp knife & can opener 390Jug and storage jars 415Water and Kerosene containers 330Bucket with lid 395Iron 670Hurricane lamp 800Padlocks 415Assorted fabric, mats, shelving and cushions 665Total 12,000

1.3.2 Items available on request The following is a list of items, which are not universally applicable to all

volunteers and are expected to last for more than one period of volunteer service. These items should be returned to VSO, could pass to the serving volunteer to pass to the replacing volunteer or could be sold with consent from VSO. If sold, the money should be returned to VSO Nepal.

The following items, or cash in lieu to enable purchase locally, are available on request:

Cooking Items Max amount Minimum sale price* (after 2 year?)

Gas Stove - Rs 1,700 Rs 425Gas Cylinder Rs 2,275 Rs 2275

(deposit refund)Water filter - Rs 1,300 Rs 325


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Pressure cooker Rs 1,145 Rs 286 However, volunteers do not need to pass on or sell and return money to

VSO (except gas cylinder deposit) if items were obtained from a previous volunteer, and they are at least 3 years old.

1.3.3 Fans & Heaters (Maximum allowance Rs 3,000)• Volunteers can choose whether to buy a fan or a heater (or both)

irrespective of their location up to the maximum allowance.

• If there are working fans in the Programme Office stored at the time when volunteers start their service volunteers are expected to take one of these items. (This rule applies to Kathmandu volunteers only.)

• Minimum amount to be returned to Programme Office after 2 years is Rs 750.

However, volunteers do not need to pass on, or sell and return money to VSO, if these items were obtained from a previous volunteer and they are at least 3 years old.

1.3.4 Fridges• Fridges can be provided to volunteers who will be living below an altitude

of 1,500 meters during their placement.

• Rs.15, 000 is the maximum amount that can be spent per flat/ house to buy a fridge that includes a voltage guard. This amount will allow the volunteer to purchase a fridge of around 100-litre capacity.

• Volunteers who wish to purchase a fridge may request an advance from the Programme Office to allow them to buy the item locally.

• If there are working fridges in the Programme Office store at the time when a Valley -based volunteer starts her/his service then the volunteer is expected to take one of these items.

• Kathmandu Valley Volunteer: At the end of a volunteer’s period of service fridges should be returned to Programme Office. (The PO will arrange to collect and deliver said item.)

• Out of Kathmandu Valley volunteer: At the end of a volunteer’s period of service, fridges should either be passed on to a replacement volunteer or sold and the money refunded to VSO Nepal. However, volunteer must obtain consent from the programme office before selling it. (After a placement of two years this amount should be at least 40% of VSO’s


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contribution towards the original purchase price.) If a volunteer received the fridge from a previous volunteer, completed at least a year of service, and sells the fridge, at least 25% of VSO’s contribution towards the original purchase price must be obtained from the sale and refunded to VSO.

1.34.5 Hard Furnishings • VSO encourages partners to provide hard furnishings for their volunteers

at the beginning of their placement. Hard furnishings comprise 1 bed, 1 table, 2 chairs and 1 cupboard. If partners are unable to pay and/or contribute these items then volunteers can apply for funding from VSO Nepal. The maximum VSO Nepal will pay for hard furnishings is Rs 8,165 per volunteer.

• For shared households (including couple who are both volunteers), the amount of this grant remains the same (Rs 8,165/- per volunteer) taking into consideration the need for separate sets (1 set per person).

• For volunteers with non-volunteer accompanying partner, VSO Nepal will pay an additional amount of up to 25% of that provided to single/individual volunteer (Rs 8,165/volunteer +25%)

• At the end of the volunteer’s service, hard furnishings should either be passed on to a replacement volunteer or sold and the money refunded to VSO Nepal. (The volunteer should refund at least 30% of VSO’s contribution towards the original purchase price of hard furnishings.)

1.3.5 Bicycles • Volunteers can purchase bicycles locally. The cost of a bicycle can be

reimbursed up to a maximum of Rs 5,000.• At the end of service a volunteer can sell her/his bicycle using the

following guideline: the bicycle’s sale price can be reduced by Rs1000 per year for each year the bicycle was owned. After 5 years the bicycle will have zero value. Volunteers are encouraged to pass on their bicycles to other volunteers when they leave, rather than sell the bicycle. VSO will pay for the repair of a bicycle that is ‘recycled’ to another volunteer. If a volunteer sells the bicycle, the proceeds from the sale must be refunded to VSO.

Bicycle Helmets

VSO strongly recommends that a bicycle helmet should be worn at all times while cycling anywhere in Nepal. Volunteers can purchase bicycle helmets


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locally and the cost will be reimbursed by VSO up to a maximum of Rs 1,000. Volunteers do not need to return used helmets at the end of their service.

Serviceable equipment should be passed on to new volunteers and should not be given to volunteers who are already in placement. Volunteers must present a handover note with the recipient volunteer’ signature on it and present it to the Programme Office if they pass any items to a new volunteer.

Loss of Personal BelongingsPlease note that VSO cannot take any responsibility for any of the volunteers’ personal belongings in the event that they are lost or stolen - even from VSO’s premises. It is the responsibility of volunteers to ensure the safety of their own possessions. For local insurance information, please contact the Programme Manager.

2. HEALTH (Volunteer Terms and Conditions Booklets: Chapter 4, Health, - Page 16)

2.1 General information VSO has a strict confidentiality policy in regard to volunteer medical

information and VSO’s medical unit/medical advisers adhere/s strictly to this policy. A volunteer’s medical information will not be discussed with any VSO staff unless the volunteer provides authorization that information may be shared. However, in emergency situations, when speed is of the essence, this may not always be possible.

In some situations it may become necessary for VSO to ask a volunteer for more information about a medical condition.

Nepal International Clinic (NIC) (4435357/4434642) is the main source of medical advice and treatment for VSO volunteers and staff when in Kathmandu. Volunteers must notify the VSO Programme Office as soon as


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possible about serious accidents or illnesses treated outside Kathmandu. Except in emergency, volunteer must get consent from the PM prior to travel to Kathmandu for medical check up/follow up

For dental treatment VSON is currently using the services of Bhaisajya Dental Clinic (Omkaar polyclinic building (3rd floor), Nakkhu Dobato, Bagdol, Lalitpur, Nepal, Ph: 01-5001251, 01-6915610)

In a medical emergency the Programme Office should be contacted during office hours. If there is an emergency outside of office hours, please phone VSO’s emergency mobile (9851024717) first and if there is no reply please call the mobile/home numbers of the Country Director or the Programme Managers.

2.2 Specific information about medical issues in NepalBloodA volunteer’s blood group needs to be entered on her/his VSO identity card. Therefore, please provide the Programme Office (Visa Processing Officer) your blood group as soon as possible. If a volunteer does not know her/his blood group s/he should go to NIC for a blood test at the volunteer’s earliest convenience.

Sickness If out of Valley volunteers need short-term care in Kathmandu whilst under NIC treatment, they can stay in a hotel, or with another volunteer (all reasonable accommodation expenses will be paid by VSO). The volunteer should discuss arrangements with her/his Programme Manager at the outset.

Medical claimsVolunteers must produce receipts to support their claims for medical treatment and/or prescription medications that are not being billed directly through NIC. VSO does not reimburse expenses for less than Rs 50 therefore please accrue the amount spent before a claim is submitted. Please note VSO does not pay for medical consumables such as sticking plasters and aspirin. Payments are only made for medical treatment and prescribed medication. If a volunteer purchases medication locally, and that purchase is based on

the telephone advice of NIC, the cost of the medication will be reimbursed by VSO.

Volunteers also need to complete an AXA insurance form for all medical treatment. NIC will ask you to sign one but, for other medical service providers, you will need to take the form with you.

2.3 Medical supplies from the officeThe following supplies are available from the Programme Office: • Avloclor & Paludrine (Anti-malarial tablets)


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• Permethrin kits for Terai based volunteers (to treat mosquito nets) if treatment kits are not available in the market

• First Aid Kits, (Nepal Red Cross or equivalent)• Condoms (they are available in the PO toilets)

2.4 Prescription supplies/vaccines If medication is not available locally for volunteers, then VSO can

provide supplies of currently- approved prescription medications (including prescribed hormonal contraceptives). Prescriptions should be approved in advance of departure by the medical advisor at the volunteer’s recruitment base.

It is the responsibility of volunteers to obtain vaccines at the appropriate time.

2.5 Glasses and contact lensesVSO does not reimburse expenses relating to optical check-ups, sight tests, glasses or contact lenses. However, volunteers who have medical problems concerning their eyes are entitled to the same support they would receive for any other medical condition.

2.6 Dental• VSO pays for emergency treatment only (volunteers are informed of this

prior to their-departure) plus one mid-term check up for volunteers who are on a two-year placement

• VSO only covers the cost of essential treatment to alleviate acute dental problems (i.e. if the volunteer is in pain)

• VSO does not pay for long-term definitive, restorative treatment such as bridgework and implants

• The Country Director may authorize in-country dental expenses up to £100, but the volunteer needs to obtain prior-approval before beginning any treatment. Quotations for anticipated treatment above this limit will be referred to the Medical Unit (for UK recruited volunteers) or the relevant recruitment base medical adviser (for volunteers recruited from other bases) together with a completed dental examination form. (See Annex (A) Dental Treatment Form.) For UK-recruited volunteers the decision about whether the proposed work is appropriate and the costs reasonable will be made in liaison with the UK Dental Adviser if this is deemed necessary. For all other volunteers the matter will be referred to their recruitment base’s medical adviser.


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Volunteers on two-year placements are eligible for in-country mid-term dental check-ups between 10-15 months of their placements. VSO will cover the cost of the check-up, scale and polish, and any other necessary treatment up to a cost of £100.

VSO will not pay for travel and subsistence costs that a volunteer may incur for a mid-term check-up.

Volunteers extending their placements in Nepal for at least six months are entitled to a check-up and related treatment to be paid by VSO (see information relating to extenders). Treatment may be obtained in Nepal, if not returning home, or while at home on leave. If a volunteer is about to complete her/his service and return home, and is not in pain, VSO would not expect the volunteer to request an appointment.

Vaisajya Dental Clinic, Omkaar polyclinic building (3rd floor), Nakkhu Dobato, Bagdol, Lalitpur have copies of the Dental treatment form and they will bill VSO directly for the cost of treatment. (See Annex (A) Dental Treatment Form.)

2.7 Counselling If a volunteer needs to talk about personal and/or professional matters

please feel free to approach a member of VSO’s staff (in particular the designated Programme Manager). Although VSO staff members are not trained counsellors, they will endeavour to provide the volunteer with necessary support. VSO understands that it can be difficult for a volunteer to approach members of staff when they are feeling especially low or vulnerable. Please remember that VSO staff members are very willing to help a volunteer through a stressful time and are available to listen, and if possible, offer necessary assistance.

In recognition of the stresses sometimes faced by volunteers, either personal or professional, VSO offers a professional counselling service for volunteers. Sessions may be requested via programme staff members (preferably the designated Programme Manager). Programme Office staff do not expect to be informed of the contents of the discussions with the counsellor, as this information is strictly confidential. However, VSO needs to know that counselling is being received and VSO will keep this information confidential. A maximum of four one-hour sessions may be booked at first, the cost of which VSO will reimburse. Subsequently, there will be a review and recommendation by the counsellor as to whether counselling or any other treatment should be continued. The review will not compromise the confidentiality of counselling sessions.

VSO will inform the medical adviser in the country of recruitment if the volunteer requires a prolonged course of counselling so that the medical


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adviser can determine, through consultations with the volunteer and counsellor, that the counselling meets the volunteer’s needs and that the counselling and placement location are appropriate for the volunteer. Volunteers must approach the Programme Office first if financial support for the cost of counselling is expected.

2.8 Medical emergencies All volunteers should be prepared for this eventuality and therefore it is

crucial that volunteers learn about procedures in the event of medical emergencies.

Volunteers should refrain from taking unnecessary risks and are advised to have contingency plans, such as transport alternatives, to get to Kathmandu before they are required.

Volunteers are requested to complete as soon as possible the form for Emergency Contact Details. This form should be returned to VSO shortly after placement. (See Annex (B) Emergency Contact Details.)

Volunteers should make sure that people where they live and work have VSO’s contact information so that if the volunteer cannot be contacted, they can contact VSO’s Programme Office. Volunteers are strongly advised to carry VSO contact details with them at all times.

If a decision is made to evacuate a volunteer for medical reasons, VSO will call on the best available emergency service to evacuate the volunteer to a hospital with better facilities than locally available. This facility may not be in the volunteer’s recruitment country.

All volunteers have insurance coverage for medical repatriation, except for medical emergencies resulting from hazardous sports. However, most work-related and leisure activities are covered. Potentially hazardous activities such as mountain climbing and white water rafting are not covered by insurance. A general rule is that any activity requiring specialised equipment and/or training may not be covered, so if there is any doubt, always double-check with the Programme Office.

VSO cannot meet the cost of partner or other relatives accompanying a medical repatriation, unless this has been previously authorized by a Regional Director or VSO UK (London).

If a volunteer returns home for medical reasons, the volunteer must ensure they have somewhere to stay during her/his medical leave. It is advisable to make arrangements before the volunteer leaves for her/his home country. If a volunteer lacks financial support during this time period, the volunteer


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should contact her/his recruitment base, to determine eligibility for discretionary payment.

A volunteer’s return to her/his placement is subject to renewed medical clearance from the VSO’s UK medical adviser.

Volunteers must ensure that VSO Nepal has up-to-date emergency contact details.

2.9 Non-urgent medical repatriations VSO's medical advisers may recommend that a volunteer returns to her/his recruitment country, or to a third country, for further tests or treatment. VSO cannot reimburse private referrals or treatment costs unless the volunteer has a prior agreement with VSO. Therefore, a volunteer should contact her/his medical adviser before incurring costs.

2.10 Medical evacuations In the event of a helicopter evacuation for serious illness and/or injury

to the volunteer or another VSO volunteer, the following information must be provided to VSO:

The name(s) and number of people who require evacuation Details of the likely diagnosis and whether the person is conscious or

unconscious Whether (for example) oxygen, a stretcher or a doctor need to

accompany the helicopter Where the helicopter would land (school playing fields are best, but any

open piece of ground will do) How the pilot will recognize the place e.g. pond, temple, or even two

sleeping bags laid in a cross


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3. TRAVEL AND TRANSPORT(Volunteer Terms and Conditions Booklets: Chapter 5- Travel and transport, -page 18)

3.1 Official Flights The cost of a flight will be covered for out-of-Kathmandu volunteers in order to attend official functions organized by VSO Nepal (i.e., Annual VSO Volunteer Conference, volunteer workshops, programme area review, and other official VSO workshops/meetings). Volunteers who serve in Hetauda, Chaitwan, Baglung and Pokhara normally travel by land during winter when the road condition is suitable and there are no announced bandhas (strikes). However the cost of a flight will be covered for travel to and from Hetauda, Chitwan, Baglung and Pokhara during the monsoon season (June, or when the monsoon starts, to September, or when monsoon ends) and for medical emergencies. A volunteer’s Programme Manager must approve any exceptions to this policy. The same policy applies to volunteers traveling out-of -Valley from Kathmandu on official VSO business.

3.2 Emergency Travel FundOut-of-Valley volunteers will be provided with an advance to facilitate emergency travel/ evacuation from their placements to Kathmandu (for example in the event of a medical evacuation, security evacuation or due to severe personal stress such as sexual harassment).Volunteers should keep the emergency travel fund in cash and only use the money in the event of an emergency. If possible, a volunteer should obtain the approval of her/his Programme Manager or other member of PO staff in advance of travel.

Location Emergency Advance Amount*Dharan Rs. 10,535Biratnagar Rs. 8,535Birgunj Rs. 4,930Baglung Rs. 8,300Pokhara Rs. 6,200Kailali Rs. 14,495Rupandhai Rs. 7,505Chitwan Rs 4,230Jumla Rs 18,687Banke Rs. 10,295o Revised on: August 2011


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If the fund is not used for emergency travel volunteers must refund the money to the Programme Office at the end of their placements.

3.3 Annual Leave FlightsAll out-of-Valley volunteers, who are more than a year in their placement and in country before 1st of April 2011 (excluding Pokhara) are entitled to equivalent one two-way flight to Kathmandu per year in addition to travel on VSO business and/or for medical reasons. This is to enable them to take annual leave in other parts of the country or overseas or simply to visit Kathmandu for recreation. Amount equivalent to two-way airfare (from/to Kathmandu) will be reimbursed if a volunteer chooses to travel to a place other than Kathmandu. The timing of the flight is up to the volunteer, but her/his partner organisation must approve leave (as per the leave policy). Volunteers will need the signature of their Programme Manager in order to be reimbursed the cost of travel.Volunteers that start their placement after April 2011 are not entitled to an annual flight..

3.4 Volunteer Use of VSO Vehicles

VSO does not permit volunteers to drive its vehicles and VSO Nepal will not take any responsibility to transport volunteers’ personal belongings either within Kathmandu or out of Kathmandu.

3.5 Start and end of Placement TravelVolunteers can hire a taxi or a jeep (or any other suitable vehicle) to and from their placement to the nearest airport at the start and end of placement (unless VSO or the partner organizes a vehicle).

Placement Nearest AirportSunsari/Morang Biratnagar Parsa SimaraChaitwan BharatpurKailali DhangadiRupandehi BhairahawaBanke NepalgunjKaski PokharaKavre KathmanduBaglung Pokhara


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VSO Nepal will also reimburse an additional 10kg excess luggage cost (to/from your placement from/to Kathmandu) through land transportation at the rate set by transport companies to cover the difference in weight allowed by domestic and international airlines.

Other than at the start and end of placement volunteers are expected to use public transportation (shared) from their placements to the nearest airport. This policy recognizes that at those times volunteers do not have a large amount of luggage.

3.6 Compassionate FlightWhilst VSO pays for return fare for volunteer and their recognised partner, approval is made only by the volunteer’s recruitment base. VSO Nepal is not in a position and has no authority to approve compassionate flights. The volunteer will, therefore, need to liaise with their particular recruitment base.

3.7 Transport to your place of WorkVSO Nepal will not reimburse volunteer costs related to traveling from home to work and vice versa. The volunteer will either have to ride a bicycle or use public transportation using the volunteer living allowance. However a volunteer’s partner organization should cover the costs of work-related travel unless the partner and PO have agreed in advance and budgeted the travel costs.

3.8 Flight requestsIn order to request a flight ticket booking from the Programme Office the volunteer must complete the Air Ticket Request Form and send to it to her/his Programme Manager for approval before the flight can be booked. See Annex (C) Air Ticket Request Form. The used ticket, boarding pass and airport tax payment slip must be returned to VSO’s Finance Officer for audit purposes. Without these items expenses will not be reimbursed. Volunteers must book their own personal flights with a travel agent, as VSO staff does not provide support for personal travel.

3.9 Expenses for VSO BusinessVolunteers who are on VSO business (including skills support, renewal of visas, illness, emergency medical and dental treatment, or counselling) are entitled to the cost of travel and accommodation.

VSO will book accommodation at the Pacific Guest House (PGH), or if PGH is not available, at other similarly priced hotels. (VSO provides a list of


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recommended hotels/ guest houses). If volunteers chose to stay at a guesthouse other than PGH or the other guest houses in VSO’s list of guest houses, VSO will pay a maximum allowance of Rs 550 (exclusive of service charge and VAT, Rs 684 with 10% service charge and 13% VAT) per night (receipts of actual expenditures must be attached to the Expenses Claim Form for reimbursement). If a volunteer stays with another volunteer, then there is an allowance (payable to the host volunteer) of Rs 150 per night to cover additional utilities costs (i.e., water, electricity and gas) incurred by a visiting volunteer.

VSO will cover accommodation costs of volunteers for the days of official VSO activity as well as as well as the day before and the day after the activity. . Unless earlier approved by the Programme Manager, expenses connected with any additional days of the stay will be covered by the volunteer. If a volunteer arranges other activities to coincide with her/his visit (i.e., a visit to the dentist or doctor) then the appointment should be as near to the conference/workshop/meeting date as practicable, otherwise accommodation costs will not be paid.

In addition to accommodation, volunteers are entitled to an additional food allowance of Rs 400 per day2 for the first 7 days and thereafter at a rate of Rs 190 per day (as any extra costs incurred are then covered by the volunteer’s living allowance). VSO will cover the cost of food for the days of official VSO workshops/meetings as well as the day before and the day after official VSO workshops and/or meetings. Expenses incurred by a volunteer for any additional days of stay will be covered by the volunteer, unless the expenses have been previously approved by the Programme Manager. However, in the case of attending workshops and training events where the organizer provides breakfast/lunch/dinner, a volunteer’s claim should reflect this fact and a proportionate amount should be claimed for reimbursement.

The same rates apply to Kathmandu based volunteers travelling on VSO business outside of the Valley.

3.10 MotorcyclesVSO has a strict policy governing volunteers' use of motorcycles to minimize injury or loss of life. VSO Nepal will enforce this policy at all times for volunteer safety and to comply with VSO medical and personal accident insurance requirements. If at any time volunteers do not comply with VSO's volunteer transport and motorcycles policy, they may lose their volunteer status.


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VSO motorcycle agreement

If the volunteer uses a motorbike, as a rider or pillion passenger they must read VSO's volunteer transport and motorcycles policy and sign the VSO motorcycle agreement undertaking to observe the conditions specified. Volunteers can obtain copies of the policy from the Programme Office. Volunteers must wear a full faced crash helmet at all times – this includes pillion riders even though this is not now required by Nepal law.

Motorcycle safety, license and trainingFor insurance purposes, all volunteers must comply with relevant local law, including obtaining a license where applicable.

If the volunteers placement requires the riding of a motorcycle, VSO will pay for training and the test, both of which the volunteer will need to organize before arriving in Nepal.If a volunteer buys or hires a motorcycle for personal use, s/he must ensure compliance with local laws and regulations. VSO strongly recommends that the motorcycle training match the level of VSO’s certificate of motorcycle competence. VSO’s personal accident insurance will still apply, although any insurance the volunteer needs for the motorbike, including third-party insurance, is the volunteer’s responsibility.

Motorcycle crash helmetsStandard helmet is not available in Nepal. Volunteer must bring standard helmet from their recruitment base.

The volunteer must always wear a full-faced crash helmet when either riding a motorcycle or travelling as a pillion passenger. Any pillion passengers who accompany the volunteer must also wear a crash helmet. This arrangement is for volunteer safety as well as to comply with VSO's insurance requirements. A volunteer may lose their volunteer status if s/he does not wear a crash helmet.

VSO will also cover the cost of a replacement if a helmet is damaged through accident or age although ordering a new one may take time.


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4. GENERAL INFORMATION

4.1 Office hours Core office hours of VSO Nepal are from8:30 am to 12:30 pm and 1:30 pm

to 4:30pm Monday through Friday. However, VSO office staff members are available in the office between 8:00 am and 5:00 pm. If volunteers wish to make contact, they should do so via the Programme Assistant or the relevant PAM. If volunteers wish to see a particular person, VSO staff can check to see if s/he will be available at the time suggested by the volunteer. This will ensure that volunteers do not waste a trip to the Programme Office!

If there is an emergency outside of office hours, volunteers are requested to ring the emergency mobile at 98510 24717. If there is no answer at this number then volunteers should call the Country Director’s mobile/home landline or other senior staff’ mobile/home phone number/s. During office hours, if both the office and landlines are not available then volunteers are requested to ring the satellite phone number at 8821687701214. RMO offices have satellite phones where calls to the programme office satellite phone can be made (please refer to contingency plan for the RMO contact details in the districts).

In medical emergencies volunteers have the option of going directly to NIC for advice and treatment, and then ringing a member of VSO staff from there.

If all VSO emergency contacts fail, volunteers can phone the Duty Officer at the British Embassy (4410583/ 4414588) for advice and guidance.

The VSO office mobile is ONLY to be used in case of an emergency and not for personal or other business calls. Other than emergency and regular business, use office lines or duty mobiles.

4.2 Identity cardsDuring ICT volunteers will be issued a laminated identity card (credit card style). This will enable volunteers to identify themselves as being a part of the VSO team in Nepal. This is particularly relevant when using medical facilities at the doctor’s office and for security purposes. Volunteers must return this card at the end of their placements if volunteer will return early.

4.3 Registration with your country EmbassyAll volunteers must arrange to be registered with their own Embassies or the British Embassy. Registration of new volunteers takes place during ICT.


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It is highly desirable to be registered because Embassies play an important role in ensuring volunteer safety and by offering advice should an emergency arise in Nepal. Local Embassies may also be able to help in the event of a family emergency in a volunteer’s home country.

4.4 Volunteer Movement FormVolunteers who will be away from their placements for more than a day, either for holiday or work purposes, MUST give their partners and VSO an itinerary (Volunteer Movement Form) with dates and contact numbers so that VSO can contact them in an emergency. Volunteer Movement Forms are also required for any travel by volunteers to India even if it is for less than a day.A volunteer who plans to visit another District should check the security situation there with their relevant Programme Manager before travelling. VSO reserves the right to forbid travel if there is a determination that a volunteer’s personal security would be at risk. See Annex (D) Volunteer Movement Form.

4.5 Next of kin Volunteers must let the VSO Programme Office know if their "next-of-kin"

changes or if they move from their current contact addresses. Changes to contact telephone numbers should also be communicated to the Programme Office.

In the event of a natural disaster (flood, earthquake etc.) or any other disorder in the area where a volunteer works and lives, every effort must be made to contact the Programme Office so VSO knows that the volunteer is safe (as far as can be expected). If there are media reports, volunteers, friends and family from home will be anxious and will contact VSO for news. The Programme Office will report regularly to VSO International during these times. VSO will also make sure that international recruitment bases are also contacted and kept up-to-date.

4.6 VSO Resource Centre for Volunteers:VSO Nepal has established a resource centre with a library, telephone, PCs connected to the Internet, and a printer. Volunteers are not authorized to use other office PCs. Using other than designated computers in the Programme Office is strictly prohibited.

4.7 VSO Nepal Newsletter (Quarterly)VSO Nepal’s Quarterly newsletter is written by office staff and volunteers and is published at the beginning of each quarter. Volunteers are requested to


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submit articles to their Programme Managers at the appropriate time. The VSO Programme Area team responsible for that quarter’s publication forms an editorial team that seeks contributions from the programme area’s volunteers.

VSO may propose some areas for contributions to the newsletter. Volunteers should not consider these suggestions as an imposition, but only as guidelines. The process is really very flexible. Moreover, any suggestions for content should not limit creativity. VSO encourages everyone to focus on the positive aspects of their placements in Nepal. It is suggested that contributions be sensitive to the cultures and the people of Nepal.

Below are three areas of suggested content:

Most meaningful change story: Describe one or more significant and meaningful changes that volunteers were instrumental in bringing about in the context of their placement.

Learning about Nepal: An article that describes some important personal or professional learning about Nepal from the experience of being a VSO volunteer or a specific development issue.

Sharing about a volunteers placement: An article describing the volunteers day-to-day work with their partner organization: what type of work does the partner do and what is the volunteer’s role, as well as what are the challenges and the sources of joy volunteers get from their work. NOTE: For this type of article, VSO will have to be sensitive to and respectful of the type of information that can be shared with partner organizations.

4.8 Weekly E-mail NewsletterVSO’s Nepal Weekly Newsletter is written by Programme Office staff and is published at the end of each week (usually Thursday). This newsletter is intended to provide volunteers with up-to-the-minute information on security, staff leave, staff movements, up and coming events, notices, etc. It will be as brief as possible and will be circulated by email only.

4.9 Mail Volunteers based in the Kathmandu Valley must collect their mail from the

Programme Office.

For out-of-Kathmandu volunteers, VSO will send mail once a week (usually Tuesday). VSO will not take responsibility for lost items. Volunteers are asked to provide information (in the Volunteer Movement Form) regarding


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how VSO should handle their mail should they be away from their placements.

Volunteers should bear in mind that if they return to their placements on a

Wednesday, they will have to wait another week before their mail is dispatched. Volunteers need to inform the Programme Office about the best way to send mail (i.e., by a specific courier or registered post). Volunteers should identify the best available and reliable courier in their placement locations. This is a volunteer responsibility.

VSO undertakes to post Nepali stamped mail regularly from Kathmandu and UK stamped mail (letters and postcards only – no parcels) if and when possible. Volunteers are asked to make sure that they put adequate postage on their letters to be posted via the Programme Office.

VSO will pay for sending volunteers their post, although volunteers will have to pay for sending their post to the Programme Office.

Volunteers need to let the Programme Office know at least ten (10) days in advance instructions for holding or rerouting mail. If this is not done then VSO will send mail as per the last written instruction volunteers provided.

Towards the end of their placement in Nepal, and well in advance of their leave date, volunteers should advise their relatives, friends and other correspondents of their new mailing addresses. Volunteers must also provide VSO with a forwarding address and advise the programme office about handling mail that arrives after their departure. VSO Nepal cannot guarantee to forward mail after the volunteer has left. However the programme office can readdress envelopes and post them on behalf of volunteers.

4.10 Parcels VSO will collect parcels from the post office and customs for all volunteers.

Parcels will be forwarded to out-of-Kathmandu volunteers and Kathmandu-based volunteers will be advised to collect their parcels from the Programme Office. Volunteers are required to repay any customs duty paid on their behalf.

4.11 Valid Official VisaVolunteers should cancel their official visa (VSO will facilitate this action) before they leave the country if there is more than three (3) month’s left on a valid official visa at the time of their departure.


25ADDITIONAL CORRESPONDING DETAILS FOR VSO NEPAL VOLUNTEERS

April 2011

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5. VSO NEPAL ANNUAL LEAVE POLICY

5.1 ANNUAL LEAVE

The Volunteer Handbook guidelines indicate that leave arrangements are for volunteers and their partners to decide and the Programme Office does not normally get involved. However, volunteer members of the Programme Liaison Group (PLG) have agreed that volunteers should have 35 days leave per year of service (starting from first day working for the partner organisation after ICT), including public/government holidays but excluding medical and compassionate leave and leave required for renewal of visas.

Additional, unpaid leave must be approved by VSO Nepal’s Country Director and this should normally only be for unexpected events, for example a family wedding.

Leave should be taken at times that will not disrupt the work of the partner (or VSO) or the effectiveness of the placement and must always be approved by the partner-organisation and communicated to the Programme Office using the Leave Monitoring Form included in Annex (E). For guidance, notice of leave should be at least one day for a single day's leave, one week for leave between two and four days, and two weeks for periods of leave of a week or more.

Importantly, volunteers are expected not to take leave during ICT, the annual conference and Programme Area Review. Only a minimal amount of leave should be taken during the first three months of your placement. However, recognising the need of volunteers to get personally organised as quickly as possible, a volunteer is entitled to an extra three days (if desired) immediately after ICT and/or arriving at the placement location and within two weeks of the starting date of the placement.

Throughout each year of a volunteer’s placement s/he is required to keep a tracking sheet of her/his leave on the Leave Monitoring Form provided by the Programme Office. Volunteers must sign the Leave Monitoring Form and mail it to the Programme Office at the end of each placement year or at the request of the Programme Office.

A maximum of 5 days of leave can be carried over from one placement year to the next.


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Here are some common questions concerning VSO Nepal’s leave policy that have arisen in the past:

• At the end of the first year of my placement I have 15 days of my holiday allowance remaining. Can I carry that number of days into my second year?

Volunteers can carry only a maximum of 5 days into the second placement year.

• My office closes for many days each year for public and government holidays. What should I do?

This is common situation for volunteers placed with government departments and some partner NGOs. Assume the VSO leave policy of 35 days including public and government holidays. For the days when volunteers are unable to go to the office or working location they should try to work from home or (if they are Kathmandu-based) in the Programme Office. Talk with the relevant Programme Manager and counterpart to determine what work can be done when the office is closed.

• Today is a bandh (strike), does that count as holiday?

If the volunteer has planned (and had approved) a holiday, then yes it does. If not, then no it does not.

5.2 TIME OFF IN LIEU (TOIL)Normal VSO policy is that the working week is five days, i.e., Monday - Friday. However, there may be times when the volunteer needs to, or it makes sense for the volunteer to, work on weekends or on public holidays.

If volunteers are regularly working weekend days (for example many partners work on Sunday) then they are encouraged to balance that with a day off later in the working week. This arrangement needs to be agreed to by the partner-organisation so that partner staff knows that the additional time will be taken during the coming week.

If it is an exception that a volunteer works weekend days or public holidays, then they are entitled to time off in lieu. This additional time worked must be reclaimed within one calendar quarter or forfeited. TOIL days cannot be accumulated throughout the year.


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5.3 WORK FROM HOMEAt times, or even regularly, it may make sense for volunteers to work from home or elsewhere. And this is perfectly acceptable, presuming that volunteers have reached agreements with their partners. However, in line with the volunteer role in capacity building, volunteers are expected to spend the majority of their time at their employing organisation.

6. RENT GUIDELINES

6.1 Minimum Standard for Volunteer Accommodation

The following is the minimum standard that VSO believes should be met for all volunteers.

• 1 Bedroom per person• 1 Living Space (could be separate room with Kitchen)• 1 Bathroom (normally squat Nepali style not necessarily attached and could be

shared with others)• 1 Kitchen with space for gas rings and fridge (this could be part of the living

space/room)• Rooms should be able to be locked

6.2 Procedure for Finding AccommodationPartners are primarily responsible for finding suitable accommodations before volunteers arrive at their placements. A partner organisation will usually show a volunteer a number of places and the volunteer will be able to choose. However volunteers should be aware that in some Districts the choice is limited.

Kathmandu Valley volunteers are requested to start looking for accommodations only after they have been in contact with their employers. This is fairer to out-of-Valley volunteers who can only start looking for accommodations on arrival at their placement locations and it also ensures that a more reasonable price can be negotiated for the accommodation. Some volunteers may be able to take over accommodations of departing volunteers.Volunteer should regularly update the progress to the Programme Manager. If after two (2) weeks in a placement the partner is unable to find an accommodation that meets the minimum standards within the rent


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allowance, PM should inform the Country Director with her/his recommendation. VSO will pay the cost of hotel accommodation (non air conditioned) while a volunteer continues to look for suitable accommodation.

6.3 Rent GuidelinesThe rent guidelines are based on the current market rate. The guidelines are just that – an upper limit that has to be kept in mind. If volunteers agree to rental rates above the specified amount, then they will be personally liable for the additional rent and tax. Rent is paid three (3) months in advance together with the volunteer monthly living allowance. Volunteers must obtain quarterly receipts signed by their landlords and send them to the Programme Office. (VSO’s auditor requires the receipts.) The Receipt for House Rent is attached as Annex (F).

Current rental allowances (excluding tax which VSO pays)

Placement Location Net Amount (Maximum) Net Amount (Maximum) Net Amount (Maximum) Gross Amount with Tax Gross Amount with Tax Single Shared Single Shared

Sunsari (Dharan) 6,500 5,070 7,222 5,633Morang (Biratnagar) 6,000 4,680 6,667 5,200Parsa (Birgunj) 6,500 5,070 7,222 5,633

Chaitwan (Narayangath) 6,000 4,680 6,667 5,200

Kathmandu Valley 12,000 9,360 13333 10,400Kaski (Pokhara) 7,000 5,460 7,778 6,067Rupandhai (Siddharthanagar)

6,000 4,680 6,667 5,200

Banke (Nepalgunj) 6,000 4,680 6,667 5,200Kailali (Dhanagadi) 6,000 4,680 6,667 5,200Baglung 7,000 5460 7,778 6,067

The above rent allowances are the MAXIMUM rent allowances payable per person per month by VSO. If the actual rent is lower than the allowance,


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then the volunteer will receive the actual amount of rent that they are paying; conversely, if the rent is higher than the rent allowance, the volunteer is personally liable for the excess amount (including additional tax).

If volunteers share a house with a non-VSO person, the rent will be split evenly and VSO will pay the volunteers’ share up to their maximum allowance. For volunteers with accompanying partners, VSO will provide an additional 25% of the rent beyond the ceiling for single vols.

VSO only pays the basic rent allowance. All utility costs (i.e., telephone, electricity, water, rubbish removal, and gas) are to be paid from the volunteer’s living allowance.

In the past, volunteers were told to live near their places of work and in clusters due to the security situation. In Kathmandu/Patan there is no longer a need to live near other volunteers because of the improved security situation. However, it is recommended that volunteers live within walking or cycling distance of their placements as this will reduce disruption caused by strikes.

Volunteers should contact their Programme Manager (PM) if partners do not assist them in finding suitable accommodations. The PM will then follow-up and assist volunteers.

The Rent Allowance and Volunteer Living Allowance are paid on quarterly basis. A copy of VSO’s required Rent (Lease) Agreement Template is attached as Annex (G) YOU (VOLUNTEER) AND VSO NEPAL

7.1 Additional Terms and Conditions for Volunteers All partners are provided with a Partner’s Manual that includes

information relating to terms and conditions and the code of conduct expected of volunteers.

The Partner Manual describes the status of volunteers, emergency arrangements, leave entitlement, and other important issues. Volunteers need to establish with their partners the terms and conditions of their employment, such as hours of work, leave policy, and other relevant work-related topics. Volunteers are asked to make sure that they discuss these issues with their partners as soon as possible after they arrive at their placements.


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VSO expects all volunteers to comply with the laws of the placement country. If volunteers break the law in Nepal they will be personally liable for any legal costs that they incur. VSO Nepal cannot accept any liability. VSO may also withdraw an individual’s volunteer status that could result in repatriation to the volunteer’s home country.

Volunteers who decide to leave their placements early will need to give at least one month’s written notice (6 months is preferable in order to process a replacement) unless there are exceptional circumstances such as medical, security or family reasons.

As part of its development programme VSO builds relationships with partner organisations and identifies volunteer placements that will contribute to a mutually agreed upon plan. VSO offers CVs for consideration to their partners who may accept or reject them based on the suitability of the volunteer. Therefore, VSO cannot provide an absolute guarantee of a placement or be held responsible if a placement falls through.

VSO offers allowances to compensate for costs associated with being a volunteer, to help volunteers take a break during their placements, and to provide a small financial cushion to help re-establish volunteers upon their return home. Allowance details are described in this booklet and the global Volunteer Handbook.

7.2 Partnerships• VSO works in a three-way partnership with volunteers and partner

organisations to help build the capacity of individuals, organisations and institutions to work towards positive change.

• VSO facilitates the preparation of volunteers, but the success of a placement depends as much on personal skills such as open-mindedness, flexibility, resourcefulness and initiative as on knowledge.

• VSO promotes professional relationships with volunteers and partners, which emphasise mutual respect, openness and honesty.

• Volunteers are active decision-makers and responsible for their own learning. They are also active determinants of their own health and security. The volunteer community is a key source of personal and professional support.


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• Volunteers will be part of a team along with VSO Programme Office staff. Volunteers should follow the guidelines and advice promptly -- particularly in regard to personal welfare and/or safety -- as well as training courses, changes of placement and holiday arrangements.

7.3 What VSO provides

• In-Country Training (ICT), induction and accommodation on arrival.• An accommodation checklist to help with deciding on the right

accommodation – see attached forms.• Language support.• Advice regarding finding accommodation and local amenities.• An allowance that allows volunteers to support themselves during their

placements that includes rent for an accommodation with modest facilities but is insufficient to send money out of the country or support dependents.

• Help with professional support and development.• VSON staff assistance in case of medical or security emergencies.• Support in the placement and provides opportunities to get involved with

VSO activities outside of the placement.• Updates, support and advice on security.

7.4 You should not expect

• To save money during the placement.• A standard-of-living comparable to salaried expatriates or workers from

other development agencies.• Help finding accommodation - the partner organization is responsible for

this.• To be able to buy luxuries or imported goods.

VSO to cover the costs of insurance for volunteer personal effects or over-the-counter medication.

7.5 Your personal responsibilities

The actions and appearance of individual volunteers reflect on all volunteers as well as VSON. Exercising caution in the early stages of a volunteer’s placement can prevent misunderstandings in potentially sensitive areas.


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VSO Nepal expects volunteers to comply with the laws of Nepal, including those related to the use of drugs, alcohol and legal requirements for driving.

Volunteers are requested to respect local cultural standards in all things. If a volunteer’s behaviour is offensive or damages VSON’s reputation, Programme Office staff may decide to review the volunteer’s status

A volunteer status review is considered the last resort of the Programme Office and occurs very rarely. VSO may review a volunteer’s status if:

o There is a violation of the terms and conditions of service as defined by the Volunteer Handbook

o The volunteer breaks the laws of Nepalo The volunteer consistently or seriously fails to meet the criteria upon

which her/his VSO selection was basedo The volunteer either damages VSO’s reputation in Nepal or the

volunteer puts her/his own or other people’s well-being at risko The volunteer breaks the Child Protection Code of Conduct (see

Volunteer Handbook for details)

7.6 Leaver’s pack During the last few months of placement, your Programme Manager will

give you a Leaver’s Pack that provides details of administrative arrangements concerning departure from their placements.

Departing volunteers will need to fill out the End-of-Placement Form and send it to VSON’s Programme Manager at least three (3) weeks before your end-of-service date.

For volunteers who have access to the Internet, RV Zone International is the website for returning volunteers (RVs) from each member of the VSO Federation. It provides resettlement support as well as advice on ways to use the overseas experience gained. The website details are: http://rvzone.vsoint.org/. The logon details are: username rv, and the password is welcome (all in lower case).

7.7 The future Volunteers will receive a Resettlement Pack upon return to their home country. It

will be sent to their home address provided to the Programme and Volunteer Support Coordinator. Contents will vary according to the country of recruitment, but the pack typically includes:


http://rvzone.vsoint.org/




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o Financial informationo Medical informationo Information on career advice offered by VSOo Information on ways of staying involved with VSOo An invitation to a returned volunteers weekendo A list of agencies and employers in the volunteer, development and

other relevant sectors. UK job lists are available on the Returning Volunteers website. There are two useful recruitment sites that, although they both emanate from

the UK, cover jobs in various parts of the world. On the BOND site, click “Jobs”: www.jobs.guardian.co.uk www.bond.org.uk h t t p : / /www.reliefweb.int

7.8 References It is the responsibility of a departing volunteer to draft her/his own End-

of-Placement Reference in consultation with her/his employer before discussion with, and final agreement of, the Programme Manager at the exit interview. The template and guidelines for the End-of-Placement Reference are provided in the Leaver’s Pack.

Please note that VSO Nepal does not supply personalised or online references to volunteers. Once the written End-of-Placement Reference has been finalised by VSON as described above, it will be sent to a volunteer’s home recruitment base and kept on file. Requests for references will be processed through the home recruitment base by relevant resettlement staff. The Volunteer Handbook describes the procedure whereby a returned volunteer may obtain a reference from her/his recruitment base. Please see page 29 of the Volunteer Handbook, “Requests for References”, for procedures applicable to your recruitment base.

7.9 Departure discussion or “Exit Interview”Volunteers will be invited to an exit interview shortly before their departure. The Exit Interview provides the volunteer with an opportunity to reflect on her/his placement and to discuss VSO’s reference. The meeting is usually with Programme Manager who supported the volunteer throughout her/his placement.

7.10 No criminal convictions letters

For education volunteers (UK): The UK Department for Education and Skills (DfES) website, appears to require a letter from the local police when employing a teacher in the UK, but it acknowledges that such letters are not


http://www.jobs.guardian.co.uk/

http://www.jobs.guardian.co.uk/

http://www.bond.org.uk/






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always obtainable. A letter from VSO that states, to the best of VSO’s knowledge, the volunteer had no criminal convictions while at her/his placement is accepted by most employers in place of a police letter. However, it is not always accepted (and some teaching agencies can be quite rigorous about this) so volunteers are encouraged to try and obtain a good conduct letter from the local police of their placement area before they leave Nepal. This is not completely compulsory to gain employment in the UK, just strongly advised to speed up and smooth the application process.

For all volunteers: the letter of good conduct from the local police is not just useful for education volunteers but for: Any volunteer wishing to work with children in the future Any volunteer wishing to emigrate overseas since embassies often require

a similar letter of good conduct from the local police. It is practically impossible to obtain this letter once a volunteer has returned to her/his home country.

It is therefore recommended that ALL volunteers try and obtain a good conduct letter from the local police in their area before they leave Nepal if they think they might need such a letter in the future

VSO will pay for processing police letters (only Government fees, if applicable). It is the responsibility of volunteers to obtain the letter. It is not the responsibility of the Programme Office or VSO to obtain the letter after the volunteer has returned home.


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Reference Document A: VSO NEPAL OFFICE: WHO DOES WHAT

VSO NEPAL OFFICE: WHO DOES WHATVSO NEPAL OFFICE: WHO DOES WHATThe key responsibilities of programme team are:The key responsibilities of programme team are:Country Director Overall programme strategy including financial

planning.VSO representationLead on security

Programme Managers

To deliver the VSO programme in Nepal by developing the strategic aims of the programme, collaborating with key players in Nepal, and monitoring effective partnerships. To work with volunteers to deliver VSO Nepal’s strategic aims and partnership objectives.Ensure volunteers facilities

Project Officer (external funded project)

PAP Volunteer liaison. Logistic support Organise learning workshopsAdminister external funding and partners’ grants

VISA Processing Officer Handle all immigration and visa issues. Issues identity cardsHandling procurement and inventory management (including volunteer inventory)

Finance Officer Manages and handles all financial matters including budget, payment, recording and reporting.Be the lead reference point for finance-related matters

Finance Assistant Support to the Finance Officer Handle Petty Cash

Programme Assistant Provide administrative and secretarial support., Ticketing, Logistics supportUpdate all the communication documents. Administer IT equipment and service provider/s

Assistant Admin Officer

Maintain office infrastructure, equipment and supplies, vehiclesEvent Management, Procurement/banking, Handle office post.


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Impact and Operations Manager

To manage the day-to-day operations within VSO Nepal and help ensure programme learning and impactBeing the lead reference point within VSO Nepal in providing specialist advice on all staff, volunteer welfare matters and HR issuesProvide strategic advise and support to the programme team on learning and impact of the programme activities.

Office Care Taker Cleaning, , messenger and secretarial support

Reference Document B: VOLUNTEERS TERMS AND CONDITIONS

VOLUNTEERS TERMS AND CONDITIONS

Home Country Funded Allowance (HCFA)For details on Home Country Funded Allowance payments, please see Volunteer Terms and Conditions booklet Chapter 2 (page 10) as well as the relevant ‘Rate Card’ specific to your recruitment base. All of these are available on the Volzone website at: http://volzone.vsoint.org//volhandbook.htm

Recently there has been a slight changes in the rates and mode of payment. HCFA revised rate will be applicable to new arrivals i.e. from April 2011 onwards arrival – The new rate is applicable to all existing volunteers but they will be paid a one-off up-front payment of the difference between £4.00 and £5.20 a day for the remaining time of the placement after 1st April 2011. So, for example, if 100 days left on the placement £120 will be paid into their account to cover this. This will be paid into their bank account before the end of July 2011. From 1st April they will continue to receive ongoing payments for the remaining unpaid £4.00 of the daily allowance. As such, if the volunteer extends the placement they will be paid the new terms of £4.00 a day http://volzone.vsoint.org where you will find the most up to date information


38ADDITIONAL CORRESPONDING DETAILS FOR VSO NEPAL VOLUNTEERS

April 2011

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Reference Document C: PROGRAMME LIAISON GROUP PROGRAMME LIAISON GROUP

1. The purpose of the Programme Liaison Group (PLG) is to:o Build an effective partnership between the programme office and

volunteerso Provide a forum for discussion of issues that affect the programme,

including security matterso Co-ordinate a group of volunteers to organise the Annual Conferenceo Provide a link with the Programme Office (PO) by bringing feedback

from Programme Development Team (PDT) Meetings2. Role of PLG volunteer representatives:

o PLG volunteer representatives are the communication link between the PO and volunteers in their cluster. They should seek views of their cluster members before PLG meetings and report back after them.

o All PLG members will have an opportunity to submit items for the agenda, and volunteer members will in turn be responsible for minuting.

3. Composition and organisation:o The Country Director will chair PLG and the Impact and Operations

Manager will be a member. o Volunteers in regional groups will decide who will represent them on

the PLG, normally before the Annual Conference. Representatives are expected to serve on PLG for at least one year.

o There will be five-seven volunteer members on PLG representing: Eastern Terai, Central Terai, Kathmandu valley (Lalitpur, Kathmandu andBhaktapur), West and Mid & Far West.

This representation will be reviewed annually as placements changeo PLG will meet three times a year (every four month) normally in

conjunction with other meetings or the Annual Conferenceo Minutes will be circulated to representatives before being distributed

to allo Other PO staff may attend for part of a PLG meeting for relevant

agenda items. PLG is for policy-related issues and it does not replace individual relationships between volunteers and the PO. PLG is not the forum to mediate between volunteers and VSO UK, which should continue to be taken up on an individual basis.

Issues handled by PLG and Programme Office Issue PLG P.O


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Issues related to existing Terms and Conditions (Policies)

√

Terms and Conditions (Policies) not clear √ New issues not highlighted in Terms and Conditions Booklet but are relevant

√

Security both individual and general √ √

Reference Document D: Swayamsebak Training and Peer Support (STEPS)

Swayamsebak Training and Peer Support (STEPS)Terms of Reference

Aims and Objectives

To enhance and strengthen peer support and training among VSON volunteers.

To increase the sharing of knowledge, experience and resources among volunteers and partners.

To strengthen and promote mentoring amongst new and existing volunteers.

To support and strengthen VSON's country strategy and programme area plans

Activities

Coordinate and organize peer training events. Acquire and purchase resources and collect relevant materials for the

volunteer and resource centre Provide mentoring during ICT between new and existing volunteers Facilitate professional exchange visits between volunteers and partner

organisations Organise an annual one-day event for evaluation review, needs

analysis of volunteers and hold elections. This could be part of annual volunteer conference

To encourage the informal sharing of skills amongst volunteers by publishing a skills inventory of volunteers.

Facilitate the collection and sharing of good practices--policies, tools and systems--for dissemination.

Organize annual volunteer conference.

Structure:


41

STEPS members can be all VSO volunteers. There is an annual election of the STEPS committee that is jointly

responsible for the development, coordination, planning, budget, and activities of STEPS.

Impact and Operation Manager will represent from the programme office who will coordinate between the STEPS committee and the programme office.

The STEPS aims to include one volunteer representative from each programme area.

Participation in STEPS committee and its activities is entirely voluntary. The group can only be as strong and effective as its membership is willing.

ANNEX (A) DENTAL TREATMENT FORM


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ANNEX (B) EMERGENCY CONTACT DETAILS

VOLUNTEER CONTACT DETAILSIT IS EXTREMELY IMPORTANT THAT YOU RETURN THIS FORM TO US AS SOON AS YOU GET TO POST. PLEASE RETURN IT WITH MAPS TO SHOW HOW TO GET TO YOUR HOUSE(S).

DATE: VOLUNTEER NAME:

DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD) HOME TEL:DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)

MOBILE:

DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)DHERA ADDRESS (IF NOT POSSIBLE PROVIDE NAME OF VDC OR NEIGHBORHOOD)

EMAIL:

NAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNERTEL:

NAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNER

MOBILE:

NAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNERNAME AND ADDRESS OF HOUSE OWNER

EMAIL:

NAME & MAILING ADDRESS OF PARTNERS (OFFICE): TEL: NAME & MAILING ADDRESS OF PARTNERS (OFFICE):

FAX:

NAME & MAILING ADDRESS OF PARTNERS (OFFICE):

EMAIL:

NAME & MAILING ADDRESS OF PARTNERS (OFFICE):

WEB SITE:

CONTACT PERSON NAME, TITLE AND ADDRESS CONTACT DETAILS CONTACT DETAILS

HEAD OF INSTITUTION

OFFICE TEL:

HEAD OF INSTITUTIONHOME TEL:

HEAD OF INSTITUTION

MOBILE:


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HEAD OF INSTITUTION

EMAIL:

MAIN COUNTERPART

OFFICE TEL:

MAIN COUNTERPART HOME TEL:

MAIN COUNTERPART MOBILE:

MAIN COUNTERPART

EMAIL:

LOCAL CONTACT #1 (LOCAL FRIEND, SHOPKEEPER, NEIGHBOR, OTHER VOLUNTEER ETC)

OFFICE TEL:


HOME TEL:LOCAL CONTACT #1 (LOCAL FRIEND, SHOPKEEPER, NEIGHBOR, OTHER VOLUNTEER ETC)

MOBILE:


EMAIL:

LOCAL CONTACT # 2 (LOCAL FRIEND, SHOPKEEPER, NEIGHBOR, OTHER VOLUNTEER ETC)

OFFICE TEL:


HOME TEL:LOCAL CONTACT # 2 (LOCAL FRIEND, SHOPKEEPER, NEIGHBOR, OTHER VOLUNTEER ETC)

MOBILE:


EMAIL:

EMERGENCY HOME CONTACT (NEXT TO KIN)EMERGENCY HOME CONTACT (NEXT TO KIN)EMERGENCY HOME CONTACT (NEXT TO KIN)EMERGENCY HOME CONTACT (NEXT TO KIN)

CONTACT # 1 NAME: RELATIONSHIP TO YOU :

CONTACT # 1 ADDRESS:

HOME TEL:

CONTACT # 1 ADDRESS: OFFICE TEL:

CONTACT # 1 ADDRESS: MOBILE:


EMAIL:

CONTACT # 2 NAME: RELATIONSHIP TO YOU:


HOME TEL:

CONTACT # 2 ADDRESS: OFFICE TEL:

CONTACT # 2 ADDRESS: MOBILE:


EMAIL:


44

Cont…. Volunteer Contact Details MAP OF YOUR WORK LOCATION

MAP OF YOUR DHERA LOCATION


45

ANNEX (C) AIR TICKET REQUEST FORM

Air ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking request Air ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking requestAir ticket booking request Passenger's Name ID No. Purpose of Travel Travel Sector

Date & Time of Travel

Alternative Date & Time of Travel Alternative Date & Time of Travel

Code to be Charged Booking Approved By Date Ticket Number Invoice # Ticket Received By Date


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ANNEX (D) VOLUNTEER MOVEMENT FORM

MOVEMENT FORM , VSO MOVEMENT FORM , VSO MOVEMENT FORM , VSO MOVEMENT FORM , VSO MOVEMENT FORM , VSO MOVEMENT FORM , VSO

NameNameNameNameNameName Date

Travel Details:Travel Details:Travel Details:Travel Details:Travel Details:Travel Details:Travel Details:

Purpose: Official Travel

Private Travel

Date/ Time From ToTo RemarksRemarksRemarks

Mail ArrangementMail ArrangementMail ArrangementMail ArrangementMail ArrangementMail ArrangementMail Arrangement

From:From:From: To:

Where we can reach you?Where we can reach you?Where we can reach you?Where we can reach you?Where we can reach you?Where we can reach you?Where we can reach you?

Name:Name:Name: AddressAddressAddress Phone


47

Request and Approval Information (During Strikes and Bandhs only):Request and Approval Information (During Strikes and Bandhs only):Request and Approval Information (During Strikes and Bandhs only):Request and Approval Information (During Strikes and Bandhs only):Request and Approval Information (During Strikes and Bandhs only):Request and Approval Information (During Strikes and Bandhs only):Request and Approval Information (During Strikes and Bandhs only):

Approved by:Approved by:Approved by:Approved by:Approved by: Date of ApprovalDate of Approval

___________________________________________Signature:

___________________________________________Signature:

___________________________________________Signature:

___________________________________________Signature:

___________________________________________Signature:

ANNEX (E) LEAVE MONITORING FORM

VSO Holiday Application/Monitoring Formdd/mm/yy to dd/mm/yy

Name: EntitlementEmployer Name: Carry OverProgramme Area: Total

1. You are encouraged to take all holiday entitlement within the period to which it applies. Please remember you are not allowed to carry forward more than five days holiday at the end of the holiday year.

2. You should plan and agree any days to be taken as holiday as early as possible with your employer and communicate to your programme manager.

Applications for holiday should always be approved beforehand by your employer and will be recorded on a duplicate sheet. This form will then be returned to you. Toil should not be recorded on this sheet.

Dates of period to be taken as holiday

No of working days to be taken as holiday

Balance due to be taken

Approved by Employer


48

While you will complete your placement please fill out the section below and return to the programme officeIn the event of the above-named Volunteer leaving organization s/he will have taken _______ days holiday from _____________________________ to __________________________________ (leave date).

Signed .................................................................. (Employer) Date ........................

ANNEX (F) RENT RECEIPT

Receipt for House Rent

Paid the sum of Rs…………………………………………….(In words ) only in respect of house rent for VSO volunteer………..………………………….in the month/period of …………………………………………to the landlord Mr/Mrs ………………………….

Signature of landlord/landlady

Date:………………………..


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ANNEX (G) RENT (LEASE) AGREEMENT TEMPLATE

AGREEMENT OF LEASE BETWEEN <name & Address of lessor> AND VSO/N

• This lease is made and entered into <insert date of lease start> between <name of leessor> the legal owner of the house mentioned in 2 below, hereinafter called the 'lessor' and Voluntary Service Overseas Nepal, Sanepa Lalitpur hereinafter called the 'Lessee' , <insert name of volunteer> shall sign on behalf of the Lessee.

The above parties agree as follows:

• The Lessor agrees to lease to the Lessee, with exclusive right of use of the < insert house or floor or flat> of the house at <insert address of house located with house number, if applicable>

• This agreement shall operate for <insert duration> from <insert lease start date> till <insert lease end date> The Lessee shall have the option of renewing the lease for a further period on the same terms and conditions.

• In respect of above (1, 2 and 3), the Lessee agrees to pay to the Lessor a monthly gross rent of Rs. /- (Amount in words ). Rent will be paid on quarterly basis.

• In the event of Voluntary Service Overseas ceasing to operate, reducing its activities in Nepal, transfer volunteer into new location, early return or tenant volunteer decide to move his/her residence with prior consent from VSO programme office, the Lessee shall have the right to terminate this lease without penalty upon giving to the Lessor one month's notice in writing of its intention to do so, or paying to the Lessor one month's rent in lieu of such notice. In the event of premature termination of the lease under the terms of this clause, the Lessor shall forthwith refund to the Lessee any rent paid in advance and which is in excess of the one month rent in lieu of the said notice. Similarly, lessor can terminate this contract by giving one month written notice to lessee.


50

• The Lessor further agrees that if at any time the house/floor/flat shall be rendered unfit for occupation or use by reason of any damage caused by fire, earthquake, landslide, war civil disturbance or other cause, either party may terminate this lease forthwith without account to the other party apart for any rent paid by the Lessee to the Lessor, which shall be refunded to the former. However, if the Lessee wishes to continue the occupancy of the premises partially destroyed, by one of the events aforementioned, the Lessor shall reduce the rent as mutually acceptable to the parties.

• The Lessor shall be liable to pay tax levied on the house/flat/floor and land levied by government of Nepal and any other charges or assessment of a public nature which are or may from time to time, be assessed against the house/flat/floor. Under current legislation this tax on rent will be paid at source by the lessee for payment to the Tax Office. Others tax liabilities, if any are the responsibility of lessor. Copy of the tax deposit receipt will be provided to the lessor, if request.

• The lessor agrees to maintain the premises, its sewage lines, septic tank, drains, water, pipes, electrical wiring, mosquito screening, fixtures and fittings in good and tenantable conditions and repair. Minor maintenance like bulb, fuse etc to be maintained by the lessee. However, to carry out any maintenance works, consent from lessee should be obtained.

• The Lessor further agrees that should he fail to initiate maintenance and / or repair to the house/flat/floor as may be required within a period of seven days from the date of notification by the lessee to this effect, the Lessee reserves the right to undertake such maintenance from the rent due to the Lessor.

• Contracts above accommodation limits will be managed by the tenant himself as well as charges for water, electricity and telephone supplied to these premises during the period of this agreement on actual consume. . < this is a point of negotiation>

• The lessee agrees to recompense the lessor for any damages to the premises, it fixtures and fittings should any damage be caused by her/his or VSO employees.

• The Lessee, upon vacating the premises, be it on expiry or termination shall have the right to remove all moveable property installed by her/him. Any damage caused to the premises in the course of such removal shall be made good by the Lessee.

• The Lessee should keep the flat in the same condition as it was at the time of the execution of this lease. However, lessee will not responsible for re-painting, repair and maintenance unless caused by the negligence of lessee.

WITNESS TO THIS AGREEMENT the parties to it have subscribed their names as of the date first written:

Signed …………………….. Signed………


51

<Name of Volunteer> Name of LessorPosition Full addressPartner’s Name Telephone noPartner’ address

Witness:Signed: Signed: (From lessor side) (Partner’ representative) Name & address Name & address

TRANSLATED COPY IN NEPALI VERSION WILL BE AVAILABLE ON REQUEST FROM PA

VSO Nepal Key Contact numbers, Apr '11Emergency Mobile (24hrs): 98510 24717

Office: (Hunting Line) 01-5541469 (Emergency) 01-5540196Fax:01-5524743, Satellite phone: 8821687701214.

Staff Home/Mobile NumbersArati 9841291932 Raj Kumar 4314252/98511

18981Arlene 5531399/9851081378

Ram 9841702856

Gopal 6634907/9841646288

Rita 4672707/98511 18983

Khadaga 4311496/9851119293

Smriti 4429945/98511 18986

Lokendra 984963390 Sweta 9841588814Prem 9841314470 Yvonne 4370327/9851056870

Medical Insurance company-AXA Tel:+44 (O)1892513999, Fax: 1737815057 policy no.

44063Police: 100. 014226999 (ktm). Fire: 101, Inquire: 197, Valley Traffic Update: 103

Ambulance-Red Cross (ktm) 01-4229410. 4228094


Embassies/Consulates

Other Contacts:

Britain (also Kenya) 4410583.9851037231 NIC (Office): 4434642/4435357

Canada 4415193.4415389 Bhaisajya Dental Clinic 5001251, -6915610)

Netherlands 5522915.5523444 Pacific Guest House: 4411864USA 4007200.4007236 CLP: (Udaya Neupane) 9841452672Belgium 4418922 Nature Trail Travel: 4700764Philippines 4478301.4478302 VSO Offices:India 4414990.4410900 VSO UK

442087807200. 447798674216

Australian 4371764. 4371678VSO UK 442087807200. 447798674216

Spain 4470770.4473724 VSO India (New Delhi) 91 11-4166 1031

52

VSO Nepal key contact Numbers, Apr '11

ANNEX (H) COVER LETTER FROM PO IN NEPALI RE TAX

ldlt M============================

>L=========================================================================

============================================================================

===========================================================================

ljifo M 3/ef8f ;+emf}tf / s/ ;DaGwdf

pk/f]Qm ;DaGwdf le=P;=cf]=g]kfnsf :jo+;]js oxfFsf] 3/÷ˆNof6\df ef8fdf lng'ePsf]÷lng rfxfg'ePsf] 5 . g]kfnsf] k|rlnt lgodfg';f/ 3/ ef8fdf lnFbf cyjf lbFbf ;Demf}tf ug'{kg]{ / 3/ef8f /sdsf] !) k|ltzt 3/ef8f s/ nfUg] s'/f oxfFnfO{ cjut g} xf]nf . 3/ef8fdf nfUg] !) k|ltzt s/ xfn;Dd 3/wgLaf6} s/ sfof{nodf bflvn ug'{ ePs} xf]nf . 3/ef8f s/ lgodfjnL cg';f/ o;/L 3/ef8fdf nfUg] !) k|ltzt s/ef8f e'QmfgL ug]{ -ef8fdf lng]_ kIfaf6} 3/ef8fdf s/ s§L u/L s/ sfof{nodf hDdf ug'{kg]{ Joj:yf 5 . ;f]lx Joj:yfg';f/ cab]lv 3/ef8f ;Demf}tfg';f/sf] /sddf 3/ef8f e'QmfgL ubf{ !) k|ltzt clu|u 3/ef8f s/ s§L u/L dfq 3/ wgLnfO{ e'QmfgL x'g] hfgsf/L u/fOG5 . o;/L clu|d s§L ul/Psf] !) k|ltzt a/fa/sf] /sd s/ sfof{nodf hDdf u/L ;DalGwt 3/wgLn] rfx]df s/ bflvnf ul/Psf] /l;bsf] k|ltlnlk pknAw u/fOg] 5 . s/ bflvnf /l;bsf] k|ltlnlksf] nflu s[kof 3/ef8fdf lng] xfd|f :jo+;]js;Fu ;Dks{ ug'{xf]nf .

o; ;DaGwdf yk hfgsf/Lsf cfjZos k/]df s[kof xfdLnfO{ ;Dks{ ug'{x'g cg'/f]w 5 .


53

k|rlnt b/df s/ s§L ug{ / e'QmfgL ug{ 3/ef8f lng] / lbg] b'a}sf] bfloTj k'/f ug{ ;xof]u ug'{ g} x'g]5 eGg] ck]Iff ub{5' .

;xof]usf nflu wGojfb Û

================================================b]lzo lgb{]zs

ANNEX (I) ACCOMMODATION CHECKLIST

A Checklist for House Renting including Security Checklist

Before renting an apartment VSO suggest that you review the following items:

1. Security Is the accommodation near any of the following?

a. Security check point Yes/Noi. If yes – how far is your dhera from the security check point

_________________________________________________b. Government buildings Yes/No

i. If yes – which department___________________________ii. How far is your dhera from the government building

_________________________________________________c. Residence of senior government officials Yes/No

i. If yes – who_____________________________________ii. How far is your dhera from the government officials home

_________________________________________________d. Senior members of security forces Yes/No

i. If yes – how far is your dhera from the home _________________________________________________

e. Any other sensitive areas Yes/Noi. If yes – what_____________________________________ii. How far is your dhera from the sensitive area

__________________________________________________

You can usually determine the presence of a check post and other security areas by the presence of barbed wire and security forces

f. Is the dhera near any chicken farms or other livestock that you may come into contact with? (Issue of avian f lu and other diseases related to livestock.) Yes/No


54

g. Is the dhera fitted with the following security items i. Window locks and grills Yes/Noii. Lights around the house Yes/Noiii. Any other security features; list________________________

___________________________________________________Have there been any security incidents in the areaIf yes – what happened and when______________________________________________________________________________________________________________________________________________________________

2. Other things to considera. Location

i. Near to bus/tempo/taxi and within reasonable distance of work locationii. Near to food shopsiii. Security at night, if late home – easy for taxi drivers to findiv. Other volunteers live near by

b. Wateri. Water supply in the house – is there water in the dry season?ii. Hot water system

c. Telephone available for your use

d. Utilitiesi. Payment (how often and on what date)ii. Payment during absences

e. Refuse collection – how and when

f. Earthquake Resistance – tall buildings less earthquake resistant than low rise

g. Inventoryi. Landlord’s belongings and their condition

h. Maintenance and Repairs (before and during the occupation period)i. Wear and tearii. Minor and major repairsiii. Compensation towards repairs at the end of the contractiv. Contact person

i. Renti. Monthly or quarterly paymentii. Rent payment schedule

j. Lease Contracti. Start and end dateii. Check inventoryiii. Final utility paymentiv. Final rent paymentv. Moving belongings in and out – access for moving vehiclevi. Return of keysvii. Notice (one month or two in advance


55

ANNEX (J) EXPENSE CLAIM FORM


Documents

VOLUNTEER TERMS AND CONDITIONS - STEPS Nepal. A … · VOLUNTEER TERMS AND CONDITIONS ADDITIONAL CORRESPONDING DETAILS FOR VSO NEPAL VOLUNTEER Note: This supplementary terms and conditions