DEPENDCORE Procurement Policy
The DEPENDCORE Procurement Policy establishes transparent, fair, and efficient processes for acquiring goods and services in compliance with Bangladesh law, donor requirements, and ISO 9001:2015 principles.
Purpose
Ensure accountability, value for money, sustainability, and compliance in all procurement activities.
Scope
Applies to all departments, employees, suppliers, contractors, and third parties engaged in procurement for DEPENDCORE.
Principles
- Transparency – processes must be documented and accessible.
- Fair Competition – all eligible suppliers receive equal opportunity.
- Value for Money – decisions consider price, quality, and reliability.
- Sustainability – preference for ethical and environmentally responsible suppliers.
Process
- Needs Identification: Departments submit requisitions with clear specifications.
- Supplier Selection: Three-quote rule (unless justified) with documented evaluations.
- Tendering: High-value procurement follows open or restricted tendering procedures.
- Authorization: Approval limits based on procurement value (Dept. Head, Procurement Manager, MD).
- PO/Contract: Issued with clear terms, delivery schedules, and penalties for non-performance.
- Receiving & Inspection: Goods/services checked against purchase order before acceptance.
- Payment: Processed only upon verified invoices and delivery acceptance reports.
Supplier Code of Conduct
- Compliance with Bangladesh Labour Act and international labor standards.
- No child labor, forced labor, or discrimination.
- Adherence to safety, environmental, and anti-corruption regulations.
Conflict of Interest
Employees must declare conflicts of interest. Acceptance of gifts or favors from suppliers is strictly prohibited.
Record Keeping & Audit
All procurement documents (requisitions, quotations, contracts, invoices) retained for a minimum of 5 years; audit-ready at all times.
Non-Compliance
Violations may result in disciplinary action or supplier blacklisting.
Review
This policy is reviewed annually and updated as required.
DEPENDCORE Code of Conduct Policy
The DEPENDCORE Code of Conduct establishes the ethical standards and professional behaviors expected from all employees, management, and business partners. It reflects our commitment to integrity, transparency, and compliance with Bangladeshi law and international best practices.
Purpose
To guide all DEPENDCORE representatives in upholding honesty, fairness, accountability, and respect in business dealings and workplace interactions.
Scope
This policy applies to all employees, contractors, suppliers, vendors, and partners associated with DEPENDCORE.
Core Principles
- Integrity: Conduct all business honestly and fairly without deception or unethical practices.
- Compliance: Abide by all applicable laws of Bangladesh, donor regulations, and international standards.
- Respect: Maintain a respectful workplace free from harassment, discrimination, or abuse.
- Confidentiality: Protect sensitive company, client, and partner information from unauthorized disclosure.
- Anti-Corruption: Reject bribery, facilitation payments, or any corrupt practices.
- Conflict of Interest: Declare and avoid personal or financial interests that may compromise impartial decision-making.
Workplace Conduct
- Employees must demonstrate professionalism, punctuality, and accountability in all duties.
- Use of company resources must be responsible and solely for business purposes.
- Harassment, bullying, or exploitation will not be tolerated.
Supplier & Partner Expectations
- Suppliers must follow ethical business practices aligned with DEPENDCORE standards.
- No use of child labor, forced labor, or unsafe working conditions.
- Adherence to anti-corruption, labor, and environmental laws.
Reporting Misconduct
Employees and stakeholders are encouraged to report violations through secure whistleblowing channels. Reports will be treated confidentially and without retaliation.
Non-Compliance
Violations of this Code may result in disciplinary measures, including termination of employment, contract suspension, or blacklisting of suppliers.
Review
This policy is reviewed annually to ensure continued relevance, effectiveness, and compliance with evolving laws and standards.
DEPENDCORE Donor Compliance & Grant Management Policy
The DEPENDCORE Donor Compliance Policy establishes standards for managing donor funds and projects responsibly, ensuring full alignment with donor regulations, Bangladeshi law, and international best practices.
Purpose
To maintain accountability, transparency, and trust with donors by ensuring that all projects and funds are implemented in strict compliance with donor agreements and legal requirements.
Scope
This policy applies to all donor-funded projects, contracts, employees, consultants, and partners working under DEPENDCORE’s supervision.
Core Principles
- Compliance: Adherence to donor-specific rules (USAID, UN, EU, DFID, etc.) and local legal frameworks.
- Transparency: Clear and accessible documentation of all donor-funded transactions.
- Accountability: Proper stewardship of donor funds to achieve intended results.
- Integrity: Zero tolerance for fraud, corruption, misrepresentation, or misuse of donor resources.
Financial Management
- Separate accounts must be maintained for donor funds as required.
- All expenditures must be backed by valid documentation (POs, invoices, receipts).
- Expenditures outside approved budgets require prior donor approval.
- Taxes, VAT, and duties must be managed in compliance with NBR and donor rules.
Procurement & Subcontracting
- Procurement must follow both DEPENDCORE’s Procurement Policy and donor-specific requirements.
- Conflict of interest declarations are mandatory for procurement and contracting.
- Vendors and subcontractors must meet donor compliance standards.
Reporting & Documentation
- Regular narrative and financial reports must be submitted to donors on time.
- Supporting documentation must be retained for at least 7 years (or donor requirement).
- Audit-ready documentation includes contracts, timesheets, invoices, and receipts.
Monitoring & Audit
DEPENDCORE will cooperate fully with donor monitoring, spot checks, and external audits. Internal audits will be conducted periodically to ensure compliance readiness.
Training & Awareness
Employees involved in donor-funded projects will receive training on donor rules, compliance requirements, and reporting standards.
Non-Compliance
Violations, including misuse of funds or failure to follow donor rules, will result in disciplinary action, termination, recovery of funds, and possible legal action.
Review
This policy will be reviewed annually or whenever donor requirements or national laws are updated.
DEPENDCORE Data Protection Policy
The DEPENDCORE Data Protection Policy establishes principles and practices for safeguarding personal, financial, and business information in compliance with Bangladesh ICT Act and international standards such as GDPR.
Purpose
To ensure confidentiality, integrity, and lawful use of data, protecting stakeholders’ trust while minimizing risks of data misuse or breaches.
Scope
This policy applies to all employees, contractors, suppliers, and third parties who process, access, or store DEPENDCORE data.
Core Principles
- Lawfulness & Fairness: Data shall only be collected and processed for legitimate business purposes.
- Consent: Personal data must be collected with informed consent, where applicable.
- Data Minimization: Only necessary data will be collected, stored, and retained.
- Accuracy: Data must be accurate and kept up-to-date.
- Confidentiality: Data must be protected against unauthorized access, disclosure, alteration, or destruction.
- Retention: Data shall be retained only as long as required by business or legal necessity.
Employee Responsibilities
- Use company-approved systems for storing and sharing sensitive data.
- Do not disclose client or partner data without proper authorization.
- Immediately report suspected data breaches or security incidents.
- Comply with password, access control, and encryption standards.
Data Security Measures
- Access control with user authentication and role-based permissions.
- Encryption of sensitive files and secure backups.
- Regular system updates and patch management.
- Secure disposal of paper and electronic records after retention period.
Third-Party Data Handling
Vendors and partners processing data on behalf of DEPENDCORE must sign confidentiality agreements and demonstrate compliance with equivalent data protection standards.
Data Breach Response
In the event of a breach, DEPENDCORE will investigate promptly, notify affected parties as required by law, and take corrective measures to prevent recurrence.
Non-Compliance
Failure to comply with this policy may result in disciplinary action, termination of employment or contract, and legal consequences under applicable laws.
Review
This policy will be reviewed annually or upon significant changes in legal or operational requirements.
DEPENDCORE Corporate Social Responsibility (CSR) Policy
The DEPENDCORE CSR Policy, branded as CORE – Contribution for Opportunity, Resilience, and Equity, reflects our commitment to ethical business practices, social impact, and sustainable development in Bangladesh and beyond.
Purpose
To integrate social, environmental, and ethical responsibilities into DEPENDCORE’s operations, while contributing to national priorities and the UN Sustainable Development Goals (SDGs).
Scope
This policy applies to all DEPENDCORE activities, employees, suppliers, contractors, and stakeholders involved in CSR initiatives.
Core Principles
- Ethical Responsibility: Conducting business with integrity, fairness, and respect for human rights.
- Community Impact: Supporting education, healthcare, and skill development for disadvantaged communities.
- Environmental Stewardship: Minimizing environmental impact, promoting green practices, and supporting climate resilience.
- Equity & Inclusion: Encouraging gender equality, diversity, and empowerment of marginalized groups.
- Transparency: Ensuring accountability in CSR spending and reporting.
CSR Focus Areas
- Education and skill-building programs for youth and underprivileged groups.
- Healthcare support, including medical supplies, awareness campaigns, and emergency response.
- Environmental projects such as tree plantation, waste reduction, and sustainable sourcing.
- Community development projects aligned with donor and government priorities.
Implementation
- CSR initiatives will be designed and monitored by the CSR Committee under management supervision.
- Partnerships with NGOs, INGOs, and government agencies will be encouraged to maximize impact.
- CSR funds will be allocated annually in line with company resources and strategic priorities.
Monitoring & Reporting
Progress of CSR projects will be documented, monitored, and reported annually. Reports will be shared with stakeholders to ensure transparency and accountability.
Employee Engagement
DEPENDCORE encourages employees to volunteer and actively participate in CSR programs, fostering a culture of responsibility and giving back to society.
Non-Compliance
Misuse of CSR funds or non-adherence to policy guidelines will result in corrective action, including financial accountability and disciplinary measures.
Review
This policy will be reviewed every two years to ensure alignment with evolving social, environmental, and legal frameworks.
DEPENDCORE Human Resources (HR) Policy
The DEPENDCORE HR Policy provides guidelines for fair employment practices, workplace rights, and employee welfare, in compliance with the Bangladesh Labour Act, ILO conventions, and international best practices.
Purpose
To promote a safe, fair, and inclusive workplace that supports professional growth, protects employee rights, and strengthens organizational performance.
Scope
This policy applies to all DEPENDCORE employees, management, contractors, and consultants across all offices and operations.
Employment Practices
- Equal Opportunity: Recruitment and promotion decisions are based on merit, without discrimination on the basis of gender, religion, ethnicity, disability, or political affiliation.
- Recruitment & Selection: Transparent hiring processes ensure fair competition and clear criteria for selection.
- Probation & Confirmation: Employees shall undergo a probationary period as per contract before confirmation of employment.
Workplace Rights & Benefits
- Employees are entitled to leave benefits (annual, sick, maternity/paternity, and public holidays) in accordance with Bangladeshi law.
- Compensation and benefits are fair, competitive, and compliant with the national wage structure and donor regulations.
- Working hours, overtime, and rest periods follow labour regulations and ensure employee well-being.
- Safe and healthy working conditions are maintained at all times.
Code of Workplace Conduct
- Respectful and harassment-free workplace is mandatory.
- Bullying, exploitation, and any form of workplace violence are strictly prohibited.
- Employees must use company property and resources responsibly.
Training & Development
DEPENDCORE invests in capacity-building through training, workshops, and mentoring to enhance employee skills, productivity, and career growth.
Grievance Handling
Employees have the right to raise concerns through formal grievance channels. Complaints will be addressed confidentially, fairly, and without retaliation.
Separation & Termination
- Resignation or termination must follow notice periods as per law and employment contracts.
- Employees are entitled to final settlement, including due wages, leave encashment, and gratuity (if applicable).
Non-Compliance
Violations of HR policies may result in disciplinary action, ranging from warnings to termination, in line with Bangladesh Labour Law.
Review
This policy will be reviewed annually or as required by changes in labour laws or organizational needs.
DEPENDCORE Whistleblower Policy
The DEPENDCORE Whistleblower Policy provides a safe and confidential channel for employees, suppliers, and stakeholders to report misconduct, unethical behavior, or violations of company policy, laws, and regulations.
Purpose
To encourage the reporting of concerns in good faith, protect whistleblowers from retaliation, and ensure timely investigation and corrective action.
Scope
This policy applies to all employees, contractors, vendors, consultants, and partners of DEPENDCORE.
Reportable Concerns
- Fraud, bribery, or corruption
- Financial mismanagement or misuse of company assets
- Violation of labour laws, human rights, or workplace safety
- Harassment, discrimination, or abuse of authority
- Environmental or social responsibility breaches
- Any other illegal or unethical conduct
Reporting Channels
- Confidential email or hotline designated for whistleblowing
- Direct reporting to the HR Manager, Compliance Officer, or Managing Director
- Anonymous reporting options available
Protection of Whistleblowers
- No retaliation, harassment, or discrimination against whistleblowers who report in good faith.
- Confidentiality will be maintained to the maximum extent possible.
- False or malicious reporting may result in disciplinary action.
Investigation Process
All reported concerns will be promptly reviewed and investigated by the designated committee. Corrective and disciplinary actions will be taken if necessary.
Responsibility
Management is responsible for ensuring awareness and implementation of this policy, and for protecting individuals who raise concerns.
Non-Compliance
Acts of retaliation or failure to investigate reported issues may result in disciplinary measures, including termination of employment or contracts.
Review
This policy will be reviewed annually to ensure continued effectiveness and compliance with relevant laws and standards.
DEPENDCORE Finance Policy
The DEPENDCORE Finance Policy ensures sound financial management, accountability, and compliance with Bangladesh financial regulations, tax laws, and international donor requirements.
Purpose
To safeguard company assets, ensure transparency in financial operations, and support informed decision-making through accurate and timely reporting.
Scope
This policy applies to all financial transactions, records, budgets, and reporting conducted by DEPENDCORE employees, management, and authorized partners.
Core Principles
- Accountability: All financial resources must be used responsibly and solely for business purposes.
- Compliance: Adherence to Bangladesh Bank regulations, NBR tax rules, and donor financial guidelines.
- Transparency: Financial information must be recorded, reported, and accessible for audit.
- Integrity: Zero tolerance for fraud, misappropriation, or unauthorized transactions.
Financial Planning & Budgeting
- Annual budgets must be prepared, reviewed, and approved by management.
- Expenditures must align with approved budgets unless exceptional approval is granted.
- Regular monitoring of budget vs. actual spending is required.
Expenditure & Authorization
- Clear approval limits set for managers, finance officers, and directors.
- All payments require supporting documentation (invoice, contract, PO, or delivery report).
- Cash advances must be reconciled with receipts within the set timeframe.
Cash & Bank Management
- Company funds must be deposited in authorized bank accounts only.
- Dual signatories required for all bank transactions above the defined threshold.
- Petty cash funds are to be maintained at minimal levels and reconciled regularly.
Accounting & Record Keeping
- All transactions must be recorded accurately and promptly in the accounting system.
- Financial records must be retained for at least 7 years for audit and compliance.
- Use of internationally recognized accounting standards (BFRS/IFRS).
Tax & Regulatory Compliance
DEPENDCORE shall comply with all tax obligations including VAT, income tax, and withholding tax, ensuring timely filings with the National Board of Revenue (NBR).
Audit & Reporting
- Internal financial reviews conducted quarterly by the Finance Department.
- External audits carried out annually by an independent auditor.
- Donor-specific reporting prepared in compliance with grant or project agreements.
Fraud Prevention
Strict measures are enforced to prevent fraud, including segregation of duties, approval controls, and monitoring of high-risk transactions.
Non-Compliance
Misuse of funds, fraudulent activity, or violation of this policy may result in disciplinary action, termination, or legal proceedings.
Review
This policy shall be reviewed annually to ensure continued alignment with laws, donor requirements, and best practices.
DEPENDCORE IT Policy
The DEPENDCORE IT Policy sets standards for the secure, efficient, and responsible use of information technology resources. It ensures compliance with Bangladesh ICT laws, international data protection standards, and donor requirements.
Purpose
To safeguard information assets, ensure business continuity, and promote ethical use of technology while supporting DEPENDCORE’s operations and stakeholder trust.
Scope
This policy applies to all employees, contractors, vendors, and third parties who access or use DEPENDCORE IT systems, networks, hardware, and data.
Acceptable Use
- Company IT resources must be used for authorized business purposes only.
- Unauthorized installation or use of software is prohibited.
- Employees must not access, share, or store illegal, offensive, or pirated materials.
- Social media, email, and internet usage must not compromise company security or reputation.
Access Control & Security
- Unique user IDs and strong passwords are mandatory for all systems.
- Access rights are role-based and reviewed regularly.
- Employees must lock devices when unattended and log out after use.
- Two-factor authentication and encryption must be applied where feasible.
Data Protection & Confidentiality
- Sensitive company and client data must be stored securely and shared only with authorized personnel.
- Confidential information must not be disclosed to unauthorized third parties.
- All data transfers must use secure channels (e.g., VPN, encrypted email).
System & Network Security
- Regular updates, firewalls, and antivirus software must be maintained.
- Unauthorized access attempts, malware, or suspicious activity must be reported immediately.
- Use of personal devices for work requires prior approval and compliance with security standards (BYOD policy).
Incident Response
All IT security incidents, breaches, or system failures must be reported immediately to the IT Administrator. A response plan will be executed to contain, investigate, and resolve the issue.
Monitoring & Compliance
DEPENDCORE reserves the right to monitor IT systems, email, and internet usage to ensure compliance with this policy and to protect company assets.
Training & Awareness
Employees will receive periodic training on IT security, phishing awareness, and safe data handling practices.
Non-Compliance
Violations of this policy may result in disciplinary action, including termination of employment, contract suspension, or legal consequences under applicable ICT laws.
Review
This policy shall be reviewed annually to align with technological changes, legal updates, and industry best practices.
