The Birth of Saifrood

From the dawn of creation, the instinct of helping and cooperating has been deeply rooted in human nature—an instinct that has accompanied humanity through all the ups and downs of history. In every era, there have been individuals whose good names and benevolence have remained engraved on the tablets of history, their paths and principles serving as examples for future generations. Today, we once again witness such young people, who shoulder the burden of humanity and compassion, striving tirelessly to assist their fellow human beings.

The Saifrood Unity and Aid Organization—named after a glorious chapter in the history and civilization of Afghanistan, particularly in the hearts of the people of Ghor—represents the fruit of steadfast determination and tireless efforts by a group of dedicated youth who have devoted the most valuable years of their lives to serving the people. With the drafting of its statutes and completion of the required legal procedures, the organization’s dossier was submitted to the relevant ministry, and on 23 April 2025 (3th of Sawr 1404), it officially received its license to operate from the Council of Ministers of the Islamic Emirate. This achievement marks the beginning of organizational order and Saifrood’s purposeful service delivery.

Administrative Structure of Saifrood

The leadership of the organization rests with a united, faithful, and creative team that, within a short period, managed to establish the headquarters in Herat province, equipping it and announcing the start of formal activities. In recognition of their efforts, the following individuals are mentioned:

• Mr. Abdullah Samim – Chairman of the Organization
• Mr. Ajabgul Samoon – Deputy Director
• Mr. Hayatullah Alam – Finance and Administration Manager
• Mr. Sebghatullah Alam – Field Officer
• Mr. Abdul Zahir Alam – Head of Security

Institutional and Administrative Preparedness

To ensure a strong institutional foundation, the following measures have been completed and/or are in the process of finalization:

• Establishment of the central office in Herat and procurement of essential equipment (desks, chairs, electrical and communication devices), along with registration of assets and preparation of an asset inventory book.
• Development of an organizational structure (organigram) with clearly defined authorities, job descriptions (JDs), and reporting lines.
• Launch of administrative and financial systems including journals, forms, and internal workflows (correspondence flow, registration of incoming/outgoing letters, archiving, and filing). A QuickBooks-based accounting system has been deployed for financial recording, reporting, and internal controls.
• Opening and regulation of bank accounts in the name of the organization, with internal control procedures for receipts and disbursements.
• Establishment of physical security measures and information protection mechanisms (entry/exit registration, access control, locks, and regular backups of important documents).
• Launch of the official website SAIFROOD.ORG for transparency, publication of policies and reference documents, announcements, reports, job opportunities, and procurement notices.

Policies and Reference Documents

To ensure transparency, accountability, and compliance, Saifrood has developed and implemented (or is in the process of finalizing) a comprehensive package of 25 approved policies and operational procedures. Examples include:

• The organization’s Statute, and the bylaws of the Board of Directors and the Executive Committee.
• Human Resources Policy (recruitment transparency, diversity and inclusion, performance evaluation, administrative discipline, and personnel files).
• Financial and Procurement Policy (budgeting, payments, contract execution, price comparison principles, petty cash management, and internal controls), implemented alongside QuickBooks for transaction recording, account reconciliation, and financial reporting.
• Conflict of Interest Policy and guidelines requiring all staff and management members to sign a Declaration of Non-Conflict of Interest.
• Code of Conduct, Child and Vulnerable Persons Safeguarding Policy, and Protection from Sexual Exploitation and Abuse (PSEA) Policy.
• Health and Safety Policy with risk management and physical protection guidelines.
• Information Management and Data Protection Policy, covering both digital and paper archiving.
• MEAL Procedures (Monitoring, Evaluation, Accountability, and Learning), including a Client Feedback and Complaint Mechanism (CFM) with clear pathways for receiving, recording, referral, and response.
• Project Management Procedures including work plan templates, procurement plans, risk matrices, and periodic reporting formats.

 

Feedback, Complaints, and Unique Identification Numbers (UIN)

To ensure accountability and transparent tracking, Saifrood issues a Unique Identification Number (UIN) to each beneficiary household/individual. This number is used in all service-related interactions, complaint follow-ups, and feedback submissions. Access pathways include:

• Online feedback and complaint form available on the official website: SAIFROOD.ORG (CFM section).
• All submissions are recorded, referred, and responded to based on the UIN, ensuring precise follow-up, preventing information overlap, and guaranteeing confidentiality.
• Summarized statistics of addressed complaints/feedback are periodically published on the website.

Human Resources and Capacity-Building

• The recruitment plan for key positions has been completed, and hiring is progressing within the framework of the HR Policy.
• An Induction Training package for new staff—covering the Code of Conduct, PSEA, financial controls, MEAL, and administrative procedures—has been developed and is being delivered.
• Regular internal coordination meetings are held to review progress, identify challenges, and improve systems.

Initial Achievements

1. Coordination with the Provincial Directorate of Economy for official registration, verification of office premises, and introduction of board members.
2. Establishment of the administrative structure and procurement of basic office equipment with due regard for cost-efficiency and accountability standards.
3. Drafting and phased implementation of key policies and procedures to guarantee transparency and accountability.
4. Launch of communication and archiving mechanisms for managing official correspondence, contracts, and documents.
5. Deployment of QuickBooks and development of an internal guide for financial event recording, reporting, and account reconciliation in line with the financial policy and internal controls.
6. Activation of the website SAIFROOD.ORG and operationalization of the UIN system for managing feedback and complaints.

Conclusion

Saifrood, a sapling freshly planted, today stands tall with strong institutional foundations and is ready to carry out its humanitarian mission in service to the people.

Author: Sebghatullah Alam