RISK MANAGEMENT, LEGAL SAFEGUARDS & CRISIS HANDLING

(Applicable to Khidmat-e-Khalq Foundation)

9.1 Objective

To identify and manage legal, financial, operational, and reputational risks in a timely and responsible manner, and to ensure preparedness for emergencies, disputes, or regulatory situations, while safeguarding the continuity and credibility of the Foundation.

9.2 Risk Identification

The Foundation recognizes potential risk areas which may include:

• Financial misreporting or misuse
• Non-compliance with statutory or regulatory requirements
• Internal disagreements or disputes
• Unauthorized representation or fundraising
• Data privacy or donor information concerns
• Reputational impact due to misinformation or allegations

9.3 Risk Oversight Authority

Risk oversight and response shall be coordinated by:

• President – Mohd Hammad Mohd Saee Khan
• Secretary – Khan Shamshuddin
• Treasurer – Khan Ajaz Ahmad Mohd Baqirdi

These office bearers shall collectively function as the Risk & Compliance Oversight Group.

9.4 Legal Safeguards

To minimize legal and operational risk, the Foundation shall follow these safeguards:

• Decisions to be supported by appropriate records and resolutions
• Adherence to governance and operational Steps 1 to 8 of this framework
• Engagement of qualified professionals (CA / legal advisor) when required
• Timely review and correction of any identified gaps or non-compliance
• Informal or verbal assurances shall not be treated as binding commitments of the Foundation.

9.5 Handling Complaints, Notices & Queries

In the event of receiving any legal notice, inquiry, bank query, donor concern, or internal complaint:

• 1. The matter shall be promptly brought to the notice of the President, Secretary, and Treasurer
• 2. A written response shall be prepared, internally reviewed, and professional advice taken where required
• 3. Individual members shall avoid independent responses
• 4. All correspondence shall be properly documented and preserved

9.6 Crisis Communication Guidelines

During sensitive situations or crises:

• Official communication shall be issued only by the President or Secretary
• Public statements or social media communication shall be made with due approval
• Information shared shall be factual and verified
• Unauthorized or inaccurate communication during such situations may be reviewed under the governance framework.

9.7 Financial Risk & Irregularity Handling

To manage financial risk:

• Periodic internal review of accounts may be conducted
• Duties relating to approval, payment, and recording shall remain segregated
• Audit trail shall be maintained for transactions

Any irregularity identified shall be examined promptly and addressed through appropriate corrective measures. Proven misuse, if any, may lead to recovery and further action as per law.

9.8 Continuity & Succession Planning

For uninterrupted functioning of the Foundation:

• Authority and access to records shall not rest with a single individual
• Access to bank accounts, records, and digital assets shall be documented
• In case of absence, incapacity, or exit of an office bearer, interim arrangements may be made by the Managing Committee through resolution

9.9 Insurance & Protection (Where Feasible)

Subject to need and feasibility, the Foundation may consider:

• Insurance for assets
• Event-specific insurance
• Liability or risk coverage

Such measures shall be taken with appropriate approval.

9.10 Applicability

This policy shall apply to all members, office bearers, and volunteers and is intended to support responsible conduct, risk awareness, and organizational stability.

Certification

This Step forms the final protective layer of the governance and compliance framework of Khidmat-e-Khalq Foundation and shall remain effective unless amended by a duly passed resolution.