ORGANIZATIONAL CODE OF CONDUCT
The Organization and its employees must, at all times, comply with applicable laws, rules and regulations, without exemption. Unethical transactions like bribery and favors will not be condoned by the organization. No action by any employee should leave room for illegal interpretations. Any uncertainty should be clarified by seniors through legal advice.
General Employee Conduct:
The Organization expects its employees to maintain professionalism in the conduct of their activities while on duty. Drinking, gambling and fighting is strictly prohibited.
Sexual harassment, or misconduct by any employee will be dealt with severely, this include, inappropriate language, circulation of offensive material or using office equipment like computers for viewing such.
Conflicts of Interest:
Employees will not use their position or knowledge for undue personal gains or favors. Any situation that is seen as such should be reported.
Outside Activities, Employment, and Directorships:
All employees have a serious responsibility toward the community. Willingness to contribute towards religious, charitable and educational activities is encouraged. However, developing a business interest outside the organization that would take up extensive time or create conflict of interest should be avoided. This will be against the organization’s best interest.
Relationships with Clients and Suppliers:
Employees should refrain from striking personal business relations with the organization’s stakeholders, be it suppliers, clients or partners. This will influence their duties towards the organization.
Gifts, Entertainment, and Favors:
Employees should not accept gifts, favors or entertainment from business partners of the organization. This may be construed as a willingness to favor the concerned party or an expectation of similar favors from the organization.
Kickbacks and Secret Commissions:
Employees are forbidden from receiving any monetary compensation or kickbacks from business partners or suppliers. This will result in termination and legal action against the employee.
Organization Funds and Other Assets:
Employees with access to the organization funds should strictly follow the procedures laid out for handling, recording and protecting the money. The organization’s strict anti-fraud standards are meant to prevent dishonesty and fraud. Any knowledge of such happenings should be immediately reported and escalated for legal intervention
When an employee is authorized to spend Organization funds or incurs any reimbursable personal expenses, the individual should use good judgment on the Organization’s behalf to ensure good value is realized for every expense. Organization funds and assets are for the Organization’s use only and not for personal benefit.
Organization Records and Communications:
Accurate, reliable and timely record of all business transactions should be maintained. Accounting and records of assets and liabilities are essential for fulfilling legal and financial compliance obligations, due diligence and enforcement is required by the responsible person.
Employees will not engage in any false record or communication of any kind, whether internal or external, including but not limited to:
1. False expense, attendance, production, financial, or similar reports and statements
2. False advertising, deceptive marketing practices, or other misleading representations
Dealing With Outside People and Organizations:
Employees must separate their personal and professional roles from their Organization on matters not involving Organization business.
Employees must not use the organization’s identity, stamps, stationery, supplies, and equipment for personal or political matters.
Only the official spokesperson will communicate publicly on matters involving the organization’s business.
When dealing with anyone outside the Organization, including public officials, employees will maintain decorum and refrain from tarnishing the reputation of the organization.
Prompt Communications:
Prompt, timely and accurate communication should be maintained with all relevant stakeholders. Prompt and courteous responses will be provided for all information requests and complaints.
Privacy and Confidentiality:
Financial and personal information about customers or others with whom the Organization has dealings will be handled with care
Collect, use, and retain only the personal information necessary for the Organizations business. Information should be sourced only from the concerned person or a reliable resource.
Such information should be retained only for as long as necessary or as required by law. Protect the physical security of this information.
Internal access to personal information should be limited to those with a legitimate business reason for seeking that information. The information should be used only for the purpose it was obtained. Consent should be obtained for disclosing such personal informal to external agencies, unless there is a legal or contractual obligation