2. SCOPE OF THE CODES 

• This policy applies to full-time, temporary or part-time staff, partner organizations and consultants employed by the organization to carry out work on behalf and association with PVDP.
• The code of conduct Form as per Annexure 15 should be signed by each staff.

      3. IMPLEMENTATION OF THE CODES

• Each staff person is required to sign an acknowledgement of intent to comply with the code.
• In field or relief environments Supervisor of Disaster Response Unit is responsible for the provisions of the code.
• The Human Resources department is responsible for administering the provisions of the code and acting to resolve issues under the code.
• Disciplinary process and grievance process are contained in relevant Human Resource Policies and are administered by the Human Resources department in consultation with the Programme Manager or Executive Director.

      4. ENFORCEMENT OF THE CODE OF CONDUCT 

• PVDP Core Management Team (PCMT) headed by Executive Director, PVDP is responsible for initiating disciplinary actions under the Discipline & Grievance Policy. 

      5. RULES OF CONDUCT 

A.      Undue favors not Accepted

It is the policy of PVDP to prohibit all staff from soliciting any undue favor from any persons having business dealings with the organization (e.g. partners, clients, suppliers, contractors). Staffs who wish to accept any advantage from such persons should seek special permission from the Management prior to the acceptance.

• Any gifts offered voluntarily to the staff in their official capacity are regarded as gifts to the organization should not be accepted without permission. Staff should decline the offer if the acceptance could affect their objectivity in conducting the organization’s business or induce them to act against the interest of the organization, or lead to complaints of bias or impropriety.
• For gifts which are presented to staff in their official capacity and of nominal value, the refusal of which could be seen as unsociable or impolite (e.g. a plague presented to a staff member during a seminar in which he is invited to be the guest speaker), the Management has given a blanket permission for the staff to accept these gifts. In other circumstances, the staff should apply in writing to the Management Board for permission to accept the gifts. Each application should be carefully considered by the Management Board or Director delegated the authority to consider such applications. Proper records of these applications should be kept showing the name of the applicant, the occasion of the offer, the nature and estimated value of the gift, and whether permission has been granted for the applicant to retain the gift or other directions have been given to dispose of the gift.
• There is however no restriction on the acceptance of advantages, in the staff’s private capacity, from any person who does not have any official dealings with the organization. In case of doubt, the staff should refer the matter to the Director for advice and instruction.

A.      Conflict of Interest

• A conflict of interest situation arises when the “private interests” of the staff compete or conflict with the interests of the organization. “Private interests” means both the financial and personal interests of the staff or those of their connections including: family and other relations; personal friends; the clubs and societies to which they belong; and any person to whom they owe a favor or are obligated in any way.
• Staff should avoid using their official position or any information made available to them in the course of their duties to benefit themselves, their relations or any other persons with whom they have personal or social ties. They should avoid putting themselves in a position that may lead to an actual or perceived conflict of interest with the organization. Failure to avoid or declare any conflict of interest may give rise to criticism of favoritism, abuse of authority or even allegations of corruption. In particular, staff involved in the procurement process should declare conflict of interest if they are closely related to or have beneficial interest in any company which is being considered for selection as the NGO’s supplier of goods or services.
• When called upon to deal with matters of the organization for which there is an actual or perceived conflict of interest, the staff member should make a declaration in writing to his supervisor. He should then abstain from dealing with the matter in question or follow the instruction of his supervisor who may reassign the task to other staff. 

A.      Entertainment 

Food or drink provided for immediate consumption on the occasion, and any other entertainment provided at the same time is allowed since entertainment is an acceptable form of business and social behavior and is not an “advantage”. However, staff must not accept lavish or frequent entertainment from persons with whom the organization has official dealings (e.g. Partners, suppliers or contractors), so that they will not be placed in a position of obligation to the offeror. 

A.      Misuse of Official Position

• Staff members who misuse their official position for personal gains or to favor their relatives or friends are liable to disciplinary action or even prosecution. Examples of misuse include a staff member responsible for the selection of suppliers giving undue favor or leaking tender information to his relative’s company with a view to awarding the contract to the latter.
• Provide adequate safeguards to prevent its abuse or misuse. Examples of misuse include disclosure of information in return for monetary rewards, or use of information for personal interest. It should also be noted that unauthorized disclosure of any personal data may result in a disciplinary action.

A.      Fair Use of Organization’s Property, Assets & Resources 

• Staff given access to any property of the organization should ensure that it is properly used for the purpose of conducting the organization’s business. Misappropriation of the organization’s property for personal use or resale is strictly prohibited. 

A.      Outside Employment 

• Staffs, who wish to take up paid outside work, including those on a part-time basis, must seek the written approval of the organization before accepting the job. Applications for outside work should be made to the Director for consideration. Approval will not be given if the outside work is in conflict with the interest of the organization.

A.      Special Consideration for Women 

• Female employees will receive equal remuneration, including benefits, equal treatment, equal evaluation of the quality of their work and equal opportunity to fill all positions open to male workers.
• Employees who take maternity leave as per the polices and procedure of PVDP operations manual will not face dismissal nor threat of dismissal, loss of seniority or deduction of wages, and will be able to return to their employment. 

A.      Relationships with the local community 

PVDP encourages workers to develop comprehensive relationships with members of the local community. The overall success of our work will be significantly enhanced through positive local relationships. 

• Involvement in local political movements or leadership in community activities that might compromise PVDP objectives should be avoided.
• Considerable care should be exercised in the area of religious activities. Although PVDP will not restrict religious practice of any kind, staff and dependents need to be aware of local sensitivities towards particular religious practices and take the appropriate actions.
• In the context of such relationships such workers are encouraged to ensure that their personal activities are not seen as being the official position of PVDP. 

A.      Relationships with Other Staff 

Workers are encouraged to maintain open and professional relationships with each other.  Differences in culture, religion and politics should be respected. 

• Staff must abide by the requirements of PVDP’s equal opportunities, diversity and anti- harassment policies.
• Staff must not take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside PVDP
• All staff must comply and adhere with all legal and organisational health and safety requirements in force at the location of their work, including any security guidelines.
• While it is to be expected that friendships will develop between staff such relationships must not interfere with programme objectives. 

A.      Prevention of Sexual Exploitation, Abuse and Harassment 

• Every employee shall be treated with dignity and respect. No employee shall be subject to any physical, sexual, psychological, or verbal harassment or abuse. PVDP will not tolerate any form sexual harassment at the workplace.
• Sexual relationships with programme beneficiaries, their family members or persons employed by businesses contracted to PVDP are never permitted.
• All Staff will adhere to the Child Protection Policy of PVDP 

A.      Use of Alcohol, Drugs and Smoking 

• Staff is strictly prohibited to use any thing that comes under the definition of alcohol or alcoholic in any office premises or vehicles.
• Working under the influence of alcohol is considered gross misconduct and workers affected by alcohol during work periods will be dealt with in accordance with disciplinary procedures. (Please refer to the Discipline & Grievance Policy)
• Cigarette smoking, or chewing of Beatle nuts (pan) in the office premise is not allowed. 

A.      Media Relations 

PVDP regards media coverage of our activities as being pivotal to the success of our programmes. 

• Any requests for personal interviews or comments must be referred to the Head Office in the first instance.
• Any news or information of the organisation will be publicized after the approval of Executive Director.

Not to take photographs, videos or audio recordings during their work interaction with communities unless its needed for official purpose or they have approval from PVDP

A.      Weapons are prohibited 

• Any weapons are prohibited in any building owned or operated by PVDP, including employee accommodation.
• PVDP prohibits the carrying of any weapons on agency vehicles. 

N.    Anti-terrorism 

• Employees must obey the law of the countries in which they work, including bilateral agreements between that country’s authorities and PVDP. 

A.      Communities Data Protection 

• All employees are not allowed to miss use data collected from community for the sake of any program implementation for the betterment of community.  

A.      Environment and Social Responsibility  

• All employees, board members, contractors are responsible to protect the environment and feel it as our social responsibility.
• During the construction work or developing any infrastructure PVDP’s employees and contractor will assure the protection of environment by protecting trees. 

A.      Professional competence and due care 

All employees will have and maintain professional knowledge and skill at the level required to ensure that a client or employer receives competent professional services based on current developments in practice.

A.      Work Life  Balance 

PVDP employees must, during both working and non-working hours and in their private lives, abstain from any conduct that they know or should know to be or to appear inappropriate, particularly in the specific context they are in 

6. Waivers of the Code of Conduct 

There shall be no waiver of any part of this Code of Conduct for any PVDP Staff except by a vote of the Board of Directors or a designated board committee that will ascertain whether a waiver is appropriate under all the circumstances. If a waiver of this Code is granted to a director or officer, the notice of such waiver, along with the justification for such waiver. 

Compliance with the Code 

• It is the personal responsibility of every staff member to understand and comply with the Code of Conduct.
• All managers should also in their daily supervision ensure that their subordinates understand and comply with the standards and requirements stated in the Code. Any problems encountered as well as any suggestions should be channeled to the designated section or officer for consideration and advice.
• Any staff member who violates any provision of the Code will be subject to disciplinary action. In cases of suspected corruption or other criminal offences, a report will be made to the PVDP management for appropriate action. 

7. Further Information and Support 

You don’t have to have all the facts and details, or be sure that something is wrong to raise a code of conduct and ethics concern. In PVDP, we’ll treat all reports seriously, fairly, and promptly, and if something needs to be fixed, we’ll take action based on what we learn.

It takes courage to speak up when something’s not right. We understand that you might be uncomfortable or anxious. That is why we do not tolerate retaliation. Anyone who retaliates against an employee for engaging in any of these activities will be subject to disciplinary action, up to and including termination of contract. 

Choose whichever reporting option you are most comfortable using. Whichever option you choose, your confidentiality will be protected: