AUSSIE  ASSOCIATION  OF  SOMALIA    

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

CODE  OF  CONDUCT  FOR  STAFF  AND  VOLUNTEERS  

(Aussie  Association  of  Somalia  -­‐AAS)  
 
 
 
 
 
FIRST  EDITION  
DECEMBER,  2017  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
HEAD  OFFICE  
Maka-­‐Al-­‐Mukarama  Street,  Dahabshill  Building,  
Waabari  District,  Mogadishu-­‐Somalia  
 
  
TABLE  OF  CONTENTS  
 
Titles                                                                                                                                                                                                                                                                                                                                                                                  Pages  
 
1.  The  Code  of  Conduct  for  AAS  Staff  and  Volunteers……………………………………………………………………………..3  
1.1.  Introduction…………………………………………………………………………………………………………………………………….3  
1.2  Scope  of  the  Code……………………………………………………………………………………………………………………………...3  
1.3  Implementation  of  the  Code………………………………………………………………………………………………………………3  
1.4  Purposes  and  Application  of  the  Code  of  Conduct……………………………………………………………………………….3  
1.5.  AAS’s  Vision,  Mission  and  Values…………………………………………………………………………………………………3-­‐4  
1.6.  Standards  of  Behavior  Expected…………………………………………………………………………………………………….4-­‐5  
2.  Abuse  of  Power…………………………………………………………………………………………………………………………………..5  
3.  Relationship  with  Local  Community…………………………………………………………………………………………………5-­‐6  
4.  Equal  Opportunities  and  Diversity………………………………………………………………………………………………………6  
5.  Bullying  and  Harassment……………………………………………………………………………………………………………………6  
6.  Conflict  of  Interest……………………………………………………………………………………………………………………………...6  
7.  Other  Employment……………………………………………………………………………………………………………………………..6  
8.  Political  Activities………………………………………………………………………………………………………………………………6  
9.  Use  of  AAS  Information  and  Resources……………………………………………………………………………………………..7  
10.  Relationships  with  Other  Staff………………………………………………………………………………………………………….7  
11.  Weapons…………………………………………………………………………………………………………………………………………7  
12.  Alcohol  and  Drugs……………………………………………………………………………………………………………………………7  
13.  Hospitality………………………………………………………………………………………………………………………………………8  
14.  Sexual  Harassment  and  Exploitation………………………………………………………………………………………………...8  
15.  Theft……………………………………………………………………………………………………………………………………………….8  
16.  References  and  related  Statements  of  Policy  and  procedures…………………………………………………………….8  
17.  Staff  to  Signoff  Code  of  Conduct………………………………………………………………………………………………………..8  
APPENDIX-­‐1:  Code  of  Professional  Practice  for  the  AAS  Programme  Staff………………………………………...9-­‐10    
 
 
 
 
 
 
 
 
 
 
 
 

  2  
1.  THE  CODE  OF  CONDUCT  FOR  AAS  STAFF  AND  VOLUNTEERS  
1.1.  Introduction:  
In   order   to   meet   our   objectives,   AAS   must   retain   its   reputation   as   a   non-­‐   governmental   organization  
(“NGO”)  of  integrity   and  respect.  As  a   member  of  a   team  that   brings   assistance   to   needy   communities   you  
are   a   representative   of   AAS.   The   Code   of   Conduct   (the   “Code”)   outlined   below   is   designed   to   help   you  
understand   how   important  it  is  to  maintain  professional  practices  and  an  ethical  lifestyle. Where  the  Code  
relates   to   existing   AAS   policy   documents   these   connections   will   be   noted.   You   are   required   to   familiarize  
yourself  with  and  adhere  to  these  policies. When  you  have  read  the  Code  please  sign  in  the  space  provided  to  
indicate  your  agreement  with  the  provisions  and  return  the  completed  form  to  the  Human  Resource    
 
1.2  Scope  of  the  Code  
a) The  Code  covers  all  AAS  employees,  volunteers,   consultants,   contractors  and  interns    
b) All  locations  where  AAS  works  are  covered  by  the  Code.  
 
1.3  Implementation  of  the  Code  
a) The  E x e c u t i v e ,   a n d   Senior  Managers  are  responsible  for  the  provisions  of  the  Code.  
b) The   Human   Resources   is   responsible   for  administering  the   provisions   of   the  Code  and  acting  to  resolve  
issues  under  it.  
 
1.4  Purpose  and  Application  of  the  Code  of  Conduct  
AAS  staff  must  at  all  times  observe  the  highest  standards  of:  
a) Fairness  
b) Integrity  
c) Honesty  
d) Objectivity  
e) Openness  
f) Accountability  
g) Selflessness  
h) Sensitivity  to  other  cultures  
i) Sensitivity  to  individual  encumbrances  
j) Adherence  to  modest  and  respectful  dress  at  all  times.  
 

The  Code  provides  guidance  to  ensure  actions  and  behavior  are  consistent  with  both  AAS  values  and  the  high  
standards  of  conduct  required  maintaining  donor  confidence  in  the  work  of  AAS.  Therefore;  
F You  must  familiarize  yourself  with  the  contents  of  the  Code  and  act  in  accordance  with  the  principles  and  
the  guidance  set  out  in  it  
F You  must  ensure  that  you  understand  your  duties,  rights  and  responsibilities,  and  are  familiar  with  AAS  
policies   and   relating   to   you   and   your   role.   New   and   amended   policies   are   circulated   to   all   staff   as   and  
when   they   are   approved   –   you   are   required/expected   to   review   policies   and   to   revert   to   your   line  
manager  and/or  HR  if  you  have  any  queries  in  relation  to  any  of  them.  Further,  new  employees  will  be  
required  to  attend  relevant  training  or  induction  courses  to  become  familiar  with  our  policies  
F Serious   failure   to   comply   with   the   Code   may   lead   to   disciplinary   action   being   taken   against   staff   that  
infringes   the   Code.   Accordingly,   you   should   seek   advice   or   guidance   from   your   line   manager,   Heads   of  
Departments  or  Human  Resources  if  you  are  in  any  doubt  about  how  this  Code  applies  to  you  
F Where  staff  is  members  of  professions  with  established  professional  ethical  codes  of  their  own,  they  are  
encouraged  to  continue  to  abide  by  those  ethical  codes  as  well  as  the  AAS  code  of  conduct  
F Staff  is  encouraged  to  review  significant  international  documents  in  particular  the  funding  agreements  of  
similar   humanitarian   organizations,   including   Sphere   and   Humanitarian   Accountability   Partnership  
(“HAP”)  standards,  UN  Declaration  of  Human  Rights  and  the  People  in  Aid  Code  of  Good  Practice.  
 
1.5.  AAS’s  Vision,  Mission  and  Values      
1.5.1.  Vision  
People  living  with  peaceful  environment,  human  rights,  dignity  and  development  
  3  
1.5.2.  Mission  
To   provide   effective   social   service   delivery   for   the   protection   of   the   human   rights,   life   saving,   poverty  
alleviation,  promote  positive  social  and  economic  transformation  
 
1.5.3.  Values  
Our  values  are  compassion  and  sensitivity  to  the  needs  and  condition  of  others;  empowerment  of  people  to  
realize  their  true  potential;  justice  and  equality  for  all  by  considering  the  rights  of  people  and  treating  them  
with  dignity  and  respect  irrespective  of  their  background;  and  accountability  both  for  our  own  actions  and  
those  of  our  partners.  
 
1.6.  Standards  of  Behavior  Expected  
The   ED   has   overall   responsibility   for   the   effective   operation   of   this   policy,   and   is   accountable   to   the   Board   of  
Governance  for  propriety  in  a  broad  sense,  including  on  conduct  and  discipline  matters.  The  ED  also  has  a  
duty  to  ensure  that  employees’  rights  are  respected.  
 
As  member  of  staff/volunteer  you  have  a  right  to:  
F Be  spoken  to  politely  
F Be  treated  with  respect  
F Be  treated  fairly  and  courteously  by  colleagues  and  those  outside  the  organization  for  whom  we  work  
F Be  treated  fairly  in  recruitment,  training  and  promotion  
F Have  your  private  life  and  commitments  outside  work  respected  
F Have  your  point  of  view  listened  to  and  considered  
F Not  be  harassed  or  intimidated  at  work  and  in  particular  have  a  right  not  to  be  harassed  or  intimidated  
because   of   your   race,   gender,   color,   ethnic   or   national   origin,   religion,   disability,   marital   status,   age   or  
sexual  orientation  
F Speak   out   if   you   are   the   victim   of   bullying,   harassment   or   intimidation   and   have   your   complaint   taken  
seriously  and  properly  investigated.  
 
As  member  of  staff/volunteer,  you  have  a  responsibility  to:  
F Act  professionally  in  your  dealings  with  colleagues  
F Treat  colleagues  as  individuals  and  show  sensitivity  to  their  needs  
F Treat  complainants,  those  investigated  and  other  stakeholders  with  fairness,  courtesy  and  sensitivity  to  
their  needs  and  the  situation  they  are  in  
F Consider  others  in  the  exercise  of  your  duties  
F Keep  in  mind  the  limitations  of  your  own  experience  and  value  others’  perspectives  and  experience  
F Express  your  point  of  view  without  being  aggressive  or  overbearing  
F Listen  to  what  others  say  and  respect  their  point  of  view  
F Learn  from  your  mistakes  
F Try  to  find  solutions  and  work  through  disagreements  with  others  
F Be  accountable  for  your  own  decisions  and  co-­‐operating  scrutinized  internally  and  externally.  
F Take  responsibility  for  your  own  learning  and  development  
F Take  action  if  you  witness  or  are  made  aware  of  any  improper  conduct,  including  any  act  of  harassment  
or  discrimination  
F Ensure  that  others  are  not  subject  to  discrimination  
F Ensure  that  decision-­‐making  is  not  subject  to  discrimination  
F Challenge   attitudes   that   demean,   or   denigrate   other   people     (individuals   or   groups)   and   develop   self-­‐
awareness  of  the  impact  of  your  own  behavior  
F Ensure   that   your   behavior   (at   work   or   outside)   and   your   appearance   at   work   whilst   representing   AAS  
does  not  cause  embarrassment  to  the  organization  or  reflect  negatively  on  us  in  a  way  that  would  bring  
the  reputation  of  AAS  into  disrepute  or  cause  a  loss  of  donor  confidence  in  its  work  
F Avoid   any   unnecessary   risk   to   the   safety,   health   and   welfare   of   yourself   and   others,   including   outside  
partners  and  beneficiaries  
F Service  for  the  needs  of  the  beneficiaries  through  the  provision  of  high  quality  and  effective  services  
  4  
 F Work  in  true  partnership  with  others  
F Strive  to  attain  the  highest  personal  standard  of  professional  knowledge  and  competence  
F Keep  abreast  of  developments  in  your  areas  of  expertise  
F Notify  AAS  if  you  face  any  criminal  charges  during  employment  
F Without   delay,   report   all   instances   of   suspected   theft,   money   laundering,   terrorist   financing,   fraud,  
bribery  or  corruption  to  the  ED.  
 

All  staff  members  have  a  responsibility  to  act  for  the  best  interests  of  the  organization.  This  includes  the  
requirement  to  maintain  organizational  confidentiality,  whilst  making  the  communications  necessary  to  
further  the  vision  and  aims  of  the  organization.  
 
1.6.1.  Staff  members  should:  
F Provide  necessary  information  as  clearly  and  openly  as  possible  
F Carefully   file   important   organizational   and   programmatic   material.     Files   should   be   well   organized   and  
regularly  maintained  
F Employ   AAS’s   standard   filing   system,   which   is   common   to   all   our   offices,   in   order   to   facilitate  
organizational  management  and  accountability  
F Protect  the  confidentiality  of  all  internal  organizational  information  
F Maintain  the  confidentiality  of  personal  files,  which  should  be  kept  in  a  secure  place  
F Refrain  from  any  behavior  in  the  course  of  their  work,  which  might  bring  the  organization  into  disrepute  
F Refrain  from  ascribing  views  to,  or  speaking  on  behalf  of,  the  organization  unless  specifically  authorized  
to  do  so  
 

Please  refer  to  Appendix  1  –  Code  of  Professional  Practice  for  AAS  Programme  Staff  
 
2.  ABUSE  OF  POWER  
Humanitarian  work  is  a  privilege,  and  as  a  result  of  ongoing  high  standards  AAS  continues  to  enjoy  respect  
amongst  its  beneficiaries.  Therefore;  
F Staff  must  not  use  their  position  with  AAS  for  their  own  benefit  or  for  the  benefit  of  family  members  or  
friends  
F Staff  shall  not  criticize  AAS  in  public  nor  make  any  adverse  comments  against  AAS  Board,  staff  and  
volunteers  
F Staff  will  not  have  tattoos,  haircuts,  piercings,  which  contradict  AAS’s  values  and  ethos  
F Staff  must  not  offer,  promise,  give,  accept  or  solicit  money,  gifts  or  other  advantage  as  an  inducement  to  
obtain  an  unfair  advantage.  Such  an  act  would  constitute  a  criminal  offence.  If  a  staff  member  is  found  to  
have  solicited,  accepted,  offered  or  given  any  bribe  (or  inducement),  the  employee  will  face  disciplinary  
action,  which  could  include  dismissal  for  gross  misconduct,  and  may  face  criminal  prosecution.  (Refer  to  
the  Anti-­‐Fraud  and  Corruption  Policy  for  further  details)  
F Staff  member  are  not  permitted  to  receive  personal  gifts  of  money,  materials  or  services  from  
beneficiaries  or  sub-­‐contractors  
F In  situations  where  contracts  to  provide  services  for  AAS  are  being  facilitated  by  staff  all  such  contracts  
must  be  fair,  equitable,  written  and  signed  by  all  parties.  The  conflict  of  interest  form  must  be  completed  
by  all  the  individuals  involved  
Employees  who  are  in  breach  of  these  rules  will  be  subject  to  AAS  disciplinary  procedure.  
 
3.  RELATIONSHIPS  WITH  THE  LOCAL  COMMUNITY    
AAS  encourages  staff  to  develop  cordial  relationships  with  members  of  the  local  community.  The  overall  
success  of  our  work  will  be  significantly  enhanced  through  positive  local  relationships.  Therefore;  
F Where  appropriate,  workers  are  encouraged  to  join  with  local  cultural,  community  and  religious  groups  
and  observe  all  local  laws  
F Involvement  in  local  political  movements  or  leadership  in  community  activities  that  might  compromise  
AAS  objectives  in  the  field  must  be  avoided  
F Considerable  care  should  be  exercised  in  the  area  of  religious  activities.  Although  AAS  will  not  restrict  

  5  
 religious  practice  of  any  kind,  staff  and  dependents  need  to  be  aware  of  local  sensitivities  towards  
particular  religious  practices  and  take  appropriate  action  to  respect  them.  
 

Local   staff   is   member   of   the   community   and   will   have   relationships   with   many   community   activities.  
Accordingly,   staff   is   encouraged   to   speak   with   management   in   the   event   that   they   are   unclear   on   the  
distinction  between  personal  and  organizational  activities  or  as  to  what  might  constitute  a  conflict  of  interest  
(see  below).  
 
4.  EQUAL  OPPORTUNITIES  AND  DIVERSITY  
Valuing   diversity   means   developing   an   organization   that   is   genuinely   open   to   the   creativity,   insights   and  
experience   of   people   of   different   backgrounds.   As   an   equal   opportunities   employer   we   are   committed   to  
promoting   equal   opportunities   in   employment.   All   our   staff   and   any   job   applicants   will   receive   equal  
treatment   regardless   of   age,   disability,   gender   reassignment,   marital   or   civil   partner   status,   pregnancy   or  
maternity,  race,  color,  nationality,  ethnic  or  national  origin,  religion  or  belief,  sex  or  sexual  orientation.  We  
will  also  extend  this  principle  to  all  individuals  and  organizations  with  whom  we  work.  It  means  dealing  with  
prejudice  and  discrimination  where  it  exists  and  recognizing  that  we  have  to  remain  vigilant  to  obtain  the  
benefits  of  diversity.  
 
5.  BULLYING  AND  HARASSMENT  
AAS  is  committed  to  the  prevention  of  bullying  and  harassing  behavior.  It  is  in  AAS  interest  to  make  it  clear  
to  everyone  that  such  behavior  will  not  be  tolerated.  The  cost  of  negative  behavior  to  the  organization  can  be  
significant,   and   includes   poor   employee   relations,   low   morale,   inefficiency   and   potentially   the   loss   of   staff.  
These   are   rare   negative   factors,   which   we   are   keen   to   avoid.   The   Code   details   the   standards   of   behavior  
expected  of  all  staff.  
 
6.  CONFLICTS  OF  INTEREST  
Occasionally   situations   may   arise   where   a   conflict   of   interest   occurs   between   AAS   activities   and   personal  
activities.  This  can  particularly  occur  in  the  areas  of  service  provision  and  business  contracts.  Therefore;  
a) Staff  is  not  permitted  to  form  business  relationships  between  members  of  their  own  extended  family  and  
AAS.  
b) Staff  that  also  manage  private  businesses  or  have  a  financial  interest  in  businesses  that  may  potentially  
engage  with  charities  or  organisations  of  the  like,  staff  must  declare  their  interest  as  soon  as  practicable.  
c) Where  AAS  may  engage  in  business  with  staff’s  own  private  business,  staff  must  declare  their  interest  and  
excuse   themselves   from   the   procurement   exercise/contract   award.   Additionally,   those   staff   is   not  
permitted  to  sign  contracts  between  AAS  and  those  businesses  
d) Where   an   employee   becomes   aware   of   a   potential   conflict   of   interest   they   must   immediately   discuss   this  
matter   with   their   line   manager.   AAS   will   make   every   effort   to   ensure   that   the   process   of   enhancing  
neutrality  and  fairness  will  not  disadvantage  staff.  The  employee  is  to  complete  conflict  of  interest  form  
as  soon  as  practicable.  
e) Where  staff  continues  to  permit  a  conflict  of  interest  to  remain,  disciplinary  processes  may  be  invoked.  
 
7.  OTHER  EMPLOYMENT  
All  those  who  work  for  AAS  are  expected  to  observe  the  highest  possible  standards  in  both  their  professional  
and  personal  lives.  Employees  of  AAS  must  not  accept  any  additional  engagements  i.e.  lecturers  employment  
or   consultancy   work   outside   of   AAS   without   first   obtaining   permission   from   management   in   writing.   All  
employment  (whether  paid  or  unpaid)  must  be  declared.  
 
8.  POLITICAL  ACTIVITIES  
AAS   is   an   independent   body   and   needs   to   act   (and   be   able   to   demonstrate)   in   a   neutral   and   impartial  
manner,  as  public  confidence  might  be  affected  if  it  was  believed  that  an  individual  member  of  staff’s  political  
views   were   compromising   its   independence   and   impartiality.   On   matters   directly   affecting   AAS,   staff   must  
not  make  political  speeches  or  engage  in  other  political  activities.  
 

  6  
9.  USE  OF  AAS  INFORMATION  AND  RESOURCES  
Employees   have   a   duty   to   ensure   that   AAS   resources   are   used   in   the   most   economical,   efficient   and   effective  
manner.   AAS   provides   information   and   resources   (mobile   telephones,   vehicles   and   computers   (laptops)  
including  use  of  email,  internet,  photocopiers,  fax  machines  and  (housing  in  international  locations))  in  order  
to  assist  the  work  of  staff.  AAS  recognizes  that  in  some  circumstances  this  equipment  can  be  used  for  private  
purposes.  
 
Employees  must  use  AAS  vehicles  and  computers  in  accordance  with  the  relevant  policies.  Where  permission  
is   granted   to   use   equipment   for   personal   use   discretion   must   be   exercised   in   order   to   maintain   the  
reputation   of   the   organization.   Over   the   years   AAS   has   established   a   significant   database   of   expertise   and  
knowledge   relating   to   our   humanitarian   and   development   work.   This   knowledge   remains   the   property   of  
AAS   and   must   be   protected.   Employees   are   not   permitted   to   use   institutional   knowledge   for   personal  
advancement.   Most   of   the   equipment   owned   by   AAS   is   recognizable   by   the   organizational   logo.   AAS   workers  
are  not  permitted  to  use  AAS  name,  logos  or  other  intellectual  property  for  non-­‐AAS  use.  
 
9.1.  Access  to  Information  
All   AAS   employees   must   comply   with   the   Data   Protection   Policy  and   not   use   information   obtained   for   one  
purpose   for   a   different   purpose.   Data   should   be   requested,   retained   and   destroyed   in   line   with   the   Policy.  
Information  gained  in  the  course  of  employment  must  not  be  used  for  unauthorized  purposes.  
 
9.2.  Media  Relations  
AAS  regards  media  coverage  of  organizational  activities  as  pivotal  to  the  success  of  its  programs.  Therefore;  
a) All  media  contact  must  be  through  AAS  Information  and  Communication  Department    
b) Any  requests  for  personal  interviews  or  comments  must  be  referred  to  the  communications  department  
in  the  first  instance  
c) The  Executive  Director  should  clear  all  events/statements  that  are  pivotal  to  the  organization  
 
10.  RELATIONSHIPS  WITH  OTHER  STAFF  
Staff   is   encouraged   to   maintain   open   and   professional   relationships   with   each   other.   All   differences   in  
background   must   be   respected.   While   it   is   to   be   expected   that   friendships   will   develop   between   staff   and  
volunteers   such   relationships   must   not   interfere   with   AAS   programme   objectives.   Staff   must   not   be   in   a  
supervisory   role   with   members   of   their   own   family,   or   who   become   family   members.   Should   such   a  
relationship  develop  between  manager  and  staff  it  will  be  necessary  to  reassign  the  supervisory  process.  
 
11.  WEAPONS  
AAS  prohibits  any  weapons  in  any  building  owned  or  operated  by  AAS  unless  justified  by  the  ED  with  subject  
to  approval  by  the  Governing  Board.  AAS  prohibits  the  carrying  of  any  weapons  on  agency  vehicles.  Armed  
civilian   and   military   personnel   are   not   permitted   in   agency   vehicles.   If   armed   persons   threaten   violence   if  
they   are   not   transported   then   the   provisions   of   the   Security   Policy   are   to   be   followed.   AAS   staff   is   not  
permitted  to  own  or  otherwise  possess  weapons  while  on  field  assignment.  
 
12.  ALCOHOL  AND  DRUGS  
Staff   is   never   permitted   to   work   while   under   the   influence   of   any   drug-­‐related   substance   that   affects   their  
ability   to   perform   their   duties.   No   illegal   substances   are   permitted   on   AAS   property,   offices   or   vehicles.  
Working  under  the  influence  of  illegal  drugs  and  alcohol  is  considered  gross  misconduct  and  staff  affected  by  
alcohol  during  work  periods  will  be  dealt  with  in  accordance  with  disciplinary  procedures.    
 
If  staff  is  prescribed  drugs,  which  may  affect  their  ability  to  do  their  job,  advice  must  be  sought  from  their  
line   manager   on   the   health   and   safety   implications   of   this   at   the   earliest   opportunity   and   the   Head   of   HR  
must  be  notified  at  the  earliest  opportunity.  At  all  times  staff  must  comply  with  local  laws  and  provisions.  
Behavior  that  is  illegal,  or  brings  AAS  into  disrepute  will  be  referred  to  the  manager.  
Please   remember   that   whether   an   employee   is   at   work   or   enjoying   private   time   they   are   likely   to   be   viewed  
as  representatives  of  AAS.  Therefore  all  employees  are  encouraged  to  maintain  self-­‐control  at  all  times.  
  7  
  
13.  HOSPITALITY  
You   may   accept   conventional   hospitality   provided   it   is   normal   and   reasonable   in   the   circumstances,   for  
example:  
a) Tea,  coffee,  biscuits  and  sandwiches  at  meetings  
b) An  invitation  to  an  annual  dinner  of  an  organization  with  which  AAS  has  regular  contact  
c) A  working  lunch  in  the  course  of  normal  business  provided  this  is  not  frequent,  regular  or  lavish.  
 
14.  SEXUAL  HARASSMENT  AND  EXPLOITATION  
AAS   places   people   at   the   heart   of   its   work   and   aims   for   the   highest   standards   of   moral   excellence   and  
integrity,  expressly  prohibiting  the  use  of  pornography  and  prostitution.  As  such,  AAS  condemns  all  acts  of  
harassment,   whether   sexual   or   otherwise   and   stands   against   all   exploitation   of   young   people   and   minors  
(under  the  age  of  18  or  older  as  stipulated  in  local  legislation).  Any  incidents  will  be  fully  investigated  and  
disciplinary  measures  used  as  necessary,  plus  referral  to  the  police.  
 
AAS  works  actively  to  protect  children  and  therefore  all  staff  will  not  act  in  a  way  that  breaches  Children  and  
Vulnerable  Adults  Protection  procedures  or  in  any  way  places  children  at  risk  of  harm.  Staff  must  disclose  
information   about   all   current   criminal   convictions,   as   well   as   charges   or   civil   proceedings   relating   to   child  
abuse,  either  when  joining  AAS  or  arising  during  the  time  of  their  employment.  
 
15.  THEFT  
All   staff   is   expected   to   abide   by   local   laws   as   well   as   AAS’s   policies   and   procedures.   Where   it   has   been  
identified  that  a  member  of  staff  has  committed  theft  (against  anyone),  the  staff  member  will  be  subject  to  an  
internal  investigation  and  may  lead  to  either  criminal  prosecution  and/or  an  internal  disciplinary  under  AAS  
Disciplinary   Policy.   Theft   can   be   defined   simply   as   the   taking   of   property   belonging   to   another,   without  
permission,  with  the  intention  to  permanently  deprive  the  rightful  owner.  
 
Staff   has   duty   to   report   all   suspected   theft   offences   to   the   ED   and   Internal   Audit   (When   established)   without  
delay.   Any   delay   may   result   in   further   losses.   Do   not   report   the   matter   to   any   other   persons   without   first  
discussion  with  ED  and  Internal  Audit.  
   
16.  REFERENCES  AND  RELATED  STATEMENTS  OF  POLICY  AND  PROCEDURE  
AAS  Human  Resource  Policy  and  Procedures  
AAS  Anti-­‐Fraud  Policy  and  Procedures  
AAS  Anti-­‐Bribery  and  Corruption  Policy  
 
17.  STAFF  TO  SIGN  OFF  CODE  OF  CONDUCT  
I  have  received  AAS  Code  of  Conduct,  which  I  have  read,  understood  and  will  comply  with.  
 
NAME:  __________________________________________________  
 
SIGNATURE:  ____________________________________________  
 
DATE:  __________________________________________________    
 
 
 
 
Please  return  this  page  to  Human  Resources  
 
 
 
 
 
  8  
 APPENDIX-­‐1    
 
CODE  OF  PROFESSIONAL  PRACTICE  FOR  THE  AAS  PROGRAMME  STAFF  
This   Code   outlines   the   ethical   principles   to   which   the   Programme   Staff   must   subscribe   in   their   relations   and  
dealings  with  one  another.  
 

A.  Responsibilities  of  Visitors  to  Colleagues  in  other  country  programs  

There   are   special   requirements   on   staff   members,   either   from   Head   Office   when   visiting   other   programs.  
Mutual  respect  is  the  key  ingredient  of  all  such  meetings.  Inter-­‐programme  meetings  are  potentially  a  great  
source   of   strength   for   the   organization.   Lessons   learnt   in   one   field   office   location   can   be   communicated   to  
another;  insights  can  be  acted  on  and  multiplied.  
 

Visiting  staff  member  should:  

a) Send  a  clear  communication  to  the  programme  being  visited  outlining  the  purpose  of  the  visit.  
b) Use   the   visit   as   an   important   opportunity   for   information   sharing,   for   sharing   best   practice   and   for  
mutual  learning.  
c) Be   aware   that   all   meetings   of   staff   from   different   programs   are   opportunities   for   receiving   as   well   as  
imparting  information  and  insights.  
d) Be  aware  that  even  when  the  main  purpose  of  a  visit  has  a  clear  management  focus  the  terms  of  reference  
of  a  visit  must  be  communicated  without  threat  or  aggression.  
e) Be   aware   that,   apart   from   management   visits,   there   is   no   hierarchy   between   field   office   programs,   and  
meetings  are  of  equal  colleagues.  
f) Be  generous  in  imparting  of  information,  humble  in  receiving  insights,  quick  to  praise,  slow  to  condemn,  
and  reluctant  to  undermine  the  position  of  other  programs.  
g) Show   an   interest   in   all   the   staff   of   the   organization,   and   not   just   communicate   with   the   programme  
managers  or  Field  coordinator.  
h) After   the   visit   send   a   brief   message   of   thanks   for   hospitality   and   sharing,   and   agreements   for   future  
cooperation.  
i) Produce  the  full  visit  report  in  a  timely  and  professional  manner.  It  is  good  practice  to  send  a   draft   to   the  
field  office  that  has  been  visited  &  waits  for  comments  before  sending  a  report  to  management/press.  
j) Ensure  that  the  field  programme  should  check  material  for  publication  as  publications  can  have  serious  
security  implications.  
 
B.  Responsibilities  of  Hosts  to  Visitors  from  other  Organization  programs,  Locations/Offices  
Within  an  organization  there  are  responsibilities  of  hosts  that  fall  on  the  receiving  office.  
 

The  hosts  should:  

a) Welcome  guests  from  Head  Office  or  from  other  country  programs  location.  
b) Arrange  a  programme  to  reflect  the  visit’s  purpose  as  agreed  with  the  visitor.  
c) Use  the  visit  for  the  overall  benefit  of  the  organization.  
d) Be  open  and  sharing  with  organizational  information,  and  open  in  accepting  new  ideas  and  insights.  
e) Be  ready  to  change  when  change  can  benefit  the  work.  
 
C.  Responsibilities  to  Partners  
Much   of   an   organization’s   work   is   done   in   collaboration   with   other   partner   organisations.   AAS   staff   has  
special  responsibilities  towards  the  partner  organisations  that  work  with  them.  Therefore,  AAS  staff  must:  
a) Take  special  care  in  the  choice  of  partners  &  ensure  that  they  share  the  broad  vision  and  values  of  AAS.  
b) Treat  partner  organisations  with  special  respect,  care  and  equality.  Local  partners  are  of  vital  importance  
in  carrying  out  and  sustaining  the  work,  and  without  them  there  is  no  development  
c) Ensure  that  even  though  a  funding  relationship  can  at  times  tend  to  create  a  hierarchy  in  relationships,  
funded  partners  are  treated  with  the  same  care,  respect  and  equality  as  other  partners.  
d) Be  open  and  transparent  and  timely  in  communication  about  reporting  and  accounting  requirements.  
e) In   project   assessments,   listen   to   as   broad   a   range   of   beneficiaries   as   possible,   especially   to   the   un-­‐
empowered  and  dispossessed.  
  9  
D.  Responsibilities  to  Society  
One  of  the  distinguishing  features  of  staff  of  a  relief  and  development  organization  such  as  AAS  is  that  their  
knowledge   and   skills   are   at   the   service   of   society   at   large,   and   do   not   simply   serve   the   interests   of   the  
immediate  customer.  
 
Staff  members  should  therefore:  
a) Consider  the  public  good,  both  in  general  and  as  it  refers  to  particular  vulnerable  groups,  as  well  as  the  
immediate  claims  arising  from  their  employment  and  their  professional  duties  
b) Encourage   and   promote   wider   knowledge   and   acceptance   of,   and   wider   compliance   with,   this   Code,   both  
among  colleagues  in  the  organization  and  more  widely  among  those  whom  the  organization  serves  
c) Reflect  the  values  and  ethos  of  AAS  in  all  discussions  about,  and  dealing  with  programme  beneficiaries.  
 
E.  Responsibilities  of  AAS  Managers  
Many   within   the   organization   will   find   themselves   in   a   management   position   in   relation   to   other   staff.  
Managers  within  an  organization  such  as  AAS,  as  well  as  being  subject  to  the  requirements  outlined  for  all  
staff  of  the  organization,  have  special  responsibilities  in  relation  to  those  for  whom  they  have  management  
responsibility.  
 
Management  staff  should  therefore:  
a) Show  special  respect  and  care  to  those  for  whom  they  have  management  responsibility.  
b) Respond,  as  far  as  possible,  to  the  training  needs  of  staff  in  their  care.  
c) Give  staff  the  support  they  need  to  carry  out  their  duties.  
d) Set  a  strong  example  for  dedicated  work.  
e) Be  aware  and  sensitive  to  the  pressures  that  staff  are  under  &  support  them  to  manage  those  pressures.  
f) Allow   staff   for   which   they   are   responsible   as   much   flexibility   as   possible   in   the   carrying   out   of   their  
duties,  and  ensure  that  workloads  and  timetables  for  achievement  are  realistic  and  reasonable.  
g) Show  trust  towards  your  employees.  
h) Treat   all   with   equal   respect   and   care,   irrespective   of   religion,   ethnicity,   nationality,   gender,   sexual  
orientation,  disability,  position.  
i) Be  clear,  respectful  and  transparent  in  your  management  communication.  
 

  10