Code of Conduct for all Staff, Volunteers and Members
Of the Trinidad and Tobago Red Cross Society
Introduction
As staff and representatives of the Trinidad and Tobago Red Cross Society we are personally and collectively responsible for upholding and promoting the highest standards of ethical and professional and professional conduct. All staff and representatives of the Trinidad and Tobago Red Cross Society shall therefore, at all times and in all circumstances, refrain from acts of misconduct, and respect the organisation’s Fundamental Principles and the dignity of those whom the Society pledges to assist and with whom they have contact.
Scope and purpose
These regulations apply to all employees, volunteers, council members, consultants, interns, local staff and other individuals working for or representing the Trinidad and Tobago Red Cross Society. For convenience, all such persons will be referred to as "staff" for the purposes of this code.
The term "Society" in this Code of Conduct refers to the Trinidad and Tobago Red Cross Society, and all other operations/activities that are legally or organisationally included in the structure.
All Staff are responsible for ensuring that the Code of Conduct is complied with.
The Code of Conduct covers the following four areas:
• Integrity and Commitment
• Misconduct
• Disciplinary procedures
• Implementation
Integrity and commitment
The work and reputation of the Society locally, regionally and around the world depends on the performance and behaviour of its staff. Society staffs are recruited on the basis of their competence, integrity and commitment to the work and mandate of the Society. The Society expects its staff in Trinidad and Tobago to: 2
• Respect, implement, and promote the Fundamental Principles of the Red Cross and Red crescent Movement (humanity, impartiality, neutrality, independence, voluntary service, unity and universality; see details in the attached appendix 1);
• Conduct all duties with integrity and strive towards attaining a high standard of professional responsibility and achievement;
• Maintain an unimpeachable standard of integrity in all business relationships both inside and outside the Society;
• Optimise the use of resources for which the staff member is responsible;
• Foster the highest standards of professional competence among those for whom the staff member is responsible;
• Respect all peoples, taking into account the sensitivities of their customs, habits, and religious beliefs;
• Recognise the richness of a diverse workplace and value the unique skills and perspectives of persons, including those of different cultural and educational backgrounds;
• Contribute to removing barriers to gender equality and ensure that Society activities take the gender and racial dimension into account;
• Positively represent the Society; and
• Adhere to the duties and obligation set out in the Staff Rules, Staff Regulations and this Code of Conduct (copies of the relevant Staff Rules are included in appendix 2).
Misconduct
All staff shall refrain from any and all acts of misconduct. The following section sets out the general categories of prohibited acts and included examples of specific acts which the Society will consider as misconduct or gross misconduct depending on the severity of the act. Generally any act of "abuse of power" will be considered gross misconduct.
1. Violations of laws, rules or regulations
a) Breaches of applicable national or international law or the applicable status agreement.
b) Contraventions of the Society’s rules, regulations or other instructions issued by the relevant manager or the Society authority.
c) Exercising any professional activity without valid certification(s).
2. Abuse of Power
The Society defines abuse of power as "The abuse or misuse of position or influence or failure to use proper discretion for personal benefit or to benefit another person. Abuse of power includes but is not limited to: favouritism,2 nepotism,3 cronyism,4 corruption,5 bribery and all forms of exploitation, including sexual."
1With the exception of harmful traditional or customary practices such as female genital mutilation which violate the rights of children and women (in line with Decision 38 of the 1997 General Assembly).
2 This is a mechanism of power abuse implying "privatization" and a highly biased distribution of common resources, no matter how these resources have been accumulated in the first place.
3 Staff who show preference to his or her own friends and family members, irrespective of their qualifications and without due process.
4 Favouritism shown to friends and associates (as by appointing them to positions without regard fir their qualifications).
5 Corruption is about money and using organizational, public or private power to steal from those who have less power. Corruption is a complex concept that includes bribed, embezzlement, fraud, extortion or kickbacks.
6 In the event that staff members are obliged by law to give evidence or information they must inform the Director General and the President immediately
7 "Director General" shall mean either the Director General himself/herself or the staff member to whom he has delegated such authority
Acts which will be considered abuse of power include:
a) Any act which could be considered harassment, discriminatory or racist
b) Use of position to commit the Society, legally, financially or morally without authorisation;
c) Stealing from the Society; Misappropriation or unjustified use of funds, property or human resources from the Society
d) All forms of exploitation, abuse, neglect or violence;
e) All forms of sexual activity with children (persons under the age of 18), including contact and non-contact sexual abuse, regardless or the age of majority or age of consent locally (mistaken belief of the age of child is not a defence)
f) Exchange of money, employment, goods, or services for sex, including favours or other forms of humiliating, degrading, compromising or exploitative behaviour;
g) Sexual relationships with those who look to the Society for protection or assistance; and
h) Not reporting concerns or suspicions regarding power abuse, for example sexual or verbal abuse or exploitation, by a fellow worker, whether or not in the same Branch.
3. Security breaches
a) Failure to follow security regulations. Removal of documents or equipment without permission of the owner or responsible person. Entering the offices outside of work hours without the permission of the Director General or Branch Manager
b) Using or possessing, while in the field, weapons or ammunition of any kind.
c) Driving a Society vehicle (at all times) or any other vehicle while on duty, under the influence of alcohol (the Society adheres to a zero-tolerance drinking and driving policy).
4. Representation breaches
a) Making any public statements with regard to political or military situation, including voluntarily providing evidence or information which may be known to staff by reason of their position, in any type of legal proceedings or to prosecuting authorities without prior authorization of the Director General or the President.
b) Improper use of the Red Cross or Red Crescent emblems.
c) Publishing work, mission related articles, or research in external publications without prior approval of the Director General or the Executive Committee
d) Any acts or omissions which could discredit the Society
e) Failure to pay due to customs, habits or religious beliefs and to dress in an appropriate manner.
f) Accepting or exercising any public appointment or outside employment without the prior agreement of the Director General or the President.
5. Negligence or theft
a) Negligent treatment of Society property.
b) Theft of any kind
6. Slander or misrepresentation
a) Any intentional false and malicious statements, misrepresentation or false accusation of another staff member or third party.
7. Corrupt business practises
a) Failure to disclose or show full transparency of any potential conflict of interest with a supplier, any service provider or business partners (including close family relations, shareholder arrangement and the like).
b) Acceptance of any gifts or favours which are more than "token gifts" (i.e., pens, trinkets, desk diaries).
Disciplinary procedures
Procedural steps
1. If a staff member develops any concerns or suspicions regarding a violation of the Code of Conduct, she/he is expected to report such concerns directly to the appropriate Branch Manager, Director General, Director Human Resources, President or Treasurer, respecting the confidentiality of all parties concerned.
2. Once a concern or claim is raised, the President or the Director General, in the car\se of office staff, may suspend the individual with full pay until a final decision has been taken. The President or the Director General shall ensure that the necessary investigations are conducted as soon as possible. The President or the Director General may at his/her discretion form a panel to further consider the claim and to advise him/her on the appropriate action to take.
3. In the event of any violation of this code, before any disciplinary decisions are taken, the staff member shall be informed in writing of the allegation(s) made against him/her and be given appropriate time to respond to such charges (normally five (5) working days).
Potential consequences for employees
If a claim is substantiated against an employee of the Society, the Director General at his/her discretion may:
I. issue a written warning and/or place the employee on probation;
II. terminate the employment contract with immediate effect in accordance with the applicable Staff Regulations; or
III. take any other action as set out in the Staff Regulations.
If the claim is deemed unfounded the staff member’s record will be cleared.
Claims for compensation
The Society reserves the right to claim reasonable compensation for damages and costs arising from a staff member’s violation of this code as set out in the Staff Regulations. 5
Civil or penal responsibility
Any action taken under these disciplinary procedures does not preclude further administrative, civil or penal responsibility or action.
Implementation
Awareness raising
All staff have a responsibility to familiarise themselves with the Code of Conduct and its purpose
Overall responsibility
All persons to whom this code applies are obliged to ensure and maintain an environment that prevents power abuse and promotes the implementation or these standards of behaviour. Staffs at all levels have particular responsibilities to support and develop systems which maintain this environment
This document automatically forms part of all contracts of employment or conditions of service of elected positions.
Appendix 1
The Fundamental Principles of the International Red Cross and Red Crescent Movement
Humanity
The International Red Cross and Red Crescent Movement, born of a desire to bring assistance without discrimination to the wounded on the battlefield, endeavours, in its international and national capacity, to prevent and alleviate human suffering wherever it may be found. Its purpose is to protect life and health and to ensure respect for the human being. It promotes mutual understanding, friendship, cooperation and lasting peace amongst all peoples.
Impartiality
It makes no discrimination as to nationality, race, religious beliefs, class or political opinions. It endeavours to relieve the suffering or individuals, being guided solely by their needs, and to give priority to the most urgent cases of distress.
Neutrality
In order to enjoy the confidence of all, the Movement may not take sides in hostilities or engage in controversies of a political, racial, religious or ideological nature.
Independence
The Movement is independent. The National Societies, while auxiliaries in the humanitarian services o their governments and subject to the laws of their respective countries, must always maintain their autonomy so that they may be able at all times to act in accordance with the principles of the Movement
Voluntary service
It is a voluntary relief movement not prompted in any manner by desire for gain
Unity
There can only be on Red Cross or Red Crescent Society in any one country. It must be open to all. It must carry on its humanitarian work throughout its territory.
Universality
The International Red Cross and Red Crescent movement, in which all societies have equal status and share equal responsibilities and duties in helping each other, is worldwide.
Appendix 2
2.1 These Staff Rules of the Society were modelled in keeping with the Federation Staff Rules adopted bye the Board of Governors at its extraordinary session (Geneva, November 1976) and were last updated and approved by the XIIth Session of the General Assembly (October 1999). These rules set out the "basic obligations, duties and rights, as well as conditions of service" of the Society’s employees.
Staff Rules
Duties, Obligations and privileges
2.2 In accepting appointment, staff members shall undertake to discharge their duties and to regulate their conduct solely with the object, goals and interests of the Society in view.
2.3 In the performance of their duties, employees must neither seek nor accept instructions from any authority other than their Branch Manager or the Director General.
2.4 All employees, including members and volunteers, shall be places under the authority of the Director General who may assign to them any task or post within the Society. They are responsible to him in the performance of their duties. The Director General shall decide upon the duration of the normal working week
2.5 Staff members shall conduct themselves at all times in a manner compatible with their position as employees of the Society. They shall avoid any action and in particular any kind of public pronouncement which may adversely reflect on their status as officers as employees of the Society
2.6 Staff members shall exercise the utmost discretion on all official matters. Except wit the authorisation of the executive Committee, President or Director General, they shall not communicate to any person information not yet made public with may be known to them by reason of their official position.
2.7 Employees of the Society may not exercise any public function, whether remunerated or not, outside the organisation on a permanent or temporary basis, without the previous agreement of the Director General
Appendix 3
What you should do if you believe someone is abusing his/her power
1. You must report as soon as possible all such concerns via established management lines, or, if considered inappropriate, directly to the Director General, President or Director Human Resource. Failure to report such concerns could be considered as misconduct
2. You should respect the confidentiality of all parties and only disclose your concerns to the appropriate manager or management line.
3. As instructed by the Director General, the management line may conduct an initial assessment of the claim at the point of identification. This may involve talking to relevant people involved in order to determine whether or not the allegation is credible. If there is a credible allegation, the manager must immediately inform the President and Director of Human Resources
4. If a concern is identified, a decision will be taken by the relevant Head, in consultation with the President and Director Human Resources and the Legal Advisor, on the most appropriate form of investigation and the next steps.
5. The Society will take disciplinary action, including termination of appointment/employment if an act of misconduct is substantiated. Other legal actions or consequences may follow.
