20150205-FSD-HQ-Code of Conduct · • Programme beneficiaries should be engaged in management of...
Transcript of 20150205-FSD-HQ-Code of Conduct · • Programme beneficiaries should be engaged in management of...
Swiss Foundation for Mine Action Code of Conduct
A guide to the principles and philosophies of working with FSD
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Contents
CodeofConductDirectorGeneral’sMessagePhilosophy&Principles
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StandardsExternalandInternationalInternal
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Personal&OrganisationalIntegrityBribery&CorruptionConflictofInterestGifts&HospitalityPoliticalActivitySalaryBench-Marking
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Health,Safety&EnvironmentDoNoHarmSustainabilityHSEStandards
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PeopleGenderEquality&EqualOpportunitiesHarassmentSubstanceAbuse
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InformationManagement
CommunicaitonsandEmail
PersonalUseofIT
DataProtection
RecordsManagement
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Director General’s Message
FSDbelievesthatcorevaluesofhonesty,integrityandrespectforpeopleunderpineverythingwedoandareatthefoundationofourorganisation’sprinciples.
Conductinghumanitarian,not-for-profitwork,FSDisjudgedbyhowitspeopleactandexecutetheirresponsibilitiesinaccordancewithnationalandinternationallawsandtheethicalstandardsoutlinedinFSD’sCodeofConduct.
ThisCodeofConductsetsoutuniversalstandardstoenableallourpeople,wherevertheymaywork,tounderstandtheacceptedstandardsofbehaviorthatareexpectedwhenworkingforFSD.ItisbasedonfundamentalprinciplesofFSD’sbeliefs,constitutionandvaluesandappliestoallFSDemployeesandassociates.
TheutmostimportanceisattachedtotheCodeofConductinclarifyingthestandardsFSDexpects.EveryoneinFSDmustfollowitsrequirementsandfailuretodosomayresultindisciplinaryaction.
FSDiscommittedtoprovidingasmuchhelpaspossibleinordertohelppeoplefollowthisCodeandfunctionalandadditionaladviceisavailableineachsectionalongwithfurtherinformationforaccesstoindividualpoliciesandproceduresontheinternet.
FSDencouragesanopenculturewherepeoplearefreetoaskwhatcompliancemeanstothemintheircircumstanceandrole.ItisalsokeythatpeoplewanttheirconcernsraisedorbelievetheCodehasbeenbrokeninanywaybyanyoneworkingforFSD.
FSD’sreputationandfuturesuccessarecriticallydependentoncompliance,notjustwiththelawbutalsowiththehighestethicalstandards.Areputationforintegrityisapricelessquality;thisCodeofConductisacommitmentacrossallFSDstafftointegrityforallandwillsafeguarditthroughouttheorganisation.
Bestregards,
HansjörgEberleDirectorGeneral
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Philosophy and Principles
FSDemployeesshareasetofcorevalues;honesty,integrityandrespectforpeople,thefundamentalimportanceoftrust,openness,teamworkandprofessionalismandprideinallFSDdoesisacornerstonebelief.
FSDMissionStatement
The overall Objective of FSD is to promote mine action, in general, the entirety of itsactivitiesaimtoalleviateanddiminishthesocial,economicandenvironmentalimpactsoflandminesandunexplodedcontaminationWorldwide.Specifically:
• ThepreventionofthreatsrelatedtolandminesandotherUnexplodedOrdnanceaswellastheheighteningofmineandUXOawarenessandsafetytraining,inordertoreducetherisksinsuspectedordeclaredzonesofdanger.
• Trainingofde-minersandsupervisorsofde-miningoperations(toUNMASstandards).
• Humanitariande-mining(generalmineassessmentandsurveys;liaisonwithminethreatenedcommunities;themarkingsuspecteddangerousareas;theidentificationanddelimitationofmine-fields;theclearanceandneutralizationofminesandUXO).
• Cooperationinvictimassistanceprograms,includingtherehabilitationofminecasualtiesandtheirre-integrationintotheirsocio-economicenvironment.
• Thedestructionofstockpilesofminesandotherarmsandmunitions.
• Advocacyagainsttheuseofminesandothermunitionsofsimilareffectandimpact;generalcontributiontotheuniversalcampaignagainstlandmines.
• Thegeneralde-pollutionordecontaminationofanyotherpollutedsiteifrequiredtofulfillhumanitarianaims.
InadditiontoFSD’scoreobjectivesandactivities,mostoperationswitnessFSDexecutingactivities,whichgenerallycontributetothereductionofthreattohumansecurity.Inadditiontoexplosivethreats,thisalsoincludesthosethreatsfromtoxicandnuclearhazards,bothmanmadeandfromnaturalhazards.
Thisisoftenrealisedthroughstabilisation,reconstructionanddevelopmenteffortsthroughdisasterriskreduction(DRR)anddisarmament,demobilisationandreintegration(DDR)initiativestoenhancelivelihoodsandincreasesecurity.
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FSDResponsibilities
FSDrecognisesfourdistinctareasofresponsibility;itisthedutyofmanagementtocontinuallyassessitsprioritiesandexecutetheseinseparableresponsibilitiesonthebasisofthatassessment.Thisrequiresbalancingofshort-termandlong-terminterestsandintegrationofeconomicandsocialconsiderationsintoalldecisions.
Tobeneficiaries
Tocarryoutinterventionsandoperationsasresponsiblemembersofsocietyandtocomplywithalllawsandregulations,tosupportallfundamentalhumanrightsandtogiveproperregardtosafety,healthandsecurityoftheenvironment.
Toemployees
Torespectthehumanrightofallemployeesandtoprovidethemwithsoundandsafeworkingconditionsandfairtermsandconditionsofemployment.
Topromotethedevelopmentandbestuseofallemployees’talentsinordertocreateaninclusiveworkenvironmentwhereallemployeeshaveequalopportunitiestodeveloptheirskillsandtalents.
Toencouragetheinvolvementofemployeesintheplanninganddirectionoftheirworkandtoprovidesafe
channelstoreportconcerns.FSDrecognisesthatthesuccessoftheorganisationdependsonthefullcommitmentofallemployees.
Todonors
Toconductalloperationsandmanagementfunctionsinlinewiththeexpectationofthedonorinthemosteffectiveandefficientmannerdisplayingvalueformoneywhilstobservingallrecogniseddoctrineandprocedures.Inalloperations,safetywilloverrideallotherfactorsintheplanningandexecutionoftasksandactivities.
TothosewithwhomFSDworkswith
FSDseeksmutuallybeneficialrelationshipswithpartners,suppliersandwithinconsortiumsorjointventuresandcommitstopromotetheapplicationofFSD’sCodeofConductandPrinciplesatalltimes.TheabilitytopromoteFSD’svaluesandprincipleseffectivelyisanimportantpartinthedecisiontoenterintosuchrelationships.
Principles
Thesharedcorevaluesofhonesty,integrityandrespectofpeopleunderpinsalltheworkthatFSDdoesandarethefoundationofFSD’sprinciples.FSDwillbejudgedonhowitperformsandactsanditsreputationwillonlybeupheldifitactsinaccordancewiththelawanditscorevaluesandprinciples.FSDalsoencouragesitspartnersandallstakeholderstoliveandabidebyequivalentprinciples.
FSDalwaysencouragesemployeestodemonstrateleadership,accountabilityandteamwork;andthroughthesebehaviourstocontributetotheoverallsuccessoftheorganisationasawhole.Itistheresponsibilityofmanagementtoleadbyexample,toensurethatallemployeesareawareofFSD’sprinciplesandtobehaveinaccordancewiththespiritofitsCode.
Theapplicationoftheseprinciplesisunderpinnedbyacomprehensivesetofmanagementandassuranceprocedures,whicharedesignedtomakesureallemployeesunderstandtheprinciplesandactincompliancewiththem.
Itisalsotheresponsibilityofmanagementtoprovideemployeeswithsafeandconfidentialchannelstoraiseconcernsandreportinstancesofnon-compliance.Inturn,FSDexpectsitsemployeestoreportsuspectedbreachesofFSD’sprinciplesandCode.
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Integrity
FSDinsistsonhonesty,integrityandfairnessinallaspectsofitsworkandexpectsthesamefromallstakeholdersandpartnerswithwhichitcoordinateswith.Thedirectorindirectpayment,acceptanceorsolicitationofbribesinanyformisunacceptable.Thisisextendedtoanyfacilitationpaymentsandtheyarenottobepaidunderanycircumstance.
Inlinewiththisprinciple,employeesmustavoidanyconflictofinterestbetweenprivateinterestsandtheirroleandcommitmentstoFSD.Alltransactiononbehalfof,ordirectlyby,FSDmustbefairlyandaccuratelyreflectedwithintheaccountsinaccordancewithestablishedproceduresandaresubjecttoauditanddisclosure.
Health,Safety,SecurityandEnvironment
FSDhasasystematicapproachtohealth,safety,securityandtheenvironmentmanagementinordertoachievecontinuousperformancemanagement.Tothisend,FSDmanagesthesemattersascriticalintegralconsiderationsandactivitiestoalloperations.PlanningandforallinterventionswilloutlineallstandardsandtargetsforimprovementandFSDwillcontinuallylookforwaystoreduceenvironmentalimpactofitsoperationsandtoincreasethesafetyandsecurityofallemployees.
Political
Inlinewithitscommitmenttothehumanitarianprinciples,FSDdoesnotengageinanypoliticaloradvocacybasedactivities.Thisextendstorelationshipsandpaymentstoanypoliticalparty,organisationsortheirrepresentatives.TheonlyexceptiontothisisthepromotionofadherencetomineandclustermunitionsbantreatieswithinthecountrieswhichFSDworks.
InadditiontoFSDcommitmenttonon-politicalactivity,allemployeesarealsoboundtonotengageincommunitypoliticalactivitiesandaretoalertFSDmanagementassoonas,orinanycasewhere,involvementinsuchactivitiesissought.
SocialEngagement
FSDaimstoaddvalueandcontributetothecommunitieswithinwhichitworksbymanagingthesocialimpactsofitsactivitiesandcoordinatingwithlocalpeople.
FSDrecognisesthatregulardialogueandengagementwithallstakeholderincommunitiesiskeytothesuccessofoperations.InlinewiththisFSDiscommittedtosharingandreportingonitsactivitiestolocalauthoritiesandtakingaconstructiveinterestinsocialmatters.
Inallinteractionswithemployees,partnersandlocalcommunities,FSDseekstolistenandrespondtosocialfactorsandconcernshonestlyandresponsibly.
Compliance
FSDwhollycommitstocompliancewithallapplicablelawsandregulationsofthecountriesinwhichitoperates.
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Standards
ThereareanumberofstandardsthatFSDusesforguidanceto,andcompliancewith,itsactivities.ThesestandardscoveralldisciplinesofFSD’soperationsanditsmanagementandalsocomplimentFSD’svaluesandprinciples.StandardsthatFSDusescanbedividedintogeneralhumanitarianstandards,technicalstandardsandfinancialandadministrativestandards.
ExternalandInternationalStandards
Manyinternationallyrecognisedstandardsexist,howevertheyarenotcommonlawinallofthecountriesinwhichFSDoperates.FSDstrivestoabidebyallnationalstandardsinthosecountriesitworksandwherenecessaryalsotointernationalstandards,particularlyifthelatterismorestringentthenlocallawsandstandards.
ECHumanitarianRegulations
FSDcommitstoadheringtotheregulationsandstandardsoutlinedinECRegulationNo966/2012(25Oct2013),specificallytheHumanitarianAidRegulations(HAR)andArticleNo7ofHAR.Theseoutlinethebasicsofhumanitarianinterventions,ethicalpracticesandtransparentoperations;thiscommonpolicycomplimentsthevaluesandprinciplesofFSDandalsoallowsFSDtoseamlesslyoperatewithotherpartnersandhumanitarianoperatorsindeliveringefficientandeffectiveoperations.
RedCrossCodeofConduct
TheRedCrossCodeofConductisavoluntarycodeenforcedbythewillofallorganisationsthatacceptitinmaintainingthestandardsthatarelaidoutwithinit.Itseekstomaintainthehigheststandardsofindependence,effectivenessandimpacttowhichdisasterresponseNGOsandtheRedCrossaspire.FSDcommitstofollowingtheprinciplesandspiritofthecodeasfollows:
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• Thehumanitarianimperativecomesfirst.• Aidisprovidedwithoutdistinctionofracecreedornationality.• Aidisnotusedtofurtherpoliticalorreligiousstandpoints.• Noendeavourtoactasinstrumentsofgovernmentorforeignpolicy.• Respectforcultureandcustom.• Attempttobuildresponseonlocalcapacity.• Programmebeneficiariesshouldbeengagedinmanagementofreliefaidwherepossible.• Aidmuststrivetobuildresiliencetofuturevulnerabilitieswherepossiblewhilstmeetingbasicneeds.• Tobeheldaccountabletobothbeneficiariesanddonors.
• Anyvictimsarerecognisedasdignifiedhumans.
SPHEREInternationalHumanitarianGuidelines
SPHEREprovidesacommonanduniversalminimumsetofstandardsforthedeliveryofqualityhumanitarianresponseinthefollowingareas:
• Watersupply,sanitationandhygienepromotion.• Foodsecurityandnutrition.• Shelter,settlementandnon-fooditems.• Healthaction.
FSDsubscribestooperatinginthespiritoftheguidelinessetonintheSPHEREHandbook.
ZEWO
TheZEWOsealofapprovalcertifiesthatdonationsandgrantswillbeusedeconomically,effectivelyandfortheirdesignatedpurpose.Itstandsfororganisationswhichoffertransparentinformationandtrueandfairfinancialreporting,haveindependentandappropriatecontrolmechanisms,provideopencommunicationsandwhichprocuretheirfundsinafairmanner
IMAS
TheInternationalMineActionStandardssetoutalltechnicalstandardstowhichFSDoperatestoasaminimumformineactionoperations.ThestandardsareuniversallyacceptedgloballyandarethebasisforallnationalmineactionstandardsacrosstheWorld.
ISO9001:2008
FSDisISO9001:2008certifiedwhichdemonstratesthatFSD’sQualityManagementSystemisdesignedandimplementedtosetinternationalstandards.
AspartofFSD’squalitymanagementprocess,theplanning,monitoringandevaluation(PME)structureisestablishedinconjunctionwithotherstakeholdersfromthemineactionsectorandthebroaderdevelopmentcommunity.Thisprocessunfoldsasfollows:
• Strategicobjectivesaredeveloped(BoardandHQlevel).
• FSDconstantlymonitorsprogresstowardsobjectivestoensurethatprogrammesofworkremainfocusedandontrack.
• Fieldmonitoringmissionsareagreedinconsultationwithallstakeholdersandthehostgovernment.
• Missions,monthlyandweeklyreportsandfeedbackfromdonorsandbeneficiariestie-inwithspecificprojectobjectivesandkeyperformanceindicators(KPIs)aremeasured.
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InternalStandards
Inadditiontoexternalstandards,FSDhasarigidstructureofinternalstandardsandcontrolmechanismsinordertoenforcecontinualimprovementandcompliancewithitvalues,principlesandprocedures.
StaffRulesandRegulations
FSD’sstaffrulesandregulationsoutlinepolicy,proceduresandinstructionsforallstaffanddetailsindividualprocedurestoexpandonthecorevaluesandprinciplesofFSD.ItisthebasedocumentforadviceanddirectiononallacceptedbehaviourandconductforbothemployeesandforFSDmanagement.SomeofthekeypoliciesareoutlinedinthisCodeinthefinalfourchapters.
StandardOperatingProcedures
FSD’stechnicalmineactionSOPsarederivedfromIMASandfurtheroutlineanddetailFSD’sspecificinterpretationoftheinternationalstandards.
FSDIntranet
FSDmaintainsanintranetsiteasatoolforallemployeeswherebyindepthguidancecanbesoughtonallpolicies,proceduresandinstructionsincludingtemplates,documentsandreports.Inadditiontotherepositoryofinformation,theintranetsiteprovidesareportingtoolforstaffsuggestionsandrecommendationsforcontinualimprovementandcorrective/preventativeactions.ThishelpstoengendertheopenandhonestworkingenvironmentthatFSDstrivesforandforallemployeestobeabletoengageintheplanninganddirectionofFSD.
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Personal and Organisational Integrity
BriberyandCorruption
FSDhasaclearpositiononbriberyandcorruption:FSDemployeesdonotofferoracceptbribes.Thedirectorindirectoffer,payment,solicitingoracceptanceofbribesinanyform(includingfavours)byemployees,isunacceptable.FSDpromotesitspolicyonbriberyandcorruptionamongstitspartners,includingjointventures,contractorsandsuppliers.FSDcomplieswithallnationalandinternationallawsandregulations(forexampletheOECDGuidelinesforMultinationalEnterprisesandtheInternationalChamberofCommerceRulesofConducttoCombatExtortionandBribery)withrespecttoimproperpaymentstoforeignofficials.
FacilitationPayments
FSDpolicymakesnodistinctionbetweenbribesandso-called‘facilitation’payments,whicharealsoprohibited.Afacilitationpaymentisasmallpaymenttoalow-levelpublicofficial,whichisnotofficiallyrequired,toenableorspeedupaprocesswhichitistheofficial’sjobtoarrange.FSDalsoseekstoensurethatallagents,contractorsandsuppliersdonotmakefacilitationpaymentsonourbehalf.
Expectationfromemployees
FSDemployeesmustneveracceptorgiveabribe,facilitationpayment,kickbackorotherimproperpaymentforanyreason.A“kickback”(orinformally“backsheesh)isthegivingoracceptingofmoney,giftsoranythingofvaluethatisprovidedinreturnforfavourabletreatment.
Thisalsoincludesthewithholdingofanypartofamonetarytransactionorpaymentfromeithervendororpurchaserfortheprofitorgainofthoseindividualsthatissubsequentlynotenteredintoofficialaccountsandahigherpurchasepriceisindicatedviainvoice.
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ConflictofInterest
Theterm"ConflictofInterest"referstosituationsinwhichfinancialorotherpersonalconsiderationsmaydirectlyandsignificantlyaffect,orhavetheappearanceofdirectlyandsignificantlyaffecting,aconsultantsorFSDstaffemployee'sprofessionaljudgmentinexercisinganyFSDdutyorresponsibility.ThebiasthatsuchconflictsmayconceivablyimpartcanadverselyaffectmanyFSDactivities,includingdecisionsaboutemployeesorthesupervisionorevaluationofstaff;purchaseofequipmentandservices,andthesharingofresults.
Righttoprivacy
FSDrespectsitsemployees’righttoprivacyintheirpersonalaffairsandactivitieshoweveritispossiblethatanemployees’personalorfamilyactivitiesmayraiseanactualorpotentialconflictwiththeirdutyofloyaltytoFSD.Actualconflictsmustbeavoidedandpotentialconflictsmustbedeclared,recordedandresolved.Thisincludesanypersonalinterest,whichmayaffectanemployees’impartialityinanymatterrelevanttotheirduties.Employeesshouldpromptlydiscloseanysuchfactsorconcernstosuchcircumstancestotheirlinemanagersassoonaspracticallypossible.
Gifts&Hospitality
Asageneralprinciple,FSDdiscouragestheactivityofsolicitationofgiftsorhospitality.Notwithstandingthis,FSDFrecognisesthattheoccasionalacceptanceorofferofmodestgiftsandhospitalitymaybealegitimatecontributiontosoundrelationships,howeveritiscriticalthatsuchgiftsorhospitalityneverinfluencefinancialorbusinessdecisionmakingprocessesorcauseotherstoperceiveandinfluence.
ThecompliancewiththeotherareasofthisCodeofConductintheacceptanceofbribesandconflictsofinterestshouldalsobetakenintoconsideration.FSDrequiresemployeestoabidebytheserulesofbehaviournotonlytoprotectitsreputationbutalsotoprotectemployeesagainstunfoundedallegationsofimproperbehaviour.
Itisrecognisedthat,attimes,therefusalofagiftorhospitalitymaybeconsidereddiscourteous.Insuchcasesallemployeesshouldtakeadvicefromhighermanagementtoascertainiftheacceptancecouldimplyanyreturnobligation,beperceivedasarewardorisexcessiveinvalue(over$50USD).
SalaryBenchmarking
SalarybenchmarkingiscriticalinensuringthatFSDisabletoretainqualitystaffwhistalsodisplayingthebestvalueformoneyfordonorsandallstakeholders.ThisisparticularlyimportantwithFSDworkinginmanydifferentcountrieswithvaryinglevelsofbaselinelivingcostsandexpectations.
FSDconductssalarybenchmarkingwithinallthecountriesitworksinordertoensureaccurateandimpartialinformationonsalarylevels.ThisinturnhelpsrecruitthebeststaffandimportantlydoesnotimpactnegativelyonmarketexpectationwithinthecommunityFSDworks.
FSDcommitstofairandtransparentsalaryratesandconductsin-depthinvestigationsinallcountriestoensurethatitsremunerationpackagestostaffarebothcompetitiveandfairtoallemployeesandcomparablewithotherorganisations.
PoliticalActivity
Asahumanitarianorganisation,FSDtakesitscommitmenttoimpartiality,neutralityandindependenceseriously.ThisissupportedbyFSD’svaluesandprinciplesandistheresponsibilityofmanagementandallemployeestofollowitsnon-advocacyandnon-politicalstance.
Inaddition,evenwherethelawpermitscorporatepoliticalcontributionsorexpenditures,FSDfundsandresourcesmustneverbeusedtocontributetoanypoliticalcampaign,partycandidateoranyotheraffiliatedorganisations.
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Health Safety and Environment
FSDiscommittedtoachievingexcellenceinallareasofitsactivities,includinghealth,safetyandenvironmentalperformance.FSD’soverridinggoalinthisrespectistooperateinenvironmentallyandsociallyresponsiblewaysandthereby;doingnoharmtopeople,protectingtheenvironmentandcomplianceinthespiritofallinternationally/nationallyrecognisedhealthandsafetylawsandregulations.
FSDaimstoprovideasafe,secureandhealthyworkenvironmentforalltheiremployeesanditisbelievedthatallaccidentsandoccupationalillnessesareavoidableandpreventable.FSDalsolookstodevelopanduseresources,productsandservicesinoinewiththeabovewithconsiderationtosustainabledevelopmentwithinthecommunitiesitworks.
DoNoHarm
FSDfollowsadonoharmframework,whichiscontinuallyreviewedthroughoutthecontractineachprogramme/countryitworksinordertomaintainaneutral,independent,humanitarianandimpartialapproach.Throughitsoperations,FSDisbeabletointeractcloselywiththelocalcommunitiestoassesstheimpactoftheinterventionsonanumberoffactorsasdetailedbelow:
• Decisions on “who” are the beneficiaries of activities in order to maintainneutralitybetweencommunitiesandnationalpriorities.
• Decisionson“who”isemployedbyFSDas localemployeesandtoensureawidespectrumofthecommunity,cultures,genderandtribalgroupsareapproached.
• Decisionson“what”and“how”operationsaredeliveredandexecutedacrossallcommunities.
• Decisionson“who”FSDcollaborateswithandhow.
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Sustainability
Itisvitalthat,throughouttheexecutionofanycontract,considerationisgiventothesustainabilityofeachoftheprojects,bothintermsoftheimpactithaswithincommunitiesandalsothedevelopmentofmineactionandcapacitydevelopmentwithlocalcommunitiesandnationalauthorities.
FSDworkingapproachtakesintoconsiderationthelong-termsustainabilityofoperationsinordertoaddressthefollowingsustainabilityfactors:
• Financial andDevelopment. Planningdesignandresourcesareformulatedsoastominimisetheamountof international employees allocated to managementandoperations. All stepswill be taken to employ/re-employ expertise and skills within local communities.This will have a direct benefit to local people andlivelihoods in combination with procurement andinteraction within the local communities. Theemployment of local personnel and training of localpersonnel in administrative, financial and logisticdisciplineswillwidentheiremployabilityandeconomicdevelopment.
Asaccesstolandandcontaminatedareasisincreased,local populations will be able to farm and producefood,cropsandanimalstockwhichwillinturnincreasethe development and financial activity in affectedareas.Thisisthegreatestbenefittolocalcommunitiespost clearance for development and financialsustainability.
• Environmental. The direct impact of access toland for livelihood, farming and agriculture activities,has both a financial and environmental impact. Turnover of land and increased cultivation will enhancelocal soil conditions and encourage innovation anddevelopment of water and sanitation systems,therefore directly affecting local environmentalconditions. The legacy of these affects will last wellafter the closure of the project and valuable skills,disciplinesandactivitieswillbecultivatedasanindirectresult of the intervention. Initial KAP surveys andsubsequent review of that data will help to monitorandtracksuchimpact.
Policy.Thedevelopmentofnationalstandards,surveytechniques,assessmentmethodsandtechnicalmineactionskillswithintheaffectedcommunities.Inturn,thiswillenablenationalauthoritiesandorganisationstobetterdefineandrefineproceduresandpolicytowardsimmediatemine,UXOandERWpolicy,andtolonger-termsocio-economicdisciplinesastheselatteractivitiesgrowanddevelop.
• Technical Capacity. The majority of the fieldlevel technical personnel under mine action to beemployedwithintheirrespectivecountrieswillbelocalnationalemployees; thiswillhelpdevelopa sustainedcapacity within the regions they are deployed. Fromconsiderable coaching, mentoring and training oftechnical personnel and mine action authorities, andtheexperiencepassedonfromexpatriateandnationalauthorities, capacity to manage and execute mineactionoperationsinthefuturewillgrow.Thiswilladdtoregionalstability,enhancelocalsupportmechanismsand reduce the threat from unexploded ordnance,ERWandmines.
HSEStandards
FSDaimstobealeaderinpromotingbestpracticewithinitsoperationsandactivitieswithasystematicapproachtoHSEmanagement;in-turnthisisenshrinedwithinFSD’squalityassuranceproceduresandcontinualimprovementmechanisms.
AllFSDoperationsmustoperatewithinnecessarynationalandinternationallaws,permits,controlsandapprovalsthataredesignedtocommensurateHSEpractices.FSDtakesresponsibilityforfosteringthesamestandards,awarenessandresponsiblebehaviouramongstitspartnersandsupplierswherepossible.
FSDconsidersenvironmentalperformancequalitiesaskeytosuccessinthetrainingandselectionofemployees,suppliersandpartners.
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People
EqualOpportunities&GenderEquality
FSDdefinestwodistinctresponsibilitieswithregardstoequalopportunitiesandgender;thatisofourcommitmenttothosebeneficiariesandcommunitiesweworkwithinandalsointernallytoallFSDemployees.
GenderMainstreamingandChildAwarenessinProjectPlanningandDelivery
MineandUXOAwarenessisoneofthefivePillarsofMineActionrecognizedbytheOttawaTreaty(1997)andreferringtotheUNChartofRightsoftheChildandtotheChartofHumanRights.FSDaimstointegratetheprotectionofwomenandchildreninthecontextofalloperationswherepossible.
Insomecasesthemarginalisationofwomenpreventstheiraccessandinvolvementwithmineactionoperationsandparticipationinopenvenuesofexchange.However,basedonFSD’sexperienceinthefield,theroleofwomeninthe“multipliereffect”inthespreadingofthreatmessagesandcollectionofdataandbaselineinformationisrecognisedaskeytosuccess.Withinremoteareasandvillages,womenareofteninformallyquestionedaboutwhomtheyspoketoandwhomtheymetduringthedaywhentheyarehome;gatheringERWandUXOinformationanddatainselectedplaces(Clinics,Girls'schools)willhelpbridgethecorrectmessagetootherfamilymemberswithinclosecommunitiesandvillages.
AsChildrenarethemostexposedtothethreatsofmines,ERWandUXOwhenplayingoutsideorwalkingtoschool,theyarealsoavaluabledataandinformationresourcetobeconsideredinapproachestoclearanceprioritisationandconsideration.
Wherepossible,FSDcommitstoequalconsiderationoftheemploymentofwomeninordertoexecuteoperations,trainingandcommunityliaisonwillbegiveninordertoenforcetheimportanceofagenderbalancedworkforceasacrosssectionofsociety.
Womenandgirlsespecially,mayalsofaceprotectionrisksparticulartotheirgendersuchastraffickingandharmfulsurvivalmechanismssuchassurvivalsex.
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FSDthereforecommitstothefollowingconsiderationswhenemployingorprioritisingwomenandgirls:
• Singleheadsoffamilies• Widows,particularlyifahusbandhasbeenlostinconflict.• Unaccompaniedgirls/females.• Femaleswhoaresurvivorsofviolence.• Pregnantandlactatingwomen.
Throughtherealisationthatdifferentpeoplehavedifferentneedsthatareinfluencedbygender,age,ethnicgroup,physicalabilityandsocialroles,FSDcommitstoincorporatingthefollowingstepsintoallhumanitarianplanningprocesses:
• TheuseofsexandagedisaggregateddatatoensureprojectsareNOT“genderblind”.• Wherepossible,providegenderanalysisandhighlighttheimpacttovulnerablegroups.• Todevelopgendersensitivestrategiesandobjectives.• Considertheuseofindicatorswhichdifferentiatesexandage.
EqualOpportunity
FSDprovidesequalopportunitytoalljobapplicantsandemployeesthroughclearlydefinedemploymentandperformancestandardsandmanagementsystems.FSDiscommittedtocompliancewithallhumanresourcespoliciesandpracticesinallaspectsofemploymentincludingrecruitment,selection,hiring,evaluation,promotion,training,discipline,development,compensationandtermination.InthisrespectFSDalsoensuresthatitsemploymentrelateddecisionsarebasedonrelevantqualifications,merit,performanceandotherjob-relatedfactors.
TodemonstrateitscommitmenttoallEqualOpportunityandHarassmentmatters,FSDhasa“Whistle-blower”Policy,whichprovidesemployeesandstakeholdersaconfidentialchannelofcommunicationtotheBoardtoreportanyinstancesofconcernornon-conformancewiththeseprinciples.
Harassment
FSDwillnottolerateharassmentintheworkplace–thatisanyaction,conductorbehaviour,whichanyindividualorgroupofindividualsfindsunwelcome,humiliating,intimidatingorhostile.Employeesmustthereforeavoidactionsorbehavioursthatare,orcouldbe,viewedasharassment.
Theeffectsofharassmentonindividualscanbeseriousandincludeanger,fear,depressionandfeelingsofhelplessnessandconfusion.Peoplemaysufferphysicalormentalillnessasaresult,whichinturncanadverselyaffectworkperformanceandfamilylife.
AnyFSDemployeefoundtobeharassinganotheremployeeorindividualmaybesubjecttodisciplinaryaction,uptoandincludingdismissalandpotentiallylegalaction.
SubstanceAbuse
FSDiscommittedtoprovidingasafeandproductiveworkenvironmentforallemployees.Thismeansstrivingtoensure,amongstotherthings,theworkplaceisfreefromthemisuseofdrugsorothersubstancesandtheabuseofalcohol.Asaguidethefollowingstandardsofbehaviourareexpectedofallemployees:
• EmployeesshouldbefitandreadytocarryouttheirdutiesatalltimeswhilstonFSDtime.• EmployeesareprohibitedfrombeingatworkwithFSDwhileimpairedbydrugsoralcoholorwithillegaldrugsintheirsystems.• Theuse,possession,saleordistributionofillegaldrugsandthemisuseoflegaldrugsorothersubstancesisprohibited.• Exceptwhereauthorisedforspecialoccasions,alcoholconsumptionisnotpermittedduringworkinghoursonanyFSDpremises.Itistheemployee’sresponsibilitytoknowthestatusofthisandthelocal
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Information Management
CommunicationsandEmail
AllemployeesandstaffwithinFSDarerequiredtotakecarewhencommunicatingbothinternallyandexternally,particularlywhenthecommunicationisawrittendocument(includingemail).Inappropriate,inaccurateorcarelesscommunicationscancreateseriousliabilityandcompliancerisksforFSDandwiderstakeholdersordonors.
Emails,inparticular,areoftencentraltolitigationandregulatoryinvestigations;theyfrequentlyprovideafrankaccountofeventsinsideanyorganisationandarevirtuallyindestructible.Itisalsotruethatemailsmaybemisinterpreted,takenoutofcontextorgiveamisleadingimpressionastheyareone-dimensionalandcannotconveyemphasisoremotioneasily.
FSDhasanindepthguidetotheuseofallformsofcommunicationandemailswithinitsITPolicy,whichisfreelyavailabletoallemployeesandshouldbeunderstoodfully.RulesandbestpracticearedesignedspecificallytohelpFSDemployeescommunicatewithintheacceptablepractices.Thechapterontheuseofemailsisparticularlyrelevantasindividualsoftenadoptamorecasualandcarelessapproachtothestyleandcontentofandemailthantheywouldwhenusingamoreformalmethodofprofessionalcommunication.
PersonalUseofIT
FSDexpectsthatemployeeswhouseFSDITandcommunicationsequipmentforpersonalreasonswillapplythehighestethicalstandards,complywithallapplicablelawsandregulationsandsupportFSDinformationsecurityrequirements.ItisalsoimportantthatthepersonaluseofFSDITandcommunicationsdoesnotincursubstantialcostornegativelyaffectproductivity.
ITandcommunicationsincludedesktopandlaptopPCs,mobileanddeskphonesandpersonaldigitalassistantssuchasiPads,tablets,notebooksorsmartphones.AlluseofsuchplatformsisgovernedwithintheFSDITPolicy,especiallytheuseoftheinternet,privatechatnetworks/applicationsandVoiceofIP(VoIP)services.
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Security
ThepersonaluseofITandcommunicationsmustneverendangerthesecurityofFSDinformationanddata.Pornographicandgamblingwebsitesareincreasinglyusedtospreadviruses,spywareandothermalicioussoftwaredesignedtoexploitvulnerabilitiesinpersonalcomputersandITnetworks.Unauthorisedinstallationofsoftwaremayalsoendangerinformationsecurity.FSDITPolicystrictlyprohibitstheuseofFSDITandcommunicationstovisitinappropriatesitesortoinstallsoftwarewithoutauthorisationfromtheFSDITdepartment.
DataProtection
FSDfollowsthefollowingprinciplesinregardstodataprivacyandprotection:
• FSDrespectsanyindividual’sgeneralrighttoprivacyoftheirpersonaldataandwillaccordinglyadheretoallapplicablelawsintheuseofpersonaldata.
• Personaldatashouldonlybeobtainedbylawfulmeansand,wherenecessary,withintheknowledgeorconsentofthedatasubject.
• Thepurposeforwhichpersonaldataiscollectedshouldbepermittedbylaw.
• Thosewithaccesstopersonaldatamustonlyuseitinawayauthorisedbyapplicablelaw.
• Theremaybelegalrestrictionsontransferringpersonaldatatoanotherparty,includingbranchofficesofFSDanditsdonors,partnersorstakeholders;theremayalsobeadditionalrestrictionsontransferringpersonaldataoutsideofitscountryoforigin.
• Personaldatacreated,used,transferredtoorstoredonFSDITandcommunicationsdevicesoronmediaprovidedby,oronbehalfof,FSDmay,undercertaincircumstances,bemonitoredandanalysedby,oronbehalfof,FSD.
• Personaldatashouldbeprotectedbyreasonablesecuritysafeguardsagainstsuchrisksaslossordestructionorunauthorisedaccessto,orunauthoriseduse,modificationordisclosureofdata.
• Ifinanydoubtaboutthehandlingofpersonaldata,consultyourimmediatelinemanagerorFSDHQmanagement.
RecordsandDocumentManagement
A“record”isasub-setofinformationcreatedorreceivedasevidenceofanactivityorrequiredforlegal,tax,regulatoryoraccountingpurposesorsomethingimportanttoFSDidentity/memory.Someexamplesofrecordsanddocumentsare:contracts;auditreports;financialinformationorreceipts;policies,guidelinesandprocedures;minutesofmeetings.Morein-depthguidanceonFSD’sapproachtorecordsanddocumentscanbefoundinFSD’sRecordandDocumentationPolicy.
FSDmustbeabletoretrievedocumentsandrecordsquicklyandreliably.Wheneachrecord’sretentionperiodisover,appropriatedisposalisrequired.
FSDrequiresthatdocumentsandrecordsmustbemanagedsecurelythroughouttheirlifecycleinlinewiththeirimportancetoFSDandincompliancewithlegal,tax,regulatoryaccountingandprofessionalretentionrequirements.
Fondation Suisse de Dèminage (FSD) WMO Building, 2nd Floor 7bis Ave de la Paix, 1202 Geneva
www.fsd.ch