Code of ethics

Guide of conduct and operations standards

Preamble

NAVTI Foundation Canada is a non-profit organization of international cooperation and solidarity that is dedicated to support the capacity building of small communities in the South, in order to promote the emergence of a sustainable environment favorable to a social and solidarity economy. The organization is also dedicated to public awareness of international cooperation. The organization works in Cameroon and Mali. It is achieving its objectives by focusing on four sectors: international cooperation, international internships and sustainable tourism, public outreach and fair trade.

NAVTI Foundation Canada is recognized by the Registraire des entreprises Québec and the Canada Revenue Agency as a charity organization (842776460RR0001).

In fulfilling its mission and its actions, NAVTI Foundation Canada applies rigorous standards of conduct based on the values of cooperation, solidarity, partnership, equity, viability and sustainability that guide the decision making process of its members.

By formally providing itself a code of ethics, NAVTI Foundation Canada is confirming its commitment to these values and standards of conduct by making it available to the general public and especially to the members that conform it.

The code of ethics also meets the requirements of the coalitions in which NAVTI Foundation Canada is a member. NAVTI Foundation Canada fully supports the Canadian Council for International Cooperation (CCIC) Code of Ethics and the Code of Ethics of the l’Association québécoise des organismes de coopération internationale (AQOCI).

Principles

The core values to which NAVTI Foundation Canada adheres are:

√ Human Rights: In exercising its activities, NAVTI Foundation Canada and its members shall respect and promote the rights and dignity of every person;
√ Responsibility: NAVTI Foundation Canada is accountable to its international partners, staff, donors and Canadians;
√ Transparency: NAVTI Foundation Canada must share information openly and accurately with partners, donors and the public;
√ Equity: NAVTI Foundation Canada promotes equity and justice, and is demonstrating these values in all its activities;
√ Gender equality: NAVTI Foundation Canada adheres to the Gender equality policy of l’AQOCI;
√ Cooperation: NAVTI Foundation Canada cooperates with other international cooperation organization to support Canadian participation in international development;
√ Sustainable development: In all its activities, NAVTI Foundation Canada is taking action in favor of sustainable development, as defined by the Brundtland Report [1];

Code of ethics

Under the authority of the board of trusties, this code of ethics applies to all administrators, members of the organization, volunteers, employees of NAVTI Foundation Canada and its partners, who are undertaking:

1. As a matter of management

√ To act in full compliance with applicable laws, statutes, regulations and policies adopted by NAVTI Foundation Canada and codes, principles and policies to which the organization subscribes;
√ To be honest and act in good faith and with loyalty to the best interests of NAVTI Foundation Canada;
√ To oppose and to refrain from taking part in embezzlement and any act contrary to the public interest and generally accepted ethical standards; to take at any time and in any place of prompt and firm corrective action if an irregularity is committed by any person in connection with NAVTI Foundation Canada;
√ To support all efforts that will be made to increase efficiency and achieve excellence in organizational management;
√ To firmly refrain from giving or receiving any gift, favor, gratuity, except insofar as the rules and customs of hospitality and decency require;
√ To promote a harmonious work environment conducive to the establishment of a rewarding workplace with dignity and security, and promote employment equity;
√ Do not use organizational resources for personal purposes;
√ To behave in their private and professional life so as not to damage the reputation of NAVTI Foundation Canada;
√ To avoid any conduct of discrimination based on race, ethnicity, color, gender, age, nationality, religion, sexual orientation, physical or mental disability, political opinion;
√ To refrain from engaging NAVTI Foundation Canada without the prior permission of the appropriate instance;

2. Towards partners and beneficiaries

√ Respect at all times the dignity, values, history, religion and culture of the organization’s partners and that of the communities it supports;
√ To ensure, within the priorities and in accordance with the fundamental values of NAVTI Foundation Canada, that the analysis of any request for support is objective and without further consideration than the general interest of the beneficiaries;
√ To preserve the non-partisan character NAVTI Foundation Canada in the countries where it operates.
√ To remain consistent in its behavior with the organization’s policies;

3. Towards the donors and the general public

√ To seek public confidence permanently and act so as to preserve and enhance the credibility of the organization;
√ To make the activities of the organization known and to render available the audited financial statements to donors and the general public, except for information protected by law;
√ To act, in fundraising activities and educations organized by public or NAVTI Foundation Canada, according to the ethical standards of philanthropy, not to present the beneficiary populations adversely or inappropriately, not to take commitments that we know we can not meet, not to make false statements or exert excessive pressure on donors;
√ To be used rationally, efficiently and integrates physical and financial resources available to the organization through donor contributions and to report to them;
√ To keep administrative costs within the limits recognized in the world of philanthropy;
√ To treat with the utmost respect each donor regardless of the amount of its contribution;
√ To process information on donors and the relevant law;
√ To respect the will expressed by a donor to use its contribution for a specific purpose unless the donor has consented to a different use;
√ To remain available for comments, remarks and suggestions to maintain a good communication with the public;

4. As a matter of governance

Members of NAVTI Foundation Canada board of trusties fulfill their duties within the organization entirely voluntary and get no financial or material benefit. In addition, they undertake:

√ To avoid any conflict of interest or appearance of conflict of interest;
√ They avoid, among others, to maintain business ties with NAVTI Foundation Canada or organizations with competing objectives or conflicting interests;
√ They also avoid any situation or decision where they would be able to promote their private interests or those of partners to the detriment of the organization;
√ They undertake, among other things, to immediately notify NAVTI Foundation Canada of any situation of potential conflict of interest;
√ Do not give in to any form of pressure whatsoever that might be exerted on them by a third party wishing to obtain a favor;
√ To manage the affairs of the organization with rigor, integrity and transparency and accountability, by all appropriate means, to the general public and donors in particular;
√ To keep informed of the laws and regulations as well as any important study on development, how to lead an organization and current practices in the world of philanthropy;
√ To disclose truthfully and accurately all relevant information regarding the objectives, programs and organizational management with the exception of information protected by the act;
√ To have a behavior fully consistent with the policies of the organization in the field;

5. At the offices of NAVTI Foundation Canada

√ Respect the silence and discretion to promote concentration;
√ Do not speak loudly;Set buzzer ringtones;
√ Returning your line in case of absence;
√ Moving instead to yelling at someone;
√ Exit the room if it is a personal call;
√ Communicating by e-mail rather than by phone;
√ Avoid repetitive back and forth;
√ Avoid smells that bother (food, perfume);
√ Clean up your desk and respect order;
√ Manage the operation of the air conditioning or heating;
√ Do not disturb your colleagues constantly;

6. In the field

√ Any person in the field, whether you are interns, employees or administrators must be informed on the policy of the organization and integrate it with their behavior in order to perpetuate a good image of NFC and of its major commitments;
√ Interns should be informed about existing projects in Cameroon before departure;
√ The job description for each intern must be described and sent to the headquarters of NAVTI Foundation Cameroon or make clear whether it should be done in Cameroon;
√ Ensure communication between interns and coordinators of NAVTI Foundation Cameroon at least one month before their arrival to ensure that a proper briefing has been made and that they are aware of the real situation in the region to facilitate their preparation;
√ Interns supposed to work in the school, HIV/AIDS or orphan and vulnerable children initiative must be sent in September when school is in session so has to facilitate the implementation / monitoring / evaluation of the initiative;
√ The list of interns for the year must be sent as soon as possible to the headquarters of NAVTI Foundation Cameroon to determine where and how the interns will work;
NAVTI Foundation Canada and Cameroon disclaim all liability for any interns going to the Bui Division to non-official purposes;
NAVTI Foundation Canada and Cameroon also disclaim all liability for each intern wounded while moving in the streets after 21 hours and / or by performing and / or being involved in immoral activity;
√ NAVTI Foundation Canada and Cameroon are asking for their public image, that interns avoid drinking above the limits, to avoid the manifestation of a boy / girlfriend relationship in public; dancing in pubs and so that participation in other negative social activities for the host village, considering that its population has a high social behavior standards and despise such public spectacles;
NAVTI Foundation Canada and Cameroon do not allow visitors in individual rooms of the home for safety reasons, unless a joint permission is given by the South and North office;
NAVTI Foundation Canada and Cameroon are asking interns to notify both the offices of North and South if they want to travel out of town, even during their free periods;
√ Office hours are From Monday to Friday from 8h30 to 16h00 with one hour break for lunch.
√ Judicious use of the organization’s facilities is highly appreciated;
√ In the guest house:
√ Speak calmly during conflict;
√ Respect people who sleep;
√ Keeps own common rooms cleaned;
√ Be honest, say what you feel;
√ Be open, conciliatory;
√ If necessary: Group meeting if it really is not going well;
√ Do not talk behind the backs of others;
√ Listen to each other;
√ Help each other;
√ Add new rules if needed;

Final provisions

This code of ethics will be presented to any current and new member of the board of trusties, members of the organization, volunteers, interns and employees.

This actual code of ethics is applicable upon adoption by the board of trusties; it may be amended by a two-thirds vote of the members of the board of trusties.

Adopted by the board of trusties of NAVTI Foundation Canada on the twenty-fifth day of March two thousand and fourteen.

Monitoring and enforcement mechanisms of the code of ethics

To ensure compliance with the standards contained in the code of ethics adopted on 25 March 2014 (hereinafter the Code) and to ensure that the code be constantly adapted to the context of the organization and its environment, NAVTI Foundation Canada Board adopts the following:

1. The code of ethics committee

The board of trusties forms a permanent committee called the code of ethics Committee.The code of ethics committee has the mandate to:

√ Ensure that administrators, members of the organization, volunteers, employees and any other natural or legal person concerned is informed of the existence and the scope of the code;
√ Advise any interested person on any matter related to the code ;
√ Suggest improvements to the code as it sees fit;
√ Address complaints referred to it in accordance with the procedure in the point 2 below;
√ Report to the board of trusties as needed and at the request of the president of the board at the annual general assembly;

The code of ethics committee is composed of:

√ Two board of trusties members;
√ The director;

The code of ethics committee is chaired by one of two members of the board of trusties. If one member is the subject of a complaint to the observation of the code, it is immediately replaced by the president of the board of trusties.The code of ethics committee may invite any person who by skill or expertise can help the committee work.

2. Procedure for handling complaints related to the observation the code of ethics

Overview

Anyone who believes that another person is acting or has acted in breach of the provisions of the code of ethics of NAVTI Foundation Canada has the right to file a complaint or bring an action without he or she being harmed or should be the subject of reprisals.

All information pertaining to a complaint or an appeal, as well as the identity of those involved, are treated as confidential by all parties unless disclosure of such information is necessary to process the complaint or the imposition of administrative or disciplinary action. No information is entered in the record of the person making the complaint or door appeal; however, such information is recorded in the person’s record has violated the code, if after investigation, administrative or disciplinary action occurred.

The person making the complaint and the person alleged to have violated the code are treated impartially.

2.1 Handling complaints

Complaint about a member of the board of trusties or the CEO

If the complaint concerns a member of the board of trusties or the CEO, it is filed with the chairman of the Code of ethics Committee.

The Code of Ethics of the Committee:

√ Receives confidentially the person making the complaint;
√ Exchange information with the person making the complaint;
√ Receives confidentially the person alleged to have violated the code of ethics, sharing information with him or her and gathers his or her story;
√ Collect, where applicable, the version of witnesses to the alleged breach of the code of ethics;
√ Reports to the board of truties and propose what steps should be taken to prevent, correct or punish the offense to the code of ethics and propose recommendations, after obtaining legal advice if it considers necessary.

Complaint involving a person other than a member of the board of trusties or the CEO

If the complaint relates to a person other than a member of the board of trusties or the CEO, it is deposited to the General director. The General director appoints an ad hoc group to examine the complaint, investigate and report to the committee.

The ad hoc group:

√ Receives confidentially the person making the complaint;
√ Exchange of information with the person making the complaint;
√ Receives confidentially the person alleged to have violated the code of ethics, sharing information with his or her and gathers his or her story;
√ Collect, where applicable, the version of witnesses to the alleged breach of the code of ethics;
√ Reports to the CEO and propose what steps should be taken to prevent, correct or punish the offense to the ethics code and recommendations, after obtaining legal advice if it considers necessary;
√ The ad hoc group may invite any person who by his skill or expertise can help with its work.

The CEO reports to the board of trusties the complaints regarding compliance with the code.

Sanctions

The person who is recognized to have breached the code is subject to administrative or disciplinary action up to dismissal or removal.

Appeals

Anyone who is not satisfied by the measures taken to prevent, remedy or sanction an infringement or code can appeal to the board of trusties who will ultimately decide.

Entry into force

These provisions shall enter into force upon their adoption by the Board of trusties.

Adopted unanimously by the board of trusties of NAVTI Foundation Canada the ninth day of April two thousand four.

[1] Sustainable development is “meeting the needs of the present without compromising the ability of future generations to meet theirs. “Brundtland Report, Our Common Future.

 

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