Ethical guidelines

Respect for T&E means not only avoiding misuse of organisation funds and property, it also includes creating and maintaining accurate books and records, safeguarding all types of information about T&E, complying with internal controls, and procedures, and refraining from conduct that interferes with the organisation’s proper functioning. This not only involves respect for the rights of others, but also demands that you refrain from any behaviour that might be harmful to you, your co-workers, or T&E.

Your conduct directly reflects on T&E; consequently, you are encouraged to observe the highest standards of professionalism at all times. The responsibility you undertake as an employee of T&E is your duty to take ownership for the decisions you make or fail to make, the actions you take or fail to take, and the consequences of that result.

As practitioners in the NGO community, we make decisions and take actions based on the best interests of society, public safety, and the environment.

Any action that can be qualified as criminal offence by law, including, but not limited to theft of property, falsifying documents, illegal manufacture, possession, use, sale, distribution or transportation of drugs shall be considered inappropriate.

In addition, types of behaviour and conduct considered inappropriate include, but are not limited to, the following:

We do not discriminate against others based on, but not limited to, gender, race, age, religion, disability, nationality, or sexual orientation. We apply the rules of the organisation without favouritism or prejudice.

T&E has financial management policies and processes in place to ensure the smooth running of the organisation. These are found in financial manuals available upon request.

T&E acts with integrity, competence, diligence, respect and in an ethical manner with the public, project partners, coalition partners, media partners, suppliers, colleagues in other NGOs and other participants in our field.

T&E does not engage in any professional conduct involving dishonesty, fraud, or deceit, or commit any act that reflects adversely on our professional reputation, integrity, or competence.

T&E collaborators shall refrain from accepting gifts with an estimated value over € 100 in situations related to their professional activities.

It is important that T&E’s financial and compliance reports be prepared in accordance with a comprehensive basis of accounting. Employees are expected to promptly and fully provide any financial information requested by management, outside auditors, or the Board.

All contracts must be in writing and approved in advance and signed by the T&E Executive Director. All contracts shall be awarded in a transparent manner and comply with T&E’s Tendering policy.

In all cases, contracts should include term, clear descriptions of deliverables, due dates, and the amount to be paid. All original contracts must remain on file at the T&E offices in Brussels.

Data, information and documents pertaining to T&E are to be used in performance of one’s duties and may be disclosed or communicated to persons outside of the organization only to the extent that such information is needed by outsiders in connection with their business relations with T&E. This applies both during one’s employment or other relationship with T&E and after employment or other relationship terminate.

T&E brings ethical violations to the appropriate point for resolution, whether that is internal or external resolution.

This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that T&E can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of T&E’s code of ethics or suspected violations of law or regulations that govern T&E’s operations.

It is contrary to the values of T&E for anyone to retaliate against any board member, officer, employee or volunteer who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected corruption or any other financial irregularity, or suspected violation of any regulation governing the operations of T&E. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.

T&E has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with The Executive Director, or with the President of the Board. Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations in writing to the T&E’s Executive Director or to the President of the Board, who has the responsibility to investigate all reported complaints. Employees with concerns or complaints may also submit their concerns in writing directly to their supervisor or the Executive Director or the President of the Board.

The Executive Director is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The Executive Director will advise the Board of all complaints and their resolution.

Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

T&E’s Executive Director will notify the person who submitted a complaint and acknowledge receipt of the reported violation or suspected violation. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.