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

1011111111

Health,Safety&EnvironmentDoNoHarmSustainabilityHSEStandards

121313

PeopleGenderEquality&EqualOpportunitiesHarassmentSubstanceAbuse

141515

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