Introduction
The One Love Sisters Ghana is a conglomeration of LBQT led and focused organizations work to empower the LBQT population in Ghana. The consortium is fully committed to the principle of honesty, integrity and fair play in the delivery of services to the its target population. All members should ensure that the businesses of the consortium such as applications for services, procurement or staff recruitment, are dealt with in an open, fair and impartial manner. This Code of Conduct sets out the basic standard of conduct expected of all members and the consortium's policy on matters like acceptance of advantages and declaration of conflict of interest by members in connection with their official duties. This Code also applies to temporary or part-time officers employed by the consortium. Prevention of Bribery Any member of the consortium who solicits or accepts an advantage in connection with their work without the permission of the chair may commit an
offence. The term "advantage" is defined as and includes almost anything of value, except entertainment, such as money, gift, commission, loan, fee, reward, office, employment, contract, service or favor (Appendix 1). Acceptance of Advantages It is the policy of the consortium to prohibit members from soliciting any advantage from any persons having business dealings with the consortium (e.g. clients, suppliers, contractors). Members who wish to accept any advantage from such persons should seek special permission from the consortium's board prior to the acceptance. Any gifts offered voluntarily to members in their official capacity are regarded as gifts to the consortium and they should not be accepted without permission. Members should decline the offer if the acceptance could affect their objectivity in conducting the consortium's business, or induce them to act against the interest of the consortium, or lead to complaints of bias or impropriety. For gifts which are presented to members in their official capacity and of nominal value (below GHC1000), the refusal of which could be seen as unsociable or impolite (e.g. a plaque presented to a member during a seminar in which they are invited to be the guest speaker), the Board has given a blanket permission for the member to accept these gifts. In other circumstances, the member
should apply in writing to the consortium for permission to accept the gifts. Each application should be carefully considered by the consortium or delegated the authority to consider such applications. Proper records of these applications should be kept showing the name of the applicant, the occasion of the offer, the nature and estimated value of the gift, and whether permission has been granted for the applicant to retain the gift or other directions have been given to dispose of the gift. Possible ways of disposal of such gifts are listed at Appendix 2. There is however no restriction on the acceptance of advantages, in the member's private capacity, from any person who does not have any official dealings with the consortium. Conflict of Interest A conflict-of-interest situation arises when the "private interests" of members compete or conflict with the interests of the consortium. "Private interests" means both the financial and personal interests of the member or those of their connections including: family and other relations; personal friends; the clubs and societies to which they belong; and
any person to whom they owe a favor or are obligated in any way. Members should avoid using their official position or any information made available to them in the course of their duties to benefit themselves, their relations or any other persons with whom they have personal or social ties. They should avoid putting themselves in a position that may lead to an actual or perceived conflict of interest with the consortium. Failure to avoid or declare any conflict of interest may give rise to criticism of favoritism, abuse of authority or even allegations of corruption. In particular, members involved in the procurement process should declare conflict of interest if they are closely related to or have beneficial interest in any company which is being considered for selection as the consortium's supplier of goods or services. Appendix 3 provides some examples of conflict-of-interest situations which may be encountered by members. When called upon to deal with matters of the consortium for which there is an actual or perceived conflict of interest, the member should make a declaration in writing to the chair of the consortium. They should then abstain from dealing with the matter in question or follow the instruction of their supervisor who may reassign the task to other members. Entertainment "Entertainment" refers to food or drink
provided for immediate consumption on the occasion, and any other entertainment provided at the same time. Although entertainment is an acceptable form of business and social behavior and is not an "advantage", members must not accept lavish or frequent entertainment from persons with whom the consortium has official dealings (e.g. suppliers or contractors), so that they will not be placed in a position of obligation to the offeror. Misuse of Official Position Members who misuse their official position for personal gains or to favor their relatives or friends are liable to disciplinary action or even prosecution. Examples of misuse include a member responsible for the selection of suppliers giving undue favor or leaking tender information to their relative's company with a view to awarding the contract to the latter. Handling of Classified or Proprietary Information Members are not allowed to disclose any classified or proprietary information to anybody without authorization. Members who have access to or are in control of such information should at all times provide adequate safeguards to prevent its abuse or misuse. Examples of misuse include disclosure of information in return for monetary rewards, or use of information for personal interest. It should also be noted that unauthorized disclosure of any personal data may
result in a breach. Property of the consortium Members given access to any property of the consortium should ensure that it is properly used for the purpose of conducting the consortium's business. Misappropriation of the consortium's property for personal use or resale is strictly prohibited. Gambling Members must not engage in frequent or excessive gambling with persons who have business dealings with the consortium as well as among colleagues, particularly with subordinates. If on social occasions where refusal of gambling is considered unsociable, the amount of money involved should not be significant. Gambling in the consortium's premises is strictly forbidden. Outside Employment Members who wish to take up paid outside work, including those on a part-time basis, must seek the written approval of the consortium before accepting the job. Applications for outside work should be made to the chair for consideration.
Approval will not be given if the outside work is in conflict with the interest of the consortium. Compliance with the Code It is the personal responsibility of every member to understand and comply with the Code of Conduct. Team leads should also in their daily supervision ensure that their subordinates understand and comply with the standards and requirements stated in the Code. Any problems encountered as well as any suggestions should be channeled to the chair for consideration and advice. Any member who violates any provision of the Code will be subject to disciplinary action. In cases of suspected corruption or other criminal offences, a report will be made to the appropriate authorities.
Appendix 1 "Advantage" means:
(a) any gift, loan, fee, reward or commission consisting of
money or of any valuable security or of other property or interest in property of any description;
(b) any office, employment or contract;
(c) any payment, release, discharge or liquidation of any
loan, obligation or other liability, whether in whole or in
part;
(d) any other service, or favor (other than entertainment),
including protection from any penalty or disability incurred or apprehended or from any action or proceedings of a disciplinary, civil or criminal nature, whether or not already instituted;
(e) the exercise or forbearance from the exercise of any
right or any power or duty; and
(f) any offer, undertaking or promise, whether conditional
or unconditional, of any advantage within the meaning of any of the preceding paragraphs (a), (b), (c), (d) and (e).
Appendix 2 Ways to dispose of gifts presented to a staff member in his official capacity . If the gift is of perishable nature (e.g. food or drink), it may be shared among the office or during an activity organized by the consortium. . If the gift is a useful item, it may be sent to a charitable organisation. . If the gift is of historical or other interest, it may be sent to a library or museum. . If the gift is suitable for display (e.g. a painting, vase, etc), it may be retained for display in the recipient's office or elsewhere in the organisation. . If the gift is of low value (below GHC100), it may be donated to the consortium's social function as a lucky draw prize. . If the gift is a personal item of low value (below GHC100), it may be retained by the recipient.
Appendix 3 Examples of Conflict-of-Interest Situations A member takes part in the selection of suppliers or contractors, one of the bidders under consideration being his family member, relative or close personal friend. A member has a financial interest in a company which is being considered for selection as the consortium's supplier of goods or services. A member accepts frequent or lavish entertainment or expensive gifts from the consortium's suppliers or contractors. A member serves as a member of the consortium's recruitment or promotion board, and one of the candidates under consideration by the board is their family member, relative or close personal friend.