Code of Conduct
Purpose
BenaMakenga (the “Organization”) is committed to maintaining a safe, respectful, and inclusive environment for everyone connected to its work, including staff, volunteers, directors, donors, partners, beneficiaries, and the communities it serves, both in Canada and in the countries where it operates internationally. This Policy sets out expected standards of conduct and establishes a zero-tolerance approach to harassment, discrimination, sexual exploitation, and abuse of power.
Scope and Application
This Policy applies to all directors, officers, employees, contractors, volunteers, interns, and representatives of BenaMakenga, in all locations and contexts, including offices, program sites, community events, travel, online communications, and social media activity conducted on behalf of the Organization.
It applies regardless of the country in which activities take place and is intended to meet or exceed local legal requirements wherever the Organization operates.
Code of Conduct
All individuals representing BenaMakenga shall:
- Integrity Act with honesty, integrity, transparency, and accountability in all activities undertaken on behalf of the Organization.
- Dignity and Non-Discrimination Treat every person with dignity, fairness, and respect, without discrimination based on race, ethnicity, national or social origin, colour, religion, sex, gender identity or expression, sexual orientation, age, disability, marital status, or any other protected characteristic.
- Conflicts of Interest Avoid, disclose, and properly manage any actual or perceived conflicts of interest.
- Confidentiality Protect the confidentiality of sensitive information regarding beneficiaries, donors, staff, and partners.
- Stewardship of Resources Use the Organization’s funds, property, and resources responsibly and solely for legitimate organizational purposes.
- Legal Compliance Comply with all applicable laws and regulations in Canada and in every country where the Organization carries out activities.
- Professional Boundaries Maintain professional boundaries with beneficiaries and community members, recognizing the power imbalance inherent in humanitarian and development work.
- Reputation Refrain from any conduct that could bring the Organization’s reputation into disrepute.
- Duty to Report Report, in good faith, any conduct that appears to violate this Policy.
Definition of Harassment
Harassment means any improper and unwelcome conduct, comment, gesture, or contact, whether a single incident or a series of incidents, that a reasonable person would find offensive, humiliating, intimidating, or that creates a hostile environment. Examples include, but are not limited to:
- Verbal abuse, insults, slurs, or offensive jokes related to a protected characteristic.
- Bullying, intimidation, threats, or aggressive behaviour.
- Unwelcome physical contact, gestures, or invasion of personal space.
- Discriminatory treatment in assignments, evaluations, promotions, or benefits.
- Display or circulation of offensive images, materials, or messages, including via email or social media.
- Online harassment, including through messaging applications and social media platforms.
- Abuse of authority that interferes with a person’s work, safety, dignity, or participation.
Sexual Harassment, Exploitation, and Abuse
Sexual harassment includes unwelcome sexual advances, requests for sexual favours, or other verbal, written, or physical conduct of a sexual nature, particularly where made by a person in a position of authority or where submission is implied to be a condition of employment, support, services, or assistance.
Sexual exploitation and abuse, including any actual or attempted abuse of a position of vulnerability, differential power, or trust for sexual purposes, is strictly prohibited.
Zero-Tolerance Standard
BenaMakenga maintains a zero-tolerance standard for harassment, discrimination, sexual exploitation, and abuse. Any individual found to have engaged in such conduct will face disciplinary consequences up to and including termination of their relationship with the Organization, regardless of seniority or role.
Reporting Procedures
- Anyone who experiences or witnesses conduct that may violate this Policy is encouraged to report it as soon as possible.
- Reports may be made verbally or in writing to a direct supervisor, the Executive Director, or, where the complaint involves the Executive Director or a Board member, directly to the Board Chair.
- Reports will be handled with as much confidentiality as possible, consistent with the need to conduct a fair investigation and to protect the safety of those involved.
- Anonymous reports will be accepted and reviewed, though anonymity may limit the Organization’s ability to investigate fully.
- Beneficiaries and community members will be informed of accessible and culturally appropriate ways to raise concerns, including through local community liaisons where applicable.
Investigation Process
- All complaints will be acknowledged within five (5) business days of receipt.
- The Board of Directors, or a designated investigation committee free of conflicts of interest, will conduct a prompt, fair, and impartial investigation.
- Both the complainant and the respondent will be given the opportunity to be heard and to present relevant information.
- Interim measures, such as a temporary leave or reassignment, may be implemented to protect those involved while the investigation is ongoing.
- A written summary of the outcome and any resulting action will be provided to the complainant within a reasonable timeframe.
- Where the conduct may constitute a criminal offence, the matter will be referred to the appropriate law enforcement authorities, in addition to any internal action.
Protection Against Retaliation
Retaliation against any person who, in good faith, reports a concern, provides information, or participates in an investigation under this Policy is strictly prohibited and will itself be treated as a serious violation subject to disciplinary action.
A report made in good faith that is not ultimately substantiated will not be considered a violation of this Policy.
Consequences of Violations
Depending on the nature and severity of the violation, consequences may include:
- A verbal or written warning
- Mandatory training or coaching
- Suspension, with or without pay
- Termination of employment, volunteer placement, contract, or membership
- Removal from the Board of Directors
- Referral to law enforcement or relevant authorities
Roles and Responsibilities
- Board of Directors Approves this Policy, reviews it periodically, and oversees complaints involving senior leadership or Board members.
- Executive Director Implements this Policy, ensures training is provided, and manages day-to-day reports and investigations.
- All Personnel Read, understand, and comply with this Policy, complete required training, and report concerns promptly.
Policy Review
This Policy will be reviewed by the Board of Directors at least once every two (2) years, or sooner if required by changes in law, operational context, or organizational needs.