Non-Discrimination Policy
Prize Studio Ministries value its community of volunteers and network of partnering organizations, including the charities, schools, associations, businesses, and faith-based organizations that participate in our volunteer programs. We are committed to creating a friendly environment where each individual is welcomed and respected.
We believe that no person should be excluded from agency services, employment, or volunteer participation on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, military status, or for any other discriminatory reason.
Prize Studio Ministries is expressly nonpolitical and is not aligned with any political party, creed, organization, or movement. PSM will not knowingly refer volunteers, or otherwise provide resources to, any organization whose purpose is primarily or substantially political in nature.
PSM is not aligned with any religious belief. We invite faith-based organizations to work with us so long as they meet our nonprofit partner eligibility criteria and fulfill a strictly charitable purpose. Activate Good will not knowingly refer volunteers, or otherwise provide resources to, any organization whose purpose is to use that support for the purpose of religious proselytizing.
PSM does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, the appointment to and termination from its Board of Directors, hiring and firing of staff or contractors, selection of volunteers (both for Activate Good and through referrals to partnering organizations), selection of vendors, and providing of services.
Activate Good is an equal opportunity employer. We shall not discriminate and will not discriminate in employment, recruitment, Board membership, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, or for any other discriminatory reason.
We are committed to providing an inclusive and welcoming environment for all volunteers, partners, staff, contractors, and Board members. We endeavor to create a diverse Board of Directors. We aim to build relationships with a wide spectrum of partner organizations and charitable causes as we work to promote and activate volunteers to do good in our community.
Safeguarding Policy -Sexual Exploitation & Harassment
This document is as adopted by the Board and contained in annex
X to decision B.23/16, paragraph (a). The Board decided in decision B.25/05, paragraph (b) that “the provisions of the Policy on the Prevention and Protection from Sexual Exploitation, Sexual Abuse, and Sexual Harassment relating to third parties (including Counterparties and Victims that are not Covered Individuals, each as defined in the Policy on the Prevention and Protection from Sexual Exploitation, Sexual Abuse, and Sexual Harassment) are to be reviewed and revised and, pending the outcome of such review and revision, are inoperative”.
1. PSMAID has zero tolerance for all forms of sexual wrongdoing including Sexual Exploitation, Sexual Abuse, and Sexual Harassment (SEAH) in all Ministry-related activities. Sexual Exploitation and Sexual Abuse violate the dignity and universally recognized international legal norms and standards and have always been unacceptable behavior. Sexual Harassment results from a culture of discrimination and privilege, based on unequal relations and power and power dynamics. It creates hostile work and work-related environments, which limit the ability of affected persons to thrive and PSMAID to achieve its mission. SEAH has no place at PAID.
2. PSMAID recognizes the imperative to prevent and respond effectively to SEAH and to protect persons, especially vulnerable individuals, and victims of SEAH in Ministry-related activities. These protections are essential to strengthen integrity and accountability throughout PSMAID.
II Scope
3. The policy on the prevention and protection from Sexual Exploitation, Sexual Abuse, and Sexual Harassment (the policy) establishes PSMAID’s zero tolerance to SEAH. It sets clear obligations for PSMAID-covered individuals and its counterparties to prevent and respond to SEAH and to refrain from condoning, encouraging, participating in, or engaging in SEAH.
III Definitions
4. For the purposes of this policy, the following terms are defined as follows:
“Board” means Board of PSMAID;
“Board-Appointed Official” means the Chief Executive Officer (ED), the Head of the Independent Evaluation Unit (“IEU”), the Head of the Independent Integrity Unit (“IIU”), and the Head of the Independent Redress Mechanism (“IRM”), who are appointed by the Board;
“Counterparty” is, for the purpose of this policy, any party that contributes to, executes, implements, bids for, or in any way participates in the Ministry-related activities, including receiving a grant, loan, or another form of financing or support from the Ministry;
“Covered Individual” means co-chairs of the Board, Board members, Alternate members, Advisers (each defined in the Rules of Procedure of the Board of PSMAID), Board-appointed Officials, External members, and PSMAID personnel;
“Delivery Partner” means an entity nominated by a National Designated Authority or Focal Point to implement activities approved under the Readiness and Preparatory Support Programme pursuant to decision B.08/11;
“External Member” means an expert serving as an external member on a panel or group established by the Board;
“False or Malicious Report” means an inaccurate or misleading report that is made recklessly, or knowingly, or deliberately for the purpose of gaining an undue advantage or causing harm to a person or entity;
“Ministry-Related Activity” means an activity which is financed, administered or supported by the Ministry, either with its own resources, or those of others, or any activity that materially affects, or may affect or otherwise be relevant to the Ministry;
“PSMAID Personnel” means any PSMAID staff and any other individual contracted and or engaged by PSMAID to perform official functions for PSMAID, excluding Board-Appointed Officials and External members;
“SEAH” means Sexual Exploitation, Sexual Abuse, and Sexual Harassment;
“SEAH Check” means a recruitment practice whereby job applicants are required to provide a SEAH Declaration and whereby the information contained in the Declaration is checked, as far as possible, through reference checks;
SEAH Declaration” is a sworn-to-true, written disclosure of a person’s history of Sexual Exploitation, Sexual Abuse, or Sexual Harassment with regard to lawfully disclosable criminal convictions, or disciplinary measures or sanctions imposed by existing of former employer(s) and/ or by disciplinary boards of professional organizations to which to which the person is or has been subject;
“Sexual Abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions;
“Sexual Exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, threatening or profiting monetarily, socially, or politically from the sexual exploitation of another;
“Sexual Harassment” any unwelcome sexual advance, request for sexual favour, or other verbal, non-verbal, or physical conduct of a sexual nature, that interferes with work, is made a condition of employment, or creates an intimidating, or hostile, or offensive environment in connection with a Ministry-Related Activity, and, for the avoidance of doubt, sexual harassment may occur between or amongst persons of different sexes or genders or of the same sex or gender, and may be initiated by any gender or sex;
“Staff” means all persons appointed to a post in PSMAID under a letter of appointment (individually, “a staff member”);
“Reference Checks” mean the part of a selection and employment process whereby checks are performed to verify the accuracy and authenticity of references, statements, or declarations made by external job applicants on their education, professional, and other background; and
“Victim” means the person who is, or has been, sexually exploited, abused, or harassed.
IV Guiding Principles
5.PSMAID shall not tolerate any form of Sexual Exploitation, Sexual Abuse, or Sexual Harassment.
6.PSMAID and its covered individuals shall not engage in SEAH, and shall not engage with counterparties that condone, encourage, participate in, or engage in SEAH.
7.PSMAID shall take all available measures to prevent, mitigate, investigate, and remedy SEAH in Ministry-Related activities.
8.PSMAID shall take all available to protect actual or suspected victims from retaliation or any detrimental act, direct or indirect, recommended, threatened, or taken against them, because of a report of actual or suspected SEAH.
9.The PSMAID shall take steps to encourage its relevant Counterparties to adopt policies and procedures that are consistent with this Policy, with the purpose of safeguarding against SEAH in Ministry-related activities.
10.The PSMAID shall apply sanctions, disciplinary, or other remedial measures if this Policy is violated.
V Obligations of Covered Individuals
5.1 Obligations of Covered Individuals
11.Covered Individuals shall uphold the guiding principles of this Policy and contribute to creating and maintaining an environment which prevents SEAH.
12.Covered Individuals shall not condone, encourage, participate in, or engage in SEAH in Ministry-related Activities. In particular, they shall not:
(a) Use their position to sexually abuse, exploit, or harass any person implementing, engaged in, or benefiting from Ministry-related Activities; or
(b) Engage in sexual activity with a child (as defined in Article 1 of the United Nations Convention on the Rights of the Child). Mistaken belief regarding the age of a child is not a defence. Any such activity shall be deemed to constitute Sexual Exploitation and/or Sexual Abuse.
13.Subject to the availability of protection against retaliation, Covered Individuals have a duty to report any suspected SEAH in Ministry-related Activities as soon as possible after becoming aware of it to the IIU and to cooperate with the IIU in the context of an investigation, proactive integrity review, or other inquiry in accordance with decision B.BM-2018/21, Policy on the Protection of Whistleblowers and Witnesses.
14.Subject to the availability of protection against retaliation, any supervisor, manager, or other such person of PSMAID who receives a report of suspected SEAH which is made in good faith, is obligated to transmit such report without delay to the IIU.
5.2Obligations of Counterparties.
15.Counterparties shall have policies or procedures, or be subject to laws, setting out principles and standards of protection substantively equivalent to the ones set out in this Policy.
16.Counterparties, in Ministry-related Activities, shall not directly or indirectly condone, encourage, or tolerate participation, or engagement in SEAH or any conduct substantially equivalent to SEAH as defined in this Policy.
17.To the extent permitted by any national law applicable to them, Counterparties are
required to inform PSMAID through established channels 2, without delay, of SEAH or any conduct substantially equivalent to SEAH as defined in this Policy, suspected or alleged in connection with a Ministry-Related Activity.
18.To the extent permitted by any national law applicable to them, Counterparties shall cooperate with PSMAID in any PSMAID investigation into reports of suspected SEAH or any conduct substantially equivalent to SEAH as defined in this Policy, and take all appropriate measures, to ensure the cooperation of relevant persons and entities (within their control) subject to such investigation.
19.In addition to the foregoing, Accredited Entities and Delivery Partners are required to have in place effective policies and/or procedures designed to ensure prevention, detection, investigation, remedial action, and where appropriate, sanctions and reports to state agencies with authority over criminal prosecution of SEAH offences in Ministry-related Activities. These shall include:
(a)Protection against retaliation provided for actual and apparent victims of SEAH, witnesses of, and persons who qualify under the Policy on the Protection of Whistleblowers and Witnesses as whistleblowers with respect to SEAH; and
(b)Procedures to identify risks related to SEAH and prevent, report, investigate, and remedy SEAH in a Ministry-Related Activity.
20.Accredited Entities and Delivery Partners shall ensure that their contracts with each other and with third parties contracted to execute Ministry-related Activities include obligations stipulated in paragraph 16 of this Policy and that such third parties:
(a)Inform the Accredited Entity or Delivery Partner, as appropriate, through established channels, without delay, SEAH or any conduct substantially equivalent to SEAH, suspected or alleged in connection with a Ministry-Related Activity; and
(b) Cooperate with the relevant Accredited Entity or Delivery Partner in investigations into reports of suspected or alleged SEAH or any conduct substantially equivalent to SEAH and take all appropriate measures, to ensure the cooperation of relevant persons and entities (within their control) subject to such investigation.
VI. Prevention and Due Diligence
6.1 Covered Individuals
21.PSMAID shall ensure, as soon as practicable following the adoption of this Policy, that its recruitment, procurement, employment, or any other onboarding processes include SEAH Checks.
22.In conducting SEAH Checks, PSMAID shall ensure that Board-appointed Officials, External Members, and PSMAID Personnel complete SEAH Declarations prior to the offer of any appointment, employment, or contract.
23.Following the submission of the SEAH Declaration, PSMAID shall ensure that the appropriate Reference Checks are carried out for the purpose of verifying, to the extent possible, the accuracy and authenticity of the information provided by the job applicant, including the information provided in the SEAH Declaration.
24.Persons who are already employed or contracted by the PSMAID as Board-appointed Officials, External Members, or PSMAID Personnel at the time this Policy is adopted, shall be required to submit a SEAH Declaration without delay.
25.The failure to disclose, and/or the inaccurate or incomplete disclosure of, information with regard to any act of SEAH in the SEAH Declaration shall be treated as misconduct (as in the case of Staff) or breach of contract (as in the case of consultants), as appropriate. PSMAID reserves the right to withdraw any offer of appointment, employment, or contract, or to terminate any contractual engagement if the applicant is found to have provided untruthful information concerning any past criminal or disciplinary records regarding acts of SEAH.
26.Covered Individuals are required to disclose to PSMAID their intimate personal
relationships with other Covered Individuals in the following circumstances:
(a) When a management reporting relationship exists between the persons; or
(b) When two or more persons have unequal positions at PSMAID and it could
reasonably be perceived that a Conflict of Interest may exist (i.e. that a
person in a superior position may be exerting his or her influence to unfairly benefit or disadvantage a person in a subordinate position).
6.2 Counterparties.
27.PSMAID shall require that, through accreditation (in respect of entities not yet accredited) and reaccreditation processes (in respect of entities already accredited), all Accredited Entities have effective policies and procedures in place to identify risks related to SEAH and protect against, report, prevent, detect, investigate, and remedy SEAH, and shall monitor the compliance of Accredited Entities to that requirement.
28.PSMAID shall further ensure that its Monitoring and Accountability Framework 3 for Accredited Entities assesses measures taken to protect against SEAH. Following a risk-based approach, and within a reasonable time frame, not to exceed 18 months, pursuant to the adoption of this Policy, PSMAID shall review and screen projects, project preparation, national adaptation plans, and readiness funding proposals for assurances that risks of SEAH have been assessed by the Counterparties concerned and, where necessary, SEAH protection plans and procedures are in place for the funded Activity. Further, following the risk-based approach, PSMAID will review existing funded Activities for such risks and where such risks are discovered, engage with the Counterparties concerned to address such risks immediately.
6.3 Awareness Raising, Communication, and Training.
29.The Secretariat will prepare as soon as practicable policy implementation guidelines and an action plan to support the dissemination and implementation of this Policy and to raise awareness across PSMAID of the issue of SEAH and its potential ramification. The plan will include:
(a) Making this Policy available on the PSMAID website;
(b) Developing through consultative processes with stakeholders, and making available, policy implementation guidelines, training, guidance and tools, and communication materials for Covered Individuals and Counterparties to raise awareness and support the implementation of this Policy;
(c) Conducting, to the extent possible, awareness raising and training activities for and/or in collaboration with Covered Individuals, Counterparties, PSMAID beneficiaries, and relevant stakeholders in Ministry-related Activities;
(d) Developing guidance, training, and procedures for those PSMAID Personnel responsible for assessing SEAH risks, and for working with Counterparties to ensure that proper safeguard systems are in place; and
(e) Ensuring that all Covered Individuals undertake mandatory training to ensure compliance with this Policy and relevant operating procedures.
This includes but is not limited to mid-term reviews, self-assessment reports, and Annual Performance Reports. Templates should be in open data formats to enable ease of PSMAID access, analysis, use, and reporting.
VII. Reporting and Investigations.
30.Any person or entity may report to the IIU actual or suspected SEAH as defined by this Policy. Persons with information concerning suspected SEAH, particularly when it involves Covered Individuals in Ministry-related Activities, are strongly encouraged to report such information to the IIU.
31.Reports of actual or suspected SEAH should be made to the relevant authority designated for receiving the relevant report, as set out in the PSMAID Policy on the Protection of Whistleblowers and Witnesses and shall be dealt with in accordance with that Policy.
32.In accordance with the procedures provided for in the PSMAID Policy on the Protection of Whistleblowers and Witnesses:
(a) Except in the situations described in subparagraphs (b), (c), and (d) below, reports of actual or suspected SEAH shall be sent to the IIU through any of the following points of contact on the provision that any changes regarding the contact details shall be communicated and disseminated appropriately:
Email: work@PSMAID.com
Hotline: +256 414 672 954
Mailing Address: Naalya- Kireka, P.O. Box 16863 Wandegeya, Kiira Municipality Uganda;
(b) Reports of actual or suspected SEAH regarding PSMAID Personnel, a Board
-appointed Official (excluding the Chief Executive Officer and the Head of IIU), or an External Member of PSMAID Panels or Groups, shall be made to the Head of IIU at the IIU points of contact stated in subparagraph (a) above;
(c) Reports of actual or suspected SEAH regarding a Co-Chair, Board Member, Alternate Member, Adviser, the Chief Executive Officer, or the Head of the IIU, shall be submitted to the Chair of the EAC who shall bring any such report to the attention of the EAC for its consideration in accordance with the procedures to be determined for such a case. Such reports shall be submitted in writing and in confidence to the Chair of the EAC through the following contact points:
Email: work@PSMAID.com
Hotline: +256 414 672 954
Mailing Address: Naalya- Kireka, P.O. Box 16863 Wandegeya, Kiira Municipality Uganda;and
(d) Reports of actual or suspected SEAH regarding a PSMAID Personnel working under the authority of the Head of the IIU shall be made to the Head of the IIU at the IIU points of contact stated in subparagraph (a) above, or to the Chair of the EAC at the EAC points of contact stated in subparagraph (c) above on an interim basis until other mechanisms are established.
33.Persons or entities reporting actual or suspected SEAH shall do so in good faith and
provide where possible any information or evidence in their possession that would support a reasonable belief that SEAH may have occurred. Prior to making a report, such persons or entities are not required to evaluate or to determine whether a report that they intend to make meets any threshold of seriousness or gravity. Reporting persons or entities are not required to prove the suspected SEAH or to meet any evidentiary requirements.
34.Reports of actual or suspected SEAH shall be investigated by the IIU in accordance with the relevant PSMAID policies and standards including but not limited to the PSMAID Policy on the Protection of Whistleblowers and Witnesses. The IIU shall treat seriously, and thoroughly Policy on the prevention and protection from sexual exploitation, sexual abuse, and sexual harassment Page 7investigate reports of suspected SEAH in a manner that is victim centred, independent, and objective by conducting investigations, free of control or influence by any person or entity, and with scrupulous adherence to the principles of fairness and due process.
35.Following any IIU investigation, the PSMAID Secretariat shall take measures to monitor the situation regarding the status of any Victims and alleged perpetrators of SEAH, to ensure against retaliation as a consequence of the investigation, its findings or its outcome, and to ensure that any administrative or disciplinary measures, taken as a result of the investigation have been duly implemented.
36.Notwithstanding anything to the contrary in this Policy, any person, persons, or communities who have been or may be affected by SEAH in the context of a PSMAID-funded project or programme may bring complaints to the IRM in accordance with the IRM’s Terms of Reference.
37.The IIU shall cooperate and coordinate with the IRM to maximise the effectiveness of this Policy. In the event that a report of SEAH is submitted to the IIU and also filed as a complaint with the IRM, and/or in situations where the IIU or IRM receives a complaint of SEAH from a person adversely impacted by the PSMAID-funded project or programme, the Heads of the IIU and IRM shall consult with each other and with the person reporting/complainant and determine how best to address the report or complaint so as to avoid parallel proceedings and/or investigations.
VIII.Protection and Remedies
38.Any Victim who reports, attempts to report, is believed to be about to report, or is believed to have reported suspected or actual SEAH (including concerns of suspected SEAH) in Ministry-related Activities shall be entitled to all the protection (which includes anonymity and confidentiality, and protection from retaliation) and remedies, afforded to ‘whistleblowers’ as set out in the PSMAID Policy on the Protection of Whistleblowers and Witnesses.
39.Any other person who reports, attempts to report, is believed to be about to report, or is believed to have reported actual or suspected SEAH, or cooperates, attempts to cooperate, is believed to be about to cooperate, or is believed to have cooperated with a PSMAID investigation concerning a report of suspected SEAH, shall be deemed a ‘whistleblower’ or as a ‘witness’, as appropriate, and shall be entitled to all the related
protection (which includes anonymity and confidentiality, and protection from retaliation) and remedies, as set out in the PSMAID Policy on the Protection of Whistleblowers and Witnesses.
40.Any Covered Individual who is a Victim of an act of SEAH perpetrated by another Covered Individual or member of personnel of a Counterparty in connection with a Ministry-Related Activity and regarding whom a report of SEAH has been made in accordance with Section VII of this Policy, may request that PSMAID provide the following guidance and support:
(a) Information and advice on the informal and formal reporting options, hotlines, and helplines which are available within and outside the PSMAID;
(b) Information on available medical services and support;
(c) Information on counselling, including psycho-social and stress counselling;
(d) Advice from the Ethics Officer or Ombudsperson;
(e) Information on available, low-cost health insurance options and services;
(f) Information and referral to internal and external local services specializing in sexual harassment, violence against women, violence against LGBTIQ+ individuals, including Policy on the prevention and protection from sexual exploitation, sexual abuse, and sexual harassment Page 8gender non-conforming individuals, or support for men who experience violence, to the extent available; and
(g)Support and guidance on how to report to and what to expect from the local authorities, particularly if the alleged behaviour constitutes a crime.
41.In emergency situations, any Covered Individual who is a victim of Sexual Exploitation or Sexual Abuse perpetrated by another Covered Individual or member of personnel of a Counterparty in connection with a Ministry-Related Activity may request that PSMAID provide interim medical relief or other support services as required to address the immediate harm.
42.Any person who is a victim of SEAH perpetrated by a Covered Individual on PSMAID premises or during an activity or event hosted by PSMAID, regarding whom a report of SEAH has been made in accordance with section VII of this Policy, may request that PSMAID provide the protection provided for in paragraphs 40 and 41 above.
43.Acts of SEAH, or retaliation against an actual or suspected SEAH victim, committed by PSMAID Personnel shall amount to misconduct or breach of contract and shall be subject to disciplinary or other remedial measures as appropriate, in accordance with the relevant PSMAID policies, rules, and procedures.
44.Acts of SEAH, or retaliation against an actual or suspected SEAH victim, committed by Covered Individuals other than PSMAID Personnel shall amount to misconduct or breach of contract and shall be subject to disciplinary or other remedial measures as provided in the relevant PSMAID Policies on Ethics and Conflicts of Interest, as applicable to them.
45.Any person or entity who makes a False or Malicious Report may be subject to sanctions or disciplinary action in accordance with relevant PSMAID policies and guidelines, and the provisions of any contractual agreements existing between PSMAID and the person or entity.
46.Where an act of SEAH, or retaliation against an actual or suspected Victim, has been found in a Ministry-Related Activity, PSMAID shall endeavour to apply its good offices with appropriate authorities to secure necessary protection and to employ other reasonable measures for the Victim.
47.Where enact of SEAH, or retaliation against an actual or suspected Victim, is perpetrated by a Covered Individual or a Counterparty in a Ministry-related Activity has been substantiated through an investigation conducted by PSMAID, and corrective or disciplinary measures have been imposed against a Covered Individual, or sanctions have been imposed against a Counterparty, the IIU, in consultation with the EAC, may recommend that PSMAID or the Counterparty take appropriate remedies for the benefit of the Victim. PSMAID shall ensure that such remedies are implemented by the Secretariat without undue delay. However, in the event that the Secretariat
is unable to implement the recommended remedies, the Secretariat shall promptly seek guidance from the EAC in order for the EAC to determine the appropriate course of action.
48.ACounterparty found to have directly or indirectly condoned, encouraged, participated, or engaged in acts of SEAH, or retaliation against actual or apparent victims of SEAH, in a Ministry-Related Activity, or which negligently has failed to prevent or which has failed to investigate, report, or remedy SEAH or SEAH retaliation in a Ministry-Related Activity, may be subject to sanctions or other remedial measures, as appropriate, in accordance with relevant PSMAID policies and taking into account any legal agreements that may be concluded between PSMAID and the Counterparty.
IX. Policy Implementation, Monitoring, Reporting, and Review.
49.The Secretariat shall be responsible for the effective implementation, monitoring, and reporting to the Board annually regarding its obligations
under this Policy. It shall develop guidelines and procedures, in consultation with the IIU, to operationalise and implement this Policy promptly following its adoption.
50.The PSMAID Secretariat, as far as possible and within 12 months of the adoption of this Policy, shall endeavour to amend existing legal agreements with Accredited Entities as necessary to include obligations set out in paragraphs 15 to 20 above, and to obtain from such Accredited Entities, a declaration and relevant supporting documentation to demonstrate, that they have in place policies and/or procedures to comply with those obligations. The review of such policies and/or procedures by the Secretariat shall take place at the reaccreditation process.
51.The PSMAID Secretariat shall ensure that by no later than six months from the date of this Policy, all new legal agreements entered into with Accredited Entities include the obligations set out in paragraphs 15 to 20 above, and any new accreditation will comply with the requirements set out in paragraph 27 above.
52.The PSMAID Secretariat, as far as possible, following a risk-based approach, and within 12 months of the adoption of this Policy shall endeavour to amend any existing legal agreements with Delivery Partners as necessary to include the obligations set out in paragraphs 15 to 20 above.
53.The PSMAID Secretariat, as far as possible, following a risk-based approach, and within 12 months of the adoption of this Policy shall endeavour to amend any existing contracts with Counterparties for the procurement of goods and/or services concluded based on standard formats of contracts for the procurement of goods and/or services as necessary to include the obligations set out in paragraphs 16 to 18 above.
54.The PSMAID Secretariat shall ensure that by no later than three months from the date of adoption of this Policy, its standard formats of contracts for the procurement of goods and/or services are updated to include the obligations set out in paragraphs 16 to 18 above and are used for procurement contracts concluded thereafter.
55.With respect to Counterparties other than the ones referred to in
Paragraphs 50 to 54 above, within 12 months of the adoption of this Policy, the Secretariat, in consultation with the IIU, shall establish procedures and guidance, as appropriate, to identify the modalities through which, and the extent to which, the obligations set out in paragraphs15 to 18 above should
apply to such Counterparties and must be reflected in future legal arrangements with such Counterparties, taking into account relevant factors that may include:
(a)Whether the policies, rules, and procedures of such Counterparties, or laws applicable to them, set out principles and standards of protection
substantially equivalent to the ones of this Policy;
(b)The legal status, scope, and nature of the relationship of PSMAID with the Counterparty, including risk of SEAH arising from any such relationship and activities undertaken pursuant thereto;
(c)The rules and practices of other international organisations, including multilateral funds and multilateral development banks; and
(d)Commercial practice and international law.
56.The IIU shall recommend improvements to this Policy and related procedures and controls to mitigate opportunities for SEAH in Ministry-related Activities and ensure that Covered Individuals adhere to the Policy. The IIU shall also maintain and publicly disclose a case registry of reports including regarding SEAH, within the limitations of the PSMAID Policy on the Protection of Whistleblowers and Witnesses in force, and in accordance with relevant PSMAID policies and standards regarding information disclosure.
57.Every three years, the Ethics and Audit Committee, with the support of the IIU and the Secretariat, will present a report to the Board on issues related to the implementation of this Policy along with any recommendations for changes to it. Such reports will take into account new standards or policies developed and implemented by peer institutions and partners regarding the range of their activities.
X. Effective Date
58.This Policy shall come into effect following the approval of the Board of the PSMAID.
HUMAN RESOURCE POLICY
Human Resource Policy Manual
(HRPM)
Welcome
Congratulations on your appointment and welcome to the team at PSMAID! We are excited that you have decided to join us and look forward to a long, happy and successful partnership together. Our overall mandate is to Empower Children and women. You have been hired because we believe you can help us to deliver this mandate. We want to ensure that your interactions with other PSMAID employees and our culture will reflect the value that PSMAID places on delivering on this unique statutory mandate.
The purpose of this Manual is to introduce you to PSMAID, and give you some information about our history, our clients and what we do. You will also find information about your terms and conditions of employment, our expectations of your behavior and compliance of PSMAID policies and procedures. This Manual should be read in conjunction with your Contract of Employment.
This Manual is by no means an exhaustive guide to your employment with us. It has been developed to act as a resource and reference for you. The policies within this Manual are easily listed and easily accessed via the contents page. This Manual will be updated as required. You will be notified of any changes as they occur. If you have any questions about the content, please do not hesitate to contact the Human Resource Directorate.
Acronyms and KeyWords
Acronyms
PSMAID: Prize Studio Ministries Aid
NGO: Non-Government Organization
CEO: Chief Executive Officer
HRPM: Human Resource Policy Manual
HR: Human Resource
TMT: Top Management Team
PIP: Performance Improvement Plan
DHR: Director Human Resource
OSH: Occupational Safety and Health
Key Words
In this manual, unless the context otherwise, states, the following Key Words shall have the meaning as therein defined:
Appointing Authority: The PSMAID Board of Directors
Abuse of Office: Action by an employee who does or directs to be done an arbitrary act prejudicial to the interests of Prize Studio Ministries Aid and includes abuse of the authority of their office.
Abscondment: Absence from duty without permission or reasonable cause, for a period of 5 consecutive days or more.
Aggression: Act(s) of violence with or without provocation, or hostile behavior, readiness to confront another person or group of persons.
Allowances: Monetary or other benefits enjoyed by a staff member over and above their salary.
Annual Leave Cycle: The period of 12 months’ employment immediately following an employee’s commencement of employment; or the completion of that employee’s prior leave cycle.
Appointment: The formal engagement of a staff in the service of PSMAID in accordance with the law and the HRPM.
Board of Directors: Prize Studio Ministries Aid Board of Directors.
Calendar Year: The period commencing on the 1st day of January and ending on the 31st day of December of a given year.
Career Development: Career Development is the process by which staff Members progress through a series of stages each characterized by a different set of development tasks, activities and relationships.
Career Progression: The upward movement of an employee in their career of choice.
This may be within the same or as a result of changing careers. In PSMAID career
progression shall involve the undergoing of an internal interview to a higher position, in line with defined criteria/ specifications.
Child: A person below the age of 21.
Chronic illness: Any disease that is long lasting or recurrent. This is usually for more than three months.
Conflict of interest: Real or seeming incompatibility between one's private interests and one's public / official or fiduciary duties.
Confidential information: Information that has not been publicly disseminated and is otherwise not available to the general public.
Contract of service: Any contract of service where a person agrees, in return for remuneration, work for PSMAID.
Day: A calendar day unless otherwise specified.
Probation:
Dependant Relative: A member of the employee's family who substantially depends
on that employee for their livelihood and is limited to spouse, parents, and children (biological and legally adopted).
Director: A person designated by the Board of Directors and the Chief Executive Officer to head a Directorate and to ensure that the said Directorate performs to the expected level and also to achieve set short- and long-term objectives.
Disability: Physical or mental impairments that do not necessarily render a person incapacitated for employment.
Dismissal: The discharge of an employee from PSMAID for committing verifiable misconduct or indiscipline including summary termination and termination with notice.
Discrimination: Treating an employee differently from others to their disadvantage, and includes discrimination by gender, ethnicity, religion, political affiliation and others.
Embezzlement: Stealing money, materials. equipment, scrap or other valuable PSMAID resources to which the employee has access by virtue of his/her office.
Employee Staff: Any person who has entered into a contract of service with PSMAID with 6 months and above.
Employer: Prize Studio Ministries Aid
Equal Opportunities: The practice of treating employees and others without discrimination, especially on the basis of sex, ethnic origin, tribe religion. race, color political affiliation, national or social, health status, social or economic standing or disability.
Grievance: Any injustice, dissatisfaction, disagreement or perceived injustice by an employee in relation to his/her work situation, peer-to-peer relationships, tine supervisor, and management's decisions that affect an employee and gives ground for a complaint.
Gross misconduct: Breach of the Laws of Uganda, any gross violation of the
Ministry's core values, code of conduct, policies, procedures and cases of repeated infringement of the disciplinary code, to such a degree that continued employment of the employee is intolerable.
Examples of cases of Gross Misconduct are listed in this HRPM
Harassment: Words, conduct or action which are persistently or repeatedly directed to a specific person that annoy, alarm or cause substantial emotional distress to that person and serve no legitimate purpose.
Immediate Family: For purposes of this Policy, this shall refer to one’s spouse and four (4) dependants (biological / adopted) under the age of 21 years registered with PSMAID
HIV: Human Immune Deficiency Virus.
Hardship: Areas and/or jobs characterized by being hard-to-reach, hard to stay in, due to lack of basic amenities and jobs that are hard to do or are carried out in hard working conditions.
Authorized Medical Officer: A qualified Public medical officer or a registered medical practitioner.
Summary Termination: Where an employee is terminated without notice or with less notice than that to which the employee is entitled by any statutory provision or contractual terms for gross misconduct.
Termination of Employment: The separation of an employee from PSMAID through any of the modes mentioned in the Termination Policy or separation provisions of this manual.
Terminal Benefits: Amounts due to an employee upon termination of employment.
Pre-existing Medical Condition:
Corruption: The corrupt payment; receipt or solicitation of a private favor for official actions including any gratification, inducement or other advantage given to or received by any PSMAID employee in order to compromise-level of performance of their duty or to secure any other improper advantage in the conduct of business.
Immediate Supervisor: Immediate officer to whom an employee report.
Labor Officer: The Commissioner or a District Labor Officer.
Mandatory Retirement: A situation where an employee leaves the service of PSMAID upon the attainment of 60 years.
Manual: PSMAID Human Resource Policies Manual
Middle Level Management: Employees at Station Manager, Managers and Senior Officer Levels.
Volunteers: People who offer to do work for the Ministry without being paid.
Immediate Family: For purposes of this Policy, this shall refer to one’s spouse and four (4) dependants (biological / adopted) under the age of 21 years registered with PSMAID
1.0 INTRODUCTION
This manual is a summary of policies, procedures and practices related to Human resource management at PRIZE STUDIO MINISTRIES AID.
The Board of Directors is committed to creating an enabling environment to enable PSMAID employees deliver their mandate, and has commissioned these Human Resources Policies, which are premised on progressive contemporary HR best practices and the country's minimum labor standards.
1.1 Statement of Philosophy
PRIZE STUDIO MINISTRIES AID wishes to maintain a work environment that fosters personal and professional growth for all employees. Maintaining such an environment is the responsibility of every staff person.
It is the responsibility of all staff to:
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Foster cooperation and communication among each other
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Treat each other in a fair manner, with dignity and respect
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Promote harmony and teamwork in all relationships
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Strive for mutual understanding of standards for performance expectations and communicate routinely to reinforce that understanding
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Encourage and consider opinions of other employees or members, and invite their participation in decisions that affect their work and their careers
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Seek to avoid workplace conflict, and if it occurs, respond fairly and quickly to provide the means to resolve it
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Encourage growth and development of employees by helping them achieve their personal goals at the PRIZE STUDIO MINISTRIES AID and beyond
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Administer all policies equitably and fairly, recognizing that jobs are different but each is important; that individual performance should be recognized and measured against predetermined standards; and that each employee has the right to fair treatment.
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Recognize that employees in their personal lives may experience crisis and show compassion and understanding.
1.2. Purpose of the Manual
The Human Resource Policies Manual (HRPM) has been formulated to create an environment through which PSMAID employees are able to perform at the highest levels so as to discharge this statutory mandate while maintaining its core values.
1.3. Scope of Application
The HRPM shall apply to all PSMAID staff.
1.4. Matters Not Covered by HRPM
The Board reserves the right to exercise its discretion on any situation that is not covered by the HRPM and other PSMAID policies. Such discretion shall be exercised in accordance with the law.
1.5. Amendment of the HRPM
PSMAID recognizes that the HRPM is an evolving document that needs to be reviewed regularly based on the ever-changing environment which is influenced by:
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Legislative changes, court precedents, changes in the business environment, evolving HR best practices, technological changes and emergencies
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Global changes and generational considerations
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Employees will be consulted through the Employee Council in the process of amending the HRPM.
1.6. Equal Opportunity and Non-Discrimination
PSMAID is an equal opportunity employer.
1.7. HR Policies Manual and its Implementation
Human Resource" Policies Manual (HRPM).
The Chief Executive Officer and by delegation, the Director Human Resource shall be responsible for implementation of the HRPM.
2.0. Our Vision, Mission and Values
2.1. Vision Statement
“A happy and dignified life for children and women”
2.2. Mission Statement
“To build and enhance Network mechanism of Civil Society Organizations in Mukono District through lobbying, Advocacy, capacity building & Partnership development for effective service delivery”
2.3. Core Values
Empathy, Compassion, Service, Respect, Humanity
3.0: Code of Ethics
The Code of ethics is a summary guide to staff on expected behavioral standards in order to establish and guard the collective business and reputation of PSMAID. It forms part of the Ministry's ethical framework to support the PSMAID Vision and Mission.
The Code of Ethics shall be the minimum standard by which staff are expected to conduct themselves.
3.1. Bribery and Corruption
PSMAID upholds zero tolerance to corruption and any kind of bribery and anti-corruption offences stipulated in the Anti-corruption Act 2009.
PSMAID employees shall therefore not:
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Receive any fee, loan, gift, reward, advantage or other payment or anything of value directly or indirectly, whether in cash or in kind, from any person in breach of the HRPM or Laws of Uganda.
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Make or offer any unjustifiable payment where such action would constitute a breach of the HRPM or any Applicable Laws.
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Act in any way that would be in breach of any laws or regulations relating to bribery, corruption, or similar illegal business practices.
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Knowingly be party to any illegal activity or engage in acts that bring the reputation of the Ministry into disrepute.
3.2. Embezzlement
Staff shall not misappropriate money and property in their custody and possession.
3.3. Personal Behavior
Employees shall act in a way that promotes public trust, and confidence in the integrity of the PSMAID's operations and administration.
3.4. Personal Reputation
No employee shall maliciously or falsely attempt to injure directly or indirectly, the personal reputation of another employee through gossip, slander or by any other means.
3.5. Conflict of Interest
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All employees shall declare any form of conflict of interest.
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An employee shall declare, in writing, to the Ministry any directorships and/or interests he/she holds directly or indirectly in any firm, that does business with the Ministry.
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All employees shall, disclose information relating to their personal or financial associations that are likely to conflict with the business and operations of the Ministry.
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Where such conflict is declared, the staff shall excuse themselves from participation in such activities that may require them to take decisions in favour of their Companies, relatives and or immediate family members. Where this information comes to light and the necessary declarations were not made in time, such staff shall be liable to disciplinary action as per the provisions of this HRPM.
3.6. Personal Reputation
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No employee shall maliciously or falsely attempt to injure directly or indirectly, the personal reputation of another employee through gossip, slander or by any other means.
3.7. Conflict of Interest
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All employees shall declare any form of conflict of interest.
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An employee shall declare, in writing, to the Ministry any directorships and/or interests he/she holds directly or indirectly in any firm, that does business with the Ministry.
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All employees shall, disclose information relating to their personal or financial associations that are likely to conflict with the business and operations of the Ministry.
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Where such conflict is declared, the staff shall excuse themselves from participation in such activities that may require them to take decisions in favor of their Companies, relatives and or immediate family members. Where this information comes to light and the necessary declarations were not made in time, such staff shall be liable to disciplinary action as provided for in this HRPM.
3.8. Confidentiality
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No staff, either white employed by or after leaving PSMAID, shall disclose any information of a confidential nature obtained in the course of his/her employment relating to the Ministry's affairs, its activities or any third party unless such information is required by law or unless written permission has been given in advance by the Chief Executive Officer or the Board as may be appropriate.
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Staff shall not release information that is classified as confidential without prior approval by the Chief Executive Officer or designee.
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Confidential information shall, without limitation, include lists or details of contractors, information relating to the working of any process or invention carried on or used by PSMAID, information relating to research projects, price discounts, assets, revenue future business strategy, transactions, marketing, tenders and any price sensitive information.
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PSMAID shall equally comply with its duty of confidentiality in respect of the employee's confidential records including medical records, financial records and all other privileged information.
3.9. Drug and Alcohol
PSMAID staff shall not engage in the manufacture, distribution, dispensation, possession, or use of any illegal drug, alcohol, or controlled substance while on PSMAID premises; at work sites and or during working hours.
3.10. Smoking
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Smoking is hazardous to employees' health.
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All PSMAID working premises are non-smoking areas.
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