Partner code of conduct

Code of conduct

The HD Centre for Humanitarian Dialogue (“HD”) is founded on the principles of humanity, impartiality and independence. HD operates globally in accordance with the HD Charter. It is essential, for the success of HD’s mission and operations, that its partners, including implementing partners, suppliers, contractors and consultants (“HD Partners”), have aligned values and are committed to working with HD to further the HD mission and operating with values that foster integrity, ethical and sustainable conduct and respect for diversity.

This Code requires all HD Partners to ensure that their operations and practices, whether related to activities with HD or not:

  • exhibit exemplary ethical practices;
  • comply with international best practice with respect to preventing fraud and corruption;
  • appropriately manage conflicts of interest;
  • have zero tolerance for abuse and harassment (sexual or otherwise) or discrimination;
  • respect internationally accepted practices for social and working conditions;
  • operate with environmentally sustainable objectives;
  • respect all applicable laws and regulations including those relating to economic sanctions and counter-terrorism laws.

This Code forms an integral part of the HD Partner legal agreement with HD. Failure to comply with this Code is grounds for HD to immediately terminate the relationship. HD may from time to time update this Code and will inform HD Partners of substantive changes. A copy of the Code will be available on the HD website (www.hdcentre.org).

1. Respect HD Charter

HD Partners must ensure that contributions made by the HD Partner to HD work respect the HD Charter (available on the HD website and copy provided to HD Partners).

2. Comply with Fundamental Human Rights Standards

HD Partners agree with the principles of the UN Declaration of Human Rights of 1948 and shall ensure that all operations respect the dignity and worth of all peoples.

3. Comply with Applicable Laws, Regulations and Industry Best Practices

HD Partners shall ensure that they are and remain compliant with all applicable laws, including those with respect to labour, environmental issues, safety and child protection laws. Notwithstanding any lesser requirements under local laws, HD Partners must comply with the UN Convention on the Rights of the Child and core labour standards in ILO conventions including no child labour. Where appropriate, HD Partners should apply and respect the ten principles of the UN Global Compact (which align with this Code). Where applicable, HD Partners should follow industry best practices or provide acceptable justifications and explanations for divergences.

4. Breaches of this Code and Protection of HD’s reputation – a Collective Responsibility

HD Partner must immediately inform HD (hotline@hdcentre.org) of any credible information suggesting a potential or actual breach of this Code. HD Partner should also inform HD of any matters of substance known to it, which if substantiated, could materially damage the credibility or reputation of HD, whether related to the HD Partner or not, this includes any allegations of fraud or unethical conduct related to HD operations. If an HD Partner is aware of conduct by another that could reasonably be considered to breach the spirit of this Code or is otherwise unprofessional conduct the HD Partner has a duty to raise the matter (Whistleblowing policy).

5. Ethics and Integrity

HD Partners must at all times act with impartiality, honesty and integrity. This includes:

  • Ensuring high professional standards of conduct;
    • Operating with due respect for the interests of all relevant parties;
    • Applying the principle of “Do No Harm”;
    • Engaging only in activities in ways that support the welfare of individuals and groups affected by the activities;
    • Abiding by the spirit and language of conduct requirements in HD policies and agreements with HD.

6. Prevention of Fraud and Corruption

HD Partners must follow good practices for the prevention of fraud and corruption that are (i) are compatible with HD Policies and at least as rigorous as HD Policies and (ii) meet or exceed local legal requirements. If HD Policies and HD Partner policies conflict, HD Partner agrees that, with respect to activities for HD, it shall follow HD Policies.

HD Partner must ensure, as appropriate and feasible, training in ethics and fraud and corruption prevention for its personnel and sub-contractors (as relevant).

HD Partner acknowledges and agrees to follow HD’s zero tolerance to fraud and corruption, which includes, but is not limited to:

  • No gifts, monetary or other benefits, directly or indirectly made that are improper inducements or rewards in relation to carrying out of activities;
    • No promises/offers/favours or acceptance of monetary payments or other items of value or non-tangible advantage (directly or indirectly) to any person, entity, organisation, public official or public body who, acting officially or not, are in a position to influence, secure or retain any financial or other advantage by improperly performing a function of a public nature or a business activity with the purpose of effect of public or commercial bribery, acceptance of or acquiescence in extortion, kickbacks or other unlawful or improper means of obtaining or retaining a benefit.
    • No unusual commercial expenses including commissions not mentioned in a legal agreement, amounts paid without receiving any actual or legitimate service or without a legitimate reason, commissions remitted to an offshore location for the purposes of avoiding legitimate taxes, commissions paid without clear identification of recipient or a commission paid to an entity that reasonably viewed has the appearance of a front company

A note on gifts: During the course of performing work for HD, HD Partners may occasionally be presented with gifts. This practice should be discouraged, however, it may be culturally sensitive and to refuse a gift may cause embarrassment. Gifts or items of a monetary value of greater than CHF 100 must be normally be declined; if accepted, it must only be with the express exceptional approval of HD (Regional Director or equivalent) and appropriately recorded. Items with a value of CHF 100 or less may be accepted only if the HD Partner shares the item as appropriate within the professional environment and does take for personal use. HD funds given to HD Partners must not be used to buy personal gifts for third parties.

7. Abuse of Position, Harassment and Discrimination

HD Partners must ensure an inclusive and tolerant working environment for all HD members and third parties associated with HD work free from harassment, bullying and discrimination (including discrimination due to nationality, ethnic origin, religion, age, marital status, gender, disability, or sexual persuasion) or abuse of position. Special measures must be considered and implemented when activities involve vulnerable groups (including but not limited to women, children or marginalised or disadvantaged groups).

HD Partners must not use their relationship with HD for purposes of personal advantage or otherwise abuse or exploit their position whether of a sexual nature or otherwise. HD Partners must not engage in any sexual abuse or sexual exploitation whether related to HD activities or not. Sexual abuse means actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. Sexual exploitation means as any actual or attempted abuse of position of vulnerability, differential power or trust, for sexual purposes, including but not limited to profiting monetarily, socially or politically from the sexual exploitation of another. Sexual harassment means any form of unwanted verbal, non-verbal or physical conduct of a sexual nature with the purpose or effect of violating the dignity of a person, in particular when, creating an intimidating, hostile, degrading, humiliating or offensive environment. The exchange of money, employment, goods or services for sex, including sexual favours or other forms of humiliating, degrading or exploitative behaviour, is not tolerated.

8. Conflicts of Interest

HD Partner must be alert to and monitor any real or perceived conflicts of interest in relation to its work with HD. HD Partner and its personnel/subcontractors must not have personal, professional, financial, proprietary or other interests of any kind with any collaborating or competing institutions or other organisations that may compromise impartial and independent judgment or actions regarding its obligations to HD or otherwise impede its ability to work with HD. HD Partner must be alert to any potential conflicts arising from related family member interests.

9. Restrictive Measures (Sanctions) and Counter-terrorism laws

HD Partners must ensure that it, its personnel/subcontractors and its operations do not involve breaches of restrictive measures (sanctions) and counter-terrorism laws, which means not: (i) directly or indirectly engaged in, preparing, planning, assisting in or fostering the doing of a terrorist act; or (ii) being listed on applicable lists of terrorists and sanctioned persons of Switzerland, the European Union, the United Nations, or comparable lists of the countries or territories in which activities will be carried out as part of the HD activities or otherwise applicable due to the structure of funding flows or personnel engaged (collectively “Sanctions Lists”); or (iii) acting on behalf of, or at the direction of, individuals, persons, entities or organisations, or being owned or controlled by individuals, persons, entities or organisations, on Sanctions Lists; or (iv) providing direct or indirect support, resources or assets to persons or entities or organisations on Sanctions Lists.

10. Sustainable Environmental Practices

All HD Partners must operate in an environmentally responsible and efficient manner to minimise adverse effects on the environment, conserve energy and natural resources and avoid the use of hazardous materials or generation of toxic waste. In assessment and implementing activities, environmental impact must be taken into account. Where HD Partners are supplying goods to HD, the HD Partner and HD shall ensure sustainable environmentally friendly options are used.

11. Communications, Implementation and Documented Compliance with this Code

HD Partners must ensure that all of its directors, personnel, subcontractors and those of its affiliates and related parties (as applicable to the HD Partner) are aware of this Code and the obligations contained herein. HD Partner remains responsible for the actions of its associated parties for breaches of this Code. HD Partner must keep records to ensure that it has documented its compliance with this Code and provide access to HD upon request.