Conflict of Interest Policy

A conflict of interest arises where a person's private interests could improperly influence, or appear to influence, a decision taken on the Foundation's behalf. Conflicts are not in themselves misconduct — failing to declare and manage them is.

This is particularly important in a community-based organisation, where personnel are frequently connected by family, clan or community ties to the people a decision affects. The aim is transparency rather than the pretence that such ties do not exist.

• Participating in selecting a beneficiary who is a relative or close associate.
• Awarding a contract to a business owned by you, a family member or a friend.
• Taking part in recruitment where a candidate is related or personally connected to you.
• Accepting gifts or hospitality from a supplier or partner.
• Holding a role in another organisation that competes for the same funding.

1. Declare a conflict as soon as you become aware of it, in writing, to your supervisor or to the Bureau.
2. Bureau and Board members declare interests annually and at the start of any meeting where a relevant matter arises.
3. Withdraw from the decision. This means not participating in discussion, not voting, and not attempting to influence it informally.
4. The decision, the declared conflict and the withdrawal are recorded in the minutes.
5. Where withdrawal is impractical because of the Foundation's small size, the decision is escalated to the Board of Advisors.

The Foundation maintains a register of declared interests for Bureau and Board members, reviewed annually and available to auditors and to donors conducting due diligence.

Modest hospitality offered in the ordinary course of business — a meal at a meeting, a token gift at a community event — may be accepted where refusing would cause offence. Anything of material value must be declared and, where it relates to a supplier, partner or procurement decision, declined.

Personnel never accept gifts, favours or payment of any kind from a person seeking selection into a programme or assistance from us. That is not a conflict of interest but corruption, and it is covered by our anti-fraud policy and our code of conduct.

In a community-based organisation, personnel are frequently related or connected to the people a decision affects. That is normal and is not in itself improper. What matters is that the connection is declared before the decision, recorded, and that the person concerned takes no part in making it.

Pretending such connections do not exist is what creates the problem. Communities notice who receives support, and a selection that appears to favour a staff member's relatives damages trust in the whole programme even when the selection was otherwise justified.

Failing to declare a conflict is a disciplinary matter. Acting on an undeclared conflict to obtain a benefit for yourself or someone connected to you is gross misconduct and grounds for termination, and may be referred to Cameroonian authorities where it involves the misuse of funds.