INTRAC is a values driven organisation. We have adopted a principles based approach to our ethics. The key principles are summarised in our code of ethics and expanded upon in related documents such as our codes of conduct and policies and guidance on topics such as safeguarding, whistleblowing, and data protection.
Our principles are based upon respecting and valuing those we work with. They also reflect the need for professionalism in the application of the skills we bring as individuals and as an organisation to our clients, their beneficiaries, and external professionals with whom we work.
We recognise that there is more to ethical behaviour than having documentation in place. Our values and the principles are part of our culture. We live them on a daily basis. We reflect upon our values in considering the work we undertake. We work with external professionals who share our values. We encourage open discussion of issues as they arise to allow us to reflect and learn. We create specific space to remind ourselves of our values on a regular basis – for example, as part of all-staff meetings.
This policy explains what bribery and corruption are and why preventing them is important to INTRAC. INTRAC has a zero tolerance for bribery and corruption as outlined in our codes of conduct.
The policy covers roles, risk assessment, our internal processes for monitoring gifts and hospitality, and reporting.
Transparency international have produced a useful resource looking at appropriate responses in scenarios relevant to international work called RESIST.
Our code of ethics explains the fundamental principles that underpin our culture and behaviour: Beneficiaries first; Integrity; Openness; Right to be safe; Objectivity; Professional competence and due care; Confidentiality; Professional Behaviour.
Our commitment to Environmental Protection is covered in our commitment to integrity.
INTRAC encourages its Staff, business partners and members of the general public to raise concerns that they may have about any wrongdoing at any level within the business. Wrongdoing in his context means: any breach of a legal obligation or criminal offence; fraud, corruption and bribery; risk to health and safety (including all forms of harm, abuse, neglect and exploitation); damage to the environment; and conflicts of interest. The policy also outlines how to report wrongdoing.
This code of conduct expands on our code of ethics by setting out some specific requirements and lays out the consequences for employees of failing to comply with these requirements. All employees are required to sign up to this code of conduct.
This code of conduct expands on our code of ethics by setting out some specific requirements and lays out the consequences for contractors of failing to comply with these requirements.
All of the external professionals with whom we work are required to sign this code of conduct.
This policy explains the principles of personal data protection, and how we put them into practice. It also explains the steps to take in the case of a data breach and outlines the steps to be taken if there is an unauthorised disclosure of personal data.
This policy should be read in conjunction with our Information Security policy which covers the steps we take to minimise the risk of a data breach.
INTRAC is a small organisation and the majority of our cost base is staff related. We do not have specific computer systems dedicated to procurement processes. Our policy is that expenditure may only be incurred against authorised budgets. Wherever appropriate at least two quotes must be obtained before expenditure is incurred. It also outlines processes to avoid conflict of interest in purchasing.
Our internal finance procedures also require dual authorisation on payments.
This policy outlines the steps that we take to sure that the data we hold is kept safe and secure. It covers personal data and other organisational data, including our intellectual property and governance documentation. We use of encryption and authentication controls such as tokens and passwords to prevent unauthorised access and accidental loss. We work with an external IT support functions to ensure that systems are kept up-to date and subject to regular backup.
We record details of the data we hold – both electronic and hard copy in our Data Resource Register. This is a key internal resource.
INTRAC has a zero tolerance for discrimination, bullying and harassment. INTRAC expects everyone working with and for us to treat others with dignity and respect, regardless of race, gender, nationality, age, sexual orientation and gender identity, disability or chronic illness, religion, belief or political affiliation. The policy also explains what is meant by terms such as discrimination, bullying and harassment.
Employees should refer to the staff handbook (sections 1.3 and 6.3) for further details. Staff (including contractors and volunteers) should note requirements spelt out in codes of conduct.
This section includes INTRACs health and safety policy and our handbook as well as documents relating to safety and security whilst travelling on assignment.
One key risk for our consulting staff is security and safety whilst travelling on assignments. This is covered by a specific policy and procedure.
There is also a specific checklist to be used in the case of travel to high risk locations.
INTRAC staff, associates and others working on behalf of INTRAC work in a wide range of settings and circumstances which involve risks to their safety and security. For this reason we have a Travel Safety and Security Policy.
This policy explains INTRAC’s approach to due diligence when entering into relationships with clients and consultants. It includes procedures in relation to legal, financial, and reputational risk.
This document sets out the delegated authority from the Board of Trustees of INTRAC to the Chief Executive and other duly authorised staff. The Chief Executive and staff will at all times conduct themselves in a prudent and ethical manner in keeping with the Code of Conduct, the values of the organisation, and consistent with the governance requirements of INTRAC, the strategic plan, approved budget and agreed objectives established by the Board..
INTRAC recognises that the management of strategic risk is essential to its governance and operational
success. This policy is designed to ensure the identification, assessment, and management of key
strategic risks.
This policy sets out our commitment to reducing our environmental impact and continually improving our environmental performance as an integral part of our business strategy and operating methods, with regular review points. Through our actions, we aim to be a positive role model that will encourage those we work with to reflect on their own practice.
This document sets out INTRAC's financial procedures, including on accounting, income, assets, investments, and more.
This document sets out INTRAC's policy on conflict of interest.
This policy specifically commits INTRAC, its trustees and staff to safeguarding children (defined as under the age of 18) and adults at risk (defined as over the age of 18 and unable to protect themselves against significant harm or serious exploitation); protecting them from harm, and promoting a safe environment.
This Code of Research Ethics details INTRAC’s expectations of employees, external consultants, and volunteers undertaking research on behalf of our organisation. This could refer to research as part of delivery (i.e. data collection and analysis for a client), research as part of a collaborative research project (i.e. with a research partner), research designed and delivered by INTRAC with external grant funding, or in-house research funded from INTRAC’s own resources and related to INTRAC’s strategic objectives and learning agenda.
The purpose of this standard is to support staff and associates in making decisions about working
with partners. INTRAC aims at creating equitable partnerships which are mutually empowering
relationships, aware of power imbalances and tries to address it and focused on mutual growth,
organisational development, institutional strengthening and above all, on achieving impact.
INTRAC’s understanding of partnerships covers all our work – with INGOs, local communities, local
civil society organisations, trusts and foundations and all partners – both in funding and non-funding
relationships based on dignity and respect.
This plan has been designed to prepare INTRAC to cope with the effects of an emergency. It is intended that this document will provide the basis for a relatively quick and painless return to “business as usual” regardless of the cause.