Conflict of Interest Policy

Purpose

The purpose of this policy is to:

  • Protect the integrity of Kartoza’s decision-making processes;
  • Uphold the trust and confidence of our stakeholders, clients, and the general public;
  • Safeguard the reputation and integrity of the Organisation and its staff, volunteers, and management;
  • Prevent actual, potential, or perceived conflicts of interest from compromising the Organisation’s work.

Policy Statement

All staff, volunteers, and management of Kartoza must strive to avoid situations where personal, professional, or financial interests conflict — or appear to conflict — with the interests of the Organisation.

This includes avoiding:

  • Actual conflicts of interest: where a personal interest directly conflicts with a duty to the Organisation.
  • Perceived conflicts of interest: where a conflict may exist, even if no actual improper influence occurs.
  • Potential conflicts of interest: where a personal interest could reasonably foreseeably develop into a conflict.

Scope

This policy applies to:

  • All employees (full-time, part-time, contract)
  • Board members
  • Management and leadership staff

Examples of Conflicts of Interest

Conflicts of interest may arise in various scenarios, including but not limited to:

  • A staff member who is a friend or relative of a client and is involved in decisions affecting that client (e.g., fee increases).
  • A staff member relates to another staff member where decisions are being made regarding salaries or employment conditions.
  • A staff member affiliated with another organisation competing for the same funding or contracts as Kartoza.
  • A staff member holding shares or financial interests in a business being considered for a contract or partnership with Kartoza.

Disclosure of Interests

  • Upon appointment, each staff member, volunteer, or board member must complete a written disclosure of any interests (relationships, financial holdings, external positions) that could result in a conflict of interest.
  • Disclosures will be kept confidential on file by Human Resources and must be updated promptly if circumstances change.

Duty to Declare During Activities

During meetings, projects, or decisions where a potential conflict arises, the individual must:

  • Immediately disclose the nature of the interest to the relevant supervisor, chairperson, or meeting attendees.
  • Ensure the disclosure is formally recorded in the minutes or project records.

Management of Conflicts

Once a conflict has been declared, one of the following actions will apply:

  • Option 1 (Discretionary): The individual may be asked to leave the room for the discussion and may not participate in the decision, depending on the judgment of the other staff members present.
  • Option 2 (Mandatory): The individual will be required to leave the room for the discussion and will not participate in the decision.

The action taken must be recorded in meeting minutes or official documentation.

Enforcement and Consequences

  • Non-disclosure or improper management of a conflict of interest may result in disciplinary action, up to and including termination of employment or volunteer engagement.
  • All staff are encouraged to seek guidance from their supervisor or Human Resources if uncertain whether a situation may represent a conflict of interest.

Guiding Principle

This policy is intended to supplement, not replace, good judgment. All individuals acting on behalf of Kartoza are expected to adhere to both the spirit and letter of this policy.