Code of Conduct

Multicultural Sudanese Centre Code of Conduct

1. Preamble

1.1 This Code of Conduct defines standards of management, financial control and reporting that should be complied with. It identifies mechanisms to ensure accountability within the organisation. The Code aims to maintain and enhance standards throughout the organisation, ensuring public confidence in: the integrity of individuals and group communities and in the quality and effectiveness of programs.

1.2 Organisations which are signatories to this Code aim to build creative and trusting relationships with people to meet program standards which:

  • Give priority to the needs and interests of the people they serve
  • Encourage self help and self-reliance among beneficiaries and thus avoid creating dependency
  • Involve beneficiary groups to the maximum extent possible in the design, implementation and evaluation of projects and programs
  • Seek to enhance gender equity

2. Organisational Integrity

2.1 In all of its activities and particularly in its communications to the public, the Organisation will accord due respect to the dignity, values, history, religion, and culture of the people with whom it works consistent with the principles of laid out in our Constitution and this Code of Conduct.

2.2 The Organisation will have a policy to ensure confidentially. All reports must be channeled through the Manager Organisation unless it is an issue concerning the Manager Organisation which should be taken directly to a member of the organization.

2.3 The Organisation will have policies and procedures to promote the safety and well being of all children accessing their services and programs, to minimise the risk of abuse of children.

2.4 Funds and other resources designated for the purposes of aid and development will be used only for those purposes and will not be used to promote a particular religious adherence or to support a political party, or to promote a candidate or organisation affiliated to a political party.

3. Communication with the Public

3.1 An Annual Report is to be produced and made available to the organisations own members, supporters and members of the public upon request.

3.2 Fundraising solicitations will be truthful, will accurately describe the Organisation's identity, purpose, programs, and needs and will only make claims which the Organisation can fulfil. There will be no material omissions or exaggerations of fact, no use of misleading photographs, nor any other communication which would tend to create a false impression or misunderstanding.

3.3 In all fundraising activities initiated or authorised by it, the Organisation will have policies (consistent with the Privacy Act 1988) set up to protect donors' rights to:

  • have their names deleted from mailing lists
  • have their names deleted from mailing lists the Organisation may intend to share
  • be informed whether those seeking donations are volunteers, paid staff or agents of the Organisation
  • be informed about the causes for which funds are being raised
  • get information on the application of their donation; and
  • be able to identify collectors and have documentation confirming the bona fides of the Organisation

3.4 The Organisation will be responsible for all fundraising activities outsourced to a third party and will put all such contracts and agreements in writing.

4. Finances

4.1 The Organisation will have internal control procedures which minimise the risk of misuse of funds. Reporting mechanisms which facilitate accountability to members, donors and the general public will be used. The Organisation will have adequate procedures for the review and monitoring of income and expenditure.

4.2 Not withstanding any other legal requirements, the Organisation must publish in their Annual Report. Additionally, organisations may choose to publish their Full Financial Statements within their Annual Report.

4.3 Code of Conduct Summary Financial Reports and Full Financial Reports must be audited by at least a qualified accountant who is a member of the Australian Society of Certified Practising Accountants, the Institute of Chartered Accountants in Australia or by a Registered Company Auditor. The Auditors statement must accompany the financial report in the Annual Report.

4.4 Where an organisation chooses to publish only their Code of Conduct Summary Financial Reports in their Annual Report and not the organisations Full Financial Report, the Annual Report must make reference to the fact that the Full Financial Report is available on request. Any other organisational publications that detail, summarise, or comment on financial performance must also indicate that the Full Financial Report is available on request.

4.5 Donations shall be used as promised or implied in fundraising appeals or as requested by the donor. When funding is invited from the general public for a specific purpose, the Organisation shall have a plan for handling any excess and shall make this known as part of the appeal. Organisations shall substantiate; upon request, that their application of funds is in accordance with donor intent or request.

5. Personnel and Management Practice

5.1 The Organisation will seek to achieve best practice in its personnel policies in response to initiatives in the aid sector and to changes in working and legal environments. The Organisation will have well defined policies and procedures relating to paid staff. These policies and procedures will clearly define and protect the rights and safety of personnel assuring fair treatment in all matters.

5.2 The Organisation's expectations of its employees' and volunteers' professional conduct shall be clearly communicated and consistent with the requirements of the Code of Conduct.

5.3 The Organisation will be committed to continuous improvement in its management practice including the provision of regular opportunities to employees for training and professional development.

5.4 The Organisation will have policies and strategies to promote gender equity especially in senior positions in the management and accountability of the Organisation.

6. Complaints Handling and Compliance Monitoring Process

6.1 Complaints made against a signatory Organisation must be in writing and must specify the section of this Code that the Organisation is alleged to have been breached. Complaints will be investigated by the Code of Conduct Committee.

6.3 Compliance to the reporting requirements in this Code is monitored by the organization Code of Conduct Committee.

7. Definitions

Annual Report

The annual report is one of the principal windows of Organisational performance, activity and accountability. It should be both reflective of the pursuits, issues and achievements for the period being reported and be predictive on future directions and activity. It shall contain, as a minimum:

  • a statement of the Organisation's goals or purposes
  • A summary of overall program activities
  • The names, qualifications and experience of current members of organisation as well as those who served at any time during the period being reported on
  • Financial statements
  • An audit opinion on the financial statements, clearly identifying the auditor (name, company, address and signature)

Full Financial Report

Organisations Full Financial Report (inclusive of statements, notes and auditors report) as approved by the organizations and presented to Members.

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