Grievance Mechanism – Kigali

CODE OF CONDUCT GOVERNING WORKERS RELATING TO SAFEGUARDS IN THE SUNCASA PROJECT 

Introduction 

This Code of Conduct outlines the responsibilities, ethical standards, and expected behaviour of workers involved in nature-based solutions (NbS) activities under the Scaling Urban NbS for Climate Adaptation in Sub-Saharan Africa (SUNCASA) project in Kigali City. It intends to address acts, practices, and behaviours related to the protection of NbS workers and community members within the targeted areas of the project. SUNCASA Project is dedicated to gender equality, equity, inclusiveness, and partnership. It is committed to promoting a safe and respectful work environment free from harassment, exploitation, or abuse of any kind. All workers are required to adhere to these guidelines to ensure the success of the project, respect for the environment, workers' safety and security, and the well-being of the community members with whom they work.

General Responsibilities 

Compliance with existing laws and regulations: All workers are required to comply with local, national, and international laws, including environmental, labour, safety regulations, and safeguarding procedures.

Commitment to the project: Workers should perform their duties with professionalism, dedication, and a sense of responsibility to achieve SUNCASA's intended objectives.

Respect for nature and biodiversity: All activities have to prioritize the preservation and restoration of ecosystems and promote sustainable practices that protect biodiversity. 

Protection of the most vulnerable groups: Workers are committed to protecting and respecting the most vulnerable groups, especially women, girls, children, and people with disabilities. 

Ethical Behaviour 

Honesty and integrity: Workers must act with honesty and integrity in all dealings related to the project.

Conflict of interest: All project stakeholders must avoid situations where personal interests conflict with the interests of the project.

Transparency: Workers must be transparent in decision-making and reporting, ensuring accountability to different project stakeholders.

Protection of vulnerable groups: All team members must ensure the safety and protection of vulnerable individuals involved in the project, advocating for their rights and well-being.

Gender and social inclusion (GESI) considerations: All team members must ensure that GESI principles are considered in all activities and that all decisions made are GESI-responsive.

Environmental Responsibility

Sustainable practices: Workers have to follow sustainable practices in all NbS activities, minimizing harm to the environment and using natural resources efficiently.

Pollution control: Workers must prevent pollution and reduce waste through proper disposal methods and recycling whenever possible within and outside of the work environment.

Ecosystem protection: Workers should not harm or disturb wildlife, and they have to follow best practices for the conservation of flora and fauna within and outside of the project areas.
 

Health and Safety

Workplace safety: Workers should adhere to all health and safety protocols to prevent accidents and injuries during project activities.

Training and education: Training for first aid personnel should be offered, and all team members will be informed about the locations of first aid kits. This first aid training will be provided to all workers as part of the induction process, and a refresher course will be provided to the workers every 6 months. 

Use of personal protective equipment (PPE): Workers are required to properly use PPE when necessary and ensure that safety equipment is maintained properly.

Emergency procedures: Workers must be familiar with and follow the project’s emergency procedures, ensuring prompt responses to accidents or environmental hazards.

Proper use of sanitation equipment and infrastructures: At the workplace, workers must use separate toilets for women and men and keep them clean all the time.

Childcare settings: In order to ensure the protection of children from abuse, ARCOS will have to ensure that each work site has a childcare facility where children can stay protected from the rain and sun while their mothers are engaged in NbS activities.

Communication and Collaboration

Communication: We encourage open and honest communication among team members, including by reporting any concerns or incidents promptly by phone (+250780929249) and email (cnyiramajyambere@arcosnetwork.org) to NYIRAMAJYAMBERE Christine (Development, Operations and Partnerships Monitoring Manager at ARCOS Network). All workers understand that for the respect, dignity, and safety of everyone involved, it is essential that they maintain confidentiality about any concerns or information they are aware of and only share information with staff of the appropriate function who need to know such information. The workers are aware that a breach of confidentiality procedures may put others at risk and will, therefore, result in disciplinary procedures. 

Teamwork: We will foster a collaborative spirit, sharing knowledge and supporting each other in achieving project objectives.

Professionalism and Conduct at Work

Punctuality: Workers are expected to be punctual and complete their duties during assigned hours.

Teamwork: Workers will collaborate effectively with colleagues, supervisors, and stakeholders to achieve project objectives.

Harassment-free workplace: The project has a zero-tolerance policy toward harassment, bullying, or any form of discrimination. Any worker engaged in these prohibited behaviours will result in serious penalties, including termination and dismissal.   

Prohibited behaviours: The following behaviours are prohibited/inacceptable: inappropriate behaviour toward or with a child; failing to report an allegation of sexual harassment, exploitation, or abuse; retaliating against a complainant or a witness; unwanted touching or physical contact of a sexual nature; forcing sex or sexual acts against someone’s will; using sex or sexual acts as a condition of receiving support or assistance; physical aggression, including rape, sexual battery, forcible fondling, recording sexual acts, or interactions without consent; the exchange of or an offer to exchange money, goods, services, or assistance for sex; sexual favours or other forms of degrading or exploitative behaviour; the exchange of or an offer to exchange, recommendation for employment, offer of employment, or an employment reference for sex, sexual favours, or other forms of degrading or exploitative behaviour; any sexual activity or an attempt to engage in sexual activity with a child regardless of local age of consent; ignorance or misbelief of a child’s age is not a defence. Consumption of alcohol and drugs at the workplace is not accepted! 
 

Reporting Misconduct

Whistleblowing Policy: Workers should report any violations of this Code of Conduct, unethical behaviour, or safety hazards through the project’s established whistleblowing channels without fear of retaliation. 

ARCOS shall avail an open and honest reporting procedure by developing a culture where project casual workers and service providers can freely and openly report cases of violation of this Code of Conduct, including suspicious situations. 

The reporting mechanisms put in place shall be confidential, safe, and survivor centred. 

ARCOS shall ensure that the reporting channels are diverse and are always accessible. These shall be publicized to project casual workers, local communities, service providers, and other project actors. The reporting channels will include the email address and telephone number of the ARCOS senior leader (cnyiramajyambere@arcosnetwork.org, +250780929249), email address and telephone contact of the SUNCASA Senior Project Manager (japheth.habinshuti@wri.org, +250789877795). Complaints/suggestion boxes are to be strategically placed at each working site and within SUNCASA partners' offices. 

Reports can be received verbally, in person or by phone, or in writing through the above-stated channels. The confidentiality of the reporter shall be protected. Only those individuals involved in the investigation and decision-making processes shall ordinarily be provided with access to information regarding any complaint.

Third parties are allowed to report.

N.B: Reporting rumours is prohibited, and disciplinary measures can be taken if it demonstrates that the reporter had bad intentions.

Feedback Mechanism

The SUNCASA casual workers shall be informed regularly about cases of violation of this Code of Conduct handled or reported with no details. Any case reported must receive feedback within 15 days of its submission. Every month, a report on how this Code of Conduct is being implemented will be produced and shared with all workers. The report will be anonymous and will not provide the names of the victim and the perpetrator.
 

Disciplinary Measures

Any violation of this Code of Conduct is a serious concern and may result in disciplinary actions, including warnings, suspension, and termination of employment, depending on the severity of the misconduct and application of national laws.