CONFLICT OF INTEREST POLICY

Global Union of Changemakers (GUC)

Purpose

The purpose of this Conflict of Interest Policy is to:

Safeguard the integrity, transparency, and accountability of GUC.

Ensure that all Board members, management, staff, and volunteers act in the best interest of the organization.

Identify, disclose, and appropriately manage situations where personal, financial, or professional interests could conflict with GUC’s interests.

Maintain trust with donors, partners, beneficiaries, and stakeholders.

Scope

This policy applies to:

• Members of the Executive Council / Board of Directors

• President and Executive Director

• Thematic Directors / Officers

• Staff, consultants, and volunteers involved in organizational decision-making or program implementation

Definition of Conflict of Interest

A Conflict of Interest occurs when an individual’s personal, financial, or professional interests may, or may appear to, influence decisions made in their capacity with GUC.

Examples include:

• Personal financial gain from contracts, procurement, or partnerships with GUC.

• Employment, directorship, or consultancy with organizations that compete with or partner with GUC.

• Family, business, or close personal relationships influencing organizational decisions.

• Participation in decisions where an individual could directly benefit.

Responsibilities

All members and staff must:

• Avoid actions that create a conflict or appearance of conflict.

• Disclose any actual or potential conflicts immediately.

• Abstain from discussions or decisions where a conflict exists, unless explicitly authorized by the Board.

• Maintain confidentiality regarding conflicts of interest and related proceedings.

Executive Council / Board Responsibilities:

• Review and approve procedures for disclosure and management of conflicts.

• Maintain records of disclosures and actions taken.

• Ensure compliance with international and national governance standards.

Disclosure Procedure

All potential or actual conflicts must be disclosed in writing to the Board Chair or Executive Director.

Annual COI declaration forms must be completed by all Board members, management, and senior staff.

Disclosures must include sufficient information to allow the Board or relevant committee to assess the nature and significance of the conflict.

Management of Conflicts

Once a conflict is disclosed:

Assessment: The Board or designated Governance Committee reviews the conflict.

Action: Recommended actions may include:

• Recusal from decision-making or discussions

• Temporary suspension from related tasks

• Reassignment of responsibilities

Documentation: All decisions and actions must be documented in minutes of meetings.

Breach of Policy

Failure to disclose or appropriately manage a conflict of interest may result in:

• Formal written warning or reprimand

• Suspension from decision-making or position

• Removal from Board or management role

• Legal or contractual action where applicable

Reporting & Transparency

All COI disclosures are confidentially maintained by GUC.

Significant conflicts impacting organizational decisions must be reported to donors, regulators, or relevant authorities as required.

A summary of COI declarations is included in annual governance reporting.

Monitoring & Review

This policy will be reviewed at least every two years or whenever governance requirements change.

Updates require approval by the Executive Council / Board.

Adoption

This Conflict of Interest Policy is formally adopted by the Executive Council of GUC and remains in effect until amended.