Code of Ethics
The Code of Ethics and Conduct (Código de Ética e Conduta, CEC) of Amigos dos Pequeninos de Silves sets out the guidelines for the actions and behaviour of directors and staff, promoting an environment of integrity, transparency and responsibility.
The CEC is published on the institution's official website, available as a printed copy at the office and given to every member of staff, and shared through informative emails. The full text, including the annexes, is available below.
Documents are available in Portuguese only.
Guiding principles
Respect for Human Dignity
Everyone is treated with respect, dignity and equality, regardless of their origin, religion, gender or social background.
Integrity and Honesty
We act with transparency, honesty and integrity in all our relationships and activities.
Confidentiality
We respect the privacy and confidentiality of information about children, families and staff.
Professional Responsibility
We take responsibility for our actions and decisions, always acting in the best interests of the children.
Non-Discrimination
We promote equal opportunities and reject all forms of discrimination.
Child Protection
The protection and wellbeing of children is our absolute priority in all circumstances.
Conflicts of interest, incompatibilities and gifts
The Code lays down specific duties of disclosure and prior authorisation that apply to all directors and staff.
Conflict of Interest
All staff must avoid situations that could give rise to a conflict of interest. If they identify a possible conflict, they must report it to the Board of Directors immediately and complete the Declaration of Existence of a Conflict of Interest.
Incompatibilities and Impediments
Staff must inform the institution of any circumstances that could create incompatibilities or impediments in the performance of their duties, by means of the Declaration of No Conflict of Interest.
Holding Other Posts
Holding another post alongside one's duties requires prior authorisation from the Board of Directors, by completing the Request for Authorisation to Hold Other Posts, stating the posts concerned and why they are needed.
Gratuities, Rewards, Presents or Gifts
Directors and staff refrain from accepting gratuities, rewards, presents or gifts that could influence their professional decisions. Any attempt to offer such a gift is reported immediately to the line manager and recorded on the appropriate form.
Declarations and forms
The following templates are annexed to the Code and must be handed in to Human Resources or to the person responsible for managing the CEC.
- Declaration of Commitment
- Signed individually by all directors and staff, confirming that they accept and comply with the rules of the Code.
- Declaration of No Conflict of Interest
- Completed and signed by all staff, confirming that there are no situations conflicting with their duties.
- Declaration of Existence of a Conflict of Interest
- Completed whenever a conflict is identified, describing the situation, its potential impact and the proposed mitigation measures.
- Report of Non-Compliance or Potential Fraud
- Form for reporting specific situations of non-compliance or suspected fraud, with a detailed description for investigation purposes.
- Request for Authorisation to Hold Other Posts
- Form for requesting prior authorisation from the Board of Directors to hold other posts.
Conflict of interest risks and mitigation measures
The Code identifies the management areas where conflict of interest risks may arise and the measures adopted to mitigate them.
| Management area | Possible risks | Mitigation measures |
|---|---|---|
| European Funding | Allocation of funds based on personal interests or improper relationships. | Independent reviews and clear justification of allocations. |
| Recruitment | Selection of candidates based on personal or family ties rather than merit. | Transparent selection processes and objective criteria. |
| Purchasing and Procurement | Choice of suppliers based on personal or financial ties. | Open procedures and background checks on suppliers. |
| Partnerships and Collaborations | Partnerships with organisations in which directors or staff have a personal interest. | Independent assessments and collective approval. |
| Project Management | Decisions influenced by personal interests to the detriment of the institution's interests. | Ongoing supervision and regular audits. |
| Distribution of Benefits | Favouring certain parties because of personal relationships. | Clear policies and rigorous documentation of the distribution criteria. |
Reporting a situation
Any situation involving a conflict of interest, incompatibility, impediment, holding of other posts, gift or suspected non-compliance must be reported immediately to the Board of Directors or to the line manager, using the appropriate forms. Failure to comply with the rules of the CEC may lead to disciplinary measures, in accordance with the institution's internal policies.