CADEF CAMEROON is committed to maintaining the highest standards of integrity, transparency, and impartiality in all its operations. This Conflict of Interest policy sets out procedures to identify, disclose, and manage situations where personal interests may conflict with professional responsibilities, ensuring that decisions are made in the best interest of the organisation and its stakeholders.
Purpose
To prevent actual, potential, or perceived conflicts of interest that could compromise CADEF’s mission, reputation, or decision-making processes, and to ensure that all personnel act with integrity and accountability.
Scope
This policy applies to:
- All CADEF staff, board members, interns, volunteers, contractors, and partners.
- All organisational activities, including governance, procurement, recruitment, programme delivery, and external representation.
- Any situation where personal, financial, professional, or relational interests could influence—or appear to influence—CADEF’s decisions or actions.
Definition
A conflict of interest arises when an individual’s personal interests (financial, familial, professional, or otherwise) interfere with their duty to act in the best interests of CADEF. Conflicts may be:
- Actual: a direct conflict exists.
- Potential: a conflict could arise in the future.
- Perceived: others may reasonably believe a conflict exists, even if none does.
Examples include:
- Awarding contracts to a company owned by a relative.
- Participating in recruitment or evaluation of someone with whom you have a close personal relationship.
- Accepting gifts or hospitality that could influence decision-making.
- Holding external roles that compete with CADEF’s interests.
Disclosure Procedures
- Initial Disclosure: All personnel must declare any known conflicts during onboarding or appointment.
- Ongoing Disclosure: Conflicts must be disclosed as they arise, using CADEF’s Conflict of Interest Disclosure Form.
- Board and Leadership: Board members and senior staff must submit annual declarations and update them as needed.
- Meeting Disclosures: Conflicts relevant to agenda items must be declared at the start of meetings and recorded in minutes.
Management and Mitigation
Once disclosed, conflicts are assessed and managed through one or more of the following actions:
- Recusal from decision-making or discussion.
- Reassignment of responsibilities.
- Review by an independent party.
- Termination of conflicting arrangement.
- Documentation of the decision and rationale.
The Executive Director or designated Ethics Officer is responsible for reviewing disclosures and recommending appropriate actions. In cases involving the Executive Director, the Board Chair will lead the review.
Gifts and Hospitality
- Personnel must not accept gifts, hospitality, or favors that could influence or appear to influence their professional judgment.
- Modest tokens of appreciation may be accepted if they do not create a sense of obligation or bias.
- All gifts above a defined threshold must be declared and recorded.
External Roles and Affiliations
- Staff and board members must disclose any external roles that may overlap with CADEF’s work.
- External engagements must not interfere with CADEF responsibilities or create reputational risks.
- Prior approval is required for paid external work or board service in related sectors.
Breach and Consequences
Failure to disclose or appropriately manage a conflict of interest may result in disciplinary action, including termination of employment or association. Serious breaches may be referred to legal or regulatory authorities.
Oversight and Record-Keeping
- The Executive Management Team maintains a register of disclosed conflicts and actions taken.
- The Board reviews conflict trends and compliance annually.
- Records are stored securely in line with the Document Retention and Privacy & Data Protection policies.
Training and Awareness
All personnel receive training on conflict of interest during onboarding and periodic refreshers. Managers are responsible for reinforcing awareness and supporting staff in identifying and managing conflicts.
Related Policies
Read this policy alongside: Code of Conduct, Whistleblower Protection, Privacy & Data Protection, and Document Retention.
Contact
For questions or to submit a disclosure, email ikome@cadef.org or contact the Executive Director or Ethics Officer.
Last updated: October 2025.