In Module 3, we look at KTF’s Code of Conduct, KTF’s Alcohol, Drugs and Betel Nut Policy, and Partner Management Guidelines. Whilst the Code of Conduct and Alcohol, Drugs and Betel Nut is for all staff and partners to read, understand and comply with. The partner management guidelines are important for all KTF staff, board and volunteers to understand, they are primarily angled towards the partners who are completing this training module. This module will take you approximately 20-30 minutes to complete.

  1. Code of Conduct

KTF personnel, partners and representatives should at all times maintain the highest standards of integrity and conduct. Our Code of Conduct (Code) is underpinned by the organisation’s core values, policies, procedures and guidelines. Our Code is not specific to any role or program; it applies to all people and personnel associated with KTF and underpins all activities, partnerships and programs across the entire organisation. KTF’s Code of Conduct outlines the behavioural expectations we have of all staff, board members, volunteers and partners - and in some cases, beneficiaries of some of KTF’s projects.

1.1 Core Values

KTF’s core values are:

1.     Integrity: The resources at our disposal are not our own. We ensure that we act with the utmost integrity in all scenarios, in our development work in Papua New Guinea, and in our fundraising, marketing and administration in Australia. 

2.     Perseverance: We understand and respect the challenging environment of working in development in Papua New Guinea. We are committed to improving the lives and futures of our nearest neighbours and with patience, perseverance and creativity do everything in our power to deliver on that commitment.

3.     Compassion: We work alongside communities, seek a thorough understanding of their needs, and respond with programs and projects in partnership with people. We do this with empathy and compassion.

4.     Ingenuity: Whether it is our development work in PNG, or our administration and fundraising activities in Australia, we always strive to be as resourceful and transparent as possible. We overcome hurdles and work towards solutions with optimism and ingenuity.

5.     “Mateship”: Our mission was born out of the strong bond, often referred to as Mateship, forged between Australia and Papua New Guinea during WWII. The people of Papua New Guinea are our nearest neighbours and our friends. Our supporters entrust us to honour this friendship in the same spirit of the mateship that was at work during the Kokoda Campaign. 

1.2 Underlying Principles & Commitments

Human Rights

KTF respects, protects and promotes human rights for all, regardless of race, religion, ethnicity, indigeneity, disability, age, displacement, caste, gender, gender identity, sexuality, sexual orientation, poverty, class, or socio-economic status. KTF and all its personnel and representatives support and respect the human rights as set out in the Universal Declaration of Human Rights and the United Nations Sustainable Development Goals and agree that human rights are for everyone.

Ethical Approach

KTF conducts its operations honestly and honourably and expect our people, partners and stakeholders to do the same. Our approach to work in both PNG and Australia, and the methods imparted through our training, take proper account of ethical considerations, together with the protection and enhancement of the moral position of our partners and stakeholders.

Duty of Care

KTF’s approach will always conform to relevant local laws and we believe that all organisations, including ours, should avoid causing any adverse effect on the human rights of people in the organizations we deal with, the local and wider environments, and the wellbeing of society at large. KTF has a Duty of Care in place for all personnel and partners and provides a workplace free from unlawful discrimination and harassment. KTF always strives to be fair and objective in our approach and actions and we are never influenced in our decisions, actions or recommendations by issues of race, colour, sex, gender, language, religion, political or other opinion, national, ethnic, or social origin, property, disability, birth, or other status. Everyone at KTF has an equal employment opportunity to work in a safe environment.

Professional Conduct

KTF conducts all activities professionally and with integrity. We take great care to be objective in our judgement and any recommendations that we give, so that issues are never influenced by anything other than the best and proper interests of our beneficiaries, stakeholders and communities we serve. KTF is committed to maintaining the highest degree of integrity in all our dealings with potential, current and past partners, donors and stakeholders, both in terms of normal commercial confidentiality, and the protection of all personal information received in the course of delivering KTF’s current commitments.

KTF retains the ownership of all intellectual property that either employees or volunteers create unless agreed otherwise in advance with our partners, employees, volunteers and stakeholders. In return we respect the moral and intellectual copyright vested in our partners and stakeholder’s intellectual property.

ACFID

KTF is a signatory to the Australian Council for International Development (ACFID) Code of Conduct and as such, all KTF employees, board members and representatives are required to have read, understood and comply with the ACFID Code of Conduct Requirements. Our KTF Code of Conduct is in alignment with the ACFID Code.

1.3 Code of Conduct

Below is KTF’s Code of Conduct. Please read through the Code now and contact a KTF staff member if you have any questions or concerns about our Code of Conduct. Later in the training, you will be asked to agree to this Code and sign it.

CODE OF CONDUCT

It is the responsibility of all KTF personnel and partners, including board directors, employees, contractors, partners and volunteers to review, understand and adhere to the Code of Conduct. KTF is committed to Code standards outlined below, with a key focus on the safeguarding of children, prevention of prevention of sexual exploitation and abuse of adult beneficiaries, ethical conduct, respectful relationships, protecting our reputation, responsible stewardship of resources and avoidance of risk.

1.     All children are safe, protected from exploitation and abuse, and treated respectfully at all times.

I will adhere to KTF’s Child Protection Policy & Code of Conduct (see allied document) endeavouring at all times to:

  • keep children safe through child-safe practices;

  • prevent, oppose and combat all exploitation and abuse of children. I will immediately speak up if I observe any reportable conduct or concerns of exploitation, abuse or harassment; and

  • treat all children fairly, with respect and dignity, regardless of race, colour, sex, gender, language, religion, political or other opinion, national, ethnic, or social origin, property, disability, birth, or other status. I will encourage open communication between children, adults, parents, carers, staff and will actively support children to participate in the decisions that affect them.

See KTF’s allied Child Protection Policy & Child Protection Code of Conduct for more information.

2.     All people are protected from exploitation and abuse and treated respectfully at all times.

I will adhere to KTF’s Prevention of Sexual Exploitation, Abuse & Harassment, Gender Equality, and Discrimination, Harassment & Bullying Policies (see allied documents) endeavouring at all times to:

  • prevent, oppose and combat all exploitation and abuse of people, especially vulnerable people. I will immediately speak up if observe any reportable conduct or concerns of exploitation, abuse or harassment; and

  • respect all people’s rights, including children’s rights, and I will contribute to a working environment characterised by mutual respect, integrity, dignity, and non-discrimination.

I will ensure that my relationships and behaviour are not exploitative, abusive, or corrupt in any way, and I will not engage in any form of sexual abuse or exploitation of any persons of any age.

I will not have sexual relations with Children (defined as under 18 years old), or with program beneficiaries (in exchange for assistance or any other reason), or with vulnerable and marginalised people, recognising the inherent unequal power dynamics involved, and that such behaviours can undermine the integrity and credibility of KTF’s work.

I will also not exchange money, offers of employment, employment, goods or services for sex or sexual favours, engage in fraternisation, or any other forms of humiliating, degrading or exploitative behaviour, understanding that these standards exist to challenge sexually exploitative and abusive behaviour.

I will not participate in any abusive behaviours (including physical, sexual, and emotional abuse) towards vulnerable people including women and girls and people with disability.

See KTF’s allied Prevention of Sexual Exploitation, Abuse & Harassment, Gender Equality, and Discrimination, Harassment & Bullying Policies for more information.

3.     All people are included and their diversity valued, respected and supported

 I will act with care and respect at all times especially in the inclusion and treatment of other people including partners, beneficiaries and colleagues. I will treat everyone with respect and courtesy and without harassment.

 I will treat people with respect and actively promote pathways for participation for vulnerable and marginalized people including women and girls, people with disability, and people from disadvantaged backgrounds.

 I will behave in a way at all times that doesn’t create any unnecessary risk to the safety, health and wellbeing of myself and others including partners, beneficiaries and colleagues.

See KTF’s allied Gender Equality, Disability & Social Inclusion, Risk Management, Safety & Security, and Working with Communities Policies for more information.

4.     We work lawfully, with honesty and integrity across all we do.

I will behave honestly and with integrity in the course of working with or engagement with KTF.

I will adhere to all local laws and regulations. Where local laws and regulations are weaker than this Code, Our Code will take precedence. 

I will comply with any lawful and reasonable direction given by someone in KTF who has the authority to give direction.

I will disclose, and take reasonable steps to avoid, any conflict of interest (real or apparent) in connection with working with or partnering with KTF.

I will behave in a way that upholds KTF values and the integrity and good reputation of KTF.

See KTF’s allied Conflict of Interest and Working with Communities Policies for more information.

5.     We are committed to efficient and respectful use of resources.

I will use KTF resources in a proper, efficient and respectful manner, ensuring minimal wastage. I will protect, manage, and use KTF’s human, financial and material (including property) resources appropriately.

I will safeguard and make responsible use of the information and resources to which I have access by reason of my relationship with KTF.

I will act against any form of fraud or corruption and not offer, promise, give or accept any bribes.

I will disclose to my manager, or decline any gifts, that may be perceived to impact integrity or KTF’s reputation.

See KTF’s allied Fraud & Corruption Prevention, Counter Terrorism and Value for Money Policies for more information.

6.     We are committed to transparent and ethical behaviour.

I will exercise due care in all matters of KTF business and will not share any confidential information about a beneficiary or other work-related matters.

I will not provide false or misleading information in response to a request for information that is made for official purposes in connection with my engagement with KTF.

I will not make improper use of:

  • Inside information, or

  • My duties, status, power or authority, in order to gain, or seek to gain, a benefit or advantage myself or for any other person. 

I will comply with all relevant KTF policies and procedures.

I will ensure that Intellectual Property is not distributed without the consent of KTF.

See KTF’s allied Privacy & Security, Intellectual Property Policies and Policy Manual for more information.

7.     We uphold and support the good reputation of KTF

At all times, I will behave in a way that upholds the good reputation of KTF and act in accordance with this Code of Conduct.

Whilst observing the requirements of the Code, I will also be sensitive to, and respectful of, local customs and culture. In circumstances of conflict between the Code and culture I will, if necessary, seek support and advice from KTF leadership team.

I understand that social media is a valuable means for communicating and staying in touch with family and friends. I will take care not to blur the boundary between what I am saying as an individual and that of an Employee or Person connected with KTF. I will never speak on behalf of KTF without approval and in accordance with the Communications & Media Policy.

I will report any breaches of the Code of Conduct to my manager or the CEO of KTF (or board of directors in the case of the CEO undertaking the breach).

See KTF’s allied Communications & Media and Working with Communities Policies for more information.

NON-COMPLIANCE WITH THE CODE:

Not complying or breaching Our Code or any KTF Policy and/or Procedure constitutes grounds for disciplinary action and could lead to dismissal from employment, partnership or service and result in legal proceedings. A breach of Our Code will be regarded as misconduct and may result in suspension of or reduced duties while actions are being investigated. Breaches of Our Code that are substantiated and regarded as gross misconduct will result in dismissal.

2. ALCOHOL, DRUGS AND BETEL NUT

‘Workplace alcohol and illicit drug use’ refers to alcohol and/or drugs, including betel nut, consumed during work hours or immediately before commencing work. It also includes consumption that occurs outside of normal working hours that may influence a person’s capacity to perform their work, on work premises and/or during work hours. 

The purpose of this policy is: 

  1. To ensure the workplace health and safety of all KTF staff, contractors, volunteers, partners and related personnel working in Papua New Guinea across all KTF program and project sites and locations. 

  2. To ensure ongoing and consistent company integrity in line with this policy. KTF has a zero-tolerance stance for any breach of this policy. It is our intent and obligation to provide an alcohol and drug free environment for our staff, representatives, and beneficiaries. 

KTF reserves the right to request a drug or alcohol test, or in-depth interview, of any personnel, associates or representatives based upon reasonable suspicion.

Any employee who tests positive - unless there are significant mitigating or aggravating factors - may be eligible to receive formal counseling or rehabilitation. A repeat positive test will receive more serious sanctions, e.g. a formal warning, a final warning, dismissal and possible criminal prosecution. Employees who require time off for alcohol and drug related problems may have access to KTFs personal leave policy and carers leave policy in the same way as other employees. 

Failure to comply with a test or interview request may lead to disciplinary action, including termination from employment or partner engagement with KTF.

3. Partnerships at ktf

3.1 Introduction

KTF implements its projects using two different types of partners:

  1. Co-delivery partners - KTF provides resourcing and support to the partner, but does not make any financial transfer to the partner. KTF works alongside the partner to co-deliver on agreed project elements, under clearly defined roles and responsibilities, policy compliance, and reporting requirements.

  2. Financial partners - KTF works alongside the partner on agreed project elements, roles and responsibilities and outcomes; AND it transfers finances to the partner for management and delivery. This partnership also strictly involves policy compliance (including DFAT policy compliance) and acquittal and reporting requirements.

As you will have explored in previous modules, KTF has nine ‘zero-tolerance’ policies. It is expected that all staff and partners read, understand and sign each of these nine policies and you will be asked to sign them at the conclusion of these training modules. There are numerous additional policies that KTF operates with and partners and staff are asked to be made aware of these policies as well.

KTF operates using Partnership Management Guidelines which help to identify the way in which KTF works with partners. These are guided by seven key steps.

3.2 Partnership Management Guidelines

There are 7 stages to KTF's Partnership Management Guidelines. We look forward to working with you throughout all 7 stages. These are:

  • Identification of Partners

  • Partner Capacity Assessment

  • Memorandum of Agreement or Funding Agreement

  • Partner Capacity Action Plan

  • Project Design

  • Project Delivery

  • Partner Review & Assessment

We involve our partners in each of these stages and your input into our due diligence and assessment processes is important.

3.2.1 Identification of partners

Partners are identified via a combination of proactive channels as well as responding to requests from other parties to explore a partnership arrangement. Methods of proactively recruiting partners include needs assessment, stakeholder analysis, and community consultations, fostering relationships with PNG Government authorities and other key stakeholders, and advertising for expertise, technical assistance or financial support.

The key principles for KTF to consider when identifying potential partners are:

  • Alignment with KTF’s purpose, strategic goals and values

  • Appropriate activity and track record that supports KTF’s brand

  • Alignment to KTF’s outcomes as outlined in the effectiveness framework and theories of change

  • Ethical behavior

  • Effective management and reporting

  • Value for money

  • Accountability and transparency

  • Mutual benefit

  • Trust and respectful relationships

KTF’s project planning and management tools encourage program management to consider how, where and when potential partners can add value to projects or the organisation more broadly.

3.2.2 Partner Capacity Assessment

Once a new partner is identified, at the commencement of the relationship, KTF facilitates a ‘Partner Capacity Assessment Tool’ as a screening checklist for the selection of implementing and co-delivery partners. The tool is used to develop an understanding of the potential partner’s relevant values, strengths, capabilities and performance to assess each organisation’s appropriateness, alignment and capacity to implement and/or co-deliver a proposed project. It assesses the suitability of new partners by examining the following aspects about the organisation: Background information (including history, mandate and constitution, legal status, funding), project management capacity (including leadership, management experience, planning and budgeting, monitoring and reporting, risk management, and safeguarding), technical capacity (including technical knowledge and skills), financial management capability (including financial personnel, internal controls, and auditing procedures) and cultural / context capacity (including experience working in PNG). The assessment also requires KTF staff to run a counter terrorism check on the potential partner as well as outline the partner’s child protection policies and processes.

The Partner Capacity Assessment is a joint tool to conduct: (a) due diligence on new partners; and (b) partner capacity to deliver on agreed commitments.

All partnerships must proceed through the internal due diligence procedures as demonstrated in the PCAT tools and reviewed periodically at timelines determined in the policy. KTF project management must undertake detailed research as part of the capacity assessment stage including desk research, review of available documentation, track record enquiry and interviews with the partner and other stakeholders who can comment on the suitability of the partner.

3.2.3 Partner Agreement

Once a partner has been determined to be suitable for the partnership, KTF can commence the process of entering into a written agreement with the partner. A memorandum of understanding (MOU) describes a bilateral or multilateral agreement between two or more parties. It expresses a convergence of will between the parties, indicating and outlining an intended common line of action and charts the course for the partnership to proceed.

Memorandums of understanding with partner organisations ensure that project collaboration and implementation must consider and follow all relevant policies, including but not limited to child protection, fraud and corruption prevention, counter terrorism, prevention of sexual exploitation, abuse and harassment, and KTF’s code of conduct.

The MOU outlines a framework for the collaboration of the partners and specifies the two party’s commitment to:

  • Project Scope (including project design and appraisal, implementation and management, risk assessment, mitigation and management, safeguarding, and monitoring and evaluation);

  • Funding and acknowledgement of donors;

  • Financial management, budgeting and acquittals;

  • Communication, reporting and cooperation;

  • Marketing and promotion; and

  • Adherence to KTF Policies (with specific note to KTF’s Child Protection Policy, Fraud & Corruption Prevention, PSEAH and Counter Terrorism Policies)

MOUs are effective tools for KTF staff to use to ensure that all partners are on track and working towards a common outcome. Additionally MOU’s are written to a specific timeline (within 3-5 years) to ensure a revisit to the content of the arrangement regularly, particularly important with the changes to staffing and capacities that can happen over the life of a project or partnership.

3.2.4 Partner Capacity Action Plans

Once a partner has been determined to be suitable for the partnership, an agreement is entered into, and a capacity assessment is undertaken, KTF will work with the partner to develop a Partner Capacity Action Plan. This enables KTF and the partner to identify areas of strengthening required and can be integrated within project design processes. This should be carried out as a joint process between KTF and the partner, involving key staff from both parties and adopting a strengths-based approach. Undertaking this this process using a collaborative approach enables the partners to engage in a rich dialogue about the areas of greatest priority.

Partner Capacity Action Plans are documented using KTF’s tool and shared with the partner for ongoing monitoring and review throughout the course of the partnership. It is a living document and should be used to enhance collaboration and project outcomes; rather than focus on weaknesses and issues. The Partner Capacity Action Plan also plays a role in the process of consideration for any capacity opportunities that may need review at an earlier date. The process of dating when capacity opportunities are completed by and dating the ongoing status supports scrutinising of whether more frequent assessments may be due to issues arising within the partnership or delivery.

3.2.5 Project Design & Co-Delivery

KTF works with its partners at all stages of project design, due diligence, and implementation to ensure that the partner has the required skills, knowledge, experience and capacity to deliver the project and achieve the desired outputs and outcomes.

As with all of KTF’s projects, implementation is to be managed via the KTF’s Project Management framework including the project design and appraisal, program logic, work plans, risk management, budget, safeguarding, and issues & changes log. Project elements are implemented according to the timeframe outlined in the work plan. Projects are managed by senior management and CEO and are implemented in collaboration with the partner organisations by the partner staff and personnel and KTF in country staff and/or other personnel (including elementary and primary teachers, community health workers, builders, etc). Often KTF’s co-delivery approach to project implementation and management is utilized.

Progress is tracked and recorded in the work plan and any issues or risks to the project are identified and recorded in the issues & change log, project level risk matrices, or reporting tools e.g. safeguarding specific reports or complaints handling) and managed accordingly.

To support the partner’s capacity to adhere to KTF’s policies, especially KTF’s child protection, PSEAH, fraud & corruption prevention and counter terrorism policies and procedures, KTF provides on-going support such as training and mentoring for organisations to further develop and implement policy requirements. Additionally, partnership monitoring, project site visits (field visits) and regular audits maintain the relevance of assessment information and determine gaps, weaknesses, and areas of improvement. As an active relationship KTF provides training, mentoring, and support where necessary and as identified through the Partner Capacity Action Plans to ensure all parties comply with required external and internal policies and commitments, including child protection, PSEAH, fraud & corruption prevention and counter-terrorism.

KTF’s Julia & Basil with Rutha & Laisani from PNG Olympic Committee.

3.2.6 Partner Review Processes

Partnership effectiveness is assessed by KTF’s Program Managers as well as KTF’s leadership team and Programs, Monitoring & Evaluation Committee on a regular basis. A formal review is undertaken at least annually. The reviews analyse the partner effectiveness across a number of domains and KTF uses its ‘Partnership Review Tool’ for this process. The domains include:

  • Delivery of program activities (efficiency, within budget, inputs and outputs tracking)

  • Achievement of results: Outputs, outcomes, and impact (where possible)

  • Communication transparency

  • Adherence to KTF policies and procedures

  • Commitment to KTF values

  • Relationships with stakeholders especially local communities

  • Financial management and acquittals

  • Feedback from primary stakeholders, beneficiaries and communities

    Furthermore, regular project meetings and consultations, with all key stakeholders, are facilitated to identify and solve project implementation, monitoring, and reporting issues and / or challenges.

3.2.7 Monitoring & Reporting

Partners are expected to work with KTF throughout the co-delivery of a project to report on progress towards key project outputs and to feed into KTF’s monitoring and evaluation systems.

Initially via the partner capacity assessment due diligence process, partner monitoring, evaluating, and reporting capacity is to be determined. Both strengths and weaknesses identified and subsequent monitoring techniques adjusted accordingly and / or training and mentoring implemented to ensure required data is sourced and analysed. KTF and the partner agree on all procedures for monitoring and evaluating the partnership at the start of the collaboration and document these procedures and who is responsible for each action in the Memorandum of Understanding and Partner Capacity Action Plan.

KTF operates under a results-based management model. With identified strategic theory of change and program logic models, KTF’s partners and beneficiaries, develop, identify, and monitor results at an input, activity, output, and outcome level using participatory mixed-method approaches.

Regular project monitoring and reporting cycles are developed both in accordance with internal M&E requirements and external partner capacity, data access, and communication capabilities. Regular reporting provides quantitative, qualitative, and observational data on the progress of activities and the achievement of results. KTF audits / monitoring visits provide additional observational and qualitative (e.g. most significant change case studies) information.

Lastly, as a part of KTF program guidelines, evaluation of outcome and process indicators occur at semi-regular intervals (2-5 years) and incorporate both internal, participatory data collection and analysis as well as external evaluations.

3.3 Marketing & Branding

Branding is a key mechanism for enhancing the visibility of KTF’s international development and aid initiatives in PNG. Correct branding maximises recognition of the development role played by the KTF and helps to build ongoing relations with communities, partner organisations, stakeholders and funders.

KTF will jointly brand any project documents or signage with partner’s logos. KTF has its own Logo Guidelines as well as the Attribution of Australian Identity Policy. When co-branding, KTF staff must ensure that both KTF and the partner organisation’s branding policies are followed to ensure accurate representation.

KTF oversees the branding processes of all of its projects, including those implemented with its partners, to ensure compliance with the KTF’s Branding Guidelines. KTF works with its partners to ensure that all partner organisations and funders are acknowledged and that logos are accurately and clearly displayed.

KTF’s branding guidelines outline the appropriate use of the KTF logo, theming, photographs and other imagery on projects and in promotional materials. They also outline our commitment to the branding guidelines of partner organisations and funding bodies including the Australian and PNG Governments (for example Department of Foreign Affairs & Trade Visual Identity Guidelines).

More information about branding will be provided in Module 5, the final module of KTF Staff & Partner training.

Understanding and Acknowledgment of KTF’s Code of Conduct, Alcohol, Drugs & Betel Nut Policy, and Partnerships & Operations

To ensure you understand and acknowledge KTF’s Code of Conduct and Alcohol, Drugs and Betel Nut policy and processes and to record your completion of this training module, please complete the survey form below. Upon completion of the form, KTF will be notified and you will have successfully completed module 3.

Please don’t hesitate to contact your KTF representative or any KTF staff member if you have questions or concerns about KTF’s measures.

Congratulations on completing Module 3. Click on the button below to proceed to Module 4 now.