Procurement professionals launch code of ethics
The President of the Ghana Institute of Procurement and Supply (GIPS), Mr Collins Agyemang Sarpong, has stated that the absence of a code of ethics regulating procurement and supply chain practice in Ghana dent the image of the profession.
Code of ethics launched
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Mr Sarpong who was speaking at the launch of a code of ethics for procurement and supply chain practitioners in Accra, maintained that the code would serve as a self-regulatory framework to be strictly adhered, to help achieve the value that ethical procurement and supply chain brought to the growth of individual organisations and the country at large.
He asked employers and state agencies to strictly ensure that employees who were involved in procurement and supply irrespective of their professional and educational backgrounds signed onto the code of ethics.
The code of ethics
Exhibit Integrity. Maintain highest standard of Integrity in all business relationships be straightforward and honest in all professional and business relationships.
Be objective
Not allow bias, conflict of interest or undue influence of others to override my professional or business judgments.
Exhibit professional competence and due care
Have a continuing duty to maintain professional knowledge and skill at the level required to ensure that a client or employer receives competent professional service based on current developments in practice, legislation and techniques. Act diligently and in accordance with applicable technical and professional standards when providing professional services.
Maintain strict confidentiality
Respect the confidentiality of information acquired as a result of performing my professional responsibilities in all business relationships. Not disclose any such information to third parties without proper and specific authority; unless there is a legal or professional right or duty to disclose. Confidential information acquired as a result of professional and business relationships should not be used for personal advantage of the procurement professional or third parties.
Not engage in leakage of information to tenderers etc.
Building trust is a basic principle in relationships with suppliers, organisation and clients. The misuse of inside information undermines the procurement system and gives unfair disadvantage(s) to others in the supply market. The procurement professional must;
• Not release confidential information unless authorised to do so. He/she shall maintain confidentiality in the evaluation of tenders.
• Never breach the confidentiality of information received in a professional capacity.
Professional behaviour
The procurement professional shall comply with relevant laws, statutory requirements and regulations and shall avoid any action(s) that discredits the profession.
Do the right thing – to enhance and protect the Procurement Profession.
Abide by the Code of Ethics in the performance of their duties. Do the right thing and take the right decision(s) within the ambit of the law or the required policy or the operating procedure of his/her organisation.
• Never engage in conduct, either professional or personal, which will bring the profession or the reputation of the Ghana Institute of Procurement and Supply into disrepute;
• Not accept inducements or gifts (other than any declared gifts of nominal value which have been sanctioned by my employer);
• Being aware that my behaviour outside this profession may have an effect on how I am perceived as a professional.
Act responsibly and within authority
Be disciplined, responsible and accountable for the risks I take and ensure that the outcomes are appropriate to my respective organisation or activity. Comply with policies and not make decisions that will put my organisation and the Institute into disrepute.
Use good judgment
Use the Code’s decision making framework to help me to make informed decision(s) appropriately. Questions to ask: Is my decision in line with the Code of Ethics? Have I consulted others, is this decision within my authority? Would I be comfortable if the situation was published in the press or shared in the local community? Am I setting a good example?
Use whistle blowing mechanism
Have a responsibility to speak up when I observe any such process or behaviour that frowns on maintaining the integrity and fairness in a procurement process.
Comply with laws, regulations
Be responsible for complying with the spirit and letter of the law, as well as the required regulations of my organisation and the Institute.
Reject bribery, corruption and financial loss to the state
Protect state purse and financial system and comply with the laws, regulations, procurement policies and procedures.
Support the Institute to prevent fraud or financial loss to the state or my organisation. Not give or accept bribes, nor take part in any form of corruption.
Treat suppliers, contractors and consultants fairly
Uphold or deepen the principle of transparency in my daily professional dealings with Suppliers, Contractors, Service Providers and Consultants. The required information needed to be transmitted to all Tenderers must be done in a non-discriminatory or non-bias manner.
Manage conflicts of interest
Be responsible and act in a fiduciary capacity and exercise duty of care in identifying, assessing and managing possible conflicts of interest (whether actual or issues which could be viewed as conflicts) that may arise in my daily working life. Rejecting any business practice(s) which might reasonably be deemed improper
• never using my authority or position for financial gain
• declaring to my employer any personal interest that might affect, or be seen by others to have effect in decision making
• ensuring that the information given in the course of my work is accurate and not misleading
• striving for genuine, fair and transparent competition
• being truthful about my skills, experience and qualifications
Ensure competitiveness in all procurement processes
Understand and comply with the applicable laws, statutory requirements, policies and governing operating procedures of my organisation by ensuring competition in my day-to-day application of my organisation’s procurement policies and processes.
Not influence or exert pressure on any member of a committee, or any other employee of a procuring entity to take a particular action(s) which could favour or tend to favour a particular tenderer.
Treat colleagues fairly and with respect:
All staff are entitled to a safe working environment that is inclusive and free from discrimination, bullying and harassment. Treat my colleagues as partners in the scheme of good corporate governance practices; which helps in boosting the image and brand of the procurement profession, as well as the Institute.
Be open and co-operate with regulators:
Be open and transparent in dealings with the Public Procurement Authority (PPA); and other regulatory bodies.
Respect our communities and the environment:
Contribute to the economic development and stability of Ghana. In fulfilling this, I shall adhere to the pertinent factors of sustainable procurement by considering economic, social and environmental factors in the determination of award of contracts.
Promote the eradication of unethical business practices
By protecting the profession and upholding the Code of Ethics in general, the GIPS Members shall promote the eradication of unethical business practices by:
• Fostering awareness of human rights, fraud and corruption issues in all my business relationships;
• Responsibly managing any business relationships where unethical practices may come to light, and taking appropriate action to report and remedy them;
• Undertaking due diligence on appropriate supplier relationships in relation to forced labour (modern slavery) and other human rights abuses, fraud and corruption;
• Continually developing my knowledge of forced labour (modern slavery), human rights, fraud and corruption issues, and applying this in my professional life.
Enhance the proficiency and stature of the profession
Enhance the stature of the profession by:
• Continually developing and applying knowledge to increase my personal and professional skills and those of the organisation I work for.
• Fostering the highest standards of professional competence among those for whom I am responsible.
• Optimising the use of resources for the benefit of my organisation and Ghana at large.