As officials and members of the AIUO, we are bound by AIUO Constitution and the Provisions of By-Laws. Conformably, the following rules are hereby adopted.
RULE I. COVERAGE
These rules shall cover all officials and members in the organization, permanent honorary, whether or not they receive compensation, regardless of amount.
RULE II. INTERPRETATION
SECTION 1 Declaration of the Policy of the AIUO on the Code of Conduct
“It is the policy of the organization to promote a high standard of ethics in service. Officials and members shall at all times be accountable and shall discharge their duties with utmost responsibility, integrity, competence and loyalty, act with patriotism and justice, lead modest lives, and uphold public interest over personal interest”.
RULE III. STATEMENT OF NORMS OF CONDUCT
SECTION 1. Strict Adherence and Observance
All AIUO officials and members are expected to the strict adherence and observance of the norms of conduct namely:
1.1 Commitment to Public Interest
Officials and members shall always uphold the public interest over personal interest. All AIUO resources and powers of their respective offices must be employed and used efficiently, effectively, honestly and economically, particularly to avoid wastage in funds and revenues.
Officials and members shall perform and discharge their duties with the highest degree of excellence, professionalisms, intelligence and skill. They shall enter utmost devotion and dedication to duty.
1.3 Justness and Sincerity
Officials and members shall remain true to the people at all times. They must act with justness and sincerity and shall not discriminate against anyone, especially the poor and the underprivileged. They shall at all times respect the rights of others, and shall refrain from doing acts contrary to law, good morals, public policy, public order, public safety and public interest. They shall not dispense or extend undue favors on account of their office to their relatives, whether by consanguinity or affinity.
1.4 Political Neutrality
Officials and members shall provide service to everyone with out discrimination regardless of party affiliation or preference.
1.5 Responsiveness to the Public
Officials and members shall extend prompt, courteous and adequate service to the public. Unless otherwise provided by law or when required by the public interest, officials and members shall provide information on their policies and procedures in clear and understandable language, ensure openness of information, consultations and hearings whenever appropriate, encourage suggestions, simplify systematize policies, rules and procedures, avoid red tape and develop an understanding and appreciation of the socio-economic conditions prevailing in the country, especially in the depressed rural and urban areas.
1.6 Nationalism and Patriotism
Officials and members shall at all times be loyal to the AIUO and to the people, promote the use of locally produced goods, resources and technology and encourage appreciation and pride of country and people.
1.7 Commitment to Democracy
Officials and members shall commit themselves to the democratic way of life and values, maintain the principle of public accountability. They shall at all times uphold the Constitution and put loyalty to country above loyalty to persons or party.
SECTION 2. Compliance with the Law
2.1 Criminal Offences
All officials of AIUO must comply with the law. The special responsibilities of mean that offences’ relating to legislation which AIUO administer, or has an interest in, are regarded most gravely when committed by AIUO officials.
AIUO officials who commit offenses involving, in particular: prohibited drugs; fraud; seeking or accepting bribes will be subject to disciplinary action, regardless of any penalties applied as a result of a criminal proceedings.
All officials are required to inform the senior manager on duty as soon as they become the subject of criminal or possible criminal proceedings. On receipt of such information, the senior official on duty should decide whether the official can be retained on normal duty, moved to alternative duties or suspended from duty.
Officials must not use their official positions or relationships established in the course of their duty to inappropriately influence or interfere with action being contemplated by internal investigation officials or external law enforcement authorities.
2.2 Complaints Against AIUO and its Officials
It is important that the public has confidence in the integrity of AIUO and its staff. In order to ensure that this
confidence is maintained complaints against AIUO, and/or individual officials, must be investigated promptly and objectively.
2.3 Internally Initiated Allegations
If officials believe that they are being required to act in a way which is: illegal; improper; unethical; or is in any way in breach of code of conduct they have a responsibility to report the matter to a designated member of senior management.
Senior managers must record and take effective steps to investigate all such claims. In some cases, particularly when allegations are made against senior officials, it may be necessary to refer the investigation to a body external to AIUO.
SECTION 3. Relation with the Public
The public expects that their dealings with AIUO will be fair, professional and confidential. To ensure that a high standard of service is maintained and to improve the quality of service provided it is essential to adopt a courteous, helpful and professional attitude to the public.
3.1. Your Responsibilities
Officials should use all reasonable means to help the public to fulfill their obligations and obtain their right under law.
3.2. Promotional Activities on behalf of other organizations
It is essential that AIUO be, and be seen to be, impartial in dealings with the public. To avoid the criticisms that one party is being favored over another or that a reward of some kind has been received, invitations to become involved to the promotional activities of any organization should be declines. If officials are in doubt about the nature of such requests they must refer the matter to their senior manager.
3.3. Disclosure of Name – Wearing of Name Badges
Under most circumstances the public has the right to know whom they are dealing with. As such, all officials are expected to identify themselves in correspondence and on the telephone. In addition, officials who come in contact with the public during the course of their work should wear a nameplate on ID. The only exceptions to this rule are when the wearing of a nameplate may endanger the personal safety of the official or when non-uniformed officials identify themselves on arrival at a meeting etc. by identification card.
3.4. Assault and Obstruction of an Official
Officials should always consider their own safety and the safety of their colleagues when undertaking their duties. If a situation arises where it would be
wiser to withdraw and seek additional support from trained personnel then officials should do so. In all cases, such action should be immediately reported to the senior manager.
RULE IV. PERSONAL CONDUCT
In the exercise of the above norms of Conduct AIUO officials and employees must strive to observe the following:
SECTION I. Acceptance of Gifts and Hospitality
In many cases, the official’s duties will bring him/her into contact with organizations and members of the public who may expect officials to be part of the normal private sector practice of offering gifts and hospitality to business contacts. While it is important to maintain contacts with outside group, it is vital that AIUO officials be, and be seen to be, free of any form of bribery or corruption. The offering of gifts and/or other benefits may be seen as an attempt to influence a decision, which an official is require to take, and therefore must be avoided.
For this reason officials must only accept gifts or hospitality of any kind in cases where:
The gift is of an inexpensive nature such as a tie, drinking cup, calendar or diary given in the spirit of harmonious business relations;
Refusal of the gift would cause offense on cultural grounds:
The gift is offered in a public forum where refusal would cause embarrassment:
The hospitality is associated with the demands of work, for example, working meals or legitimate representational functions to meet and discuss business key with clients.
In cases where are more expensive item is accepted for cultural or protocol reasons the item must be surrendered to the organization and must not be regarded as the personal property of the official. Where possible, an attempt should be made to return the gift to the provider.
In all cases, and regardless of the value of item received, officials must advise the senior manager on duty in writing of any gifts or hospitality received and the item must be listed on a register. The register should list the name of the official receiving the gift or hospitality, the supplier, a description of the item and its approximate value.
SECTION 2. Staff involved in Procurement
Staff involved in procurement must take special care to ensure they do not expose themselves to allegations of unfair purchasing practices. As such, staff should
not under any circumstances accept gifts or hospitality from current or prospective suppliers.
SECTION 3. Incidental Benefits Obtained as a Result of Goods and Services Purchased with Official Funds
Many commercial organizations offer free gifts to anyone using their services such as Frequent Flyer schemes and the like which accumulate points based on the number of goods purchased or services used. If possible, any incidental benefits of this kind are to be used by the organization and under no circumstances should individual officials avail themselves of these benefits.
SECTION 4. Offers of Free Travel for Official Purposes
Such organizations such as airlines or ferry companies may offer free travel by offering vacant seats or places to AIUO for use on official business.
Such an offer must not be accepted without approval of the Head of AIUO as it may lead to the suspicion that here is an improper relationship between the company making the offer and AIUO.
SECTION 5. Concessions and Discounts offered to Members of AIUO
Where companies offer discounts on their goods or services to all or a significant number of staff in AIUO
and provided the offer has been made based on the purchasing power of the staff as individuals, the Head of AIUO may approve such discount schemes. Special care needs to be taken, however, to avoid the possibility of suspicion that a private benefit has been obtained could influence the placing of a contract or decision made by AIUO. Therefore, discount schemes, and the like should generally not be negotiated with organizations with whom AIUO has official dealings.
SECTION 6. Avoiding Conflict of Interest
6.1. Personal Association with those who do business with AIUO
Conflict of interest may arise from official dealings with, or decisions made in respect of, individuals who share private interests. For example, membership of societies, clubs, other organizations or family. Where a potential conflict of interest arises, officials must advise the Head of AIUO and Ensure that their official duties do not place them in a position where allegations unfairness may be made.
AIUO officials are free to invest in shareholdings or other securities, however, they must not be involved directly or indirectly in any official decision, which could affect the value of their own investments. Likewise, they may not use any information obtained in the
course of their duties to advance their private interests or those of others. If officials believe there may be a potential conflict of interest in respect to any private or family shareholdings or securities they must advise the AIUO Head in writing.
6.3. Involvement in Business Interests and Government Contracts
No government contract may be given to any member of AIUO or any partnership where a party is a member of AIUO unless the member has fully disclosed the extent of their interest in the contract and the Head of AIUO is satisfied that no conflict of interest, or appearance of conflict of interest, could arise.
6.4. Engaging in Other Paid Employment
Where legislation or lawful directions do not forbid outside employment, officials wishing to hold outside employment must obtain prior permission. When discussing this with the senior official on duty, officials must be able to establish that such employment will not create a conflict of interest or adversely affect the performance of official duties. All outside work must be performed separately from, and outside, periods of official duties.
As a general rule, all former officials should avoid situations where their current
knowledge could result in unfair commercial advantage or involve potential breaches of confidentiality.
SECTION 7. CONDUCT ON MONEY MATTERS
7.1. GENERAL RULES
If a AIUO official becomes insolvent, bankrupt or gives notice of an intention to take advantage of bankruptcy law, then the official must notify the Head of AIUO of the circumstances as soon as possible. This provision extends to those suffering significant financial difficulties where there is little or no expectation in the near future of being able to meet current debts. Temporary financial embarrassment need not be reported.
Officials who are bankrupt or insolvent will normally be allowed to continue in employment unless they have committed a serious disciplinary or criminal offense involving public money. Officials who are bankrupt or insolvent should not normally be employed on duties, which might permit misappropriation of public funds.
7.2. Private Financial Transactions
Private financial transactions between members of staff are discouraged. This includes making loans to staff members and or acting as guarantor or providing security on loans.
Officials who enter into voluntary private transactions between members of AIUO do so at their own risk. Those entering into such arrangements should ensure the work of AIUO and its reputation are not adversely affected by their private arrangements.
7.3. Dealing with Official Money
The receipt and custody of official money is restricted to those who need to do so in the course of their official duties. In normal circumstances, no other official should accept money due to AIUO unless specifically authorized to do so. When such authority is given it should be confirmed in writing.
When payment other than by cheque is accepted, a receipt on the prescribed form is to be issued by the official receiving the money. If an official receipt cannot be issued immediately, a temporary receipt is to be issued and a copy of it signed by the prayer signifying that he amount shown on the receipt is correct. A copy is to be retained by the official. A copy is to be retained by the official. If a temporary receipt is issued, a permanent receipt clearly marked as “duplicate” should be sent to the prayer as soon as is practically possible. Any money accepted on behalf of AIUO must be accounted for immediately and in accordance with formal instructions.
All officials have a responsibility to the public to use their money only for
proper purposes and to make sure value for money is obtained. Officials must avoid giving cause for criticism that the money is being used directly for the personal benefit of members of AIUO. Likewise, any money spent must be for AIUO legitimate business aims.
If there is any incidental personal benefit obtained as a result of public expenditure then officials must be sure that it can be defended in the face of any criticism from the press or public. Anything that would benefit an individual staff member in such a way as it would be looked upon, as a “perk” is totally unacceptable.
The following principles apply to the spending of the money:
• Public money must be spent wisely and properly
• Transactions involving public money must be accounted for properly
• Only authorized persons may make spending decisions
• The rules which apply to the acceptance of gift, hospitality and other benefits apply to staff making spending decisions; and
• Staff must not make use of their official position to further either their own private interests or those of others.
SECTION 8. Confidentially and Use of official Information
All officials have the duty not to disclose without proper authority any information that has been obtained in the course of official duties. This rule extends to all documents, records, and information restored electronically. Likewise, officials are required to protect the privacy of individuals in official dealings.
Ways in which official information can be misused include:
• Leaking information;
• Use of information for personal or private gain
• Taking advantage of a person on the basis of information gained through confidential records; and
• Removing, altering or destroying official records
Engaging in any of the above activities us unacceptable and may lead to prosecution and/or disciplinary action.
SECTION 9. Use of Official Properties or Services
9.1. General Rules
Unless specifically authorized, the use of AIUO resources or services paid for with official money for personal purposes
or gain is prohibited. Such resources include:
• Facilities (including telephones, photocopiers, office equipment/ supplies)
• Vehicles, vessels, machinery and equipment
• Computers and computer software
• Security passes and official stationery; and
• Stamps and postal services
Expenditure on goods and services can be reduced by paying due attention to the physical security for all AIUO assets. All officials are required to make adequate security arrangements for AIUO assets under their control.
9.2. Motor Vehicle
In respect to the use and care of official vehicles specific rules apply. This includes:
• Officials driving official vehicles must be licensed and authorized;
• Unauthorized passenger must not be carried;
• Officials must not drive official vehicles when under the influence of alcohol or nay other intoxicant or drug; and
• Unless specific permission has been granted official vehicles must not be used to provide transport to and from officials’ personal residences.
9.3. Official Identification
Identify badges and security items are issued to assist and identify officials in the performance of their duties, and in exercising powers entrusted to them. They are not to be used in any other purpose. Security badges, keys, passwords, and the like are to be maintained safely by the official to whom they have been issued and must be surrendered to AIUO on termination of employment.
SECTION 10. Private Purchases of AIUO Property by Staff
10.1. Purchase of AIUO Articles by Staff
All officials are free to purchase articles of AIUO property, which are on the sale to the public, for example, publications, surplus supplies and goods sold at AIUO sales unless:
• Officials have, because of their official position, been able to obtain special knowledge about the condition of the goods being sold.
• Officials have been officially associated with the disposal arrangements; and/or
• Officials receive the goods at a discount that would not be available to a member of the public.
10.2 Purchase of Goods from AIUO Sources
It is important that members of AIUO should not be thought to have an advantage over members of the public in the purchasing of seized or forfeited goods.
For this reason, staffs are prohibited from making purchases from AIUO sales, either directly or through a third party.
Additionally, officials who were officially involved in the disposal arrangements or, because of their official position, obtained special knowledge about the goods may not purchase goods bought by traders at such sales.
SECTION 11. Work Environment
11.1. General Principles
All officials have the right to a healthy and safe workplace free of discrimination and harassment in which individual and organizational objectives can be met. A good working environment is one that is:
• Fair and equitable;
• Safe and supportive
• Free of alcohol and drugs;
• Free of harassment and unjustified discrimination;
• Values individual differences and cultural diversity;
• Provides honest performance feedback and development opportunities; and
• Seek staff cooperation in the decision making process.
11.2. Fairness and Non-Discrimination
A commitment to fairness and non-discrimination is central to maintaining AIUO standards of equity, ethical conduct and accountability. All officials must take an active role in ensuring the AIUO work environment is free of discrimination and harassment of any kind.
11.3. Occupational Health and Safety
All staff has a right to a healthy and safe working environment. Officials must take seriously their responsibilities in respect to safety issues and should report any health or safety concerns or breaches of rules or regulations promptly to their supervisor.
11.4. Misuse of Drugs
AIUO is responsible for preventing the illegal use of certain drugs. As such, it will not tolerate any official
participating in the illegal importation, possession, traffic or use of illicit drugs or other prohibited substances. Officials knowingly concerned with illicit drugs will be subject to disciplinary and/or criminal action.
11.5. Misuse of Alcohol
Officials must not, through the intake of intoxicating liquor, render themselves unfit to perform their duties. Officials whose work performance or conduct is impaired by alcohol are expected to remove themselves from the workplace until they are fully effective.
Alcohol is a frequently a contributory factor in workplace accidents, officials engaged in boarding vessels or operating motor vehicles or machinery should refrain from consuming any alcohol in the period immediately prior to commencing duties.
AIUO has a duty of care to protect its officials and provide a healthy and safe working environment. Officials must not smoke in areas where it is prohibited or when on active duty in public places. At private premises officials must not smoke in areas in which smoking is prohibited by the proprietor.
11.7. Standards of Dress
The dress and appearance of all officials should reflect a professional
image. Public perceptions and work practices can be influenced by the appearance of the officials. At all times, clothing should be appropriate to the duties and generally established standards and officials appearance should be neat, clean, and tidy.
11.8. Poison Letters
Officials & employees of the Bureau of AIUO should not write offensive letter whether openly or anonymously as a mean to express their dissatisfaction towards their work or their co-workers. The proper channel should be sought to discuss on possible solutions. If an employee wishes to lodge a complaint, he or she can write or verbally report to the Director General or to any of the Deputy Director in a region.
RULE V. GROUNDS FOR ADMINISTRATIVE DISCIPLINARY ACTION
SECTION 1. Coverage
In addition to the grounds for administrative disciplinary action prescribed under existing laws, the acts and omissions of any official or employee, whether or not he holds office or employment in a casual, temporary, hold-over, permanent or regular capacity, declared unlawful or prohibited by the Code, shall constitute grounds for administrative disciplinary action, and without prejudice to criminal and civil liabilities provided herein, such as:
1.1. Financial and Material Interest
Directly or indirectly having financial and material interest in any transaction requiring the approval of his office. Financial and material interest is defined as pecuniary or proprietary interest by which a person will gain or loose something;
1.2. Recommending Persons
Recommending any person to any position in a private enterprises which has a regular or pending official transaction with his office, unless such recommendation or referral is mandated by (1) law or (2) international agreements, commitment and obligation, or as part of the functions of his office;
1.3. Disclosure of Information
Disclosure or misusing confidential or classified information officially known to him by reason of his office and not made available to the public, to further his private interests or give undue advantage to anyone, or to prejudice the public interest.
Soliciting or accepting, directly or indirectly, any gift, gratuity, favor, entertainment, loan or anything of monetary value which in the course of is official duties or in connection with any operation being regulated by, or any
transaction which may be affected by the functions of his office. The propriety or impropriety of the foregoing shall be determined by its value, kinship or relationship between giver and receiver and the motivation. A thing of monetary value is one, which is evidently or manifestly excessive by its very nature.
Gift refers to a thing or a right disposed of gratuitously, or any act of liberality, in favor of another who accepts it, and shall include a simulated sale or an ostensibly onerous disposition thereof.
Loan covers both simple loan and commodatum as well as guarantees, financing arrangement or accommodation intended to ensure its approval. Commodatum refers to a contract whereby one of the parties delivers to another something not consumable so that the latter may use the same for a certain time and return it.
SECTION 2. Exemptions from the Prohibitations
2.1. Unsolicited Gifts
Unsolicited gift of nominal or insignificant value not given in anticipation of, or in exchange for, a favor from a public official or employee given after the transaction is completed, or service is rendered. As to what is a gift of nominal value will depend on the circumstances of each case taking into account the salary of the official or employee, the frequency or the
infrequency of the giving, the expectation of benefits, and other similar.
2.2. Gifts from Members of the Family
Gift from a member of his family or relative as defined in the Code on the occasion of a family celebration, and without any expectation or pecuniary gain or benefit.
2.3. Donations from Persons with No Transactions
Nominal Donations from persons with no regular, pending or expected transactions with the AIUO with which the official or employee is connected, and without any expectation or pecuniary gain or benefit.
2.4. Donations for Humanitarian Purposes
Donations coming from private organizations whether local or foreign, which are considered and accepted as humanitarian and altruistic in purpose and mission.
2.5. Government to Government Donations
Donations from government to government entities.
SECTION 3. Other Restrictions
Acceptance by a AIUO official/employee of a gift, grant or technical exchange is not allowed if it is:
3.1. Contrary to Morals
Contrary to morals or AIUO policy or any commercial purpose other than by news and communications media for dissemination to the general public;
3.2. Unfair Discrimination
Shows unfair discrimination in rendering service due to party affiliations or preference;
3.3. Disloyalty to the AIUO
A manifestation of disloyalty to the AIUO;
3.4. Failure to Act Promptly
There is failure to act promptly on letters and request within fifteen (15) days from receipt; except as otherwise provided in the rules promulgated by the AIUO to implement the Code;
3.5. Failure to Process Documents
Failure to process documents and complete action on documents and papers within a reasonable time from preparation thereof, except as otherwise provided in the rules as mentioned abode;
3.6. Failure to attend
Failure to attend to anyone who wants to avail himself of the services of the office, or to act promptly and expeditiously on public personal transactions.
RULE VI. OTHER GROUNDS FOR ADMINISTRATIVE DISCIPLINARY ACTION
1.1. Guilty of Extortion
Those guilty of extortion or willful oppression under color of law.
1.2. Grease Money
Those who knowingly demand other or greater sums than are authorized by law or receive any fee, compensation, or reward except as by law prescribed, for the performance of any duty.
1.3. No Receipts
Those who willfully neglect to give receipts, as required by law for any sum collected in the performance of duty, or who willfully neglect to perform any of the duties enjoined by law.
Those who conspire or collude with another or others to defraud the AIUO revenues or otherwise violate the law.
1.5. Defrauding The Revenue
Those who willfully make opportunity for any person to defraud the AIUO revenues or who do or fail to do any act with intent to enable any person to defraud said revenue.
1.6. As Accessory to the Crime
Those who negligently or designedly permit the violation of the law by any other person.
1.7. False Entry
Those who make or sign any false entry or entries in any book, or make or sign any false certificate of return in any
case where the law requires the making by them of such entry, certificate or return.
1.8. Unauthorized Payments
Those who, without the authority of law, demand or accept or attempt to collect directly or indirectly as payment or otherwise, any sum of money or other thing of value for the compromise, adjustment, or settlement of any charge or complaint for any violation or alleged violation of law.
RULE VII. ETHICS ADVICE AND PREFECT OF DISCIPLINE
The AIUO must designate an ethics official or AIUO counselor who shall be responsible for coordinating and managing the AIUO ethics and integrity program which is the office of the Chief AIUO Counsel. The designated Agency ethics official is responsible for providing ethics counseling and advice regarding ethics issues. Her or his office will also monitor the strict implementation of the Code of Conduct and Rules of Ethics.
Employees and the transacting public having questions regarding the applications of ethics rules shall direct them to the Chief AIUO Counsel. Questions should be in writing and must contain all relevant facts. Obtaining advice from the AIUO Counsel, particularly in writing, will help protect the employee by acting on “Good Faith” advice received.
RULE VIII. AIUO SERVICE STANDARDS
In order to provide the transacting public a convenient, accessible, and a proper forum wherein the transacting can formally and easily lodge their complaints against employees and officials who had allegedly violated the Code of Conduct and Rule of Ethics, a AIUO Complain and Action Center will be established and shall exercise the following functions:
1.1. Accessibility – to make the AIUO transparent and as closer as possible to make the public understand the mission and vision of the AIUO.
1.2. Efficiency – to promote an effective public service and foster a harmonious relationship with the transacting party and keep errors to a minimum.
1.3. Honesty – to improve the image of AIUO through honest, convenient and timely service.
1.4. Fairness – to institute an avenue for addressing issues and concerns that is fair, fast, far-reaching and non-adversarial.
1.5. A Bridge – to serve as a conduit between the President and the community.