Conflict of Interest Policy

Effective Date: 01/06/2024Last Updated: 12/07/2026

1. Introduction

Youthrise for Development (YFD) is an independent, non-profit, non-governmental organization committed to promoting sustainable development, youth empowerment, education, environmental conservation, gender equality, humanitarian assistance, and community resilience. YFD recognizes that public confidence, donor trust, and organizational integrity depend upon decisions that are made objectively, fairly, and solely in the best interests of the organization and the communities it serves. Conflicts of interest may arise where personal, financial, professional, family, or other interests interfere, or appear to interfere, with an individual's responsibilities to YFD. Even the perception of a conflict of interest can undermine confidence in the organization's governance. This Conflict of Interest Policy establishes the principles and procedures for identifying, disclosing, managing, and resolving actual, potential, and perceived conflicts of interest.

2. Purpose of the Policy

The purpose of this policy is to:

  • Protect the integrity, independence, and reputation of YFD.
  • Promote ethical and transparent decision-making. Prevent personal interests from improperly influencing organizational decisions. Ensure fairness in recruitment, procurement, partnerships, financial management, and programme implementation. Strengthen accountability to beneficiaries, donors, partners, government institutions, and the public. Comply with applicable laws of the Republic of Cameroon and recognized international governance standards.

3. Scope of Application

This policy applies to all individuals acting on behalf of YFD, including:

  • Members of the Board of Directors;
  • Executive Director and senior management;
  • Employees;
  • Volunteers;
  • Interns;
  • Consultants;
  • Contractors;
  • Procurement committee members;
  • Evaluation committee members;
  • Implementing partners where required by agreement. All covered persons are expected to disclose and appropriately manage any conflict of interest.

4. Definitions

4.1 Conflict of Interest

A conflict of interest exists when an individual's personal interests could influence, or appear to influence, the objective performance of their duties for YFD. Conflicts may be:

  • Actual – A conflict currently exists.
  • Potential – A conflict could arise in the future. Perceived – A reasonable person could believe that a conflict exists, even if no improper conduct has occurred.

4.2 Personal Interest

A personal interest may include:

  • Financial interests;
  • Business interests;
  • Employment opportunities;
  • Family relationships;
  • Close personal relationships;
  • Political or organizational affiliations;
  • Gifts or benefits.

4.3 Related Person

A related person includes:

  • Spouse or partner;
  • Parent;
  • Child;
  • Sibling;
  • Grandparent or grandchild;
  • Close relative;
  • Household member; Any person with whom the individual has a close personal or financial relationship.

5. Guiding Principles

YFD is guided by the following principles:

  • Integrity;
  • Transparency;
  • Accountability;
  • Fairness;
  • Independence;
  • Objectivity;
  • Responsible stewardship of resources. All organizational decisions must be made in the best interests of YFD and the communities it serves.

6. Situations That May Create a Conflict of Interest

Conflicts of interest may arise in situations including, but not limited to:

  • Employment and Recruitment
  • Participating in the recruitment of a family member or close friend.
  • Influencing employment decisions for personal reasons.
  • Procurement and Contracting
  • Awarding contracts to a business owned by a related person.
  • Participating in supplier selection where there is a personal interest.
  • Financial Decisions
  • Approving payments that personally benefit the decision-maker.
  • Influencing grant allocations for personal gain.
  • Programme Implementation Selecting beneficiaries based on personal relationships rather than established criteria. Directing organizational resources to benefit oneself or related persons. Partnerships Entering into agreements with organizations in which an individual has a personal or financial interest without appropriate disclosure.

7. Disclosure of Conflicts

All individuals covered by this policy have a duty to disclose any actual, potential, or perceived conflict of interest as soon as it becomes known. Disclosures should:

  • Be made in writing where practicable;
  • Describe the nature of the conflict; Be submitted to the appropriate supervisor, Executive Director, or Board Chair, depending on the circumstances. Failure to disclose a conflict may constitute misconduct.

8. Management of Conflicts

Once disclosed, YFD will determine the most appropriate way to manage the conflict, which may include:

  • Recording the conflict in a Conflict of Interest Register;
  • Restricting access to relevant information;
  • Requiring the individual to withdraw from discussions or decision-making;
  • Reassigning responsibilities;
  • Independent review of the matter;
  • Other appropriate mitigation measures. The chosen approach will depend on the nature and level of risk presented by the conflict.

9. Recusal from Decision-Making

Any person with a conflict of interest must not participate in decisions relating to that matter. This includes refraining from:

  • Voting;
  • Influencing discussions;
  • Evaluating proposals;
  • Approving contracts or payments;
  • Accessing confidential information that is not necessary for their role.
  • Meeting minutes should record any declared conflicts and the actions taken.

10. Gifts, Hospitality, and Benefits

To preserve impartiality, YFD representatives shall not solicit or accept gifts, hospitality, or other benefits that could influence, or appear to influence, official decisions. Modest tokens of appreciation that are culturally appropriate and of nominal value may be accepted where they do not create an actual or perceived conflict and are permitted under YFD procedures. Any significant gift or benefit should be declared to management and recorded where appropriate.

11. Procurement and Financial Integrity

YFD is committed to fair and transparent procurement. Individuals involved in procurement, contracting, or financial approvals must:

  • Declare any conflicts of interest;
  • Avoid preferential treatment;
  • Follow approved procurement procedures;
  • Ensure decisions are based on objective criteria;
  • Maintain complete and accurate records.

12. Responsibilities

Board of Directors The Board shall:

  • Provide oversight of this policy;
  • Review conflicts involving senior leadership;
  • Promote a culture of ethical governance.
  • Executive Management
  • Management shall:
  • Implement this policy;
  • Maintain a Conflict of Interest Register;
  • Ensure conflicts are assessed and appropriately managed;
  • Promote awareness and compliance.
  • Employees, Volunteers, and Representatives
  • All personnel are responsible for:
  • Acting in the best interests of YFD;
  • Disclosing conflicts promptly;
  • Cooperating with management decisions;
  • Avoiding situations that compromise organizational integrity.

13. Confidentiality

Information relating to disclosed conflicts will be handled confidentially and shared only with individuals who have a legitimate need to know. Records will be maintained securely in accordance with YFD's Data Protection Policy.

14. Non-Compliance

Failure to comply with this policy, including failure to disclose a conflict of interest or attempting to improperly influence organizational decisions, may result in:

  • Counselling or corrective action;
  • Written warning;
  • Removal from a decision-making process;
  • Suspension;
  • Termination of employment, volunteer engagement, or contract;
  • Recovery of improperly obtained benefits where applicable;
  • Referral to relevant authorities if required by law.

15. Training and Awareness

YFD will provide periodic training and guidance to Board members, staff, volunteers, and other representatives on:

  • Identifying conflicts of interest;
  • Disclosure requirements;
  • Ethical decision-making;
  • Good governance practices.

16. Monitoring and Compliance

YFD will periodically review compliance with this policy through:

  • Internal governance reviews;
  • Procurement oversight;
  • Financial audits;
  • Board oversight;
  • Risk management processes.
  • Lessons learned will be used to strengthen governance and accountability.

17. Relationship with Other Policies

This policy should be read together with:

  • Code of Conduct;
  • Anti-Fraud and Anti-Corruption Policy;
  • Whistleblower Protection Policy;
  • Data Protection Policy;
  • Donation and Refund Policy;
  • Environmental and Social Safeguards Policy;
  • Complaints and Feedback Mechanism Policy.

18. Policy Review

This policy will be reviewed at least every two years, or sooner where required due to changes in legislation, organizational structure, donor requirements, or governance best practices.

19. Commitment Statement

Youthrise for Development is committed to maintaining the highest standards of integrity, transparency, accountability, and ethical leadership. By identifying and managing conflicts of interest openly and fairly, YFD protects the confidence of communities, donors, partners, government institutions, and the public while ensuring that every decision is made in the best interests of the organization and the people it serves.

20. Contact Information

Youthrise for Development (YFD) Head Office: Buea, South-West Region, Cameroon Telephone: +237 674 854 112 Email: governance@youthrisefordevelopment.org Website: www.youthrisefordevelopment.org Approved by:Board of DirectorsYouthrise for Development (YFD) Date: 01/06/2024