Admighty Foundation is a nonprofit organisation committed to social development, education, environmental sustainability, biodiversity conservation, animal welfare, community health, disaster relief, community development and other public-interest initiatives. To fulfil this mission responsibly, we work with vendors, suppliers, contractors, consultants, service providers and other external partners who provide goods and services to the organisation.
The Vendor Code of Conduct establishes the ethical, professional, social, environmental and operational standards that Admighty Foundation expects from organisations and individuals engaged in procurement or service relationships with the Foundation. It reflects our commitment to integrity, transparency, accountability, responsible resource management, human dignity and sustainable development.
Vendors working with Admighty Foundation are expected to comply with applicable laws and regulations and to conduct their activities in a manner consistent with the Foundation’s values and legitimate contractual requirements.
Purpose of the Vendor Code of Conduct
The purpose of this Code is to establish clear expectations for responsible vendor behaviour. Procurement decisions are not based solely on price or technical capability. Ethical conduct, quality, reliability, legal compliance, responsible employment practices, environmental responsibility and respect for stakeholders are also important considerations.
The Code supports a procurement environment in which vendors are treated fairly while being held accountable for professional and responsible conduct. It also helps protect the Foundation, its beneficiaries, donors, employees, volunteers, communities and other stakeholders from avoidable ethical, operational and reputational risks.
Compliance With Laws and Regulations
Vendors engaged by Admighty Foundation are expected to comply with all applicable laws, rules and regulations relevant to their business activities and contractual responsibilities.
Depending on the nature of the engagement, this may include requirements relating to taxation, labour and employment, workplace safety, environmental protection, data protection, anti-corruption, financial transactions, intellectual property, consumer protection and other applicable regulatory matters.
Where a vendor is subject to specific statutory or contractual requirements, the vendor remains responsible for maintaining the necessary registrations, licences, approvals and authorisations required for its activities.
Integrity and Ethical Business Practices
Admighty Foundation expects vendors to conduct business with honesty, integrity and professionalism. Vendors must not engage in fraud, bribery, corruption, kickbacks, extortion, collusion, falsification of documents or other dishonest practices.
Vendors must not offer, promise or provide improper financial or non-financial benefits to employees, representatives, volunteers or other persons associated with the Foundation in order to influence procurement decisions.
Similarly, individuals representing the Foundation should not request or accept improper benefits from vendors. Any suspected unethical procurement practice should be reported through an appropriate organisational channel.
Fair Competition
Admighty Foundation supports fair and transparent procurement. Vendors are expected to provide accurate quotations, proposals, specifications and other commercial information.
A vendor must not knowingly submit false information, manipulate quotations, coordinate pricing improperly with competitors or attempt to influence a procurement process through inappropriate means.
Vendors should respect the confidentiality of procurement information and should not seek access to information that they are not authorised to receive.
Conflict of Interest
Vendors are expected to disclose any actual, potential or perceived conflict of interest that could influence their relationship with Admighty Foundation.
A conflict may arise where a vendor has a personal, financial, family or professional relationship with an individual involved in procurement or where another circumstance could compromise objective decision-making.
Disclosure of a potential conflict does not automatically prevent a vendor from working with the Foundation. However, transparency allows the Foundation to assess the situation and determine appropriate safeguards.
Quality, Safety and Reliability
Vendors are expected to provide goods and services that meet agreed specifications, quality standards, quantities, delivery requirements and contractual conditions.
Products and services should be fit for their intended purpose and should not knowingly create unreasonable risks to users, beneficiaries, employees, volunteers, animals, communities or the environment.
Where warranties, certifications, licences, safety documentation or technical standards are applicable, vendors should maintain and provide appropriate documentation when requested.
Labour and Human Rights
Admighty Foundation expects vendors to respect fundamental human dignity and applicable labour standards. Vendors should not engage in forced labour, bonded labour, child labour, human trafficking or unlawful discriminatory employment practices.
Workers should be treated with dignity and respect and should receive conditions consistent with applicable employment laws and regulations.
Vendors should also take reasonable steps to provide a workplace that is safe and free from harassment, abuse, intimidation and unlawful discrimination.
Prevention of Sexual Harassment
Vendors and their personnel are expected to maintain professional and respectful conduct when interacting with Admighty Foundation employees, volunteers, beneficiaries, programme participants and other stakeholders.
Sexual harassment, unwanted sexual conduct, inappropriate comments, intimidation or other forms of sexual misconduct are unacceptable.
Where vendor personnel participate in Foundation activities or work at Foundation locations, they may be required to comply with relevant safeguarding, workplace conduct and sexual-harassment requirements applicable to the engagement.
Safeguarding Children and Vulnerable Persons
Some Admighty Foundation programmes may involve children, vulnerable individuals or communities requiring additional protection. Vendors working in or around such programmes are expected to maintain appropriate professional boundaries and avoid conduct that could place beneficiaries at risk.
Where relevant, vendors may be required to comply with safeguarding standards, background verification requirements, supervision arrangements, confidentiality requirements and programme-specific codes of conduct.
Any concern involving potential abuse, exploitation, harassment or harm should be reported through the appropriate Foundation mechanism without unnecessary delay.
Data Protection and Confidentiality
Vendors may receive access to personal, organisational, financial, programme or other confidential information while providing services to Admighty Foundation.
Such information should be used only for the legitimate purpose for which it was provided and should not be disclosed to unauthorised persons. Vendors are expected to apply reasonable security measures to protect information against unauthorised access, loss, misuse or disclosure.
Where a vendor processes personal data on behalf of the Foundation, appropriate contractual and legal requirements may apply. Vendors should comply with the Foundation’s privacy and confidentiality requirements and applicable data-protection laws.
Environmental Responsibility
Admighty Foundation expects vendors to recognise their environmental responsibilities. Where relevant, vendors should seek to reduce unnecessary waste, pollution, resource consumption and other avoidable environmental impacts.
Vendors providing goods or services for environmental, conservation or community projects should follow applicable environmental requirements and agreed project specifications.
Where practical, environmentally responsible products, materials, packaging and processes may be considered as part of procurement decisions, provided they meet required quality and operational standards.
Animal Welfare
Where vendors provide services or products involving animals, animal handling, veterinary support, transportation, shelter, rescue operations or related activities, they are expected to maintain humane and responsible practices.
Animals should not be subjected to unnecessary cruelty, neglect, abuse or avoidable suffering. Vendors should comply with applicable animal-welfare requirements and follow appropriate professional standards relevant to their services.
Confidentiality and Intellectual Property
Vendors may receive confidential information concerning Foundation programmes, projects, finances, beneficiaries, partners, procurement processes or organisational operations.
Such information must not be disclosed, reproduced or used for purposes unrelated to the authorised engagement without appropriate permission.
Intellectual property belonging to Admighty Foundation or third parties must be respected. Vendors should not use the Foundation’s name, logo, photographs, reports, documents or other protected materials for promotional purposes without appropriate authorisation.
Financial and Invoicing Integrity
Vendors must provide accurate invoices, receipts, quotations and supporting documentation. Charges should correspond with the goods or services actually supplied and the terms agreed with the Foundation.
False invoices, duplicate billing, undisclosed charges, manipulated documentation or other financial misconduct are unacceptable.
Admighty Foundation may verify invoices, delivery records, service completion and other relevant documentation before making payment.
Gifts and Hospitality
Vendors should not provide gifts, entertainment, hospitality, travel benefits, personal discounts or other advantages to Foundation personnel when the purpose or likely effect is to influence procurement decisions.
Nominal or customary items may be subject to internal organisational rules, but vendors should seek clarification where there is uncertainty. Transparency should always take priority over personal benefit.
Responsible Supply Chains
Where reasonably practical, vendors are encouraged to apply responsible standards throughout their own supply chains. Vendors should take reasonable steps to ensure that subcontractors and suppliers involved in delivering goods or services for Admighty Foundation are appropriately selected and comply with applicable legal and ethical requirements.
Where subcontracting is material to an engagement, prior approval may be required according to the applicable contract or procurement arrangement.
Reporting Concerns
Vendors are encouraged to report suspected fraud, corruption, harassment, safeguarding concerns, conflicts of interest, serious misconduct, environmental violations or other significant breaches connected with their relationship with Admighty Foundation.
Reports should be made through the Foundation’s designated reporting or grievance mechanism.
Vendor Ethics and Compliance Contact:
Admighty Foundation
Email: info@admighty.org
Phone: +91-9873522666
The Foundation should replace these placeholders with its official reporting details before publication.
Monitoring and Corrective Action
Admighty Foundation may review vendor compliance with this Code through documentation, contractual monitoring, performance reviews, audits or other reasonable mechanisms appropriate to the nature of the engagement.
Where a breach is identified, the Foundation may seek clarification, require corrective action, suspend an activity, terminate a contract or take other appropriate action in accordance with the relevant agreement and applicable law.
Serious misconduct may affect a vendor’s eligibility for future procurement opportunities.
Vendor Responsibility
Acceptance of a purchase order, contract, service agreement or other engagement with Admighty Foundation may require vendors to acknowledge and comply with this Code, subject to the terms of the relevant agreement.
Vendors remain responsible for ensuring that their employees, representatives, agents and relevant subcontractors understand and comply with applicable requirements.
Our Commitment to Responsible Partnerships
Admighty Foundation believes that responsible procurement extends beyond the transaction between a buyer and a supplier. Every vendor relationship can influence programme quality, financial stewardship, environmental outcomes, stakeholder trust and the reputation of the organisation.
Our Vendor Code of Conduct therefore seeks to establish relationships based on integrity, fairness, quality, respect and accountability. We expect our vendors to share these principles and to contribute to a professional procurement environment that supports the Foundation’s mission.
Through responsible vendor engagement, Admighty Foundation seeks to ensure that organisational resources are used effectively and that goods and services supporting our programmes are obtained through ethical and transparent practices.
This Code may be reviewed periodically to reflect changes in organisational requirements, procurement practices, applicable laws, donor conditions and recognised standards of responsible business conduct. Where a contract, grant agreement or applicable law establishes a higher or more specific requirement, the relevant requirement will apply to the extent legally applicable.
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