Admighty Foundation is a nonprofit organisation committed to serving communities and advancing social, environmental, educational, animal welfare, health, disaster relief, and sustainable development objectives. The Foundation recognises that public trust is essential to the credibility and effectiveness of a nonprofit organisation. A strong Conflict of Interest Policy helps ensure that decisions are made objectively, ethically, transparently, and in the best interests of the organisation and the communities it serves.
A conflict of interest can arise when an individual’s personal, family, professional, business, financial, or other interests could influence, or could reasonably appear to influence, their responsibilities and decisions on behalf of Admighty Foundation. A conflict does not necessarily mean that misconduct has occurred. However, undisclosed or improperly managed conflicts can create risks to organisational integrity, financial accountability, fair procurement, donor confidence, programme decisions, and reputation. This policy establishes a framework for identifying, disclosing, assessing, managing, and documenting conflicts of interest.
Purpose of the Policy
The purpose of this Conflict of Interest Policy is to protect Admighty Foundation from situations where personal interests may interfere with organisational responsibilities. The policy promotes impartial decision-making and establishes expectations for trustees, directors, employees, volunteers, consultants, advisors, committee members, project personnel, and other individuals acting on behalf of the Foundation.
The policy is designed to answer an important governance question: what should a nonprofit organisation do when an individual’s personal interest overlaps with an organisational decision? The fundamental principle is that the individual should disclose the relevant interest promptly, avoid influencing the decision where appropriate, and allow the Foundation to determine a fair and transparent method of managing the situation.
What Is a Conflict of Interest?
A conflict of interest exists when a person’s private interests could interfere with their ability to act objectively in the best interests of Admighty Foundation. Conflicts may be actual, potential, or perceived. An actual conflict exists where a personal interest directly conflicts with an organisational responsibility.
A potential conflict may arise where circumstances could develop into a conflict in the future. A perceived conflict exists where a reasonable person could believe that an individual’s personal interests might influence their organisational decision, even if no improper influence has actually occurred.
Conflicts may involve financial interests, employment relationships, family relationships, business associations, ownership interests, personal relationships, gifts or benefits, outside appointments, or other circumstances. The policy applies not only to situations where an individual personally benefits but also to circumstances where a relative, close associate, business partner, or connected organisation may benefit from a decision.
Who Does This Policy Apply To?
This policy applies to members of the governing body, directors, officers, employees, consultants, advisors, volunteers, interns, committee members, project coordinators, and other representatives who participate in decisions or activities on behalf of Admighty Foundation. It may also apply to contractors, vendors, partners, and other external parties where their relationship with the Foundation creates a relevant conflict that could affect organisational decisions.
All persons covered by this policy are expected to act honestly, independently, and in the best interests of the Foundation. Individuals should not use their position, organisational information, resources, relationships, or authority for improper personal advantage.
Financial Conflicts
Financial conflicts require particular attention because they can affect procurement, recruitment, contracting, grants, investments, purchasing, donations, employment, and other financial decisions. An individual should disclose any financial interest that could influence a decision involving the Foundation.
For example, a conflict may arise if a person involved in supplier selection has a financial interest in a company being considered as a vendor. A similar concern may arise where a Foundation representative participates in approving a contract involving a business owned by a family member or close associate. Such circumstances should be disclosed and appropriately managed before a decision is made.
Family, Personal and Professional Relationships
A conflict of interest may also arise through family, personal, or professional relationships. Individuals should disclose relevant relationships where they could affect objective decision-making. This may include recruitment, supervision, contracting, procurement, partnerships, project appointments, beneficiary selection, or other organisational decisions.
Disclosure does not automatically prevent participation in an organisational activity. The Foundation will assess the circumstances and determine whether the individual should participate, abstain from discussion or voting, or take another appropriate step to manage the conflict.
Gifts, Benefits and Hospitality
Individuals representing Admighty Foundation should exercise caution when receiving gifts, hospitality, discounts, services, favours, travel benefits, or other advantages from donors, vendors, contractors, partners, beneficiaries, or other stakeholders. A benefit should not be accepted where it could improperly influence a decision or create an obligation or expectation.
Modest and customary hospitality may be acceptable in appropriate circumstances, subject to organisational procedures. Benefits that are excessive, inappropriate, intended to influence a decision, or inconsistent with the Foundation’s ethical standards should be declined or appropriately reported.
Disclosure of Conflicts
Individuals covered by this policy have a responsibility to disclose conflicts of interest as soon as they become aware of them. Disclosures should provide sufficient information for the Foundation to understand the nature and extent of the potential conflict.
Conflicts may be disclosed through the Foundation’s designated governance or management channel. The Foundation may maintain a conflict of interest register or other appropriate record to document declared interests, decisions, management measures, and follow-up actions.
Where circumstances change, an individual should update their disclosure. A conflict should not be ignored simply because it was disclosed previously if the underlying circumstances have changed.
Managing a Conflict
After a conflict is disclosed, Admighty Foundation may determine an appropriate management measure based on the circumstances and level of risk. Possible measures may include disclosure to relevant decision-makers, withdrawal from discussions, abstention from voting, exclusion from procurement or recruitment decisions, independent review, reassignment of responsibilities, additional oversight, or other reasonable safeguards.
The objective is not necessarily to eliminate every conflict. The objective is to ensure that conflicts are identified and managed in a way that protects impartiality, accountability, and the interests of the Foundation.
Procurement and Vendor Selection
Conflict of interest controls are particularly important in procurement. Individuals involved in selecting vendors, approving purchases, evaluating quotations, negotiating contracts, or authorising payments should disclose any relationship or interest that could affect their independence.
A person with a relevant conflict should not improperly influence the selection of a supplier or service provider. Procurement decisions should be based on legitimate criteria such as quality, suitability, capability, reliability, cost, compliance, ethical standards, and value for money.
Recruitment and Employment
Conflicts may also arise during recruitment, appointment, promotion, performance evaluation, or supervision. Individuals involved in employment decisions should disclose relevant personal or family relationships and should not use their organisational position to provide improper preferential treatment.
Where appropriate, recruitment and employment decisions involving a potential conflict should be independently reviewed or reassigned to another authorised person.
Confidential Information and Organisational Resources
Individuals must not use confidential Foundation information for personal or third-party benefit. Information concerning donors, beneficiaries, employees, partners, suppliers, projects, finances, proposals, contracts, or organisational strategy should be handled responsibly and in accordance with applicable policies.
Foundation property, funds, equipment, systems, data, intellectual property, and other resources should be used only for authorised organisational purposes. Personal use should not create an undisclosed benefit or compromise organisational interests.
Good Faith and Protection Against Retaliation
Admighty Foundation encourages individuals to disclose genuine conflicts without fear of unfair treatment or retaliation. Reporting a conflict is a responsible governance action and should not itself be treated as wrongdoing.
Concerns about undisclosed or improperly managed conflicts may also be raised through appropriate internal reporting channels, including mechanisms established under the Foundation’s Whistle-blower Policy where applicable. Reports should be handled fairly and confidentially to the extent reasonably possible.
False or Malicious Disclosures
The Foundation recognises the importance of maintaining a fair process. Deliberately providing false information, making malicious allegations, or using conflict of interest procedures to unfairly damage another person’s reputation is inconsistent with organisational standards. Genuine mistakes, incomplete disclosures, or misunderstandings should be distinguished from intentional misconduct.
Responsibilities
Every individual covered by this policy is responsible for identifying and disclosing relevant conflicts, providing accurate information, cooperating with reasonable management measures, protecting confidential information, and acting in the best interests of Admighty Foundation.
The governing body and designated management personnel are responsible for ensuring that conflicts are appropriately reviewed and managed. Decisions concerning significant conflicts should be documented and handled with appropriate independence and oversight.
Transparency and Accountability
Admighty Foundation believes that transparent conflict management strengthens nonprofit governance. A well-managed conflict does not undermine an organisation’s credibility. In contrast, undisclosed conflicts can create significant ethical and reputational risks. The Foundation therefore seeks to encourage early disclosure, objective assessment, appropriate recusal, accurate documentation, and consistent application of this policy.
The organisation will balance transparency with legitimate confidentiality obligations, including protection of personal information, sensitive organisational information, and legally protected information.
Policy Review
This Conflict of Interest Policy should be reviewed periodically to ensure that it remains relevant to the Foundation’s activities, governance structure, funding relationships, procurement practices, partnerships, and applicable legal or regulatory requirements. The Foundation may update the policy when changes in organisational operations, risk assessments, governance practices, or applicable requirements make revisions appropriate.
Our Commitment
Admighty Foundation is committed to maintaining a culture of integrity, impartiality, accountability, and responsible stewardship. Every person associated with the organisation has a responsibility to recognise that organisational authority must never be used for improper personal advantage.
Through timely disclosure, fair assessment, appropriate recusal, transparent documentation, and effective oversight, Admighty Foundation seeks to ensure that its decisions remain focused on its mission and the legitimate interests of the communities, beneficiaries, partners, donors, volunteers, animals, and ecosystems it serves. Managing conflicts of interest responsibly is therefore an important part of protecting public trust and maintaining strong, ethical, and accountable nonprofit governance.
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