RFLD Internal Policies: Governance, HR, Finance & Programs

Official Documentation & Standards

Trust, Integrity & Governance

The bedrock of our operations. RFLD is committed to the highest standards of ethical conduct, transparency, and accountability in our pursuit of gender equality and human rights across Africa.

Ethics & Whistleblowing Center

RFLD enforces a strict zero-retaliation policy. If you witness fraud, corruption, harassment, or any violation of our internal policies, you have dedicated, secure channels to report it.

INTEGRITY@RFLGD.ORG | https://rflgd.org/rfld-report/

File a Secure Report

Tone at the Top

"Our policies are not just documents; they are promises."

"At RFLD, we operate in 55 countries, managing resources meant to uplift the most vulnerable. This responsibility demands absolute integrity. We have built a formidable institutional framework to ensure that every dollar is accounted for, every partner is vetted, and every human rights defender within our network is protected. We do not compromise on ethics."

The RFLD Executive Board

The Values Driving Our Policies

Our 14 regulatory documents are built upon these non-negotiable pillars of organizational culture.

Integrity

Transparency

Solidarity

Accountability

International Compliance Framework

Our internal procedures are strictly aligned with the highest global standards. RFLD is structured to seamlessly absorb and manage institutional funding from major bilateral and multilateral donors, ensuring perfect compliance with:

IFRS & IPSAS Accounting Standards
USAID Rules & Regulations
European Union (PRAG) Directives
International Standards on Auditing (ISA)

UN Standards

USAID Compliant

EU PRAG

IFRS SMEs

Explore the 14 Policy Documents

Governance & Ethics Safeguarding & Inclusion Financial Integrity Operations & Compliance

Governance & Ethics

Constitution of the RFLD

The founding document defining our mission, vision, strategic objectives, and governance structure. It details our operations across the Sahel, West, Central, and Southern Africa, headquartered in Benin with a regional hub in Ghana.

If partners need this document, please write to ADMIN@RFLGD.ORG

Code of Ethics and Conduct

Establishes the moral principles and behavioral standards for all RFLD associates. Based on 7 core values: integrity, transparency, respect, equity, accountability, solidarity, and professionalism. Covers conflicts of interest and IT rules.

If partners need this document, please write to ADMIN@RFLGD.ORG

Code of Conduct

An enriched standard of professional ethics revolving around 5 key values. It integrates a strict zero-tolerance policy against Sexual Exploitation, Abuse, and Harassment (SEAH), along with anti-fraud rules and whistleblower protection.

If partners need this document, please write to ADMIN@RFLGD.ORG

Safeguarding & Inclusion

Child Safeguarding Policy

Absolute zero-tolerance policy to protect children (under 18) from harm, abuse, neglect, and exploitation. Mandates background checks, the two-adult rule, parental consent for media, and training within 30 days of hiring. Violators face immediate termination and legal action.

If partners need this document, please write to ADMIN@RFLGD.ORG

Anti-Harassment & Safeguarding

Guarantees a safe, respectful, and dignified work environment with zero tolerance for harassment, discrimination, and abuse. Details prohibited conduct (verbal, physical, digital, sexual), specific protections for vulnerable adults, and an impartial investigation process.

If partners need this document, please write to ADMIN@RFLGD.ORG

Gender Policy

The strategic framework for systematically integrating gender equality into all decisions and operations. Backed by CEDAW and the Maputo Protocol, it sets SMART goals for career opportunities, equal pay, and mandates the use of sex-disaggregated data.

If partners need this document, please write to ADMIN@RFLGD.ORG

Diversity & Inclusion Policy

A guiding framework based on an intersectional approach (gender, age, disability, ethnicity) and human rights principles. Commits to unbiased recruitment, flexible work arrangements, equitable training, mentorship programs, and an annual D&I audit.

If partners need this document, please write to ADMIN@RFLGD.ORG

Financial Integrity

Anti-Fraud & Anti-Corruption

Expanded zero-tolerance regime towards financial misconduct. Establishes preventive controls: annual risk assessments, mandatory dual signatures for transfers >500€, and competitive bidding for purchases >1000€. Identifies financial red flags and outlines severe sanctions.

If partners need this document, please write to ADMIN@RFLGD.ORG

Anti-Corruption Policy

Universally applicable to staff, board, partners, and suppliers. Strictly prohibits bribery, facilitation payments, kickbacks, and embezzlement. Requires rigorous internal controls like segregation of duties and multi-level authorizations.

If partners need this document, please write to ADMIN@RFLGD.ORG

Cost Allocation Policy

Systematic framework for distributing shared (indirect) expenses among programs. Built on immutable principles: costs must be reasonable, allocable, consistent, and authorized. Strictly forbids cost-shifting between projects to cover deficits.

If partners need this document, please write to ADMIN@RFLGD.ORG

Operations & Compliance

Admin, Finance & Accounting Manual

The definitive governance framework for managing RFLD's network of 450+ grassroots organizations. Compliant with IFRS for SMEs and IPSAS. Covers the annual budget cycle, asset management, payroll, and a 6-phase grant lifecycle. Serves as a primary reference for external auditors and donors.

If partners need this document, please write to ADMIN@RFLGD.ORG

Audit Procedures & Instructions

A normative framework for institutional and project audits, aligned with International Standards on Auditing (ISA) and donor requirements (USAID, EU, UN). Details internal audit procedures, sub-recipient audit rules (>50K USD/yr), forensic protocols, and a 4-level anomaly classification system.

If partners need this document, please write to ADMIN@RFLGD.ORG

Procurement Procedures Manual

Standardized directives ensuring "Value for Money". Establishes 4 purchasing categories based on financial thresholds (from simplified processes <1000 USD to formal tenders >10,000 USD). Details solicitation methods (ITB, RFP, RFQ) and mandates a 7-year record retention policy.

If partners need this document, please write to ADMIN@RFLGD.ORG

Human Resources Policy

The complete HR management framework. Sets professional behavior standards, strict confidentiality rules, and categorizes infractions. Defines staff structure (Grades A to F) and outlines the merit-based recruitment process, probation periods, and annual performance evaluations.

If partners need this document, please write to ADMIN@RFLGD.ORG

Partner Accountability Network

RFLD's policies do not stop at our headquarters. They are legally binding across our entire ecosystem of 450+ grassroots organizations in 55 countries.

Mandatory Adherence

All sub-grantees and partners must sign binding agreements to adhere to RFLD's Safeguarding and Anti-Fraud policies before receiving funds.

Sub-Recipient Audits

Partners receiving over $50,000 annually are subject to mandatory external audits and random spot-checks by our Compliance team.

Blacklisting

Organizations found guilty of fraud or SEAH violations are immediately defunded, blacklisted, and reported to relevant donor authorities.

Training & Institutionalization

Policies only work if people know them. RFLD ensures active compliance through continuous education:

Mandatory Onboarding: All new hires must complete Ethics and Safeguarding training within 30 days.
Annual Refreshers: 100% of staff and board members must sign updated compliance declarations yearly.
Partner Capacity Building: We provide technical assistance to grassroots NGOs to help them meet our financial and ethical standards.

The Independent Ethics Committee

To guarantee fairness and avoid conflicts of interest, all reports sent to INTEGRITY@RFLGD.ORG bypass standard management chains.

Committee Authority

The committee operates independently from daily operations. It has the mandate to launch forensic investigations, suspend personnel during inquiries, and mandate corrective actions directly to the Board of Directors.

The Whistleblower Journey

1

Secure Reporting

You submit a report via our secure portal. You may choose to remain 100% anonymous.

2

Independent Review

The Ethics Committee receives the encrypted report and conducts an initial triage within 48 hours.

3

Impartial Investigation

Evidence is gathered objectively. If you provided contact info, investigators may reach out confidentially.

Decisive Action

If allegations are substantiated, disciplinary action, legal proceedings, and process reforms are executed.

The Ironclad "Zero Retaliation" Guarantee

RFLD strictly prohibits any form of retaliation against individuals who report misconduct in good faith. "Good faith" means that you honestly believe the information you are reporting is true, even if an investigation later finds no wrongdoing.

Notice to Management & Partners: Any employee, manager, or partner found to have engaged in retaliatory behavior (intimidation, demotion, exclusion) against a whistleblower will face immediate termination of contract and potential legal action.

Transparency & Open Data

As an organization funded by public trusts and major philanthropies, we believe in radical transparency.

Annual Financial Audits

Conducted by Tier-1 Firms

Annual Impact Reports

Available to the public

NGOsource Equivalency

US 501(c)(3) Equivalent

Frequently Asked Questions

Will my IP address be tracked if I use the reporting portal?

No. The RFLD secure reporting portal does not track IP addresses. The form data is transmitted securely and bypasses standard website databases to go directly to the Ethics Committee.

What if I don't have all the evidence for a report?

You should report what you know, even if you don't have complete proof. Our investigation team is responsible for gathering evidence. However, you must not make deliberately false or malicious allegations.

How can I request a full copy of a policy PDF?

Partners, donors, and staff can request full PDF copies of any internal policy by emailing ADMIN@RFLGD.ORG. Institutional donors may also request our complete Due Diligence Data Room package.