TAYOA Whistleblower Protection Policy

1. Introduction and Commitment

Tanzania Youth and Adolescent Organization (TAYOA) is committed to the highest standards of openness, probity, and accountability. A culture of transparency and integrity is critical to fulfilling our mission. This Whistleblower Protection Policy is designed to provide a safe and confidential channel for individuals to raise serious concerns about any aspect of TAYOA’s work without fear of victimization, subsequent discrimination, or disadvantage.

This policy is a cornerstone of our internal control and corporate governance framework. It aims to ensure that any individual who reports reasonable suspicions of misconduct is protected from retaliation.

This policy should be read in conjunction with TAYOA’s Anti-Corruption Policy and other relevant organizational codes of conduct.

2. Scope of the Policy

This policy applies to all TAYOA personnel, including board members, employees (permanent, temporary, or part-time), volunteers, interns, consultants, contractors, and partners who are acting on behalf of TAYOA.

3. What to Report (Reportable Conduct)

This policy is intended to cover serious concerns that could have a significant impact on TAYOA, our beneficiaries, or our stakeholders. Reportable conduct includes, but is not limited to, the following:

• Financial Malpractice: Suspected fraud, corruption, bribery, theft, or misuse of organizational funds or assets.
• Legal Violations: Failure to comply with legal obligations, statutes, or regulations.
• Endangerment of Health and Safety: Actions that pose a danger to the health or safety of employees, beneficiaries, or the public.
• Abuse of Authority: Improper use of a position for personal gain or to disadvantage others.
• Breach of TAYOA Policies: Serious breaches of key organizational policies, such as the Code of Conduct, Child Protection Policy, or Anti-Corruption Policy.
• Criminal Activity: Any suspected criminal offense.
• Environmental Damage: Actions that cause damage to the environment.
• Concealment of Misconduct: Deliberate attempts to hide any of the above-listed activities.

This policy is not intended for routine employment grievances, which should be handled through standard Human Resources procedures.

4. How to Raise a Concern

4.1. Reporting Channels We encourage you to raise your concern as soon as you become aware of it. Concerns should be raised in writing or verbally to one of the following designated individuals:

1. Direct Supervisor or Line Manager: For most issues, this is the first and most appropriate channel.
2. Head of Human Resources: If the concern involves your direct supervisor or if you feel more comfortable speaking with HR.
3. Managing Director: If the concern is of a very serious nature or involves senior management.
4. Chair of the Board of Trustees: In exceptional circumstances where the concern involves the Managing Director or pertains to the governance of the organization.

Contact details for these individuals will be maintained and made available to all staff.

4.2. Content of the Report To help us investigate effectively, please provide as much information as possible, including:

• The nature of the concern and why you believe it to be true.
• The names of individuals involved.
• Dates, times, and locations of relevant events.
• Any evidence you may have.

You are not expected to prove your allegation, but you must have a reasonable belief that the information is true.

5. Protection for Whistleblowers

5.1. No Retaliation TAYOA strictly prohibits any form of retaliation, harassment, or victimization against any individual who, in good faith, raises a concern under this policy. This includes, but is not limited to, dismissal, demotion, suspension, threats, or any other unfavorable employment action or workplace treatment. Any TAYOA personnel found to have engaged in such retaliation will be subject to disciplinary action, up to and including termination.

5.2. Confidentiality TAYOA will treat all disclosures with the utmost seriousness and confidentiality. The identity of the whistleblower will be kept secure and will not be disclosed without their prior consent, unless required by law in the course of a formal investigation.

5.3. Anonymous Reporting While we encourage you to identify yourself to facilitate the investigation, we will accept and investigate anonymous reports. However, investigating anonymous reports can be more challenging, as it may prevent us from asking for follow-up information.

5.4. Malicious Allegations If an investigation concludes that a whistleblower knowingly made a false or malicious allegation, they will not be protected by this policy and may be subject to disciplinary action.

6. Investigation Process

Once a concern is raised, TAYOA will carry out a prompt and thorough investigation, led by an impartial individual or team. The investigation will be conducted fairly and sensitively. The whistleblower may be asked to provide further information.

Upon completion of the investigation, TAYOA will take appropriate action based on the findings. While we may not be able to share specific details of the outcome due to confidentiality obligations, we will endeavor to inform the whistleblower that the matter has been concluded.

7. Acknowledgment

I acknowledge that I have read and understood the TAYOA Whistleblower Protection Policy. I know how to raise a concern and understand the protections offered to me when I report in good faith.