May 17, 2021 2:21 PM | Total Cars: 48

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Ethical Conduct Policy

Policy Brief & its Purpose:

Our professional code of ethics policy aims to give our employees guidelines on our business ethics and stance on various controversial matters. We trust you to use your better judgment, but we want to provide you with a concrete guide you can fall back on if you’re unsure about how you should act (e.g. in cases of conflict of interest). We will also use this policy to outline the consequences of violating our business code of ethics.

Scope:

This policy applies to everyone we employ or have business relations with. This includes individual people such as employees, interns, volunteers, but also business entities, such as vendors, enterprise customers, or venture capital companies.

Note that our code of ethics is slightly different than our code of conduct. Code of conduct may include elements such as dress code and social media use, whilst our code of professional ethics refers to legally or morally charged issues. Still, these two codes do overlap.

Policy Elements:

What is meant by the Code of Professional Ethics?

First, let’s define professional ethics: they are a set of principles that guide the behavior of people in a business context. They are essential to maintaining the legality of business and a healthy workplace.

So what is a code of ethics? Our code of ethics definition refers to the standards that apply to a specific setting – in this case, our own organization.

What is the Purpose of a Professional Code of Ethics?

Having our business ethics in writing doesn’t mean that we don’t trust our employees. We strive to hire ethical people who have their own personal standards, so we expect that a written code won’t be necessary most of the time.

But, it can still be helpful. You may find yourself in a situation where you’re not sure how you should act. Life is full of grey areas where right and wrong aren’t so apparent. Some professional ethics also correspond to laws that you absolutely must know to do your job properly, so we will mention them in our code of ethics.

Additionally, every organization makes bad hires every once in a while. We also can’t predict how people are going to behave. When an employee behaves, or intends to behave, in a way that’s against our professional ethics, or applicable laws, we will have clear guidelines on what disciplinary actions we will consider. For these reasons, we advise you to read this document carefully and consult with your manager or HR, if you have doubts or questions.

The Components of Our Code of Professional Ethics:

We base our business code of ethics on common principles of ethics:

  • Respect for others. Treat people as you want to be treated.
  • Fair Trading and Dealing
  • Integrity and honesty. Tell the truth and avoid any wrongdoing to the best of your ability.
  • Protecting Our Company’s Reputation
  • Conflict of Interest
  • Bribes, pay-offs, and kick-backs
  • Justice. Make sure you’re objective and fair and don’t disadvantage others.
  • Lawfulness. Know and follow the law – always.
  • Competence and accountability. Work hard and be responsible for your work.
  • Teamwork. Collaborate and ask for help.

Here’s a more detailed overview of our code of ethics:

Respect for Others:

It’s mandatory to respect everyone you interact with. Be kind, polite, and understanding. You must respect others’ personal space, opinions, and privacy. Any kind of violence is strictly prohibited and will result in immediate termination. You’re also not allowed to harass or victimize others.

What constitutes harassment or victimization? To answer this, we have a policy on harassment and a more specific policy on sexual harassment you can take a look at. As a general rule, try to put yourself in someone else’s place. How would you feel if someone behaved a specific way to you? If the answer is “I wouldn’t like it much” or “I would never let them behave like that to me”, then we don’t tolerate this behavior no matter the person it comes from.

If someone, be it customer, colleague or stakeholder, is offensive, demeaning, or threatening toward you or someone you know, report them immediately to HR or your manager. You can also report rudeness and dismissiveness if they become excessive or frequent.

Fair Trading and Dealing:

Our Company aims to maintain the highest standard of ethical behavior in conducting its business.  It strives to behave with integrity in all its dealings with customers, suppliers, employees, shareholders, government, and the community. Our Company's Representatives are expected to perform their duties in a professional manner and act with honesty and objectivity, endeavoring at all times to enhance our Company’s reputation and performance. Each of us must ensure that we, and those who report to us, deal fairly with our Company’s regulators, suppliers, distributors, customers, competitors, and employees. You are encouraged to familiarise yourself with the legal requirements applying to fair trading and dealing and to undertake training or attend seminars to develop and maintain your knowledge so that you can act in accordance with these requirements.  If you have a question on any fair trading and dealings or wish to report a breach of any fair dealing requirements, please contact either your manager, supervisor, or Group GM Legal.

Integrity and Honesty:

First, always keep in mind our organization’s mission. We all work together to achieve specific outcomes. Your behavior should contribute to our goals, whether financial or organizational.

Be honest and transparent when you act in ways that impact other people (e.g. taking strategic decisions or deciding on layoffs). We don’t tolerate malicious, deceitful, or petty conduct. Lies and cheating are huge red flags and, if you’re discovered, you may face progressive discipline or immediate termination depending on the damage you did.

Stealing from the company or other people is illegal. If you’re caught, you will face repercussions depending on the severity of your actions. For example, if you steal office supplies, you may receive a reprimand or demotion (at a minimum), while if you steal money or data (e.g. engaging in fraud or embezzlement), you will get fired and face legal consequences. The decision is at HR’s discretion on a case-by-case basis.

Protecting Our Company’s Reputation:

Our Company’s Representatives must not act in any way that could cause harm to Our Company’s reputation or market position during or after their employment. Our Company’s Representatives have a duty to act in all matters in a manner that merits the continued trust and confidence of the public.

Conflict of Interest:

Conflict of interest may occur whenever your interest in a particular subject leads you to actions, activities, or relationships that undermine our company. This includes situations like using your position’s authority for your own personal gain or exploiting company resources to support a personal money-making business. Even when you seemingly act to the company’s advantage, you may actually disadvantage it. For example, if an employee uses dubious methods to get competitor intel and raise their sales record, their action will have a positive impact on the company’s revenue, but it will put us at legal risk and promote unhealthy business practices.

If it turns out you have created a conflict of interest for yourself, you will be terminated. If the conflict of interest was involuntary (e.g. buying stocks from a company without knowing they’re a competitor), we will take action to rectify the situation. If you repeat the offense, you may be terminated.

Bribes, pay-offs and kick-backs: 

Our Company’s Representatives must not make or accept bribes, pay-offs, kickbacks, or offer illegitimate payments/benefits. Bribes, pay-offs or kick-backs, or illegitimate payments/benefits occur when a person offers, makes, authorizes, requests or accepts payment of money or anything of value (either directly or indirectly) to:

  • illegally influence the judgment or conduct or ensure the desired outcome from a customer, supplier, or competitor; 
  • influence a decision of, or gain a benefit from, any government official, political party, or candidate for political office; or 
  • gain an improper advantage. 

In several countries (such as UK & PRC) payments known as “facilitation payments” are illegal. 

Our Company conducts business in countries with many different laws, customs, and business practices. As a minimum, you are required to abide by the laws of host countries and must not engage in corrupt business practices or engage in any 3 practices which would breach this policy or may breach any applicable laws. 

Gifts, Prizes, and Hospitality:

Our Company Representatives should exercise particular caution in regard to any offers of value, including hospitality, entertainment, and gifts when Our Company is negotiating or considering contracts and they are in a position to influence (directly or indirectly) the outcome of a decision. It is important not to give any impression that there may be an improper connection between any gift or hospitality and business opportunities.

A golden rule is a disclosure. Ensuring your manager/supervisor/Our Company Host is aware of all gifts of any significance ensures transparency and avoids any suggestion of a conflict of interest.

Our Company Representatives must be cautious and objective in determining whether to, and if need be, seek approval from their manager/supervisor/Our Company Host) participate in recreational activities, or accept corporate hospitality, provided by customers or suppliers.

Our Company Representatives must ensure that Our Company’s practices in relation to inviting suppliers and customers to attend company-sponsored recreational activities are consistent with this approach.

Under no circumstances should you request a gift of any kind from a supplier, customer, or another party with whom Our Company conducts business. In addition, you must not exchange gifts with representatives of Our Company’s competitors, since the provision or receipt of such gifts may create an actual or perceived conflict of interest.

Facilitation Payments:

Our Company discourages the making of facilitation payments, which are payments involving small sums to low-level government officials to obtain routine services to which Our Company is otherwise legally entitled.

In some countries, the law contains an exception to allow the making of such payments, but in others (such as UK and PRC) it does not.

If you are asked to make a facilitation payment this can only be considered in exceptional circumstances and you must:

  • act in accordance with the relevant laws of the country; 
  • promptly report the request to your supervisor or manager and 
  • only make the facilitation payment if your Divisional Director approves it. Reports on facilitation payments must state: •why the payment is required and considered to be unavoidable; 
  • the amount; 
  • date; 
  • purpose; and 
  • the recipient of the payment (name, job function, and party (if applicable)) 
  • all other requirements specified at law (which can be advised)

Justice:

Don’t act in a way that exploits others, their hard work, or their mistakes. Give everyone equal opportunity and speak up when someone else doesn’t.

Be objective when making decisions that can impact other people, including when you’re deciding to hire, promote or fire someone. Be sure that you can justify any decision with written records or examples. Seek and use the most objective methods in any case; for example, when interviewing candidates, ask the same interview questions to all of them and avoid judging non-job-related criteria, like a dress, appearance, etc.

Also, don’t discriminate against people with protected characteristics, as this is forbidden by-laws under the purview of the EEOC. If you suspect you may have an unconscious bias that influences your decisions (taking Harvard’s Implicit Association Test could help you determine this), asks for help from HR.

When exercising authority, be fair. Don’t show favoritism toward specific employees and be transparent when you decide to praise or reward an employee. You’re also obliged to follow our employment of relatives policy, which forbids you from having a reporting relationship with a relative.

If you need to discipline an employee, be sure to have prepared a case that you can present to HR. You must not retaliate against employees or applicants (such as in cases when they’ve filed complaints) as this is forbidden by law.

Be just toward customers or vendors, too. If you think our company was in the wrong in a specific instance, don’t try to cover it up or accuse the other side. Discuss with your manager to find solutions that can benefit both sides.

Lawfulness:

You are obliged to follow all laws which apply to our organization. Depending on your role and profession, there might be various laws you need to observe. For example, accountants and medical professionals have their own legal restrictions and they must be fully aware of them.

When you’re preparing contracts, clauses, disclaimers, or online copies that may be governed by law (such as consent forms), please ask for verification from [our legal counsel] before finalizing anything.

You’re also covered by our confidentiality and data protection policy. You must not expose, disclose or endanger information of customers, employees, stakeholders, or our business. Always follow our cybersecurity policy, too.

Following laws regarding fraud, bribery, corruption and any kind of assault are a given. You are also obliged to follow laws on child labor and avoid doing business with unlawful organizations. If you’re not sure what the law is in a specific instance, don’t hesitate to ask HR or our legal counsel.

Competence and Accountability:

We all need to put a healthy amount of effort in our work. Not just because we’re all responsible for the organization’s success, but also because slacking off affects our colleagues. Incomplete or slow working might hinder other people’s work or cause them to shoulder the burden themselves. This comes in direct conflict with our respect and integrity principles.

We also expect you to take up opportunities for learning and development, either on the job or via educational material or training. If you are unsure how you can achieve this, have an open discussion with your manager.

Also, take responsibility for your actions. We all make mistakes or need to make tough decisions and it’s important we own up to them. Failing to be accountable on a regular basis or in important situations (e.g. a crucial mistake in our financial records) will result in termination. If you take responsibility and come up with ways to fix your mistakes where possible, you will be in a far better position.

Teamwork:

Working well with others is a virtue, rather than an obligation. You will certainly get to work autonomously and be focused on your own projects and responsibilities. But, you should also be ready to collaborate with and help others.

Be generous with your expertise and knowledge. Be open to learning and evolving. If days go by without you consulting or brainstorming with anyone, you are missing out on opportunities for excellence. Instead, work with others and don’t hesitate to ask for help when you need it.

Disclaimer: 

 

Kindly note that this policy is meant to provide general guidelines and should be used as a general reference. It may not take into account all relevant local, regional, or federal laws or all the associated company-related matters. Therefore, it can be updated from time to time, and every time it is updated, the updated version of the policy will be provided to all our employees, business partners, associates, and other related people. It will also be published on our website/portal. The updated policy will come into effect from the date it is distributed among all our employees, business partners, associates, and other related people, and is posted on our website/portal. Kindly also note that this policy is not a legal document from the local, regional or federal government, but a policy document of our company and is meant to be strictly obeyed and abide by all our employees, business partners, associates, and other related people.

This Policy was last edited on April 12. 2021. 

The Management,

Jan Jahan Motors FZCO.