this is what I have written
(we have suggestion/reporting box in canteen)
(Company) is committed to adhere to the highest standards of ethical, moral and legal conduct of business operations. To maintain these standards, the Company encourages its employees who have concerns about suspected misconduct to come forward and express these concerns without fear of punishment or unfair treatment.
The Whistleblowing policy intends to cover serious concerns that could have grave impact on the operations and performance of the business of the Company. The policy neither releases employees from their duty of confidentiality in the course of their work, nor is it a route for taking up a grievance about a personal situation.
This policy and procedure manual outline the Company’s Policy on whistle blowing and the procedure for investigating and dealing with all reported cases of illegal and unethical conduct and any other misconduct.
Specific objectives of the policy are:
- To ensure all employees feel supported in speaking up in confidence and reporting matters they suspect may involve improper, unethical or inappropriate conduct within the Company;
- To encourage all improper, unethical or inappropriate behaviour to be identified and challenged at all levels of the organization;
- To provide clear procedures for reporting and handling such concern(s);
- To proactively prevent and deter misconduct which could impact the financial performance and damage Company`s reputation;
- To provide assurance that all disclosures will be handled seriously, treated as confidential and managed without fear of reprisal of any form; and
- To help promote and develop a culture of openness, accountability and integrity.
Reportable misconducts covered under this policy include:
- All forms of financial malpractices or impropriety such as fraud, corruption, bribery, theft and concealment;
- Failure to comply with legal obligations, statutes, and regulatory directives;
- Actions detrimental to Health and Safety or the work environment;
- Any form of criminal activity;
- Improper conduct or unethical behaviour that undermines universal and core ethical values such as integrity, respect, honesty, accountability and fairness.
The above listed reportable misconducts or concerns are not exhaustive. However, judgement and discretion is required to determine misconduct that should be reported under this policy.
WHISTLE BLOWING PROCEDURE
The whistleblowing procedure involves steps that should be taken by the whistleblower in reporting misconduct, and steps required for the investigation of the reported misconduct.
- Step One - Raising concern(s) by whistleblower
Whistleblowers are expected to act in good faith and should refrain from making false accusations when reporting his/her concern(s), and also provide further evidence at his/her disposal to aid investigation of the issues reported.
Whistleblower may raise concern through any of the following media (this can be done either by declaration or in confidence/ anonymously):
- Formal letter to the Group Managing Director
- Declaration placed in designated reporting box located in the staff canteen
- Step Two - Investigation of Concerns and update on progress of investigation
All concerns are collected and reviewed monthly at Management’s Monthly Meetings.
If preliminary investigation conducted by Management Team shows that the concern falls within the whistleblowing reportable concerns, then further investigation shall be carried out.
Investigations should be handled promptly and as fairly as possible.
If the concern raised by the whistleblower is frivolous or unwarranted, the Management Team shall ignore such concern, if necessary disciplinary measure in line with Human Resources policy shall apply to staff that raise concern out of malice.
A whistleblower has the right to protection from retaliation. But this does not extend to immunity for involvement in the matters that are the subject of the allegations and investigation.
- Step Three - Report of Investigation and action on report
Upon conclusion of investigation, the representative of Management Team shall submit his/her report to the Human Resources.
Quarterly report to keep the Managing Director abreast of developments in whistleblowing shall be submitted by representative of the Management Team.
All disciplinary action relating to the report shall follow the Company`s disciplinary procedure as contained in the staff handbook.