Conflict of Interest Policy

Article II, Section 2 of the Charter requires that conflicts of interest be declared and managed transparently, and Section 4 of the Code of Conduct and User Terms prohibits private gain and improper influence. This policy explains how. It applies to the Global Speaker, the Secretary-General, members of all AYP bodies, representatives, ambassadors, city diplomats, advisers, tutors, volunteers and partners acting for AYP.

• Conflict of interest: a situation in which a personal, family, financial, professional or other interest could influence, or could reasonably appear to influence, how a person carries out their AYP role. It may be actual, potential or perceived.
• Related party: a person’s spouse or partner, close family members and household members; their close business associates; and any organisation or business in which the person or any of these people is an owner, partner, director, employee or holds a significant interest.
• Related-party transaction: any contract, purchase, service, payment, use of AYP resources or selection decision that involves a related party.

Everyone covered by this policy declares in writing to [email protected]:

• their relevant interests when they take up a role;
• any new interest as soon as they become aware of it, and before any related decision is taken;
• an annual confirmation, for office-holders and members of AYP bodies, that their declaration is complete.

When in doubt, declare. A declaration is not an admission of wrongdoing; failing to declare is a breach.

The Secretariat keeps a register of declared interests, the decisions concerned and the measures taken. A summary of the entries of the Global Speaker, the Secretary-General and members of the bodies named in Article XIV of the Charter is published on aypfrs.net. Other entries are confidential and handled under the Privacy and Cookies Policy.

A person with a conflict of interest does not take part in the discussion, vote, selection or approval concerned, and does not try to influence it. The recusal is recorded in the minutes and the register. Where the Global Speaker has a conflict in a matter, the decision is taken by a person with no interest in it: the Secretary-General or the Independent Ethics and Conduct Board once in office, and until then an independent reviewer appointed in writing for that matter, whose name and decision are recorded in the register.

This section applies to any business owned or managed by an office-holder or by their related parties. No such business may receive a contract, payment or other benefit from AYP unless all of the following conditions are met:

• disclosure: the interest is declared in writing before any commitment;
• independent approval: the transaction is approved by a person with no interest in it, in line with Section 5;
• market-price check: the price and terms are no less favourable to AYP than market conditions, shown by at least two comparable quotes or a documented market reference;
• record and publication: the transaction is entered in the register and shown in the annual financial summary described in the Financial Transparency Statement.

Services that a related party provides free of charge are recorded as in-kind contributions. A related business may not use AYP’s name, logo, member data or channels for its own commercial purposes.

No one takes part in selecting, supervising or evaluating a relative or a person with whom they have a close personal or business relationship. Selections of representatives follow the procedures of the Independent Selection and Verification Commission (Charter, Article XIV, Section 1).

• Cash, cash equivalents (vouchers, transfers, digital currency) and loans are never accepted.
• Gifts, favours or services from anyone seeking to influence AYP’s discussions, votes or decisions are prohibited (Code of Conduct, Section 4.2).
• Token gifts and ordinary hospitality of modest value (the equivalent of USD 50 or less) may be accepted where refusing would cause offence, and are recorded in the gifts register.
• Gifts of higher value are declined or handed over to AYP and recorded.
• No gift or hospitality is accepted from political parties or armed groups.

When in doubt, decline.

Failure to declare, failure to step aside or a concealed related-party transaction is a breach of the Code of Conduct and is handled under Section 6 of the Code of Conduct. AYP may cancel the decision or transaction concerned and recover any loss. Concerns can be reported to [email protected] under the Whistleblowing and Complaints Policy.