CODE OF CONDUCT FOR THE GHANA CIVIL SERVICE
Effective Date: November, 2022
Issued By: RCU, OHCS
CONTENTS
INTRODUCTION
APPLICATION, SCOPE AND PURPOSE
GENERAL PRINCIPLES OF THE CODE
3.1. PRINCIPLE 1 – ABIDING BY THE CONSTITUTION AND LAWS OF GHANA WITH DIGNITY, INTEGRITY AND PROFESSIONALISM
3.2. PRINCIPLE 2 – ADHERING TO APPROPRIATE STANDARDS WITH HONESTY AND EFFICIENCY
3.3. PRINCIPLE 3 – REFRAINING FROM BRINGING THE CIVIL SERVICE INTO DISREPUTE
3.4. PRINCIPLE 4 – AVOIDING CONFLICT OF INTEREST
3.5. PRINCIPLE 5 – MAINTAINING POLITICAL NEUTRALITY IN THE PERFORMANCE OF ONE’S OFFICIAL DUTIES
3.6. PRINCIPLE 6 – ADHERING TO THE GUIDING PRINCIPLES OF PUBLIC LIFE
MISCELLANEOUS PROVISIONS
REPORTING PROCEDURE
DISCIPLINARY PROCEDURES/ PENALTIES
REWARDS
RESPONSIBILITY FOR IMPLEMENTATION
8.1. Office of the Head of the Civil Service (OHCS)
8.2. Ministries and Departments
DEFINITION OF KEY CONCEPTS
1.0 INTRODUCTION
The Ghana Civil Service is a vital part of Ghana's Public Administration System (PAS).
Its core mandate, defined in the Civil Service Act, 1993 (PNDCL 327), is to assist the Government in formulating and implementing policies to enhance good governance and socio-economic development.
The need for a diligent, customer-oriented, and responsive Civil Service is emphasized.
The Code of Conduct serves as a framework reflecting the appropriate norms and standards that govern interactions within the Civil Service and between civil servants and the public.
It encompasses the rights of workers, local and international labor regulations, and Ghana's cultural context and work environment.
The Code provides guidelines for interactions, while also outlining administrative sanctions for inconsistency with the Code.
Employment in the Civil Service carries a moral obligation to work conscientiously for the economic health of Ghana.
2.0 APPLICATION, SCOPE AND PURPOSE
The Code is issued under the authority of Section 92 (3) and (4) (a) of the Civil Service Law, 1993 (PNDC Law 327).
Applicability:
All officers holding a Civil Service post.
Civil Service staff on contract or secondment, including those on leave or training.
Consultants and technical advisors engaged in Civil Service activities.
3.0 GENERAL PRINCIPLES OF THE CODE
The Code of Conduct comprises several essential principles that govern Civil Service operations:
Principle 1: Abiding by the Constitution and laws of Ghana with dignity, integrity, and professionalism.
Principle 2: Adhering to appropriate standards with honesty and efficiency.
Principle 3: Refraining from bringing the Civil Service into disrepute.
Principle 4: Avoiding conflicts of interest.
Principle 5: Maintaining political neutrality while performing official duties.
Principle 6: Adhering to guiding principles of public life including selflessness, integrity, accountability, transparency, and leadership.
3.1 PRINCIPLE 1 – ABIDING BY THE CONSTITUTION AND LAWS OF GHANA WITH DIGNITY, INTEGRITY AND PROFESSIONALISM
3.1.1 Constitutional Responsibilities
Civil Service staff must serve the duly constituted Government under various principles:
a) Accountability: Staff are accountable to the President and Parliament through Ministers, but also to the public.
b) Duty to Act Lawfully: Must perform public functions reasonably, in accordance with law.
c) Professional Standards: Staff with professional qualifications must adhere to relevant codes of conduct and ethics, which should not conflict with the Constitution or this Code.
d) Compliance: Must comply with national laws, international law, and treatment obligations, promoting justice.
e) Honesty and Integrity: Staff should serve with honesty, transparency, and professional integrity.
f) Personal Interests: Staff must ensure personal activities do not interfere with Civil Service obligations.
g) Work Ethic: Must adhere to the Ghana Public Service work ethic.
3.1.2 Performance Management Culture
Civil Service staff must engage in regular performance appraisals to promote productivity and professionalism.
3.1.3 Affirmative Action
Staff should support government policies aimed at protecting vulnerable groups in society, including women, the disabled, and children.
3.1.4 Accountability to Government and Society
Staff must always execute government policies with impartiality and efficiency.
3.1.5 Promotion of Good Governance
Encouraged to facilitate governmental functions contributing to economic growth and societal well-being.
3.2 PRINCIPLE 2 – ADHERING TO APPROPRIATE STANDARDS WITH HONESTY AND EFFICIENCY
3.2.1 Standards and Work Ethics
Commitment to Work Ethic: Civil Service staff must take personal responsibility for developing a strong work ethic and combatting negative work practices. Standards include:
a) Punctuality: Staff should report to work on time and avoid habitual lateness, neglecting approved leave periods, and irregular attendance.
b) Focus During Work Hours: Devote full attention to organizational business, avoiding distractions like personal affairs and unofficial duties.
c) Absence Policies: Staff must guard against unauthorized absences and return promptly after breaks and approved leaves.
d) Obedience to Instructions: Employees must follow lawful procedures and avoid undermining colleagues or authority.
e) Exceeding Expectations: Encouraged to take pride in going beyond duties and striving for excellence.
f) Customer Orientation: Must respond promptly and courteously to public requests.
g) Task Completion: Cultivating a mindset to complete assignments on time without procrastination.
h) Organizational Contributions: Responsibilities should align with the organization’s goals while avoiding negligence.
3.2.2 Customer/Client Orientation
Courteous interactions are essential; staff should assist customers and avoid snubbing them.
3.2.3 Transactions with Public/Clients
Staff must maintain an unbiased stance in public dealings, avoiding conflicts from personal gain.
3.2.4 Financial Responsibility
Improper utilization of public funds is prohibited.
3.2.5 Avoidance of Waste
Staff must aim to minimize unnecessary use of resources.
3.2.6 Use of Government Property/Material
Use government property responsibly and exclusively for official purposes.
3.2.7 Use of Government Labour
Employing government staff for personal purposes during government time is prohibited unless authorized.
3.2.8 Public Appearance, Press & Broadcast etc.
Staff must not engage in media-related activities related to political matters without permission from the Head of Civil Service.
3.2.9 Public Lectures/Statements
Prior approval from relevant authorities must be obtained before giving public lectures.
3.2.10 Anonymous Articles
Writing anonymous communications is discouraged; actions contrary to the Code can lead to repercussions.
3.2.11 Communication of Confidential Information
Staff must protect confidential information and not misuse it for personal gain, adhering to data protection legislation.
3.3 PRINCIPLE 3 – REFRAINING FROM BRINGING THE CIVIL SERVICE INTO DISREPUTE
3.3.1 Courtesy in Communication
All staff must communicate courteously and respectfully, avoiding insults or disrespect.
3.3.2 Libel or Slander
Serious consequences exist for staff engaging in defamation or slander against others.
3.3.3 Tax Evasion
Staff engaged in additional jobs must fulfill taxation duties.
3.3.4 Assault
Verbal or physical assaults are strictly prohibited, even in self-defense.
3.3.5 Malpractice at Public Examinations
Staff must refrain from any forms of examination malpractice, maintaining the integrity of public assessments.
3.3.6 Consumption of Alcoholic Beverages/Narcotic Drugs
Alcohol consumption and drug use are not permitted during official hours; habitual issues lead to disciplinary measures.
3.3.7 Sexual Harassment/Other Malpractices
Any form of exploitation or harassment, including sexual harassment, is strictly prohibited.
3.3.8 Disruption of Office Work
Engaging in disruptive activities during work hours is forbidden.
3.3.9 Trading Activities in Offices
Staff must refrain from conducting unofficial commercial activities during working hours.
3.3.10 Destructive Criticism of another Civil Servant
Malicious criticism that harms another's reputation is prohibited.
3.3.11 Culture of Confidentiality
Confidentiality obligations persist even after leaving office.
3.3.12 Public Demonstrations
Any public demonstrations should be peaceful and decorous.
3.3.13 Sale/Purchase of Personal Property
Transactions involving property sales to the government require prior approval.
3.3.14 Loan
Staff must not engage in any financial lending transactions involving interest or act for money lenders.
3.3.15 Pecuniary Embarrassment
Financial struggles impacting performance negatively must be avoided.
3.3.16 Bankruptcy
Bankruptcy proceedings must be reported to higher authorities promptly.
3.3.17 Collection of Contributions
Unapproved fundraising within staff must be avoided, and any necessary funding must be discussed and authorized first.
3.4 PRINCIPLE 4 – AVOIDING CONFLICT OF INTEREST
3.4.1 Private Gain
Public office must not be used for personal gain.
3.4.2 Nepotism and Award of Contract
Conflicts of interest involving family or friends must be avoided.
3.4.3 Use of Previous Office
Staff must not exploit previous positions for improper advantage.
3.4.4 Use of State Property
Must not allow state property to be utilized for non-official purposes.
3.4.5 Influence Peddling
Using office to influence decisions for personal gain is prohibited.
3.4.6 Self-dealing
Actions benefiting oneself in an official capacity are not allowed.
3.4.7 Gifts, Remuneration and Favours
Accepting gifts intended to influence actions is forbidden and care should be taken when receiving gifts.
3.4.8 Bribe
Demanding or giving bribes is strictly prohibited.
3.4.9 Accepting Money from a Member of the Public
Receiving payments in specific capacities must be strictly regulated to ensure transparency.
3.4.10 General Provisions on Conflict of Interest
Actions must always prioritize public duties over personal interests, with required declarations being made when conflicts arise.
3.5 PRINCIPLE 5 – MAINTAINING POLITICAL NEUTRALITY IN THE PERFORMANCE OF ONE’S OFFICIAL DUTIES
3.5.1 Relationship with Political Parties/Associations
Staff must remain politically neutral and avoid engaging in any political activities that may compromise their impartiality.
3.5.2 Relationship with Ministers, Parliament and the Public
Conduct with political entities must reflect integrity; honest information must be provided without misleading anyone.
3.6 PRINCIPLE 6 – ADHERING TO THE GUIDING PRINCIPLES OF PUBLIC LIFE
3.6.1 Selflessness
Decisions should be based solely on public interest, not personal benefit.
3.6.2 Integrity
Avoiding situations where outside influence compromises duties is mandatory.
3.6.3 Justice and Fairness
All public business must be conducted meritoriously, including appointments and contracts.
3.6.4 Accountability
Staff must be accountable to both the Government and the public for their actions.
3.6.5 Transparency
Openness about decisions and actions taken is expected unless specific public interest demands confidentiality.
3.6.6 Leadership
Staff should exemplify excellence and inspire others in their work.
3.6.7 Impartiality
Tasks must be performed without favoring any group, maintaining neutrality in public service.
3.6.8 Professionalism
Standards in conduct and dealings with the public should reflect respect and integrity.
4.0 MISCELLANEOUS PROVISIONS
4.1 Endorsement of Fake Documents
Any false endorsements of documents or fraudulent declarations are strictly prohibited.
4.2 Personal Appearance (Attire)
Dress standards must conform to professional and cultural norms and avoid inappropriate appearances.
4.3 Acts Calculated to Bring the Civil Service into Disrepute
Any actions undermining the service's reputation must be avoided.
4.4 Exposure of Misconduct
Staff must report any known misconduct and unethical actions, following procedures outlined in the Code.
4.5 Offenses Not in the Code
Any misconduct not detailed must be reported to higher authorities for action.
5.0 REPORTING PROCEDURE
5.1 Reporting Breaches
Staff should report breaches of the Code as follows:
Hierarchy for Complaints:
Immediate Supervisor
Chief Director/Head of Department
Head of Civil Service
Civil Service Council
Chairman of the Public Services Commission
Chief of Staff
The President/Vice-President
If the concerned officer is involved in a breach, report to the next superior officer.
5.2 Response Time
Authorities must indicate actions taken within two weeks of receiving a report.
Human rights violations or fraud may be reported to relevant external bodies if internal reporting is unfeasible.
6.0 DISCIPLINARY PROCEDURES/ PENALTIES
6.1 Initiation of Discipline
Disciplinary procedures can be initiated against staff for non-compliance with the Code.
6.2 Proving a Case
If a breach is proven, appropriate disciplinary measures will be implemented per Civil Service guidelines.
6.3 Written Warnings
Heads of department must issue written warnings for unsatisfactory conduct, and violations leading to more serious actions will follow the accumulation of warnings.
6.4 Disciplinary Committee
A Disciplinary Committee will investigate misconduct and recommend actions:
Composition includes:
A senior officer as Chairman
Labour union representative
Personnel Officer as investigative officer
6.5 Defence Rights
Staff must be allowed to present their defense and have a right to appeal decisions made.
6.6 Definition of Offences
Misconduct: Includes failures to perform duties, engaging in actions detrimental to the service or bringing it into disrepute.
6.7 Classification of Offences
Major Offences: Include unauthorized disclosures, holding political office, sexual harassment, bribery, forgery, and dishonesty-related convictions.
Minor Offences: Include unauthorized absences, irregular attendance, misuse of resources, etc.
6.8 Penalties
Major Penalties: Include demotion, removal from service, or dismissal.
Minor Penalties: Include warnings, suspensions, or salary reductions.
7.0 REWARDS
Civil Service staff exhibiting good ethical behavior will receive recognition and rewards, including:
Recognition awards
Letters of commendation
Cash bonuses/numerous benefits.
8.0 RESPONSIBILITY FOR IMPLEMENTATION
8.1 Office of the Head of the Civil Service (OHCS)
Responsibilities include publicizing and enforcing the Code, conducting ethics training, and ensuring compliance.
8.2 Ministries and Departments
Train staff on ethical responsibilities and provide support for adherence to the Code standards.
9.0 DEFINITION OF KEY CONCEPTS
Advantage: Gifts, loans, rewards, or any personal gain received.
Classified Information: Sensitive information that could harm interests if disclosed.
Conflict of Interest: Situations where personal interests clash with official duties.
Corruption: Misuse of public position for personal gain.
Gift: Any form of personal gain or favor received for services rendered.
Professionalism: High performance standards expected from trained individuals.
Self-dealing: Engaging in transactions benefiting oneself while in official capacity.
Misconduct: Defined by actions not aligning with service requirements causing disrepute or loss of trust in office.
Made this 1st day of November, 2022.
Nana Kwasi Agyekum-Dwamena Head of the Civil Service