NGOS are a Workplace- Walk the Talk HIV and AIDS Workplace Policies and Programmes for NGOs

1. NGOS are a Workplace- Walk the Talk HIV and AIDSWorkplace Policies and Programmes for NGOs

2. Why should an NGO have a WPP?

3. The HIV epidemic • The HIV epidemic is one of the most serious challenges facing NGOs in the world today. • Like the communities in which they work, NGOs are also affected by HIV and AIDS. • Any loss of staff within the NGO can affect the organisation’s ability to serve the community. • People who work within NGOs are also employees whose rights should be recognised.

4. Workplace Policy and Programme (WPP) • Defined as the organisation’s position on and practices for preventing the transmission of HIV and for providing treatment, care and support to employees living with HIV • The policy states the employers’ position as well as the specific steps to guide managers, labour leaders and employees at all levels. • Developing a workplace policy is the first step towards implementing an HIV and AIDS programme.

5. A Policy…. • Creates a framework for standard practice • Sends a strong message about seriousness of HIV and AIDS issues within the organisation • Protects rights, equity and fair labour practices • Sets out standards of communication • Informs about assistance available • Guides prevention, treatment, care and support programmes

6. HIV is Everyone’s Business including NGOs • The workplace offers a structured environment for: • Sharing information • Reinforcing behaviour • Implementing Intervention • Public, Private sector and NGOs are part of the national multi-sectoral response to HIV. • Social responsibility

7. Mainstreaming HIV and AIDS into the workplace has 2 domains: Internal Domain (addressing staff risks: vulnerabilities to HIV infection) External Domain (organisation is involved in HIV intervention outside the company) In this presentation I will focus on the Internal Domain which we call Internal Mainstreaming.

8. Internal Mainstreaming of HIV and AIDS is about workplace policies and programmes. It focuses on the vulnerability and risks of the organisation itself and on the people within the organisation. ARE YOU AT RISK OF HIV/AIDS? NGO staff working in HIV HAVE A VERY LOW RISK PERCEPTION. Check this with your staff do a KAPB

9. Think about the things that put your employees at risk Frequent travel- (noone can see me) Money (cash, car, cellphones) Workshops Low risk perception Low knowledge levels about HIV HIV is just a job

10. Developing a workplace programme

11. Developing a workplace programme is a process in which development of the policy is the first and key step. Workplace policies are governed by the International Labour Organisation Code of Practice on HIV/AIDS.

12. Steps to Developing Workplace Policy 7. Monitor & Evaluate, Review 6. Launch, disseminate & Implement 5. Circulate, Review, Finalise 4. Draft Policy 3. Establish Policy Task Team 2. Consult & Negotiate 1. Problem Identification

13. Step 1: Problem Identification Problem Identification Involves a KAPB: • Assessment of personal risk to HIV/AIDS - Assessment of work related risk • Assessment of environmental risk • Assessment of organisational risk - How many or our staff could be infected? - If we were to lose half of our staff to HIV, would this affect our work? - How many of our staff know about preventing and coping with HIV and AIDS? - What beliefs exist within the staff that can affect sexual behaviours? - What are the Information needs?

14. Risk Assessment Tool • Develop a risk assessment/KAPB tool and ask staff to complete it. Analyse the tool to see if you have a problem already or a potential problem. • “Prevention is better than Care” - DO NOT wait for a crisis! • Whatever your findings, start working on developing the policy.

15. Step 2: Consult & Negotiate • Share the results of the assessment with all staff. • Agree on the components of the policy that are important for staff and important for management. • Agree on what the organisation can do now or needs to fundraise for. Brainstorm fundraising ideas.

16. The policy must respect the rights of the people in the workplace: The right to privacy The right to be free from discrimination The right to liberty and security of the person The right to be free from inhumane and degrading treatment The right to health The right to work under equitable and satisfactory conditions The right to equality

17. Legislation concerning HIV and AIDS in the workplace should, as a minimum, cover the following areas: • Clear delineation of the purpose of the text and appropriate definitions; • Basic right to non-discrimination at work; • Ban on dismissal based on HIV and AIDS until medically unfit to carry out adapted work; • Prohibition of non-consensual pre- and post-employment testing • Medical confidentiality; • Prevention and containment of transmission risks;

18. Workplace accommodation, in particular working time flexibility; Training and re-insertion options; Benefits, including early retirement options, medical and funeral coverage; Scope for negotiation on those issues; Grievance and disciplinary procedures; Implementation / enforcement bodies and links to existing labour inspection systems; Assistance for compliance and penalties for violation.

19. Step 3: Establish a Task Team A Task Team is an important way of ensuring that processes continue. The Task Team must include representatives from each unit in the organisation, including management and finance. The role of the Task Team: Oversee the development of the policy Mostly responsible for policy implementation, monitoring and evaluation. Organise prevention activities and events. Develop guidelines on how the policy should be operationalised. Report back to staff and management Review policy as it is being developed Provide referral service

20. Step 4: Draft Policy Policy Framework to include: • Employment Protection and Job Security for infected and affected workers • Prohibition of testing for HIV and AIDS for purposes of recruitment, promotion or other benefits: • Confidentiality of personal information including medical information • Non-discrimination of HIV infected workers • Protection of vulnerable groups • Care and Support for HIV infected workers • Gender equality and empowerment • Prevention of HIV at the workplace • Provision of education and awareness programmes.

21. Steps 5, 6 & 7 • Once draft has been developed, circulate for review by all staff • Incorporate further comments • Launch the policy – this shows commitment and ensures everyone knows it is ready for implementation

22. Policy Implementation • This is the second major step of the process. • Many organisations rush to develop policies and find that they cannot implement because they have not thought through the process from the beginning. • Think about: • Implementation budget (not everything needs money) • Packaging of the policy (translate) • Communication strategy (How, by who, when?) • Focal person for implementation • Staff families (are they part of the program or not? – there may be cost implications) • Motivating the Task Team • Keeping it Alive – making it part of the organisation’s mission.

23. Costing the Policy • Once the policy has been agreed, the Task Team must develop a broad work plan and budget for at least three years and a detailed work plan and budget for the first year. • Submit your proposal to donors who fund workplace programmes like HIVOS, Stop AIDS- CONSOTIUM OF DONORS inteested in workplace programmes for NGOs

24. Possible activities include: Assessment - consultant fees Prevention Programs Training workshops Condom purchasing STI treatment IEC materials VCT Opportunistic Infections Personnel Costs- Focal person, relief staff, speakers

25. 4.Treatment, Care & Support Program Medical Aid Provision of ARVs Home Based Care Nutritional Support Psychosocial Support Training Workshops 5. Non-Discrimination Establish clear grievance procedure Anti-stigma workshops 6. Disclosure and Confidentiality Disclosure Training

26. Keeping It Alive:Operationalising the Policy • Ensure that Task Team knows their Terms of Reference: • In-build their roles into their job descriptions • Allocate organisation time to implement activities • Circulate work plans • Management to participate in learning activities • Activities can be implemented in stages • Have HIV fun days for staff and their families.

27. Policy Monitoring and Review • Everybody is accountable for making sure the policy is implemented. • Monitoring Mechanisms: • Make policy implementation a part of the organisational outputs to be reported on in progress meetings, strategic review and annual reviews. • Set clear targets on want you want to achieve - quarterly and annually. • If targets are not achieved, conduct reviews to find out why and how you can do things differently to meet targets.

28. 4. Rotate focal persons and Task Team members. 5. If you have a person living openly with HIV and AIDS they can become a permanent Task Team member. 6. Produce financial reports on expenditures for accountability. 7. Document the processes, challenges and lessons learnt. 8. Review the policy annually to incorporate new needs.

29. Challenges Time constrains -NGOs are normally under staffed and overworked Small budgets and short term funding Poor culture among NGOs of taking care of own staff Lack of funding to support admin some NGOs have no medical aid Donors do not consider NGOs as workplaces How to deal with positive staff-illnesses, long term ARVs in the face of short term funding, performances and termination

30. Lesson and best practices • Donors are changing- STOP AIDS Project is an example • There are best practices - SAfAIDS and SAN Project in Uganda • An NGO can tailor its program to suit its size and budget • Management commitment and full participation can lead to organizational commitment • KAPB is key

31. Thank You Mrs. Lois Chingandu Executive Director SAfAIDS Email: lois@safaids.org.zw