Annexes – PHIG

PHIG Institutional Policy Manual · Consolidated edition, September 2026

Part of the PHIG policy framework. Download the full manual (PDF). To raise a concern: admin@accreditation.ge.

Annex A — Acknowledgement of the Code of Conduct and policies

I confirm that I have received, read and understood the PHIG Institutional Policy Manual, including the Code of Conduct (Policy 1), the PSEAH Policy (Policy 8) and the Safeguarding Policy (Policy 9). I agree to comply with them and to report any concern through the channels described.

Field	Entry
Full name
Role / organisation
Signature
Date

Annex B — Conflict of interest disclosure form

Question	Answer
Full name and role
Do you, a family member or close associate have any financial interest in a PHIG supplier, partner, donor or competitor?	Yes / No — details
Do you receive payments, gifts, travel or hospitality from a pharmaceutical, supplement, device, food, alcohol, tobacco or fitness company?	Yes / No — details
Do you hold roles (board, advisory, employment) in other organisations related to PHIG’s work?	Yes / No — details
Are you related to, or in a personal relationship with, anyone at PHIG or a PHIG partner?	Yes / No — details
Any other interest that could be seen to influence your work for PHIG?	Yes / No — details
Signature and date
Decision of the Ethics and Compliance Officer (office use)

Annex C — Incident report form

Field	Entry
Date and time of report
Date, time and place of incident
Category (financial, safeguarding, misconduct, research, data, security)
What happened, in factual terms
People involved (roles; do not name survivors in general distribution)
Immediate actions taken
Donor-funded project affected
Reporter name and contact (optional)
Received by, and date logged in the register

Annex D — Contact directory

Role	Name	Contact
Chair of the Board	Prof. Giorgi Pkhakadze	Via admin@accreditation.ge, marked “For the Chair”
Head of Administration	Ioseb Demetrashvili	info@accreditation.ge
Ethics and Compliance Officer	Irakli Pshinashvili	admin@accreditation.ge
Safeguarding and People Lead	Sulkhan Inaishvili	admin@accreditation.ge, marked “Safeguarding”
Data Protection, Research Integrity and Security	Tamar Talakvadze	admin@accreditation.ge, marked “Data” or “Security”
Emergency services in Georgia	—	112
Personal Data Protection Service of Georgia	—	Official website

Annex E — Adoption record

Version	Approved by	Date	Changes
Consolidated edition 2026	PHIG governing Board	September 2026	Full review and synchronisation of all PHIG policies and procedures applied since 2011, consolidated into 47 policies with the donor compliance crosswalk and annexes; replaces all earlier versions

Annex F — Partner due diligence checklist

Area	Evidence requested	Rating (low / medium / high risk)
Legal status	Registration certificate, statutes, board list
Sanctions and debarment	Screening results for the organisation and key staff (Policy 7)
Governance	Board minutes, conflict of interest policy
Finance	Last audited accounts, bank details in the organisation’s name, accounting system
Internal control	Segregation of duties, procurement procedure, asset register
Safeguarding	PSEAH and child safeguarding policies, focal point, training records
Data protection	Data protection policy, data security measures
Track record	Previous grants, references from two funders
Capacity plan	Agreed actions for any gaps

Annex G — Safeguarding risk assessment (per activity)

Question	Answer and mitigation
Will children or adults at risk take part?
Will staff or partners be alone with participants?
Will photos, videos or personal stories be collected?
Is there online contact with participants?
Are participants told how to raise a concern?
Residual risk and approval (Safeguarding Lead)

Annex H — Grant compliance summary (one page per grant)

Item	Grant terms	Differs from PHIG manual?
Donor, grant number, period, amount
Eligible and ineligible costs
Procurement thresholds and origin rules
Reporting deadlines (narrative, financial)
Incident disclosure timelines
Branding and visibility
Record retention period
Audit requirements
Special conditions

Annex I — Investigation plan template

Section	Content
Case number and category
Allegation summary
Investigator(s) and independence confirmation
Scope and questions to answer
Evidence to collect and interviews planned
Safeguarding and survivor support measures
Donor notification status (Policy 15)
Timeline and reporting line

Annex J — Mandatory training calendar

Training	Who	When
Code of Conduct and ethics	All personnel	Induction and yearly
PSEAH and child safeguarding	All personnel; focused session for field staff	Induction and yearly
Anti-fraud, bribery and sanctions	All personnel; finance and procurement in depth	Induction and yearly
Data protection and cybersecurity	All personnel	Induction and yearly
Whistleblowing and incident reporting	All personnel	Induction and yearly
Safety and security, travel	Staff who travel	Before first trip and every two years
Donor compliance	Finance and project managers	At each new grant

Annex K — Policy index for donor submissions

No.	Policy	Owner
1	Code of Conduct and Ethics	Head of Administration
2	Conflict of Interest	Ethics and Compliance Officer
3	Delegation of Authority and Signatures	Head of Administration
4	Gift Acceptance, Donor Due Diligence and Commercial Independence	Ethics and Compliance Officer
5	Anti-Fraud, Bribery and Corruption	Ethics and Compliance Officer
6	Anti-Money Laundering and Counter-Terrorist Financing	Ethics and Compliance Officer
7	Sanctions and Prohibited Parties Screening	Ethics and Compliance Officer
8	Protection from Sexual Exploitation, Abuse and Harassment	Safeguarding and People Lead
9	Safeguarding Children and Adults at Risk	Safeguarding and People Lead
10	Combating Trafficking in Persons	Safeguarding and People Lead
11	Equal Opportunity, Non-Discrimination and Gender Equality	Safeguarding and People Lead
12	Drug- and Alcohol-Free Workplace	Safeguarding and People Lead
13	Whistleblowing and Non-Retaliation	Ethics and Compliance Officer
14	Incident Reporting, Investigation and Management	Ethics and Compliance Officer
15	Disclosure of Incidents to Donors	Ethics and Compliance Officer
16	Data Protection and Privacy	Data Protection Officer
17	Safety, Security and Duty of Care	Head of Administration
18	Research Ethics and Integrity	Research Integrity Officer
19	Editorial Independence and Publication Ethics	GMJ Editor-in-Chief
20	Public Health Communication and Information Integrity	Head of Administration
21	Procurement and Value for Money	Head of Administration
22	Financial Management and Internal Control	Head of Administration
23	Grants Management and Sub-award Monitoring	Head of Administration
24	Cost Allowability, Cost Allocation and Timekeeping	Ethics and Compliance Officer
25	Travel and Per Diem	Head of Administration
26	Asset, Equipment and Property Management	Head of Administration
27	Human Resources, Recruitment and Staff Conduct Procedures	Safeguarding and People Lead
28	Environmental and Social Safeguards	Head of Administration
29	Feedback, Complaints and Grievance Mechanism	Safeguarding and People Lead
30	Lobbying, Political Activity and Advocacy	Ethics and Compliance Officer
31	Records Management and Retention	Head of Administration
32	Information Technology and Cybersecurity	Data Protection Officer
33	Branding, Marking and Donor Visibility	Head of Administration
34	Risk Management and Business Continuity	Head of Administration
35	Transparency and Public Disclosure	Head of Administration
36	Governance and Board Charter	Chair of the Board
37	Internal Audit and Oversight	Board Audit and Risk lead
38	Monitoring, Evaluation, Accountability and Learning	Research Integrity Officer
39	Accountability to Affected People	Safeguarding and People Lead
40	Partnership and Localisation	Head of Administration
41	Consultants, Volunteers and Interns	Safeguarding and People Lead
42	Occupational Health, Safety and Staff Wellbeing	Head of Administration
43	Intellectual Property, Open Access and Data Sharing	Research Integrity Officer
44	Environmental Sustainability and Climate	Head of Administration
45	Tax Compliance and Anti-Facilitation of Tax Evasion	Ethics and Compliance Officer
46	Cash, Advances and Banking Procedures	Ethics and Compliance Officer
47	Policy Development, Approval and Review	Ethics and Compliance Officer