The 2025 Annual Report for the Erikshjälpen Second Hand Association contains the management report and the auditor’s report for the fiscal year from January 1, 2025, to December 31, 2025.
Annual Report and Auditor's Report, ESH 2025
These Rules of Procedure and Decision-Making describe the responsibilities and overall structure of the Foundation’s Board of Directors, as well as its delegation of authority to Secretary-General the senior management of Erikshjälpen. Adopted by the Board of Directors of Erikshjälpen on April 10, 2026.
The Foundation Board refers to the board of directors of Erikshjälpen Insamlingsstiftelsen Farbror Erik’s children’s and aid programs and is referred to in this document as the Foundation Board or the Board. The rules of procedure and decision-making process are determined by the Board and reviewed annually.
1. the Board of Directors
The Board is Erikshjälpens highest decision-making body and has the ultimate responsibility for Erikshjälpens operations and finances. The Board shall ensure that the activities are conducted in accordance with the Foundation's purpose and statutes and comply with applicable legislation. The Board is responsible for ensuring that Erikshjälpens financial management and accounting are managed in a satisfactory manner and in accordance with good accounting practice.
The Board of Directors works for the development of Erikshjälpens, directs the management of Erikshjälpens activities and supervises all Erikshjälpens work areas. The Board closely monitors the issues that may affect the activities and financial position of the Erikshjälpen and makes the necessary decisions to ensure the organization's commitments and goal achievement.
The Board of Directors has overall responsibility for all work carried out under the Erikshjälpen brand. Governance is primarily exercised through joint policy documents and overarching strategies for Erikshjälpen and Erikshjälpen Second Hand. The Board of Directors shall ensure an open and regular dialogue between the boards of the organizations.
This document is one of the board's most important steering documents is updated annually.
1.2 Responsibilities of board members
As leading representatives of Erikshjälpen, Board members act as ambassadors for all of Erikshjälpen's activities. Each Board member has a responsibility to fully understand and support Erikshjälpen's long-term strategies.
A board member who, intentionally or through negligence, by committing a crime or violating the foundation’s charter, causes damage to the foundation may be held personally liable for compensating for such damage. Any board member who discovers irregularities or improprieties in the foundation’s operations must immediately inform the chair and/or the secretary general, or alternatively use the whistleblower channels available via erikshjalpen.se.
1.3 Areas where the Board takes decisions
Overall Strategy and Goals
The Board of Directors makes decisions regarding the foundation’s long-term strategic goals for both specific areas of operation and for Erikshjälpen as a whole.
Annual Budget and Operational Plan
The Board of Directors approves Erikshjälpen’s overall budget, including the framework budget and any guidelines or priorities for program activities. Project budgets—including the allocation of funds among countries and projects, as well as the establishment of Regional offices, country offices, and future workshops—are prepared by the International Department and the Sweden Department, respectively, and approved by Secretary-General.
Major Financial Commitments
The Board of Directors decides on the foundation’s major financial commitments, such as taking out loans and the purchase and sale of real estate.
Policies
The Board of Directors adopts all policies and related position papers. The policies apply to both the foundation and Erikshjälpen Second Hand. Currently, the following policies are in effect:
Program Activities:
• Development Policy, including position papers and thematic position papers
• Policy on Children’s Safety and Protection
• Risk Management Policy
HR:
• Workplace Environment Policy
• Sustainability Policy
• Compensation Policy
• Human Resources and Recruitment Policy
• Personal Data Policy
• Diversity, Equal Treatment, and Gender Equality Policy
• feedback, complaint Whistle blowing Policy
• Code of Conduct Policy
Communication and Fundraising:
• Fundraising Policy
• Communication Policy
• Opinion and Advocacy Policy
Finance/IT/Administration:
• Anti-Corruption Policy
• Privacy Policy
• IT Policy
• Investment Policy
• Policy on Measures Against Money Laundering and Funding
• Policy on Equity Capital Thresholds
• Procurement Policy
• Currency Risk Policy
Internal accountability Governance
Each year, the Board of Directors prepares an internal control plan, which is monitored and evaluated throughout the year. The Board also reviews the organization’s risk assessments and conducts its own risk assessments of overarching business processes.
Annual Report
The Board of Directors ensures that Erikshjälpen’s annual report is prepared in accordance with applicable laws, Giva Sverige’s guidelines, and generally accepted accounting principles.
Elections and Nominations
The Board appoints:
• board members and the executive committee of the foundation, based on proposals from the nomination committee
• authorized signatories, the nomination committee, and auditors, and approves powers of attorney for the foundation
• the chairperson and alternate chairperson, as well as the convener of the nomination committee for Erikshjälpen Second Hand
The Board nominates:
• the other members of the nomination committee for Erikshjälpen Second Hand
• three board members for Human Bridge, one of whom is also a board member of the Second Hand association Lindra
• one member for the nomination committee of Human Bridge
Appointments and Terms of Employment
The Board of Directors appoints Secretary-General the Foundation and is responsible for delegating authority to him or her. The Board decides on compensation for Board members, members of the Nominating Committee, and Secretary-General. The employment, terms, and compensation of other senior executives in the management team
are determined by Secretary-General consultation with the Chair of the Board. Erikshjälpen openly discloses all compensation paid to Board members and senior executives.
1.4 Chairman of the Board
The Board elects its Chair from among its members.
The Chair of the Governing Board leads the work of the Governing Board. Together with the Secretary-General and the Executive Committee, the Chair prepares the meetings of the Governing Board.
The Chair may make decisions on matters delegated by the Board. The Chair may also make decisions on matters that cannot wait until the Board’s next meeting and that are not of major financial or strategic significance. Prior to making such a decision, the Chair shall determine whether to consult with the Board’s working committee. Decisions made by the Chairperson must be reported at the next Board meeting.
As a representative of Erikshjälpen, the Chairperson shall work to strengthen Erikshjälpen’s organization, operations, and brand.
When the board so decides, the chair may assume a more active role as an executive chair. The scope of the work and the level of compensation are determined by the board. The specific division of labor and roles between the chairperson and the secretary general is clarified in consultation with the board’s executive committee. The chairperson’s work must not encroach upon the secretary general’s authority and responsibilities.
1.5 Working Committee
The Executive Committee consists of the Board Chair, First Vice Chair, and Second Vice Chair (the Presidium). If the Board deems it appropriate, the Executive Committee may be expanded to include additional members.
The Executive Committee, together with the Chair and the Secretary General, is responsible for preparing matters for decision and for organizing the Board’s meetings.
The Executive Committee takes decisions on matters delegated to it by the Management Board.
1.6 Committees and working groups
The Governing Board sets up committees and working groups as needed.
1.7 Tasks of the members of the Board of Directors
Guidelines regarding the duties and compensation of individual board members can be found in the document “Compensation and Terms and Conditions for Elected Members of the Boards and Nomination Committees of EH and ESH.”
1.8 Nomination committee and elections
The Board appoints a Nominating Committee tasked with preparing the election of Board members and the Executive Committee. The Nominating Committee shall consist of three members. It is desirable that at least one of these members serve on the Erikshjälpen Board. Members of the Nominating Committee are elected for a three-year term and may be re-elected for a maximum of three terms.
The Nominating Committee shall recruit members who provide the Board with the breadth of expertise and experience necessary for the Board to fulfill its duties in the best possible manner. Erikshjälpen’s Board of Directors shall have a balanced gender distribution and shall capitalize on the added value that arises when people of different ages and from different life backgrounds meet and collaborate.
More detailed instructions for the nomination committee can be found in the document “Instructions for Erikshjälpen’s Nomination Committees.”
1.9 Meetings of the Management Board
The board normally meets five times a year. On two of these occasions, the board meets for two days to allow time for strategic discussions. The bylaws do not specify anything regarding an annual meeting, but a constituent meeting is held every spring at which the financial statements are approved. This meeting is usually referred to as the annual meeting.
An annual schedule of meeting dates is established prior to each fiscal year. An extraordinary board meeting shall be held when a majority of the board members so request.
Where appropriate, the Board meeting may be held by telephone or per capsulam.
The matters to be dealt with at the various meetings of the Board during the financial year are set out in the Board's annual plan.
1.10 Minutes and meeting documents
Minutes are taken at Board meetings and distributed to Board members, the management team, and the auditor. The minutes are digitally signed and archived in accordance with standard procedures. Copies of the minutes, whether physical or electronic, must be handled in such a way as to prevent unauthorized distribution.
The necessary preparatory material, including the agenda, shall be sent out at least seven days in advance of the Board meeting.
1.11 Disqualification
A board member shall not participate in the preparation of or decision-making on matters in which he or she, for financial, personal, or other reasons, may be suspected of having a personal interest. An annual conflict-of-interest review is conducted for both the board members and the management team, as well as their related parties. This is documented and reported to the auditor and the chair of the board.
1.12 Evaluation
The Governing Board shall evaluate its work, working methods and these Rules of Procedure annually. The evaluation shall cover the following areas:
• Governance and accountability
• Strategies, networks, and alliances
• Operations
• Management and organization
1.13 Meeting with the auditor
At least once a year, the Governing Board shall meet with the Foundation's auditor to discuss the Foundation's management, financial situation and internal control procedures.
1.14 Fees and conditions
Remuneration and terms and conditions for members of boards of directors and nomination committees are determined annually. Remuneration and travel expenses are paid for:
- Meeting of the Management Board or the Nomination Committee.
- Meeting of a working group set up by the Governing Board, where the task is linked to the role of Governing Board member.
- Participation in a course/conference decided by the Board or the Chair.
- Mission initiated by the Secretary-General, e.g. establishment.
Requests for honoraria and travel expenses must be submitted using the designated form.
The rates of compensation are specified in the document “Honoraria and Terms and Conditions for Elected Officials on the Boards and Nomination Committees of EH and ESH.”
1.15 Board members' travel and professional development
To provide board members with opportunities for professional development and insight into project activities, members shall be offered the opportunity to visit Erikshjälpen’s project countries. Prior to such a trip, the purpose of the trip and the member’s assignment (gathering information, evaluation, representing the organization, etc.), including a complete daily itinerary, shall be determined in consultation with the Secretary General and documented in writing. See information on travel allowances in the document “Compensation and Terms for Elected Officials on the Boards and Nominating Committees of EH and ESH.”
Competence development can also take place via in-depth days organized in connection with board meetings, courses, conferences, network meetings and in-depth material via the intranet.
1.16 Period of validity
These rules of procedure and decision-making shall be adopted by the Management Board for a period of one year. A delegation may be revoked during its period of validity by special decision.
2. the Secretary-General
2.1 Overall responsibility
The Secretary General leads Erikshjälpen’s operations and is responsible for the foundation’s day-to-day management in accordance with the board’s guidelines and instructions.
The Secretary General shall lead and develop the Foundation’s operations in accordance with its mission, bylaws, and core values; ensure high quality in its operations and interventions work to maintain and strengthen the trust of donors and the public.
The Secretary General also has a special responsibility to uphold Erikshjälpen’s fundamental identity, so th
as expressed in the document “In the Service of Love.”
The Secretary General also has the responsibility, mandate, and mission to serve as the person ultimately responsible for the overall operations of Erikshjälpen. This currently includes the foundation and Erikshjälpen Second Hand, but the Secretary General also has the mandate to lead efforts to diversify and expand operations in accordance with the foundation’s bylaws.
The Secretary General is responsible for organizing the management of Erikshjälpen in accordance with the organization’s needs.
The Secretary General is also tasked with serving as chair of Erikshjälpen Second Hand, in order to strengthen the ties between the parent and subsidiary organizations. However, the Foundation’s Board of Directors may, in consultation with the Secretary General, choose to appoint someone else as chair of Erikshjälpen Second Hand there are good reasons to do so. In leading the Erikshjälpen Second Hand Board of Directors, the Secretary General is supported by a deputy, who is also appointed by the Foundation’s Board of Directors in consultation with the Secretary General.
2.2 Financial management
The Secretary General is responsible for ensuring that Erikshjälpen’s financial management is conducted in accordance with the budget approved by the Board and applicable financial guidelines.
The Secretary General shall ensure that the Foundation’s accounting is properly organized in accordance with generally accepted accounting principles and practices.
The Secretary-General is responsible for ensuring that the organization has effective internal control procedures in place and that measures are taken to prevent all forms of irregularities.
2.3 The Secretary-General and the Management Board
The Secretary General shall keep the Board informed about Erikshjälpen’s operations and financial situation. The Secretary General is responsible for ensuring that the Board receives well-prepared decision-making materials so that it can make decisions regarding Erikshjälpen’s operations.
The Secretary General is also responsible for ensuring that the decisions made by the Board are communicated to the staff and that those decisions are implemented.
The Secretary-General prepares the Board’s meetings in consultation with the Board Chair and the Executive Committee. Notices of meetings and other correspondence must be issued in accordance with established procedures and practices.
In the event of suspected irregularities or other problems in the organization’s operations, or in the event of significant deviations from the budget and operational plan, the Secretary General shall, through the Chair, immediately inform the Board of Directors of the situation that has arisen and the measures being taken.
2.4 Operational and staff responsibilities of the Secretary-General
The Secretary General leads the foundation’s operations and is responsible for organizational management and operational planning. The Secretary General has the authority to establish the foundation’s organizational structure and the job descriptions for department heads, and must keep the Board of Directors informed on an ongoing basis of any major changes that are implemented. Furthermore, the Secretary General ensures that Erikshjälpen has effective internal controls and that approved control activities are carried out. This work includes ensuring that Erikshjälpen lives up to its commitments under Giva Sverige’s Quality Code and compiling an “impact report” for each fiscal year.
The Secretary General is responsible for ensuring that Erikshjälpen has a long-term, sustainable recruitment policy that ensures the organization can recruit and retain the right staff with the right skills.
The Secretary General shall ensure that Erikshjälpen’s employees have a good and safe work environment, that all employees are given opportunities for personal development, and that Erikshjälpen otherwise fulfills the obligations incumbent upon a responsible employer.
See also "Erikshjälpens Personnel and Recruitment Policy".
2.5 Delegation of Authority from the Board of Directors to the Secretary General
The Secretary General’s powers of attorney and authority to sign on behalf of the organization are established and confirmed annually by the Board of Directors. In addition to the authority set forth in the relevant meeting minutes, the Board of Directors has delegated to the Secretary General the authority to make decisions regarding:
- approval of humanitarian and social interventions and development projects within the established budget
- reallocation of resources within the agreed budget
- new interventions by institutional donors and initiated during the current fiscal year
to approve, in addition to the adopted budget, project-specific expenses funded by Erikshjälpen’s own funds (retained earnings) up to a total of 2 million Swedish kronor (SEK) fiscal year, where unforeseen needs arise within existing operations - Erikshjälpen's asset management
- maintenance, renovation and remodeling of Erikshjälpen's properties
- to employ staff
- termination of employment
- to conclude local collective agreements
- sub-delegation to other officials in the Registry
As stated under 1.3, the project budget and the allocation of funds between countries and projects, as well as the establishment of Regional offices, country offices and future workshops, are prepared by the International Department and the Sweden Department respectively and decided by Secretary-General.
2.6 Period of validity
The Secretary-General’s responsibilities and job description are established by the Board on a year-by-year basis. Delegated authority may be revoked during the term of validity by a specific resolution.
3. Management, Delegation, and Authorizations
3.1 Management
The Secretary-General is in charge of the foundation’s operations and makes decisions in accordance with established working and decision-making procedures (see Chapter 2 above). The Secretary-General is also tasked with serving as chair of Erikshjälpen Second Hand. In the event of absence, Secretary-General appoints Secretary-General acting director.
The Secretary General appoints the management teams and functions necessary to lead and manage the organization’s operations. A joint management team for Erikshjälpen and Erikshjälpen Second Hand be established to ensure that shared functions between Erikshjälpen and Erikshjälpen Second Hand—such as administration, finance, HR, communications, and procurement—are coordinated in an effective manner.
The CEO of Erikshjälpen Second Hand reports to the organization’s own board of directors, which is also responsible for appointing and dismissing the CEO and determining the CEO’s terms of employment. At the same time, the CEO is part of the joint management team for both organizations and works in close operational collaboration with the Secretary General.
3.2 Signature and powers of attorney
Authorized signatories and subject-specific powers of attorney are determined annually by the Board of Directors and may be verified by extracts from the minutes. See “Authorized Signatories and Powers of Attorney.” In the event that any provision in this document conflicts with a delegation decision set forth in the approved minutes of the Board of Directors, the Board’s decision shall take precedence.
The Secretary General and the Chair, acting jointly, have the right to grant power of attorney to employees, acting jointly, to access accounts and securities accounts, and to receive and acknowledge receipt of funds, securities, and other assets held by the Erikshjälpen Fundraising Foundation at post offices, banks, or similar institutions.
3.3 Scheme of delegation
The guiding principle of these work and decision-making procedures is that decisions should be made by the person with the best overview and knowledge of a given issue. This requires clearly defined objectives for what various operations are expected to achieve, as well as regular Monitoring decisions made.
Decisions concerning the operations of the departments are made by the respective department heads. A more detailed description of the department heads’ responsibilities and authority can be found below in Section 4.
A department head may delegate responsibility for specific activities or projects to their staff members.
In this document, delegation refers to the authority to make decisions that also entail a financial or legal obligation for Erikshjälpen. Day-to-day decisions that are a natural part of an employee’s job duties are based on what is known as “authority by virtue of position” and are therefore not explicitly regulated in the delegation policy.
An up-to-date list of delegates (employees with specifically delegated tasks and powers of attorney) and their areas of responsibility must always be available at the finance department.
In the event of an absence, the immediate supervisor serves as the primary substitute. A substitute may also be appointed within the organization where it is most appropriate (the time period must always be specified).
3.4 Attestation procedures
One of the most important prerequisites for ensuring secure and effective financial management and internal control is that the organization has clear authorization procedures and that these are followed and respected. See the Authorization and Delegation Matrix.
The main principle is that every payment must be approved by two people. Final approval is normally given by the Secretary General or the CFO. If either of them is absent, the authority to grant final approval may be delegated to one of the other department heads. Such a decision is made as needed and communicated in writing to the Finance Department, along with information regarding the period of validity.
3.4.1 Wages
Salaries are the organization’s largest fixed cost. At the end of each month, department heads approve employees’ digital time sheets, which serve as the basis for salary payments. The approved time sheets are then forwarded to the payroll administrator. Before salaries are paid, the checklist is finally approved by the Secretary General or the CFO.
3.4.2 Supplier invoices
Supplier invoices are received by the finance department, recorded, and then forwarded for receipt approval, at which point they are also posted to the appropriate accounts. The person who approves receipt is normally the person who ordered the goods or services. After that, the invoice is forwarded to the department head for approval and is finally approved by the Secretary General or the CFO.
3.4.3 Project funds
Project funds are disbursed in accordance with a specifically established procedure.
4. Heads of department
The department heads report directly to the Secretary General. In managing the operations of their respective departments, the department heads must take into account the strategies and goals adopted by the Board. To support this, an annual operational plan must be prepared. The management team is responsible for coordinating the departments’ planning.
It is the responsibility of the department heads to:
- be responsible for the development, management and coordination of the work of the department.
- be responsible for the management of work, staff and health and safety issues within the department.
- to hire staff after consulting with HR.
- be responsible for the department's financial resources within the framework of the approved budget (for more detailed delegation of authority regarding funds for international projects, see Mandates and Delegation for International Programs)
- to enter into contracts or make purchases within the existing budget that do not exceed 5 price base amounts. For contracts or purchases exceeding 5 price base amounts but not exceeding 10 price base amounts, decisions are made by the CFO; for amounts exceeding that, decisions are made by the GS.
- to approve unforeseen expenses and revisions to the approved budget for operations up to 4 price base amounts per fiscal year.
5. The heads of unit
Heads of Unit are subordinate to, and report to, the respective Head of Department. The heads of unit are responsible for conducting activities in accordance with the established budget. The heads of department have overall responsibility.
It is the responsibility of the heads of unit to:
- be responsible for the development, management, and coordination of the unit’s work in accordance with overall strategies, policies, and guidelines.
- be responsible for the implementation of agreed activities.
- be responsible for the management, staffing and health and safety of the unit.
- to hire staff after consulting with the department head and HR.
- be responsible for the unit’s financial resources within the framework of the approved budget (for more detailed delegation of authority regarding funds for international projects, see Mandates and Delegation for International Programs)
- to enter into contracts or make purchases within the existing budget that do not exceed 3 price base amounts. For contracts or purchases exceeding 3 price base amounts, the decision is made by the department head.
6. Related Documents
Authorization and Delegation Matrix
Provides an overview of the Board’s responsibilities, as well as the Board’s general delegation of authority to Secretary-General, department heads, and unit heads, and specifically delegated powers and authorized signatories.
The general provisions are revised as needed, while the specific provisions are updated annually. The appendix is approved annually in conjunction with the Board’s rules of procedure and decision-making.
Mandates and Delegation for International Programs
Contains detailed rules on delegation of funds for international projects. Revised as necessary and approved annually in the context of the Board's Rules of Procedure and Decision-Making.
Instructions for Erikshjälpen's nomination committees
Describes the structure and functioning of the two nomination committees (EH and ESH) including coordination between them. Owned by EH and ESH boards and revised as necessary.
Fees and Terms for Elected Members of the Boards and Nomination Committees of EH and ESH. Sets forth the levels of fees and travel allowances for members of the boards and nomination committees. Owned by the EH and ESH boards and revised annually.
Guidelines for the Staff Representative on the Foundation Board
Describes the rights and obligations of the staff representative. Owned by the EH Board and revised as needed.
EH Board Member Orientation Checklist
Contains topics that board members should be briefed on when they begin their term. Owned by the EH Board and revised as needed.
Responsibilities of Board Members on a Foundation’s Board
Describes the legal and financial responsibilities of board members on a foundation’s board by citing excerpts from laws and regulations. Maintained by the Finance Department and revised as needed.
The document “Instructions for Erikshjälpen’s Nominating Committees” describes the procedures for appointing board members. Adopted by the Erikshjälpen Board of Directors on May 29, 2026. Revised as needed.
1. Introduction and purpose
These guidelines describe how Erikshjälpen’s two nomination committees are to proceed when preparing for Board elections. It covers the composition, mandate, and principles of the nomination committees; their procedures; nominations; the terms and conditions governing the committees; and support for the nomination committees. Much of the work carried out by the two nomination committees is similar, but each section also highlights the differences that apply to the Foundation and Erikshjälpen Second Hand, respectively.
The purpose of these instructions is to establish a clear, transparent, and effective process for preparing for board elections.
2. Composition of the Nominating Committees
Erikshjälpen formally consists of two legal entities: the Farbror Erik Children’s and Aid Foundation and the nonprofit association Erikshjälpen Second Hand, each with its own board of directors and nomination committee.
According to the foundation’s bylaws, the board of directors constitutes itself and appoints new members as needed. In practice, this means that the board, particularly through its chair, plays an important role in the process. The foundation has chosen to establish a nomination committee as part of its efforts to ensure transparency and quality in the preparation of board elections. The nomination committee consists of three members and is elected at the foundation board’s inaugural meeting. It is desirable that at least one member of the nomination committee also serve on the Erikshjälpen board. Members of the nomination committee are elected, upon the board’s recommendation, for a three-year term and may be re-elected for a maximum of three terms.
Erikshjälpen Second Hands’ Nominating Committee also consists of three members. Erikshjälpen Second Hands’ Board of Directors prepares for the election of Nominating Committee members by soliciting nominations from the member organizations¹. Two of the members are elected by Erikshjälpen Second Hands’ annual meeting, while the third, who serves as convener, is appointed by the Foundation’s Board of Directors. Members of the Nominating Committee are elected for a three-year term and may be re-elected for a maximum of three terms.
¹ At the annual meeting, the board presents two names it recommends, but all nominations must be presented at the annual meeting.
3. Mission and Principles
The nomination committees’ mission is to help ensure that each board has the collective expertise, experience, and support necessary to fulfill its mandate and contribute to Erikshjälpen’s long-term development. For the Foundation, this mandate involves preparing proposals for members and the executive committee of the Foundation’s Board of Directors. For Erikshjälpen Second Hand , this mandate Erikshjälpen Second Hand preparing proposals for board members and auditors.
When preparing for board elections, documented experience in financial management is considered an asset. This refers to experience in being responsible for the finances and management of an organization or a unit within an organization, for example as a board member, manager, project manager, or operations manager. Nomination committees shall also give special consideration to gender balance, diversity in age and life experience, and alignment with Erikshjälpen’s Christian values.
For Erikshjälpen Second Hand , the assignment also Erikshjälpen Second Hand identifying potential board members among the representatives of the member organizations.
The nomination committees shall be given the opportunity to monitor the work of their respective boards on an ongoing basis, including by reviewing board minutes and through meetings with the board or the board chair and the CEO. The nomination committees may also be invited to the boards’ strategy discussions to gain a better understanding of the issues and challenges facing the boards.
4. Coordination
The nomination committees should maintain an ongoing dialogue and meet at least once a year. The chairpersons of the respective organizations may also be invited to this meeting to provide an overall picture of the current situation and the boards’ recruitment needs. However, the final deliberations and the formal handling of proposals are the responsibility of each nomination committee, which should manage these matters with a high degree of independence.
5. Workflow
The process of identifying potential candidates and engaging in dialogue with individuals who may be suitable for board positions is conducted on an ongoing basis throughout the year. In addition, this process includes the following recurring steps:
5.1. Survey of Current Members
Every year, a survey is sent out to all board members. The purpose is to determine which members are available to continue serving on the board and to provide the Nominating Committee with a basis for assessing competence needs and nominating new members. The Nominating Committee compiles the survey responses.
5.2. Feedback to the Board of Directors
The Nominating Committee presents a general summary of the survey results at an appropriate Board meeting to serve as a basis for the ongoing nomination process. The convener of the Nominating Committee is responsible for ensuring that the portions of the survey responses relevant to the Board’s ongoing work are compiled, anonymized, and presented to the Board Chair.
5.3. Contact with Candidates
Once the Nominating Committee has identified potential candidates, it shall consult with the respective chairperson regarding the order in which the candidates should be contacted. If the recruitment of a new chairperson for the foundation is under consideration, a similar consultation shall take place with the first and/or second vice chairperson. Before a candidate is asked a final question regarding their willingness to stand for the position, a meeting must be held with the candidate and the chairperson, and, within the foundation, also with the executive committee/working committee.
5.4. Presentation of Proposals
The Nominating Committee shall report on how its work has been conducted and present and justify its proposal in the forum where the election takes place. For the foundation, this usually takes place at the inaugural board meeting, but may also occur at another board meeting. For Erikshjälpen Second Hand , this Erikshjälpen Second Hand at the annual meeting. The goal is for the proposals to be prepared well in advance and distributed along with the meeting materials prior to the respective meeting.
6. Nominations
Nominations for candidates should be able to be submitted to the nomination committees, and contact information for the nomination committees should be available on Erikshjälpen’s website.
At Erikshjälpen Second Hand all members of the association have the right to nominate candidates for the board. The Nominating Committee shall also consider nominations and expressions of interest submitted spontaneously by individuals.
Terms of Reference for the Nominating Committee
Members of the nomination committees, like members of the board, are entitled to meeting fees or compensation for lost income, as well as travel expenses. Current amounts can be found in the document “Fees and Terms for Elected Officials on the Boards and Nomination Committees of Erikshjälpen and Erikshjälpen Second Hand.”
8. Administrative Support
The Secretary General is responsible for ensuring that the nomination committees receive the administrative support and information necessary to carry out their duties. This includes, among other things, an up-to-date list of current members with contact information, the year they took office, and their term of office, as well as information about the organization’s activities.
For Erikshjälpen Second Hand , this support also Erikshjälpen Second Hand administrative assistance with mailings to members in connection with nominations.
The 2025 Annual Report describes the impact Erikshjälpen had on children and young people in 2025. The Annual Report also includes Erikshjälpen’s 2025 Financial Statements.
We adhere to Giva Sverige’s quality code and have chosen to include the impact reporting requirements in our annual report rather than producing a separate report.
Erikshjälpen 2025 Annual Report Now Available
Listening The 2024 Annual Report details Erikshjälpen’s interventions children’s rights to education and leisure, health, and safety and protection during the year. The Annual Report includes the 2024 financial statements.
We adhere to Giva Sverige’s quality code and have chosen to include the impact reporting requirements in our annual report rather than producing a separate report.
Annual report 2024.pdf
In Erikshjälpen's privacy policy, you can read about how we ensure that your personal data is processed in accordance with the General Data Protection Regulation (GDPR). This privacy policy has been decided by Erikshjälpen's board and is valid from November 28, 2025.
Contents
- Introduction and purpose
- Data controllers and contact details
- Personal data processing within Erikshjälpen
- Personal data processing within the Erikshjälpen Foundation
- Processing of personal data within the Erikshjälpen Second Hand association
- Completion of information
- Who do we disclose the information to?
- Is the data stored in countries outside the EU or EEA (third countries)?
- What are your rights?
- Security and safety
1. Introduction and purpose
You should always feel secure when you provide your personal data to Erikshjälpen. When you make a donation, contact us, or apply for a job with us, for example, we process your personal data in accordance with the General Data Protection Regulation (GDPR). We only collect what we need, protect the data, and delete it when we no longer need it. You can always request access to your personal data, withdraw your consent, or ask us to delete your data.
This privacy policy concerns how we process personal data; other aspects of privacy, such as security and treatment in our operations, are regulated in separate policy documents.
2. Data controllers and contact details
There are two different areas of activity under the name Erikshjälpen:
- The Erikshjälpen Foundation (Fundraising Foundation Uncle Erik's Children's and Aid Work, organization number 827500-4789)
- The Erikshjälpen Second Hand Association (organization number 827501-1131)
Each branch of activity is independently responsible for the processing of personal data within its own operations. In this policy, the collective name Erikshjälpen is used to describe both of these branches of activity together.
The Erikshjälpen Second Hand association Erikshjälpen Second Hand several stores under its organization number. In addition, there are a number of partner stores with their own organization numbers that operate second-hand stores in collaboration with the Erikshjälpen Second Hand association. The partner stores are independent businesses and are responsible for the personal data processed in their stores.
Contact us
If you have any questions about what information we process about you, wish to decline information or communication from us, or wish to exercise any of your other rights, please feel free to contact us:
Personal data
Erikshjälpen
Datorgatan 4
561 33 Huskvarna
Email: personuppgifter@erikshjalpen.se
Phone: 0383-46 74 50
Below you can read about what information we process about you, for what purpose we process your information, and what legal basis we have for processing it.
3. Personal data processing within Erikshjälpen
These treatments are handled within both of Erikshjälpen's areas of operation.
3.1 Application for a job, internship, Volunteer, or recruitment assignment
We process information about you when you apply to work with us.
Data we process:
- Name, personal identification number, postal address, email address, telephone number
- Information in your application such as your CV, cover letter, education, work experience, and references (if applicable)
- Information from any interviews or conversations with you
- Information provided by an external party, such as the Employment Service, probation service, or other partner involved in the internship placement.
- Information about desired placement, store, or assignment (if applicable)
Purpose and legal basis:
- Processing applications and evaluating candidates: Legitimate interest
- Administration of the recruitment process: Legitimate interest
- Collaborate with external actors (e.g., the Employment Service or probation service) in relation to work placements: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of handling applications efficiently and correctly.
Storage time:
- For job applications, the data is stored for a maximum of 24 months after the recruitment process has been completed.
- For applications for internships, Volunteer or recruitment assignments that do not lead to placement or assignment, the data is stored for a maximum of 12 months after the process is completed.
3.2 Newsletters and other mailings
We process personal data about you if you have yourself indicated that you wish to receive newsletters or other mailings from us.
This category only includes mailings that you have actively consented to.
If you have another relationship with us, for example as a donor, or have interacted with us in various ways, you may receive other types of mailings that are handled according to the respective category in this policy.
Data we process:
- Name, postal address (for physical mailings), email address (for digital mailings)
Purpose and legal basis:
- Distribution of newsletters or other mailings: Consent
Storage time:
- Until you notify us that you no longer wish to receive the newsletter or mailing
3.3 complaint Whistle blowing
We process information about you if you submit a complaint whistleblower report to us and you choose not to remain anonymous.
Data we process:
- Name, email address, phone number
- Notification or report in text or other format
- Any attached documents or evidence
- Communication history in the case
- Information about persons or situations involved in the case
Purpose and legal basis:
- Receiving, handling, and following up on complaint taking necessary measures to improve our operations: Legitimate interest
- Receive, handle, and investigate whistleblower cases in accordance with applicable whistleblower legislation, including documentation and Monitoring: Legal obligation
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of receiving, investigating, and handling complaint whistleblower cases in an appropriate manner to ensure the quality of our operations and protect both the whistleblower and the parties involved.
Any unnecessary personal data provided in the notification will be deleted immediately.
Storage time:
- Up to 24 months after the case has been closed
- In the case of serious reports that have led to disciplinary measures or legal proceedings, the information may be stored for longer in accordance with applicable legislation.
3.4 Social media
We are active on social media platforms such as Facebook, Instagram, LinkedIn, and TikTok to communicate about our work, generate engagement, and reach more people with our message.
Data we process:
- Names, profile pictures, and usernames of people who interact with us
- Content in comments, messages, and posts where we are mentioned or tagged
- Interaction data (likes, shares, comments)
- Information you share with us via direct messages
Purpose and legal basis:
- Communication and dialogue with followers and stakeholders, including responding to questions, handling matters via direct messages, and moderating comments: Legitimate interest
- Target group-specific communication and analysis of reach: Legitimate interest
Explanation of legitimate interest:
We have a legitimate interest in disseminating information about our work, communicating with users, and engaging more people in our activities. We also analyze the reach and statistics of our posts to ensure that we are creating relevant information and reaching the right audience.
Storage time:
- We delete ongoing conversations via direct messages. In many cases, you can delete posts that you have created, liked, or shared yourself.
- Other data is stored in accordance with the terms and conditions of the respective platform.
Erikshjälpen is responsible for the content on our social media accounts, but you as a user are responsible for what you write. We reserve the right to remove comments that we deem inappropriate.
3.5 Contact persons at organisations
We process information about you if you are a contact person for an organization that is a donor, supplier, or partner of Erikshjälpen.
Data we process:
- Name, email address, phone number, role or position
Purpose and legal basis:
- Administration of the relationship between our organisations: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of administering the donation or managing the relationship between your organization and Erikshjälpen.
Storage time:
- Data is stored during the collaboration and for up to 12 months afterwards, or until we have a new contact person.
- If your Corporate organization has made a donation to Erikshjälpen, we will store the information for 36 months after the last donation.
4. Personal data processing within the Erikshjälpen Foundation
4.1 Gift givers
We collect personal information when you make a monetary donation, purchase a gift certificate, start a fundraiser contact our donor services.
Data we process:
- Name, personal identification number, postal address, email address, telephone number
- Gift amount, payment history, payment method, bank account number (for autogiro)
- Donor ID, communication history, free text comments
Purpose and legal basis:
- Handling of contractual gifts: Agreements
- Handling of one-time donations: Legitimate interest
- Accounting and reporting: Legal obligation
- Donor services, Monitoring analysis: Legitimate interest
- Information, communication, and invitations: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of streamlining administration, reducing costs, and being able to provide information about our work in a relevant and transparent manner. This enables us to strengthen and help more children and families in vulnerable situations.
Storage time:
- Names, gift amounts, dates, and any OCR numbers or messages are stored for 7 years in accordance with the Accounting Act.
- Other information is stored for as long as you are a donor and for 36 months after your last donation.
4.2 Potential donor – existing contact
We may process your personal data if you have interacted with us and we believe that you may have an interest in supporting our activities. The data may come from you, from events we organize, quizzes you have completed, products you have purchased from us, or other contact with us.
Data we process:
- Name, personal identification number, postal address, email address, telephone number
Purpose and legal basis:
- Contact us to learn more about our activities and ask if you would like to make a one-time or regular donation: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of identifying and contacting individuals who may be interested in supporting our work based on previous interactions with us.
Storage time:
- Up to 12 months after last contact
4.3 Potential donor – new contact
We actively seek out new individuals who may be interested in supporting our activities by learning more about our organization and our purpose. In order to identify and reach out to potential new donors, we process personal data that is, for example, purchased from external sources (such as SPAR) or obtained from public news sources, where we believe individuals may be interested in our work.
Data we process:
- Name, personal identification number, postal address, email address, telephone number
Purpose and legal basis:
- Contact us to learn more about our activities and ask if you would like to make a one-time or regular donation: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of identifying and contacting individuals who may be interested in supporting our work.
Storage time:
- Up to six months for purchased data for a specific activity
4.4 Wills
We may process information about you if you have registered or expressed interest in registering Erikshjälpen in your will.
Data we process:
- Name, personal identification number, postal address, email address, telephone number
Purpose and legal basis:
- Monitor Erikshjälpen's rights under wills: Legitimate interest
- Donor services, Monitoring analysis: Legitimate interest
- Information, communication, and invitations: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of monitoring wills that may be left to us. We may also provide information about our work to raise more money so that we can strengthen and help more children and families in vulnerable situations.
Storage time:
- Until the will is executed or Erikshjälpen ceases to be the beneficiary of the will.
- Up to 12 months after your last contact if you have expressed interest in include us in your Will Erikshjälpen
4.5 Recipients of gift certificates
We process information about you if you receive a gift certificate.
Data we process:
- Name, mailing address, email address, telephone number
Purpose and legal basis:
- Establish and administer gift certificates: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of administering the gift and sending the gift certificate.
Storage time:
- 12 months after the gift certificate was created
5. Processing of personal data within the Erikshjälpen Second Hand association
5.1 Collection and delivery of goods
We process information about you when you order the collection of donated goods or the delivery of purchased goods to/from our second-hand stores.
Data we process:
- Name, pickup address, email address, phone number
Purpose and legal basis:
- Managing and carrying out the collection or delivery of goods: Legitimate interest
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of administering and carrying out the collection and delivery of goods to/from our second-hand business in an efficient and correct manner.
Storage time:
- The data is stored for up to 12 months after completion of collection/delivery.
5.2 In-store invoice purchases
We process information about you when you, as a contact person for a Corporate organization, shop in our stores and pay by invoice.
Data we process:
- Name, email address, phone number, social security number
Purpose and legal basis:
- Manage invoice purchases and payments: Agreements
- Customer service and support: Legitimate interest
- Accounting and reporting: Legal obligation
Explanation of legitimate interest:
Based on a balancing of interests, we process data for the purpose of providing customer service and handling any questions regarding the purchase.
Storage time:
- Personal data is stored for a maximum of 24 months after the last purchase or for as long as we have an agreement with the company/organization to purchase on invoice.
- Personal data may also be included in invoice documentation and order information, which is stored for seven years in accordance with the Accounting Act.
5.3 Camera surveillance in stores
We use CCTV surveillance in our stores to prevent crime, create a safe environment, and enable the investigation of incidents. Surveillance is only used in areas where the business's need for CCTV surveillance outweighs the individual's interest in personal privacy. Only authorized personnel have access to the footage.
Data we process:
- Image and video material in which individuals can be identified
- Information from incident reports or notifications, including communication history
Purpose and legal basis:
- Preventing, detecting, and investigating theft and incidents in stores, and possibly handing over material to the police in criminal investigations: Legitimate interest
- Maintaining order and safety for customers and staff: Legitimate interest
Explanation of legitimate interest:
Our legitimate interest is to protect customers, employees, and the business against crime and to create a safe environment in the store. Camera surveillance is a proportionate and effective tool for detecting and investigating incidents, and is only used where a balancing of interests shows that the security benefits outweigh the individual's privacy interests.
Storage time:
- Recorded material is normally stored for up to 30 days.
- In the event of suspected crime or other incident, the material may be stored for longer as long as necessary to investigate the incident or comply with legal requirements.
6. Completion of information
We supplement the information in our donor database with addresses, personal identification numbers, and gender from registers such as the Swedish Tax Agency, SPAR (the Swedish Personal Address Register), and other reliable external information services. The purpose is to always have the most up-to-date information possible in order to target information to existing and potential donors and avoid sending information to the wrong person. This means that we may have information about your name, personal identification number, address, and telephone number in our database even if, for example, you have donated via Swish without providing this information. If we see that several donors live at the same address, we also note this so that we do not send multiple mailings to the same household.
We are also actively seeking individuals who may be interested in supporting our activities with a larger donation. We may then supplement information about you with, for example, income details, education, occupation, interests, and commitments. This is done in order to better understand donor behavior and to be able to tailor our communication in a relevant and appropriate manner. The information is stored for a maximum of 12 months. If you choose to make a larger donation, we may store the information for longer, as long as it is necessary to administer the donation and our ongoing relationship with you.
7. Who do we disclose the information to?
Your personal data will be processed by Erikshjälpen. In addition, your personal data may be shared with third parties who process personal data on our behalf, known as personal data processors. We ensure that there is always a data processing agreement in place in situations where a third party processes personal data on our behalf. We disclose or allow IT and system suppliers, banks, payment services, web agencies, printing companies, and telemarketing companies to access your personal data that is necessary to perform the tasks requested.
In some cases, we provide name and email address information to social media providers in order to target marketing to you and disseminate information about our business.
8. Is the data stored in countries outside the EU or EEA (third countries)?
As a general rule, we and our suppliers and partners only process your personal data within the EU/EEA. In cases where personal data is processed outside the EU/EEA (in "third countries"), there is either a decision by the European Commission that the third country in question ensures an adequate level of protection for the processing of personal data or other appropriate safeguards under the GDPR, for example in the form of standard contractual clauses that ensure that your rights are protected.
9. What are your rights?
In accordance with the applicable data protection legislation, you have the right to access information about what personal data we process about you and the right to request rectification of your personal data.
Under certain conditions, you also have the right to request erasure of personal data or restriction of processing of your personal data or to object to our processing. You also have the right, under certain conditions, to obtain the personal data concerning you that you have provided to us in a structured, commonly used and machine-readable format and have the right to transmit it to another controller.
You have the right to withdraw your consent to the processing of your personal data at any time with effect from the moment of withdrawal. You also have the right to object at any time to the processing of your personal data for direct marketing and profiling purposes.
If you have any complaint our processing of your personal data, you can use our complaint form available on our website, erikshjalpen.se. You can also send an email to complaints@erikshjalpen.se. It is also possible to submit a complaint the Swedish Data Protection Authority, which oversees the processing of personal data.
10. Security
10.1 How do we work with IT security?
We and our partners work continuously to keep firewalls and antivirus software up to date to protect and prevent unauthorized access to your data. Only personnel with authorized accounts and passwords have access to the areas and systems where personal data is stored. Our employees also have strict instructions to handle all personal data in accordance with applicable laws and regulations.
10.2 What is a cookie?
Erikshjälpen uses cookies to create the best possible experience on our website erikshjalpen.se. Cookies are small text files that are stored on your computer and contain data from websites you have visited. The purpose is to give visitors access to various functions and make browsing easier. The next time you visit the same website, it can read your cookie and display the pages according to your settings.
For more information, see erikshjalpen.se/cookies.
10.3 Are we responsible for external links?
Erikshjälpen's information material may sometimes contain links to external websites or services that we do not control. If you follow a link to an external website, you are encouraged to read the principles for personal data processing and information about cookies that apply to the page in question.
The purpose of Erikshjälpen's Investment Policy is to lay the foundation for responsible and effective financial management that provides the foundation with long-term sustainable conditions for carrying out its mission for children around the world. Approved by the Erikshjälpen Board on November 28, 2025.
1. Introduction
"To work in the spirit of Erik means for us to be sensitive, opportunity-focused, creative and deeply aware of the responsibility it entails to manage donors' gifts and trust". The above quote from Erikshjälpen's core values describes well the attitude that should apply to the entire financial management within the foundation and not least the asset management that takes place through various forms of investments. The purpose of this policy is to lay the foundation for responsible and efficient financial management that gives the foundation long-term sustainable conditions to carry out its mission for children and the world they dream of.
2. division of responsibilities
The basic division of responsibilities within the Foundation is documented in the Rules of Procedure and Decision-Making adopted by the Governing Board and revised annually. The description below is based on the rules of delegation set out therein.
2.1 Responsibilities of the Board
The Board shall
- be responsible for and monitor that management is conducted in a responsible manner and in accordance with the foundation's statutes, core values, and this investment policy.
- once a year or, if necessary, establish or revise the investment policy.
2.2 Responsibilities of the Secretary-General
The Secretary-General shall
- decide on capital management within the framework established by the Board in this investment policy or through other Board decisions.
- continuously monitor and evaluate the results of asset management.
- be responsible for reporting to the Board on the performance and risks of asset management.
The Secretary-General may delegate responsibility for day-to-day management to the CFO or an official in a similar position. However, the Secretary-General shall always have overall responsibility for asset management.
2.3 Securities Committee
The Secretary General shall appoint a securities committee responsible for managing investments. This committee shall consist of the CFO and officials in similar positions. The committee may also appoint external experts to advise and prepare investment decisions. The officials on the committee shall implement investment decisions and monitor the performance of investments made.
The committee may, by delegation, independently implement changes to the portfolio in accordance with the provisions of this policy. The changes implemented in the portfolio must always be reported to the board of directors.
3. location rules
3.1 General
The foundation shall manage its funds in such a way that the requirements for a good return and adequate security are met. The foundation shall choose low-risk investments and shall not speculate with donated funds.
The funds must be managed in an ethically defensible manner in accordance with the foundation's fundamental values (see below). According to a decision by the Board of Directors, Erikshjälpen must have a balanced equity corresponding to current turnover for a period of 5-7 months.
3.2 Ethics
Erikshjälpen selects investments that operate credibly and have a documented sustainability profile in accordance with the EU directive on ESG factors, which means actively working for the environment and climate, human rights, fair working conditions, and business ethics.
Erikshjälpen chooses not to invest in businesses that violate international standards/the UN Global Compact and OECD guidelines for multinational Corporate, reinforcing EU directives in accordance with the ESG factors above. This means that we choose not to invest in businesses that are directly linked to weapons, war material, alcohol, tobacco, gambling, pornography, and fossil fuels.
When assessing a "direct" connection, "indirect" connections shall also be taken into account. "Indirect" connections primarily refer to investment companies, equity and fixed income funds' holdings of Shares in other publicly traded companies with the above connections.
If one or more "indirect" holdings with the above-mentioned connection amount to more than 3% of the total assets of the individual "direct" investment, the "indirect" holding is considered significant.
The "direct" investment must then be divested within six months. If one or more "indirect" holdings amount to 3% or less of the total assets of the individual "direct" investment, the "indirect" holding is considered insignificant. Under this condition, the "direct" investment may be retained.
Ethical evaluation and reconciliation are carried out on an ongoing basis or at least every six months to ensure that "direct" and "indirect" holdings comply with investment rules, ethics, and management principles in accordance with the investment policy above.
The Securities Committee is responsible for ensuring that the reconciliation is carried out and reported to the Board of Directors.
3.3 Cash and cash equivalents
Cash and cash equivalents are held in transaction accounts at the best possible interest rate. Cash and cash equivalents shall correspond to one month's turnover.
3.4 Investable funds
Investable funds means capital available for investment in Shares, bonds, funds and interest-bearing Securities. This capital shall be invested to provide a good long-term return. At least 80% of the investable funds shall be invested in such a way that they can be converted into cash within a maximum of 14 days.
Based on the market value, the Foundation's investments shall be allocated as follows:
| Asset class | Minimum % of | Normal mode %. | Maximum % of |
|---|---|---|---|
| Equity-related investments | 0 | 50 | 60 |
| Interest rate related investments | 40 | 50 | 100 |
During the year, there may be deviations from the above-stated minimum and maximum levels caused by ups and downs that affect the outcome of the percentages. Investments in individual shares may not exceed 10% of the entire share portfolio. Investments in Swedish investment companies may not exceed 20% of the entire share portfolio.
3.5 Securities received by inheritance or gift
Securities received by way of inheritance or gift are sold as soon as possible unless there are specific obstacles or special reasons.
4. Reconciliation and adjustment of investments
A review of current investments in relation to the above allocation guidelines (3.4) and the policy in general shall be conducted at least once every six months. If the review shows that the investments deviate from the applicable guidelines, measures shall be taken to correct the portfolio. Changes to the investments shall then be made as quickly as possible, taking into account the value of the investments and the available alternatives. The CFO is responsible for ensuring that the review is carried out and reports to the Secretary General.
5. reporting
Investments and returns are reported annually in connection with the annual report. In the event of significant deviations or extraordinary events that have or may affect the foundation's financial position, the Secretary General shall inform the Board as soon as possible.
Erikshjälpen's Procurement Policy describes how purchasing and procurement rules should form the basis for the organization's purchases and procurements to actively contribute to achieving high quality in the business.
1. background
Erikshjälpen's purchasing and procurement rules shall form the basis for the organization's purchases and procurements to actively contribute to the achievement of high quality in the business. Purchases and procurements shall be characterized by professionalism and lead to correct deliveries and implementations at the lowest possible total cost in combination with high quality. Erikshjälpen undertakes to promote the highest ethical standards among its suppliers.
2. purpose
The purpose of this policy is to document and communicate Erikshjälpen's purchasing and procurement rules for goods and services in order to achieve efficiency in all areas of purchasing. The policy is aimed at everyone who is responsible for purchasing goods and services within the Foundation.
3. business acumen
Purchasing and procurement shall be based on a holistic approach based on this document. Buyers/procurement officers shall have good competence in the field and have a high level of integrity and respect for suppliers and consultants.
4. definitions
a. Goods
Goods means all supplies, materials, equipment and furniture, computers, IT and telecommunications equipment, computer software, office supplies,
household appliances, goods and equipment needed for the business to
functioning of the business.
b. Services
Services are those activities and functions that cannot be described as goods. A service adds value to a recipient without being a permanent physical object with its own value.
c. General services
Services such as equipment/furniture repair and maintenance, trucking, freight, janitorial, security, office rental, transportation, import, logistics services, media, advertising, health, maintenance and other similar services.
d. Consultancy services
Services requiring external technical and professional expertise beyond Erikshjälp's internal capacity, such as advice and review, feasibility studies, design, construction supervision, management and related services and technical or special studies carried out by Corporate.
5. Basic rules
The following thresholds apply to the procurement of goods and services:
- procurement must be carried out competitively for all service contracts above four price base amounts*.
- procurement shall be carried out on a competitive basis for all supply contracts above two price base amounts*.
*) For 2022, the price base amount is SEK 48,300.
Rules concerning the invitation to tender, tender evaluation and procurement decisions referred to in points 1 and 2 above.
a. Complete and clear tender documentation in the form of technical specifications/mission statement and commercial conditions should be included in the tender request. It is important that the specifications are neutral and if reference to a particular brand has to be made, "or equivalent" should be added.
b. The evaluation of tenders shall take into account only the criteria set out in the invitation to tender. The tender considered most advantageous in the light of all these criteria shall be accepted.
c. Tenders must not be invited solely for reasons of comparison. The person invited to submit a tender must also be able to expect to be considered as a supplier.
d. The invitation to tender must be sent to at least three parties, or advertised.
e. The composition of the group of tenderers should not always be the same but
varied from time to time.
f. The successful tenderer shall be informed in writing as soon as possible. However, at the latest within the period during which the tender is binding on the tenderer. Tenderers whose tenders have not been accepted must be notified as soon as possible. Erikshjälpen does not need to give reasons to the tenderers who are rejected.
g. It can be considered reasonable that the requirements must be adapted to local conditions and local legislation in this area. However, procurement must always be carried out on a commercial basis.
A simplified tendering procedure can be carried out through a written price comparison of at least three tenders if the value of the procurement is between one and two price base amounts. If three offers are not provided, a justification for the deviation should be documented, as well as the basis for the choice of offer in the individual case. Orders exceeding two price base amounts must be covered by contracts signed by both parties.
6. guidelines
The following aspects should be taken into account when purchasing goods and services.
a. Ethics
Erikshjälpen's officials, employees or agents must neither request nor accept gratuities, favors or anything of monetary value from suppliers or potential suppliers. If this is breached, disciplinary action will be taken against the persons concerned. Erikshjälpen upholds honesty, integrity and fairness in all aspects of its business, and expects the same in its relationships with its suppliers. Erikshjälpen is committed to promoting the highest ethical standards among its suppliers. Our staff, especially those involved in any phase of procurement, must declare all affiliations with suppliers and must not disclose confidential information about a project's requirements or deprive other bidders of such information that puts one bidder or group of bidders in a more favorable position over other bidders. This includes disclosing the other bidders' prices, terms and conditions, etc. Failure to declare affiliations with suppliers shall be considered a conflict of interest. The offer or acceptance of any form of bribe, monetary or otherwise, is unacceptable and subject to disciplinary action. In addition, staff should not accept personal commissions, gratuities or gifts from suppliers.
b. Conflict of interest
Erikshjälpen must avoid situations that could give rise to conflicts of interest for employees, officials, or representatives, or their immediate family members. Suppliers must disclose whether they have family members or relatives who are employed by Erikshjälpen. If it turns out that a bidder has a hidden conflict of interest with Erikshjälpen, or with a competing bidder, that bidder shall be disqualified from participating in a bidding process.
c. Fraud and corruption
The contracting authority shall reject any proposal submitted by tenderers and, where appropriate, terminate the contract if it is established that they have participated in corrupt, fraudulent, collusive or coercive practices:
- Corrupt practices mean offering, giving, receiving or soliciting, directly or indirectly, anything of value to influence the effect of the contracting entity in the procurement process or contract performance.
- Fraudulent practices are acts, omissions or misrepresentations that intentionally or recklessly mislead or attempt to mislead the contracting entity in the procurement process or contract performance, in order to avoid an obligation while obtaining financial gain or other advantage.
- Collusion is a secret agreement between two or more bidders aimed at artificially altering the results of the tender procedure in order to obtain a financial or other advantage.
- Coercive practices impair or prejudice or threaten to impair or prejudice, directly or indirectly, any participant in the tender procedure in order to influence that participant's activity or to affect the performance of a contract.
To avoid corruption in procurement , the principles and
approach described in Erikshjälpen's anti-corruption policy shall apply. See section
three in our anti-corruption policy.
d. Principles governing the award of contracts
Responsibility for procurement, including the award and implementation of contracts, rests with the procuring entity. Erikshjälpen has an obligation to ensure that funds entrusted by donors are used appropriately with regard to economy and efficiency, and without regard to political or non-economic influences. Erikshjälpen's procurement should generally be guided by:
- the quality of goods, works and services
- Efficiency and economy;
- Gender equality and open competition;
- Transparency of the process and adequate documentation;
- Highest ethical standards in all procurement activities.
Contracts should only be concluded with suppliers that have the potential ability to meet the terms of a proposed contract. Consideration shall be given to such matters as the supplier's values, record of past performance, its financial and technical resources, and the availability of other critical issues. A contract shall be entered into with the supplier whose offer is the most advantageous to Erikshjälpen, taking into account factors such as price, quality, delivery time, payment terms, etc.
All deliveries and transportation of goods should be accompanied by a consignment note signed by the persons concerned. The consignee should immediately return a copy to the consignor.
e. Environmental and rights aspects
Erikshjälpen shall ensure that the requirements for procurement correspond to environmentally sustainable development in accordance with Erikshjälpen's environmental policy. An important part of the purchasing work is therefore to take into account the environmental impact when choosing suppliers and set relevant environmental requirements, so that negative advocacy on the environment is reduced. In this work, the assessment shall be based on a scoring system where the highest score is given if the supplier has an externally audited environmental certification such as ISO, EMAS or similar. The level below this is if the supplier has some form of environmental program but this is not externally audited. A further level below is if there is only an environmental policy. The lowest level is if there is no organized environmental work and no document on the supplier's environmental work.
When choosing a product, Erikshjälpen shall also look at the product's documented environmental performance and make an informed choice. Erikshjälpen shall strive to purchase as many environmentally certified products and services as possible, with relevant ecolabels for the relevant product category. When purchasing goods, these should preferably be labeled with one or more of the following labels:
Electronics: TCO, EPEAT, Energystar, Nordic Ecolabel and EU Ecolabel.
Cleaning products: Good Environmental Choice and the Nordic Swan.
Food products: KRAV-labeled, Fairtrade, MSC and organic.
Promotional products: Fairtrade, FSC, KRAV-labeled and organic.
Erikshjälpen shall also ensure that the requirements for the selection of suppliers of goods and services take into account the fundamental human rights as expressed in the ILO's core conventions. Among other things, the following rules of conduct apply to our suppliers:
- All employment shall be voluntary with the supplier.
- Labor and employment laws must be respected.
- Compensation laws and existing collective agreements must be respected.
- A humane treatment of all employees is a basic requirement.
- Discrimination must not occur in employment decisions.
- Agreed and statutory safety rules must be followed.
- Security and crisis contingency plans must be in place.
- The supplier's employees must be informed of their rights.
- The supplier shall provide a safe and good working environment for its employees.
f. Prohibition of child labor
The contracting entity must ensure that tenderers do not use child labor and that fundamental social rights and working conditions are respected. The tender procedure must include a clause that does not allow any child labor.
g. Quality
The buyer / procurer must always be clear and present Erikshjälp's specifications to suppliers and only use the suppliers that meet the organization's requirements, needs and expectations. The quality of delivered products and services must be ensured through continuous Monitoring and evaluation.
h. procurement of second-hand goods
Erikshjälpen can buy used goods whenever possible. The choice must be made with regard to the environment and sustainability and when it is appropriate and can be combined with sufficient functionality and quality.
i. Competitive opportunities
Competitive opportunities shall be actively sought and utilized. Erikshjälpen's purchasing volume shall be used to achieve the lowest possible cost by coordinating purchases and thus reducing the price level.
All procurement shall be carried out in such a way as to ensure open and free competition. Tenders and tenderers shall be treated objectively so that competition on equal terms is achieved. The purchase of supplies, works and services shall be based on a clear and accurate description of the technical requirements of the material, product or service to be procured. Such a description shall not, in competitive procurement, contain features that unduly restrict competition.
j. Adaptation of procurement rules
If institutional donors contributing to a particular operation (e.g. Sida, SMC, EU) have specific procurement rules that are more demanding than those of Erikshjälp, these rules will be applied to this specific operation.
Erikshjälpen's Code of Conduct Policy governs that Erikshjälpen's vision and values are reflected in all work and conduct, both inside and outside the organization. Adopted by Erikshjälpen's board 2013-10-01.
1. Introduction
Working at Erikshjälpen entails a great responsibility, not only in the implementation of the work, but also in how we act. Erikshjälpen's vision and values should be reflected in all our work and conduct, both inside and outside the organization. This means that it is very important that you contribute to maintaining the good reputation of Erikshjälpen, in your work with partner organisations, in contact with authorities and with people in general - both in Sweden and abroad. These guidelines must be followed by everyone who represents Erikshjälpen as staff, board members and anyone hired as an expert or consultant.
2. transparency
Decisions must be open and clear. Everything you do in your work must be transparent and verifiable for colleagues and others that Erikshjälpen chooses to involve in the work.
3. respect
You have a responsibility to treat all people with respect. You must have an understanding of the opinions and views of others. When working to promote children's rights and the vision and values of Erikshjälp in a context that is contrary to these values, it is important to act thoughtfully and with sensitivity.
4. No abuse of your position of power
Development aid and assistance does not only involve the transfer of financial resources and knowledge, it often entails an aspect of power. In your work, it is therefore likely that you will come into contact with people who are or who perceive themselves to be in a position of dependence on you. These may be people in the partner organization or people in the target group, or other people within Erikshjälpen. You must never abuse your position of power. In addition, you must not use your position of power to give other people advantages that they would not normally have. Your behaviour and relationships with the partner organization and other people must not be such that people think you are demanding or expecting favours or benefits.
5. non-discrimination
You must not discriminate against any individual or group, regardless of gender, age, ethnicity, religion, sexual orientation, political beliefs or disability, either at Erikshjälpen, partner organisations or people in general. It is important that you actively uphold this obligation within the framework of the partnership, as projects and activities should strive to enable the above-mentioned groups or persons to participate.
6. no sexual abuse or harassment
All forms of sexual abuse are prohibited, as well as all forms of sexual contact between adults and children, i.e. persons under the age of 18. The purchase of sexual services is strictly prohibited. It is forbidden to use technical equipment (computers, etc.) provided by Erikshjälpen to view or distribute pornographic material. No employee or person with whom you come into contact may in any way be subjected to sexual harassment, either physically or mentally. Sexual harassment refers to unwelcome conduct based on sex or unwelcome conduct of a sexual nature that violates a person's privacy. You have an obligation to know and follow Erikshjälpen's Child Protection Policy - Safe Children.
7. non-corruption
Corruption means misusing the resources of an organization/company/authority for personal gain. You must not contribute to corruption in any way, for example by giving or receiving bribes, either in the form of money or other benefits in order to give you advantages over others. Erikshjälpen's anti-corruption policy and action plan has zero tolerance for corruption. The action plan states who at Erikshjälpen you should contact if you suspect irregularities.
8. Alcohol and drugs
When working (abroad and in Sweden), alcohol consumption is only allowed in exceptional circumstances, such as official dinners and similar events. On these occasions, it is extremely important to consume alcohol in moderation. During your free time during an official assignment, you should also be restrained in your alcohol consumption as you are a representative of Erikshjälpen. Erikshjälpen never offers alcohol. Alcohol consumption is completely prohibited when driving and as a passenger you should always react if you suspect that the driver is intoxicated. All forms of involvement in, possession or consumption of drugs are prohibited, unless they are prescription drugs for personal use.
9. Knowledge of this Code of Conduct
Everyone working for Erikshjälpen, all staff, board members and people hired as experts or consultants, must be made familiar with this Code of Conduct. As one of these persons, you are obliged to know and follow these guidelines.
10. Monitoring
This Code of Conduct is a governing document adopted by the Board of Erikshjälpen. As of 2013-10-01, it must be signed by everyone engaged in assignments for Erikshjälpen, all staff, board and those working as experts or consultants. If you are suspected of violating the code of conduct, you must receive a written warning and the opportunity to respond to the allegations. Repeated or deliberate breach of the Code of Conduct may lead to termination of employment/assignment. Any dismissal will be submitted to the Board for a final decision on the matter. If a failure to comply with the rules is also a breach of Swedish law, a police report may be filed.
