This Policy and Disclaimer explains the status, limits, and responsibilities of ASHEPA volunteer leaders and representatives. It is designed to protect the African Safety, Health and Environmental Professional Association (ASHEPA), its volunteers, members, partners, and the public by clarifying who may make decisions, who may sign documents, and how money and official communications must be handled.

1) Volunteer Status (No Employment Relationship)

All individuals serving ASHEPA in the following roles are volunteers:

• President
• Vice President
• General Secretary
• Regional Representatives
• Country Representatives
• Committee Members
• Coordinators
• Other volunteers 

They are not employees, staff, contractors, agents, franchisees, or business partners of ASHEPA by virtue of holding these roles. This means:

• No salary, wages, or employment benefits are guaranteed or implied.
• Serving in any role does not create an employment contract.
• Volunteers are responsible for their own personal tax obligations and personal costs unless ASHEPA agrees otherwise in writing.
• ASHEPA may reimburse approved expenses only when pre-authorized and supported with required documentation, in line with ASHEPA procedures.

2) No Authority to Bind ASHEPA

Unless explicitly authorized in writing by ASHEPA through the correct governance process, volunteers in the above roles must not present themselves as having unrestricted authority to legally commit ASHEPA.

They must not without written authorization:

• sign contracts, agreements, letters of award, or MOUs on behalf of ASHEPA;
• commit ASHEPA to costs, sponsorships, discounts, obligations, liabilities, loans, or purchases;
• promise approvals (membership, certification, employment, grants, or partnerships);
• act as official spokespersons or issue official public statements as ASHEPA policy.

Only designated authorized signatories may sign and bind ASHEPA, and only within the scope of written approval.

3) No Money Handling (Critical Rule – Applies to All Volunteer Roles)

For transparency, accountability, and fraud prevention, no volunteer leader or representative may handle money on behalf of ASHEPA.

This means they must not:

• collect membership fees, training/event fees, donations, or sponsorship funds;
• receive cash payments for ASHEPA services;
• use personal bank accounts or mobile money wallets for ASHEPA payments;
• issue receipts on behalf of ASHEPA unless generated through official ASHEPA systems.

All payments must be made online via www.ashepa.org through ASHEPA approves third party payment gateway or other ASHEPA-approved official channels.
If a person or organization requests to pay through an individual volunteer, the volunteer must decline and direct them to the official payment method.

4) No Local Office / No Local Legal Presence (Unless Formally Approved)

Volunteers do not operate local ASHEPA branches, offices, or legal entities unless ASHEPA formally establishes and announces them.

Volunteers must not:

• rent offices, sign leases, register entities, or open bank accounts in ASHEPA’s name;
• present a home address, personal office, or organization as an “ASHEPA office”;
• imply that ASHEPA has a legal presence in-country unless officially confirmed by ASHEPA.

Their role is limited to awareness, introductions, coordination support, and referrals to ASHEPA official platforms and ASHEPA Secretariat.

5) Cross-Border Activity and Operational Center

ASHEPA’s core operations and administration are managed from it administrative Secretariat. ASHEPA may collaborate with universities, institutions, and professional bodies in other countries, but:

• formal approvals, contracts, and financial processing are handled through ASHEPA Secretariat,
• unless ASHEPA clearly states otherwise in writing.

Volunteers may help facilitate connections and communication, but final authorization remains with ASHEPA’s approved governance and administrative processes.

6) Use of ASHEPA Name, Logo, and Representation

All volunteers must represent ASHEPA responsibly. They must:

• use ASHEPA branding only in approved formats and for approved purposes;
• clearly state they are volunteers when representing ASHEPA;
• avoid statements that create confusion about ASHEPA’s legal presence, services, pricing, or guarantees.

7) Compliance, Reporting, and Removal

ASHEPA may suspend or remove any volunteer role at its discretion if this policy is breached, especially regarding:

• money handling,
• unauthorized commitments or signing,
• misrepresentation of ASHEPA.

If you suspect misuse of the ASHEPA name or requests for unofficial payments, report it immediately.

ASHEPA is a legally registered Association in an African member country and is 100% volunteer-led by Africans, for Africa. Our leadership and contributors are professionals who freely dedicate their time, skills, and experience to strengthen Occupational Safety and Health (OSH) and Environmental Management Sustainability across the continent.

We serve because we believe every worker deserves to return home safely, and every community deserves an environment protected with dignity and long-term stewardship. This is our social responsibility, our “give back” to the continent and communities we love deeply. We do this without payment, driven by purpose, ethics, and a commitment to practical impact.

Volunteer Status and Non-Affiliation Notice

All ASHEPA Leadership participants serve strictly in an  independent, unpaid volunteer capacity. ASHEPA is independent from volunteers’ employers, and participation does not create any employment, agency, partnership, or representation relationship with any employer.

To protect volunteers, employers, and stakeholders, ASHEPA confirms the following:

1. No Employer Representation: Volunteers do not represent, speak for, or bind their employers in any way.
2. Confidentiality & Intellectual Property: Volunteers will not use or disclose any employer or third-party confidential information, proprietary materials, or trade secrets in ASHEPA activities.
3. Conflict of Interest: Volunteers are expected to avoid conflicts of interest and disclose any potential conflicts promptly.
4. No Employer Liability: Employers assume no responsibility or liability for ASHEPA actions, positions, statements, or outcomes.
5. Compliance: Volunteers remain responsible for complying with their employment agreements, internal policies, and applicable laws/regulations.

ASHEPA Leadership remains committed to ethical service, transparency, and accountability while advancing safer workplaces and sustainable environmental practices across Africa.

Contact:

Email: support@ashepa.org
Website: www.ashepa.org

Last updated: 20 December 2025