Regulations, procedures and working methods

Meetings

The Ukraine is Europe teams meet at least every Friday of the week and additionally in single sessions when they deem it necessary.

Secretary

The Secretary General communicates each week to the representatives a succinct presentation of the actions and questions as well as the measures to be voted on. Thus, the Secretary General ensures the preparation of the necessary documents for the meetings after a tour of the members of the directors and management teams as well as the volunteer teams.

Voting system

Measures, actions, budgets and projects and anything that may require a vote are subject to a vote by the directors and management teams. Each member represents one vote. The voting procedure is by majority required and thus without the possibility of veto vote.

Languages

English, French and Ukrainian are the working languages in which the directors of the association draft and present contracts, grant applications and connect with institutions and authorities. All the members of our teams, directors, volunteers or management speak at least one of these languages. Our website is available in a specific version for each of these languages.

Internal fonctionning

Each Pole is independent and headed by a director who has a specific team. Each Pole has its own bank account and keeps a report of its activities and accounts to the other members of the management team and presents it regularly at the meetings.

Management

All our projects are entirely managed by our own teams from the beginning to the end to ensure absolute control of our actions. This encompasses the entire process, from your donation to the product delivery. It’s very important for our teams to provide a complete transparency, fairness, efficiency and accountability at every stage of the process.

Thanks to our internal management team, we have the ability to choose and compare the best prices available, selecting the most profitable and sustainable products so that maximum profits can return to the Ukrainian community.

General accounting

Our accountant is regularly checking the common account of the association as well as each Pole accounts and ensures the traceability of the products and finances whether it comes from private donations or grant application.

Accessibility and transparency

Any person inside or outside the organization can request the management report whether at the budget report, expenses or purchasing, agreements or contracts concluded as well as activity reports from the secretary or the accountant.

Security

All elements relating to the security of the teams and projects are studied and voted on. Members are free to participate or not in the projects and missions carried out, they are responsible for their own safety and the decisions they are taking. The organization provides all its representatives (and guests when it’s the case) on the Ukrainian territory with emergency supplies, helmets, bulletproof vests and other supplies necessary to the conduct of their activity.

Ethics

Our ethical code emphasizes the principles of neutrality and impartiality at the core of our actions. Neutrality dictates that our humanitarian endeavors remain detached from political, racial, religious, or ideological disputes. Impartiality dictates that priority is given to addressing the most urgent cases of distress, without discrimination based on nationality, race, gender, religious belief, class, or political opinions.

Humanitarian actions

Our humanitarian actions are driven by the imperative to alleviate human suffering wherever it exists. The primary goal of these actions is to safeguard life and health while upholding respect for human dignity.