Membership

STRUCTURE, ASSOCIATIONS AND MEMBERSHIP

Structure and Association:

Location of Head Quarters: The Head Quarters of UNIMAC shall be situated in Bamenda II Sub division, North West Region, Cameroon. However, the headquarters could be moved to any other location within Cameroon by a decision taken by two thirds of the Board of Directors.

Branches: When possible there shall be regional branches as many as proposed by the management.

External Contacts: UNIMAC shall have links with the following Ministries Women empowerment and the family, social affair, Labour and Social security, Basic Education, Secondary Education and Vocational Education as well as with Diplomatic Supporting Institutions in Cameroon and relating Sponsors in and outside of Cameroon.

Membership

Membership to the association is open to everyone who is above 18 years irrespective of race, skin, colour, religion, nationality, or language who buys the vision and is ready to adhere to the association’s objectives, ready to abide by the constitution and its internal rules and regulations.

Membership is divided into three categories as follows:

Founding Members: These are persons who participated in the constituent general assembly.

Ordinary Members: These are those members who have an interest in the association but are never regular at meetings even though they have passive concerns. This category is renewable annually.

Honorary Members: These are persons and Institutions who contribute morally and financially to the Association for the enhancement of its activities.

Conditions for Membership:

For anyone to become a member of UNIMAC, he/she must fulfill the following conditions;

-Must submit a handwritten application addressed to the Chief Executive Officer indicating a willingness to strictly adhere to the constitution and internal rules and regulations of UNIMAC.

-Must pay a non-refundable registration fee to be determined by the board of directors.

-Applicant must be of good morals.

-Upon confirmation of membership, recognition is by issuance of a membership card.

Loss of Membership:

Membership to the association shall be lost as a result of the following;

-If any member becomes mentally incapacitated.

-When a member voluntarily resigns.

-When a member is consecutively absent from two general assembly meetings without any tangible reason.

-When a member fails to pay his/her annual membership fees for two consecutive years.

-If any member becomes inactive towards the development of the association for up to one year.

-If any member misappropriates the organization's finances.

-If any member is involved in tarnishing the image, dignity, and interest of the organization.

-If any member fails to respect the constitution and internal rules and regulations of the organization or takes to anti-organizational or anti-constitutional activities.

Such a decision to expel a member shall be taken by the Board of Directors and then ratified by the General Assembly.

Regaining Membership:

-However, the expelled member shall have up to one month to appeal to the General Assembly. If an appeal is successful, the membership shall be regained.

-Also membership to the organization can be regained through a handwritten apology by remorseful ex-members, re-application, and repayment of debts, and signing of undertakings through the Chief Executive Officer.

Rights and Duties of Members

Rights of Members:

-Any duly registered member has the right to attend General Meetings, participate in decision making, and vote during meetings.

-Any duly registered member is open to appraisal of activities undertaken by the Association in relation to set objectives and mission.

-Any duly registered member has the right to consult the constitution, internal rules and regulations, minutes of the General Assembly meeting and reports.

-Each member has the right to elect and be elected to any of the organs of the association without any bias to sex, religion or race.

Duties of Members:

Members of the association shall have the following duties;

-He/She must comply obligatorily with the provisions of the constitution of the association and abide by the decisions duly taken by the majority of members of the association as well as abide to the internal rules and regulations of the association.

-It is obligatory for every member to pay his/her annual dues and any special contributions decided by the General Assembly.

-Members have the duty to define a new orientation of the association’s activities.

-Members must be willing and ready to assist the association within his/her area of competence as may be required.

-Members shall have the duty to attend semester and annual general meetings to plan, implement, deliberate, and evaluate activities for the smooth and successful running of the organization.

-Members shall be liable to attend meetings, presentations, and/or reports per the approved period by the General Assembly.

-Meetings shall be chaired by the Chief Executive Officer (CEO) who is the head of the administrative unit. He/she can however delegate power to any other member of the Executive Bench to perform this function.

-The top Executive members shall meet every first Saturday of the month to deliberate and evaluate all the affairs of the organization.

-Members of the Executive Board of the association shall serve for a period of three years renewable thrice.

FUNCTIONAL BODIES, ORGANIZATION, AND FUNCTIONS OF THE EXECUTIVE MEMBERS AND OTHERS.

1: Functional Bodies:

The Board of Directors: The Board of Directors shall be the directing organ of the organization. Members shall be elected through secret balloting after nomination. This electoral procedure shall apply to all electoral processes. The duration of the mandate of the Board of Directors shall be three years renewable thrice. It shall comprise of members of the association of whom three must be women. It shall meet at least once and not more than twice each year. It shall be entrusted with the following responsibilities:

-It shall examine the budget of UNIMAC;

-It shall approve UNIMAC’s links with other institutions as proposed by the management;

-It appoints the General Manager of UNIMAC;

- Temporally decide on the admission and expulsion of members;

-Decide on the convening of the General Assembly;

-Seek measures to protect the association’s assets;

-Sanction the opening of regional offices.

The functions of the Board Members shall not be paid for. However, expenses incurred in the course of discharge of their duties on behalf of the organization (UNIMAC) would be reimbursed should finance be available.

General Assembly: This will take place once every year and generally three (3) months after the close of the financial year. Circulars/invitations shall be prepared and sent by the General Manager following instructions from the Chief Executive Officer. Such invitations shall reach members at least 21 days before the date of the meeting.

The agenda shall comprise the following;

-Periodic activities, Technical and Financial Reports;

-Plan of action for the year ahead;

-Budget;

-Elections (of Board Members except the Chief Executive Officer);

-Admission of new members and/or dismissals;

-Approval/ disapproval of reports presented;

-Approval of the appointments of the General Manager proposed by the Board.

-Quorum. A quorum is reached when 50% of the members are present.

Extra-Ordinary General Assembly:

An Extra-Ordinary General Assembly can be convened to decide on a specific and urgent matter. It shall be summoned to decide on;

-The early dissolution of the association or the extension of its mandate.

-The election of new Board Members in case of vacancy.

-Any other matter submitted to it by the Board

The Extra-Ordinary General Assembly shall be convened by the General Manager on the request of either the Executive Director or by 1/3 of the Members of the Board of Directors.

Organization and Functions of Executive Board Members:

Executive Board Members are those in charge of the day-to-day running of the association.

Composition of Executive Board Members:

The Executive Board members shall comprise of the following:

-Chief Executive Officer (CEO) Founder;

-General Manager (GM);

-Human Resource Officer (HRO);

-Public Relations Officer (PRO);

-Financial  Secretary (FS);

- Treasurer

-Procurement Officer (PO);

-Program Head (PH);

-Project Coordinator (PC);

-Monitoring and Evaluation (M&E);

-Field Animators (FA);

-Resource Persons (RP).

Functions of Board Members:

Chief Executive Officer (CEO) Founder: The Chief Executive Officer is the founder and vision bearer of the organization. His duties shall include:

-He will have the authority to chair the election of Top Executive Board Members;

-He in his capacity shall ensure the safety of all the members of the organization, protecting and ensuring a fair judgment at all times and under all circumstances.

-He shall preside over all Board and General Assembly Meetings.

-He will manage, coordinate and control all the activities of the association for better realization of the objectives of the organization in all domains and at all times.

-As the general overseer, he will ratify and negotiate internal and external (national and international) affairs on behalf of the organization.

- He will ensure compliance with the constitution, rules and regulations of the organization defend and protect members’ rights, and ensure the smooth functioning of the organization;

-He shall present the General Manager to the General Assembly for approval,

-He shall delegate the day-to-day management of UNIMAC to the General Manager.

The General Manager: He/she shall be appointed by the Board of Directors. He/she shall have the following functions:

-He/she shall recruit and dismiss all staff of the association.

-Carry out all the decisions of the Board and General Assembly.

-He/she shall manage the day-to-day running of UNIMAC;

-Make all propositions leading to the smooth running of UNIMAC to the Board of Directors.

-Propose new partners (collaborators) for UNIMAC to the Board of Directors and channel new applications to the same.

-He/She shall sit in for the CHIEF EXECUTIVE OFFICER where necessary and executes other functions assigned by the Chief Executive Officer.

- Plans seminars and meetings with the assistance of project coordinators.

-Ensures the smooth functioning of the secretariat.

-Carries out all other administrative actions and correspondence relating to the functioning of UNIMAC.

-Ensures a sound administrative/financial operation of the association.

-Be minute’s secretary and voting member at the General and Board Meetings.

-Follow up possible volunteering services and partnership with other organizations.

He/she is empowered to;

-Take decisions he/she finds beneficial to UNIMAC which otherwise would have been taken by the Board or General Assembly and report;

-Represent UNIMAC or delegate someone he/she deems fit wherever the interest or presence is required.

-Propose the opening of UNIMAC programs (projects) and activities.

Human Resource Officer (HRO): He shall manage the personnel of UNIMAC and all that relates to the smooth functioning of all categories of staff.

Public Relations Officer (PRO):

Role/ purpose: She/he will play a key role in communicating with our audiences in raising the profile of our work, services, and projects. This will include working with traditional media as well as digital and social media, maintaining and upgrading various social media accounts, measuring success in this area and liaising with colleagues across the communication team.

Reputation Management: The prime function of the public relations officer is to create, maintain, and enhance the reputation of the organization. It is the responsibility of the PRO to promote the people, products, services, or solutions of UNIMAC.

Goodwill Creation: The PRO will work continuously towards creating and ameliorating the goodwill of the organization. This will help in creating a favorable public image of the organization by strengthening its credibility.

Public Relations Strategies and Campaigns: The PRO shall constantly look for opportunities to present the organization in a positive light. He has to come up with different PR strategies that will lead to easy acceptance and appreciation of any new move by the organization. When the organization has to launch a new product, announce a new scheme, the PRO has to make arrangements to promote corporate move. He has to plan promotional strategies, keeping the target audience and desired results in mind.

Press Conferences: The PRO has to constantly look for opportunities to present the organization in a positive light. Whenever an important decision of the organization is to be made public, the PRO will arrange a press conference. He has to invite the press beforehand, make arrangements of the venue, manage catering, audio-visual facilities, stage set-up, ambiance, etc. Also, he has to prepare a press kit for the journalists, which includes a press release and providing details of the announcement. After the press conference, he has to request the press to ask their questions. He has to be very careful and clever in answering their queries.

Preparing Media Plan: The PRO must prepare an event-wise media plan, by detailing and shortlisting the journalists, publications and electronic media which will give substantial visibility to the organization. Other media platforms like advertising, bill boards, social media etc. are to be also considered. This is an important decision to be taken by the PRO as the quality and quantity of publicity mileage can be entirely based on the media plan.

Coordinating Interviews: Since the senior management officials of our organization shall be giving interviews to newspapers, magazines, websites, and television channels etc., the PRO will have to coordinate the communication between the senior management and the journalists, to decide and discuss where the interview is to be conducted, the briefing point, the probable list of questions, etc. because the interview rest on his shoulder.

Communication Budget: It is important that a separate budget be set aside at the beginning of every year for various public relations activities. The PRO has to prepare a communication plan at the beginning of the year, giving details of the activities along with the budget allotted to them individually. A contingency plan for emergency communication should also be included in the budget.

Cordial Relations: The PRO has to make special efforts to maintain cordial relations with clients, potential clients, media persons, top management of the organization, employees, etc. He has to have knowledge about every update regarding the organization.

Effective Marketing: The PRO must have sound skills in sales and marketing that will help in the effective promotion of the products and services. Besides, it also helps if he is creative and is able to come up with new and innovative ideas to attract the public. He may have to plan mass media films and videos to promote or enhance the sales of a particular product. He may even have to assist in market research.

Excellent Communication: It is necessary for a PRO to have excellent verbal and non-verbal communication skills. He must be well versed in corporate jargon as he has to draft speeches for the senior management and might have to address the press himself. Apart from this, he has to prepare publicity brochures, press releases, and newsletters for employees, handouts, company magazines, etc.

Internal Communication: The PRO has to work closely with the internal communication team, for devising an objective bound communication for employees located at one or several locations. He has to play an instrumental role in communicating a single message throughout the organization. This can impact employee engagement effectively.

Media Coverage: The PRO's job does not only involve getting media coverage but also includes following its tone and nature. He should also evaluate and analyze the coverage to understand the impact of the communication.

Communicating with Senior Management: The PRO also has to keep the senior management abreast of the moves made by competitors. He has to be aware of the cutting-edge competition and should have up-to-date information on the prevalent market conditions.

Answering Queries: Media people often raise queries about the decisions and workings of the organization. It is the duty of the PRO to answer them diplomatically without divulging unnecessary details.

Corporate Identity: Every organization has its own set of corporate brand identity. The PRO has to check whether the logo and branding of the company in advertisements, newsletters, brochures, etc. are in accordance with the company’s interests. The placement, size, color and other details pertaining to the corporate identity are to be verified before a public event.

Translating Content: Sometimes the content on the website, press releases, press notes, brochures, leaflets, etc. need to be in different languages for easy readability and comprehension of people in a particular country. It is the duty of the PRO to get the content translated from one language to anther and verify it before communicating the same.

Maintaining Archives: As part of the responsibility of the PRO, he has to maintain an event-wise docket of all the press coverage in both print and electronic media. Also, maintenance of proper documentation and archives is expected from him.

Media: The PRO will:

- Lead online communications with a specific audience in mind, making sure the organization communicates effectively with a range of stakeholders,

-Support press releases and liaison with online media and print media to ensure maximum publicity and positive coverage.

-Monitor press coverage, including new stories that could benefit the organization’s perspectives.

-Showcase successes and case studies on social media, and monitor social media more widely.

-Work with third-party organizations to generate coverage, e.g. through editorials and articles.

-Maintain a high standard for copy content meeting, branding, and style guidelines.

-Collect information on outcomes to use in future projects.

Events: The PRO:

-Takes the lead in identifying events and other opportunities to publicize the organization and its campaigns.

-Support campaigns and events with the relevant public.

-Coordinate specific events and represent the organization.

Administration: The PRO:

-Works with external suppliers and with other teams internally.

-Keep up to date on relevant issues/policies affecting the program.

-Undertake all administrative work generated by the post- such as progress reports, scheduling, and filling-Participate in consultation exercises to establish service user needs.

-The PRO will be responsible for maintaining and updating various social media accounts, measuring successes in these areas, and liaising with colleagues across the communication team.

Other responsibilities:

-Maintaining and updating the organization’s accounts all social media platforms: Twitter, Facebook, YouTube, Google+, Internet and any other accounts deemed necessary by the Board.

-Support communication officers in checking our online forums and posting updates where appropriate.

-Working with the communication officers to implement a social media strategy which ensures that messages are consistently shared with our supporters.

-Maintaining a proactive approach to communication on your allocated accounts.

-Compiling regular statistics on your allocated accounts to be documented internally.

-Staying informed on upcoming trends and developments within the field of social media.

-Keeping the communication manager informed of significant problems that might jeopardize the wellbeing of the organization, escalating to the director and senior team leaders where necessary.

-Attend regular staff and departmental meetings as required.

Financial Secretary:

He/she shall be elected by the General Assembly with the founder’s recommendation. He/ she shall have the following duties:

-He/she will be responsible for the functioning and managing of all financial records of the organization.

-As the head of the finance department, he/she will make demands of the organizations' expenses of all activities, events, and projects undertaken by the organization and submit a financial report for control and audit control when the need arises in the domain of income and expenditures and will present projects for financing and motivation in due time.

-Checks to vendors should be issued only in payment of approved invoices, and the supporting documents should then be canceled.

The person who is responsible for the physical custody of an asset should not also have responsibility for keeping the records related to that asset.

-The person who has the authority for placing employees on the payroll and establishing wage rates should not be the same person who signs the checks.

Treasurer:

-As the main signatory to the organization’s account, he/she will record, sign, and update all financial affairs and thus receive money from the organization and pay same to the account of the organization within 48 hours.

-Cash receipts should be recorded immediately and deposited daily.

-Bank accounts should be reconciled monthly by someone other than the person who signs the checks.

-A petty fund should be entrusted to a single custodian and used for all payments other than those made by check.

Procurement Officer:

The role of the Procurement Officer is to discover the best ways to minimize our organization procurement expenses without compromising the quality, but maintaining the highest ethical stand.

The procurement role shall comprise:

-Follow-up with vendors with all pending purchase orders to deliver on time.

-Preparation of purchase orders raised by the various departments.

-Obtaining competitive quotations for all UNIMAC requirements and ensuring that the best products are sourced and purchased.

-Using Group nominated suppliers for items valued above 5000frs.

-Ensuring that the procurement manual is current.

-Discovering the most profitable suppliers and initiate business partnerships.

-Ensuring that all nominated supplier information’s are kept current.

-Finalizing details of order and deliveries.

-Sending order requests to the right suppliers.

-Maintaining clear and organized records to ensure all logs and reports are filed properly.

-Allocating vendors to order requests.

-Communicating with all departments to ensure that all the necessary goods are received in a timely manner as needed by the operation.

-Executing tasks as instructed by the Executive Director.

-Communicating with all department heads to obtain accurate and complete information on departmental needs and all specifics of the requested items.

-Assisting the Receiving office and storekeepers in inspecting deliveries and date times to verify freshness, cleanliness, consistency and quality.

-Preparing that vendor creations are formed and summated to the Department of Finance and following up with this Department to make sure the company is registered in the system on time.

-Actively listening to and considering the concerns of another employee, responding appropriately and effectively.

-Enter the price of all items in the system as per supplier.

-Creation of item code in the system and linking such to the concerned departments.

-Ensuring that all activities adhere to UNIMAC quality management system and municipality regulation where we operate.

Program Head (PH):

The Program Head shall be elected by the General Assembly. He/she shall have the following duties:

-Propose projects for each program and develop written proposals with the help of the PC.

-Follow up realization of planned action with the help of the PC.

-Draw yearly sub-working plan for harmonization with others.

-Make proposals for better functioning of the program he/she is heading.

-Keep regular contact with the PC to monitor activities.

-Contribute in upgrading UNIMAC website/Facebook page with the help of the PC.

-Contribute in sourcing for funding and identify partners for the realization of your planned activities.

-Propose possible seminars for capacity building and community actions.

- Work closely with Resource Persons.

Project Coordinator (PC):

-He/she works closely with program heads.

-Propose and write projects based on the objectives to be attained.

-Sources for diverse funding on the project proposal

-Coordinates, planned activities in the field.

-Liaises with field animators to ensure the dynamic realization of planned activities.

-Draws periodic work plans.

-Work closely with the office in charge of monitoring and evaluation.

-Reports quarterly on realizations.

Monitoring and Evaluation Officer (M&E):

-Carries out monitoring and evaluation of all UNIMAC programs and projects and reports quarterly to hierarchy.

-Follows up each project cycle and works with the project coordinator.

-Conceive and develop a program for skills to be acquired by volunteers in their respective programs.

Field Animators:

-Animates the field (e.g. mobilize the rural community based on identified activities).

-Maintain regular linkage between the field and office e.g. through periodic reports.

-Propose activities to be carried out in your area of competence.

- Follow up implementation of projects in collaboration with project coordinators.

-Follow-up volunteer services in the field and partnership with other organizations.

-Participate in data collection and other related activities.

Secretary:

-Manages UNIMAC secretariat and ensures correct documentation and archives.

-Receives and sends visitors to the hierarchy.

-Receives correct documentation and archives.

-Keeps visitors book.

-Checks UNIMAC mailbox periodically (at least once a month).

-Keeps track of UNIMAC facilities and transactions for sustainability etc.

Advisory Committee/Resource Persons:

Its membership shall be determined by the General Manager’s Office. This is because; these are a purely academic thinking group and are experts in their fields. They would comprise experts on Child Centered Education, Information and Technology, Gender and Human Rights, Agriculture, and Climate Change as well as a Legal Adviser. They are external to the UNIMAC working group. They liaise with program heads for the effective realization of annual work plans and projects.

Staff:

In accordance with the decisions of the inaugural meetings of UNIMAC, all those charged with the day-to-day running of the association shall do so on a voluntary basis. This is expected to continue until projects to warrant the recruitment of staff have been created and the necessary funds obtained. At this juncture, the Board of Directors or by delegation, the General Manager shall be empowered to make rules and regulations that shall duly comply with the existing labor code, as well as take into consideration benefits granted to staff of similar organizations/associations. However, when possible, staff would be recruited for salary.

Auxilary:

-Auxiliary staff shall comprise of Driver, Cleaner, and Night and Day watch.

Volunteer Staff and Interns:

UNIMAC is open to volunteers both nationally and internationally as well as interns.