FUNCTIONS OF OFFICERS

Chairperson

The Chairperson shall:

  • Preside over all general, executive and emergency meetings of the Society.
  • Convene all meetings in liaison with the Secretary
  • Co-ordinate the activities of the Society.
  • Be the chief spokesperson and representative of the Society in all external matters.
  • Be a signatory to the Society’s Bank account(s).

First Vice Chairperson

The First Vice Chairperson shall

  • Perform the duties of the Chairperson in the event of her absence or indisposition to act.
  • Work in consonance with the Welfare Secretary and any Committee set up in that regard to plan and organize the Society’s functions and activities
  • Perform other functions as may be assigned to her the Chairperson as provided for in the Constitution.

Second Vice Chairperson

The Second Vice Chairperson shall

  • Perform the duties of the Chairperson and First Vice Chairperson in the event of their absence or indisposition to act.
  • Perform other functions as may be assigned to her the Chairperson as provided for in the Constitution, or the members of the Executive Committee.

Secretary

The Secretary shall:

  • Record the minutes of the Society’s proceedings during general, executive and emergency meetings and other gatherings or functions of the Society.
  • Convene meetings at the instance of the Chairperson and/or Executive Committee
  • Be in charge of incoming and outgoing correspondence of the Society.
  • At the end of every year prepare an annual report of the Society activities and shall present same to the members.
  • Keep records of all-important documents of the Society and carry out other functions that may be assigned to her the Chairperson or the General Meeting.
  • Be a signatory to the Society’s Bank Account.

Assistant Secretary

The Assistant Secretary shall:

  • Perform the duties of the Secretary in her absence or when she is not disposed to act.
  • Assist the Secretary to perform her duties and carry out other assignment that may be given to her the Executive Committee in the interest of the Society.

Treasurer

The Treasurer shall:

  • Receive, Collect and record all monies accruing to the Society.
  • Be a signatory to the Society’s Bank accounts and append her signature to every financial transaction involving the Society.
  • Disburse the Society’s money as the occasion demands, but only on approval of such disbursement the Executive Committee.
  • Keep an imprest or petty cash account in a sum, which shall be agreed upon the Executive Committee. Proper accounts shall be kept of the disbursement of the cash flow.
  • Lodge all monies accruing to the Society in the Society’s Current or Savings account within forty-eight hours of collection or receipt of same.
  • Carry out any decision or directive of the Annual General Meeting, National Executive Council meeting in matters relating to the budget or finances of the Organisation and pay out money for all authorised expenses;
  • Prepare or cause to be prepared and submitted to the first meeting of the National Executive Council an annual budget containing the estimated revenue and expenditure of the Organisation for the period from 1st January to 31st December of every year in conjunction with the Financial Secretary;
  • Open in the name of the Organisation Bank Accounts in a reputable Bank, upon the authorisation of members; and
  • Turn over to her successor within two months after vacating or completing her term of office, all books, records, papers and monies and receive a listed receipt thereof.

Financial Secretary

 The Financial Secretary shall:

  • Keep account of all revenues and expenditures of the Organisation;
  • Issue receipts for all monies realized during each meeting and at all other times
  • Carry out any decision or directive of the Annual General Meeting, National Executive Council meeting in matters relating to the budget or finances of the Organisation;
  • Prepare or cause to be prepared and submitted to the first meeting of the National Executive Council an annual budget containing the estimated revenue and expenditure of the Organisation for the period from 1st January to 31st December of every year in conjunction with the Treasurer;
  • Circulate to every member of the National Executive Council, the audited accounts and balance sheet of the Organisation for the preceding year;
  • Submit an Annual Report to the Annual General Meeting to which shall be attached the audited accounts and balance sheet of the Organisation for the preceding financial year; and
  • Turn over to her successor within two months after vacating or completing her term of office, all books, records, papers and monies and receive a listed receipt thereof.

Social and Welfare Secretary

The Social and Welfare Secretary shall

  • Plan and oversee the Society’s functions and social activities in line with directives issued the Chairperson or the Executive Committee.
  • Take care of the welfare of the members during meetings and other occasions.The Assistant Social and Welfare Secretary shall

Assistant Social and Welfare Secretary

  • Perform the functions of the Social and Welfare Secretary in her absence or when she is indisposed to act
  • Assist the Social and Welfare Secretary in the performance of her functions and carry out such other assignments as may be given her the Executive Committee in the interest of the AssociationThe Publicity Secretary shall;

Publicity Secretary

  • Draw up a public relations policy as well as an annual public relations programme and budget which shall be approved the Executive Committee and communicate to the public regarding meetings and other activities of the Society in line with this policy.
  • Draw up an annual public relations programme and budget which shall be approved the Executive Committee for implementation subject to the availability of resources
  • Issue public notices and make pronouncements on behalf of the Society upon approval of same the Executive Committee or Chairperson.
  • Carry out other related activities as may be directed the Executive Committee or Chairperson, or the General Meeting.

   Assistant Publicity Secretary

The Assistant Publicity Secretary shall

  • Perform the functions of the Publicity Secretary in her absence or when she is indisposed to act
  • Assist the Publicity Secretary in the performance of her functions and carry out such other assignments as may be given her the Executive Committee in the interest of the AssociationThere shall be four Ex- Officio members for the Society one of who shall be the immediate past President of the Society, who shall:

Ex-Officio Members

  • Perform the general duties of advising the society on all matters including but not limited to the Institute and District Societies.
  • Undertake such other responsibilities as they may be requested to the Executive Committee or Chairperson.