Committee Roles & Responsibilities

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Description of Roles

 

President

Primary Role

Responsible of the overall smoothness of the club.

Appoint the Liaison Officer, Secretary and Treasurer for the club.

Call for meetings and preside as chair over committee meetings and General Meetings.

State clear vision/goals/direction for the organization.

Making sure all committee fulfil their roles and make them work efficiently.

Responsible to make constant communication with Sekreteriat Kelab UMNO Luar Negara.

Continue the hard work & achievements from previous committees and attempting to improve them.

Signatory to club’s bank account, together with Treasurer.

Other Secondary Duties

Maintain & improve relationship with other MSO’s from Victoria, as well as other states & countries.

Attend functions and activities of other MSOs.

Cooperate with the Badan Perhubungan Negara (BPN) Australia

Develop leadership and potential of other subordinates in the committee & nurturing potential individuals to lead the club in the future.

Maintaining drive and increase motivation towards committee members towards contributing to the organization and the society.

Fulfil the shortcomings coming from any of the committee members. In other words, the President’s role covers all the roles and responsibilities of each and every member of the committee if they perform weakly.

Continuously improve the organization in order to add value for the members and committee, hence earn/gain respect from the community/society.

Vice President

Primary Role

To assist and support the President with tasks.

Chair meetings in the absence of the president.

Advise the President during decision making as well as informing him on revelations.

Oversee delegated tasks and ensure smoothness in planning and execution.

Other Secondary Duties

To improve relations within the committee and the spirit of camaraderie.

Offer worst-case scenarios and alternate perspectives and situations in preparation for events and in planning.

First person with authority to give a second opinion in case of dispute with president.

The link between the high council and other committees.

Always be informed of all activities, involvements and commitments of the club.

Offer help to members and community in the event of emergency.

Provide members with a point of reference for face-to-face enquiries.

Attend functions and activities of other MSOs.

Encourage self-initiative of committees.

Chief Secretary

Primary Role

Directly Responsible to the President.

Completion of Meeting Minutes.

Collection of Financial Statements

Preparations for KUAM AGM

Other Secondary Duties

To ensure that the standard of procedures is updated.

Ensuring event reports are updated.

To be involved in other KUAM events overall.

Maintain & improve relationship with other MSO’s from Victoria, as well as other states & countries.

Attend functions and activities of other MSOs.

Initiative to help Technology Bureau and the President with updates if needed.

Vice Secretary

Primary Role

Directly responsible to assist secretary in all aspect.

Responsible to take over Secretary roles when absence.

Other Secondary Duties

To ensure the secretary complete his/her task on time as requested by President/Deputy President.

To directly report to President/Deputy President of any problems/difficulties encountered by Secretary.

To be involved and ensure the overall smoothness of all KUAM events.

Treasurer

Primary Role

Responsible for depositing and withdrawing monies from the bank account.

Present financial status of the club at meetings.

Oversee all financial claims.

Must be up-to-date with current financial standing signatory to club’s bank account.

Other Secondary Role

Assist the club in organizing all events.

To take turns with the others in chairing meetings.

Ensure that expenditure of the club is within reason.

Vice Treasurer

Primary Role

Responsible for depositing and withdrawing monies from the bank account.

Present financial status of the club at meetings.

Oversee all financial claims.

Must be up-to-date with current financial standing signatory to club’s bank account.

Other Secondary Role

Assist the club in organizing all events.

To take turns with the others in chairing meetings.

Ensure that expenditure of the club is within reason.

Liaison Director 

Primary Role

Keep up ongoing communications between all MSOs.

Update and report all ongoing activities to the Sekreteriat.

Assist and help promote all activities to all students.

To be the main contact person with regards to all matters arising concerning the club.

Inform the committee of any news or updates from MSOs as well as Sekreteriat.

Other Secondary Duties

To be proactive in communicating with other MSOs.

Have the initiative to know all the other Liaison Officers of other clubs/societies.

Assist with all events and help out all Project Managers.

Attend all meetings and activities.

Corporate Relation Director 

Primary Role

As mean of communication and point of reference for all internal affairs regarding problems/difficulties e.g: miscommunication, decision making.

To follow up on all project managers for their respective events and to report on the progress directly to President/Deputy President.

Other Secondary Duties

Maintain close communication with President and Deputy President to ensure all projects are progressing according to timeline.

Come up with ideas and suggestions to improve internal communication and ways to distribute messages/problems/difficulties to all members.

Be directly involved with all projects and assist wherever possible.

Media & Promotion Director

Primary Role

Mainly focus on promoting the club as a whole, as well as its events and activities.

Coordinate with other MSO’s to synergize, work together in promoting each other’s events.

Coordinate with Technology Bureau.

Provide report to Secretary for all initiatives.

Other Secondary Duties

Maintain close communication with President and Deputy President.

Seek ways of how to improve role of Media & Promotion Director.

Update committee members on developments and initiative.

Conduct online competitions & encourage feedback from members.

Welfare Bureau

Primary Role

Initiate/co-organize programs involving fund raising.

Attempt to raise funds for charity in ALL of the club’s events.

Encourage the club to be involved in local (Australian) social and welfare activities (environmental, volunteering etc).

Develop links with charitable organizations.

Provide information to Technology Bureau, Media & Promotions Director regarding events and activities.

Provide report to Secretary for all activities.

Other Secondary Duties

Maintain close communication with President and Deputy President.

Seek ways of how to improve role of Welfare Bureau.

Update committee members on developments and initiative.

Education Bureau 

Primary Role

Initiate/co-organize programs involving education.

Find & promote job opportunities for club members.

Provide information to Technology Bureau & Media & Promotion Director regarding events and activities.

Provide report to Secretary for all activities.

Other Secondary Duties

Maintain close communication with President and Deputy President.

Seek ways of how to improve role of the Education portfolio.

Update committee members on developments and initiative

Sports Bureau

Primary Role

Initiate/co-organize programs involving sports.

Engage as many Malaysian as possible in sporting related activities.

Responsible for organizing sports activities.

Provide information to Technology Bureau & Media & Promotion Director regarding events and activities.

Develop links with sporting organizations.

Provide report to Secretary for all activities.

Other Secondary Duties

Maintain close communication with President and Deputy President.

Seek ways of how to improve role of the Education portfolio.

Update committee members on developments and initiative.

Cultural Bureau

Primary Role

Initiate/co-organize programs involving culture.

Try and promote Malaysia in all the events that the club organizes.

Provide information to Technology Bureau & Media & Promotion Director regarding events and activities.

Provide report to Secretary for all activities.

Other Secondary Duties

Maintain close communication with President and Deputy President.

Seek ways of how to improve role of the Education portfolio.

Update committee members on developments and initiative

Technology Bureau

Primary Role

Update KUAMuniti website, Fotopages, Facebook account with events, activities and programs.

Maintain & update membership database.

E-mail updates (twice a month approximately) to members in Google Groups.

Coordinate with Media & Promotion Director.

Provide report to Secretary for all initiatives.

Other Secondary Duties

Maintain close communication with President and Deputy President.

Seek ways of how to improve role of Technology Bureau.

Update committee members on statistics of website, Fotopages and Facebook account.

Conduct online competitions & encourage feedback from members.

Spiritual Bureau

Primary Role

Organize/co-organize Islamic activities and occasions.

Work closely together with Badan EHSAN/ ISMA Vic.

Provide information to Technology Bureau & Media & Promotion Director regarding events and activities.

Provide report to Secretary for all activities.

Other Secondary Duties

Maintain close communication with President and Deputy President.

Seek ways of how to improve role of Spiritual Bureau.

Update committee members on internal & external activities & programs.

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