Job description of Staff Members

Contents :

                                       1.    Job description of the Executive Director
                                       2.    Job description of Director
                                       3.    Job description of Unit / Branch Manager
                                       4.    Job Description of Program Organizer
                                       5.    Job Description of Accountant
                                       6.    Job Description of Supervisor
                                       7.    Job Description of Office Assistant
                                       8.    Job Description of Field Organizer

 

Job description of the Executive Director

The Executive Director as the Ex-officio of the organization will have the following responsibilities as approved by the Executive committee revisable from time to time:

  1. He/she will be reportable to the Executive committee.
  2. He/she will be responsible for overall management & administration of the organization.
  3. Supervise, coordinate & monitor the jobs of the senior staff members and approve their leave.
  4. Approve yearly planning, budget, target setting and management strategies.
  5. Play active role in achieving organizational goal and objectives.
  6. Hold EC meetings and keep minutes as the member secretary of the EC.
  7. Approve disciplinary steps, promotion, yearly increment and other personnel issues of staff.
  8. Keep close and appropriate contact with GO/NGO counterparts along with donor partners.
  9. Sign mutual contacts with outside bodies in favour of the organization.
  10. Act as joint signatory in all the Bank accounts of the organization.  
  11. Be active for strengthening staff skill, competencies and thus organizational capacities.
  12. Arrange to appoint Auditor and furnish auditing, document yearly activities.
  13. Responsible for legal measure as and when necessary.
  14. Do any other business as directed by the EC or situational stand.

 

Job description of Coordinator

  1. Will be reportable to the Executive Director
  2. Supervise, coordinate and monitor the jobs and tasks of all unit managers.
  3. Ply an active roll during yearly target setting, planning and in implementation of the units.
  4. Take disciplinary steps against subordinates in the field for misconduct. Propose to the higher authority precisely the recommendations and decisions that can and should be taken.
  5. Approve leave of the unit managers.
  6. Conduct feasibility studies for expansion of working areas.
  7. Visit field programs at regular intervals as per prior schedule
  8. Represent the organization to local government & non government institutions.
  9. Conduct the monthly unit managers coordination meeting and receive all the reports from them.
  10. Compile the reports and send them to the central office.
  11. Take prompt decisions and inform the central office of any awkward situations as they arise/faces in the field.
  12. Lead the team formed along with the unit managers to realize overdue loans and bad debts.
  13. Be responsible with authority to legal measures.
  14. Determine assignments during festival leave.
  15. Take an active role in units fund management process.
  16. Attend the central policy making coordination meeting twice a year

 

  Job description of Unit / Branch Manager:

  1. Reportable to the Director
  2. Responsible for overall unit / branch management.
  3. The job is transferable.
  4. Unit Manager will approve the formed groups, all types of loans, unit management costs and community organizer's leave (annual medical & casual leave).
  5. Open and operate bank accounts with local banks if necessary.
  6. Be a joint bank signatory.
  7. Supervise the activities of the staff members of the unit.
  8. Accomplish posting on a daily basis of the cashbook, ledger book and on a weekly basis the unit register and prepare monthly savings & credit (MIS) reports for central office, via regional manager.
  9. Check thoroughly the daily postings of related papers done by community organizers. If errors are found, correct it and couch them they do it correctly.
  10. Prepare daily loan disbursement plans.
  11. Calculate the exact daily recoverable amount for loan and savings with the help of organization and their registers.
  12. Properly manage funds in terms of loan disbursement, receipts and payments (DD,MT cash transaction) with central office and unit offices as well.
  13. Produce yearly loan plans with the help of community organizers.
  14. Prepare monthly payrolls as per rules.
  15. In absence of organization (during leaves) do the proxy job (group visit, savings & installment collection organization register postings) unit the organization comes back.
  16. Certify or recommend in favor or disfavor of community organizers work.
  17. Attend the monthly Unit managers coordination meetings, share problems & progress.
  18. Be ready to manage or solve problems as they arise during any emergencies.
  19. Carry out the lawful orders assigned by the authorities, superiors.
  20. Keep liaison with public representatives, government and social institutions.
  21. Develop loyal & impartial attitudes among staff. Keep lively the environment in the unit.
  22. Accept the joining and prepare the discharging letters.
  23. From a 3 member purchasing committee and be member of it.
  24. Visit at least two groups every day and follow-up cross checking pass books with the registers

 

Job Description of Program Organizer

  1. Reportable to the Unit/ Branch Manager
  2. The job is transferable.
  3. One organizer is responsible to form & look after 15-18 groups (Somities) consisting of 15-30 members in each somity.
  4. In a new working area he/she has to compete 15-18 group formation within 3\4 months.
  5. After completion of each group (somity) formation he/she invites the UM (unit manager) for approval coding the group.
  6. He/she will convene weekly group meetings and collect savings and loan installment.
  7. Loan application forms will be filled up from house.
  8. Disburse loan daily in the office after 10-12 weeks of group establishment.
  9. Collect weekly installment at the group meeting.
  10. 10. Responsible to write and keep records such as his/her own organization register daily collection sheet loan master roll etc.
  11. Help in keeping group activities as per group bylaws.
  12. Help bank transaction.  
  13. Doorstep scheme follow-up everyday is must for the organizer.
  14. Assist Unit Manager and other organization as part of a team.
  15. Play an active role in overdue realization.
  16. Supply signboard, meeting resolution book (members contribution) & pass book to the groups.
  17. After joining the unit organizes must stay in the unit residence.
  18. Enjoy leave after approval by the unit in charge/manager.
  19. Without approval station leave on holiday is strictly prohibited.
  20. Faithfully sign the attendants and movement books daily.
  21. Official papers should be processed and submitted through the proper authority during leave, transfer, resigning and assigning, discharging and termination.
  22. Saturday to Wednesday 7:30-1:30 P.M. and on Thursday 7:30-11:30 A.M. he/she will perform the savings and credit activities of the group and return to office at the mentioned time to accomplish the remaining tasks of the day.
  23. You are under disciplinary action when money is misappropriated or when you are found to be in connection with propaganda, conspiracy or insubordination.
  24. Must be a member of the unit purchasing committee.

 

Job Description of Accountant

  1. Reportable to the Unit/ Branch Manager
  2. The job is transferable.
  3. Keep & maintain all books of accounts like cash book, ledger and all other accounts records.
  4. Maintain daily financial transactions
  5. Prepare monthly & weekly accounts reports.
  6. Give time to field activities as and when necessary.
  7. Maintain bank account paper.
  8. Do any other business a given buy the authority.

 

Job Description of Supervisor

  1. 1. Reportable to the Unit/ Branch Manager
  2. The job is transferable.
  3. One organizer is responsible to supervise filed workers & groups (Somities)
  4. He/she will conduct weekly group meetings.
  5. Loan application forms will be supervised by supervisor.
  6. Supervise disburse of loan daily
  7. Cheek collect weekly installment at the group meeting.
  8. Responsible to write and keep records such as his/her own organization register daily collection sheet loan master roll etc.
  9. Supervise group activities as per group bylaws.
  10. Help bank transaction.  
  11. Monitor doorstep scheme follow-up everyday is must for the organizer.
  12. Assist Unit Manager and other organization as part of a team.
  13. Play an active role in overdue realization.
  14. Enjoy leave after approval by the unit in charge/manager.
  15. Without approval station leave on holiday is strictly prohibited.
  16. Official papers should be processed and submitted through the proper authority during leave, transfer, resigning and assigning, discharging and termination.
  17. Must be a member of the unit purchasing committee.
  18. Do any other duties given by the manager.

 

Job Description of Field Organizer (FO)

  1. Reportable to the Unit/ Branch Manager
  2. The job is transferable.
  3. One FO is responsible to form & look after 300 members.
  4. In a new working area he/she has to compete 10-12 group formation within 3\4 months.
  5. After completion of each group (somity) formation he/she invites the UM (unit manager) for approval coding the group
  6. Loan application forms will be filled up from house.
  7. Disburse loan daily in the office after 10-12 weeks of group establishment.
  8. Collect weekly installment at the group meeting.
  9. Responsible to write and keep records such as his/her own organization register daily collection sheet loan master roll etc.
  10. Help in keeping group activities as per group bylaws.
  11. Help bank transaction.  
  12. Doorstep scheme follow-up everyday is must for the organizer.
  13. Assist Unit Manager and other organization as part of a team.
  14. Play an active role in overdue realization.
  15. Supply signboard, meeting resolution book (members contribution) & pass book to the groups.
  16. Enjoy leave after approval by the unit in charge/manager.
  17. Without approval station leave on holiday is strictly prohibited.
  18. Faithfully sign the attendants and movement books daily.
  19. Official papers should be processed and submitted through the proper authority during leave, transfer, resigning and assigning, discharging and termination.
  20. Saturday to Wednesday 7:30-1:30 P.M. and on Thursday 7:30-11:30 A.M. he/she will perform the savings and credit activities of the group and return to office at the mentioned time to accomplish the remaining tasks of the day.
  21. You are under disciplinary action when money is misappropriated or when you are found to be in connection with propaganda, conspiracy or insubordination.
  22. Must be a member of the unit purchasing committee.
  23. Do any other works given by the UM.

 

 Job Description of Office Assistant

  1. Work under direct control of the administrative department
  2. Draft, edit and compile secretarial works.
  3. Look after the works of the supporting staff
  4. Keep and maintain administrative books and records.
  5. Keep highly confidentiality and secrecy.
  6. Look after the neat & cleanliness of the office premises.
  7. Help in functions of the staff members of the organizer
  8. Do any other works given by the authority.