Organizational structure

Organizational Structure Jakara Retreat April 2010

Programs and Projects

Program Director
Primary contact for proposing new projects and proposals
Reviewing project and program plans with program managers to ensure complete program development
Aiding development of project into program
Coordinating between different programs to reduce conflict between scheduling and personnel logistics
Point person who communicates with marketing, regional coordinator, and other positions
Managing the program managers
Assists in contacting emergency contact if the ball is dropped
Review program evaluation with program manager (program manager submits program recommendations to PD)
Oversight of program; financially, logistically, and conflict resolution

Program Manager
Reports to director on a timely manner
Responsible for developing program and project content
Must present and organize proposals for funding, manpower, supplies, etc., in a timely manner to director
After event, must interview with director and report pros, cons, and feedback. Similar to monitoring employee performance
Must submit a written review for blog and for tips for future managers
Must have emergency contact in case they drop the ball
Develop budget
Develop program design, implement program, and program evaluations assess need for program in community to provide rationale for funds allocation

Membership

Membership Coordinator
Mission: To recruit, develop and retain Jakara Movement members.
Responsibilities:
Maintain a database of participants for all Jakara events including name, region and contact info
Inform and designate current members to recruit and market at local events
Provide support and training on recruitment strategies, facilitating, and all other membership issues
Obtain up to date and accurate membership info from all regional and program managers
Create and appoint disciplinary actions towards member conflicts
Oversee entire merit system
Log and track member progress in merit system
Responsible for logging and tracking participation and membership dues.
J. Kharkoos
Thank You cards

Regions

Regional Coordinator
Liaison to regional officers
Oversee all regional officers events
Reports to executive director
Trains regional officers
Connects regional officers with all necessary resources
Leads monthly conference calls between all regional leads
Maintain calendar of all regional events
Responsible for conflict resolution among regional officers
Ensure recognition of regional efforts
Ex: newsletter, blog, etc.

Regional Officers
Lead and direct all regional activities
Reports to regional coordinator
Responsible for implementation of all regional activities
Responsible for volunteer recruitment and training (collaborate w/marketing)
Foster and maintain relationships with community members, community leaders and key stakeholders.
Responsible for conflict resolution amongst volunteers
Provide regional assistance to program managers as necessary
Responsible for participating in monthly conference calls
Maintain regional calendar of activities
Participate in regional fundraising activities
Submit report to regional coordinator of all meeting & events
Maintains up-to-date financial records
Maintain regular communication with volunteers
Update local community on regional activities via monthly newsletter in English & Punjabi
Share photos of regional events

Fundraising

Goals
Raise money
Donor management
Constant contact
Relations/Retension
Recruitment – Finding new donors
Quarterly newsletter (US mail)
Grant research
Setting up fundraisers
Regional dinners
Carwashes
Fireworks

Goals contd.
Creating partnerships
New sources of funding
Corporate funding
7- 11; Sunmaid
Corporate matching program
Work with marketing
SHARES

Marketing Promote the events, occasions, goals and accomplishments of Jakara and its members with special focus to its mission statement and its core values.

GOALS
Create brand image
Change community perception of Jakara
Keep members and community apprised of accomplishments and current/past events
Make Jakara more credible to corporate funders
Promote programs by creating and distributing marketing materials and tools in a timely and efficient manner

ROLES/RESPONSIBILITIES/IDEAS
Work and create marketing materials tailored to specific projects/programs
Create marketing plans outlining goals/deadlines; i.e., “Pampers for Pink Ladoos”
Quarterly newsletter that programs and regions contribute to
Monthly office meeting for marketing and fundraising to introduce, maintain and implement new plans; also a monthly meeting with program director’s office
Maintain updated web identity

ROLES/RESPONSIBILITIES/IDEAS contd.
Ensure that marketing projects have ample volunteers
Maintain open communication and professionalism with the office and all our projects
Work with VP to support recruitment
Build relationships with the community for prospective vendors with the goal of decreasing overhead costs
Promote Sikhi and how Jakara’s goals match up with it
Train members and maintain mentors for newer members to take over positions

ROLES/RESPONSIBILITIES/IDEAS contd.
Work with Regional offices to ensure regional events and accomplishments are recognized
Introduce new forms of media for promotion of regional and national events
Look up and pursue new funding streams
Maintain consistency  Brand image
Validate Jakara’s past accomplishments to raise awareness inside/outside our community; GLOBALLY

Office of the Executive Director

Responsibilities
Presiding over monthly cabinet meetings
Overseeing Ombudsman/woman responsibilities
Personnel policies – annual “previews”
Creating on intranet
publishing of minutes of cabinet meetings
Liaison to the Board of Directors
Cabinet executive strategies
Specific goals and objectives based on board-specific mission
Annual report

Responsibilities contd.
Metrics for well-management
Internal staff emails
Organizing staff development activities
Informed of all processes of organization
Creating organizational “culture”

Possible Future Organizational Chart

Organizational structure

by Jakara Movement on Apr 28, 2010

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