Job description/the board and regional offices
Due to the approved proposal (G.A Luxembourg April 2013) concerning a new AIEJI structure to strengthen the work of the board this issue was part of the agenda at the following board meeting in Barcelona June 2013. Several ideas were formulated and some of these were about working routines and responsibility of the board and the region offices. After the meeting the ideas were structured and the board was asked to comment on these.
This document is based on the formulated ideas and the incoming comments.
1) International activities
2) Communication – internally and externally
3) Projects – working groups
4) Regional office support (including membership recruitment)
Every board member has a responsibility to work on the tasks together – to take ownership to the overall organizational tasks. The degree of engagement in more detailed work is dependent on what the board member has assigned to. For instance – if a board member is part of a project group or a working group he or she has assigned to be active in this group and to be able to formulate the working progress to the other board members. Or, of course, if a board member has assigned to participate in organizing the congress this focus area calls for an extra ordinary effort.
The above mentioned example concerning board support when organizing the congress will be a new procedure. In future two members are assigning to this job when starting to plan the congress. The job will be to motivate and inspire.
More operative work with the regional offices
The board must support the regional offices in different challenges: Membership recruitment and regional activities etc. The board must motivate the regional offices to be active. This calls for the crucial written reports from the regional offices (to be discussed on the AIEJI meetings) for the whole board to have knowledge about the specific challenges in the region and the degree of activity at the regional offices. It also calls for the whole board to be curious on the region offices and to be active in supporting them.
In advance partnerships can be settled. For instance between regional officers who are dealing with same challenges. The partnership can function as a smaller room for exchange of experiences and test of ideas.
This status gives the AIEJI board access to conferences, seminars and forums where a broad range of NGOs are represented. Networking with chosen NGOs is an obvious possibility. Their knowledge about the focus areas that the AIEJI board is working with can strengthen the AIEJI projects. The board needs to be aware of that opportunity and be active in getting the contacts.
Presumably the NGO status will have a positive effect when striving for political influence. The board must use this status in political achievements. Further thoughts about this must be discussed.
A perspective is that a reference group to the board can be active in the field of taking advantage of the NGO status.
Internal communication in project groups and working groups
An electronic platform “Project Forum” has been established. This platform is connected to the AIEJI website. Only the board members have access. To have a fluent communication in the groups the future communication concerning projects and activities will be at that forum. Here the communication about a project or an activity will be in the same “space” and in a chronological sequence – instead of spread out in an inbox.
The regional offices
It is very important that the regional offices inform the whole board about their main focus, their activities and their challenges – at every board meeting, and with a starting point in a written report sent out to board members before meetings. Also it is important to ask for support, when needed, to solve problems, meet challenges (for instance membership recruitment).
To sustain and motivate activities in each region the officer once a year arrange a meeting for members in the region. This meeting can be face to face or via Skype – due to bringing down costs.
ANEP in the European region has developed an electronic platform “FAD”. This can also be reached by the AIEJI website. One electronic platform for each region could be a model. Each member in the region has access to the platform and through the platform each member can contribute with ideas and comments to activities in the region.