Organizational structure

Membership
  1. The Organization shall have founding members and members who are accepted by the general assembly by full filling conditions of membership.
  2. Anyone whose age is more than 18 years.
  1. Who accepts the objectives of the Organization
  2. Anyone who is willing to pay membership fee, ready to render professional service or labor services.
  3. Who according to the characteristics of the Organization fulfills other criterion set by the general assembly can be a member of the Organization.
Rights of members
  1. All members of the Organization shall have equal rights
  2. Membership rights are personal rights and cannot be transferred to heirs or other persons.
  3. Every permanent member of the association shall have;
  1. The right to elect, be elected and have access to all information regarding the Association’s activities.

The right to participate on the general assembly meetings to express views and comment on the activities of the Organization and to vote on decisions made

Duties of the Members
  1. Every member shall pay the membership fee on time
  2. During Withdrawal a member shall pay outstanding credits
  3. Every member must respect the objectives and render the expected services to the Association.
  4. A member who doesn’t pay fees and unable to render services expected shall not exercise his rights.
Grounds for Termination of Membership

Membership of the Organization may be terminated by one of the following conditions. a  Death of the member or

    1. Order of a court         
    2. By violating the provisions of this law and upon the approval of the general assembly.

On his own initiative through application His/her membership will be terminated.

Structure of the Organization

OPPD will have the following structure at the establishment, and the structure might be changed and adjusted with services and operations the organization will carry out to facilitate the effective management of projects and operations that the organization renders:

 

  1. Board
  2. General Manager
  3. Deputy of General Director
  4. Accountant/Finance, Cashier and other employees
Powers and Duties of Board

Board is responsible to the General Assembly It will have the following powers and duties.

 

  1. Appoint and dismiss the General Manager.
  2. Control and supervise that the G.M is implementing G.A Plans and Decisions.
  3. Accept and forward to G.A, with its comments when necessary, to drafts or amendments of the Association’s policy ideas that arise from the management of the Association.
  4. Ensure enough financial and material resources necessary to implement the Association’s programs and design ways to secure Aid.
  5. Open branch offices on necessary areas through G.A decisions.
  6. Investigate achievement reports and present to G.A with its own comments.
  7. Issue procedures of Recruitment and administration employees.
  8. Analyze the Association’s short, medium and long term plans and budget. And present to G.A for decisions.
  9. Issue Procedures and regulations to Management.
  10. Make decisions to call Extra-ordinary G.A meeting when case is encountered
Members of the board ​
  1. The boards will have 11 members.
  2. Elects the chairman and deputy chairman.
  3. The Association’s general manager serves as a secretary of the board. However, he will have no voting right.
Chairman
  1. Chairs the meetings
  2. Present to G.A Decisions made by the board meetings
  3. Present to G.A. for endorsement Organization’s policies, strategy and directives prepared by the board.
  4. Relative to the powers vested for the G.A and the board he is responsible to the G.A and the board
  5. Closely follows up the efficiency of the Association
  6. Order the general manager to send enclosed/ ratified performance and audit report by the G. A to concerned bodies
  7. Present all annual report except audit report to regular G.A.
Vice Chairman
  1. Replace the chairman during his absence
  2. Will perform additional activities given to him by the chairman
Secretary
  1. He/she is responsible to the board.
  2. Prepare the board agenda in consultation with the chairman
  3. Maintain the minutes of the board meetings by writing.
  4. Maintain the board’s office and records.
The board procedures for meeting, voting and terms of office
  1. The board will have four meetings a year. If urgent cases encountered an extra-ordinary meeting can be called.
  2. Extra-ordinary meeting can be called by the board chair man or general manager of the Association
  3. Quorum is considered fulfilled if meeting more than half of the members is present. If quorum is not full filled second call will be made. If the members do not avoid by the second call the meetings will be held.
  4. Decisions are made by majority votes. If votes become equal the decisions endorsed by the chairman will pass as resolution.
  5. The term of the office of the board members will be 4 years. However, a board member would not be elected by more than 3 times.
  6. The board members serve without salaries.
Structure of the management team

The management team will be consisting of 2 members (general manger and deputy general manger) who have great competence in managerial and administration skills followed with other multidisciplinary team includes in the other professional sector heads.

Nomination of the general manger

The general manager can be appointed in two forms

  1. he/she can be elected within the board or outside the board and In both cases, the person should be appointed as the general manger should receive 2/3 of the total vote of the board and therefore the technical coordination of activities and personal administration is the responsibility of the management team for the organization that directly will coordinate activities at HQ level via to branch unites

 

  1. Appointment of the other unit head

The unit heads will be appointed by the general manger with at least ½ of board approval

  1. Regarding the staffing procedure
    1. Staff recruitment of OPPD will be based according to  Ethiopian, Somalia and Kenya labor laws
    2. The Organization may employ a worker for an activity which requires special professional skill as necessary
    3. The association may recruit employee on a temporary basis when it encounters workload
Duties and Responsibilities of the general manager
  1. The general manager is accountable to the board and will have the following duties and responsibilities
  2. Responsible the Association to all bodies executes all the Association’s issues/objectives, given the representation; communicate in writing on behalf of the Association and makes agreements.
  3. Makes transactions on the Organization’s bank accounts/transfers by dual signature together with the accountant;
  4. Implements G.A and board decisions;
  5. Prepare quarterly report and annual physical and financial report and submits to the board;
  6. Prepare Association’s policy, budget and action plan and submit the board;
  7. Based on the bylaws designs methods of securing funds design a system that enable to achieve the Association’s objectives;
  8. Based on the administrative procedures prepared by the board recruits and dismisses the employees decide their salaries and allowances;
  9. Prepare and submit to the board the job descriptions and assignments of employees, except that of the accountant and the cashier;
  10. Co-ordinate, supervises, control and manage the day to day activities;
  11. Makes other managerial decisions regarding the Association’s activities;
  12. If the manager is member of the Association he/she will have no voting right during the general assembly voting session to endorse his ideas and activities achieved under his responsibilities;
  13. Performs other duties assigned to him/her by the board in conformity to the bylaws of the Organization and general assembly decisions;
Power, duties and responsibility of the deputy general manger

1. In the absences of the general manger he substitute the general manger

2. He will perform all duties delegated by the general manger

3. He will assist the general manger in all aspects

Grounds for Termination of Membership
  1. The Organization’s accountant is accountable to the Association’s manager and will have the following duties and responsibilities;
  2. Controls the Association’s accounts, ensures that they are correctly recorded and kept;
  3. Control and ensure that the Association’s accounting is following the a recognized procedure;
  4. Signs the Association’s accounts and bank accounts, vouchers and financial documents together with the manager;
  5. Ensures that the Association’s accounting books and documents are safely handled;
Duties and responsibilities of the cashier

The Cashier is accountable to the Association’s manager and will have the following duties and responsibilities

  1. Collect the Association’s income through legal receipts.
  2. Deposits money he collects in a bank. Safely handle those deposit receipts
  3. Will handle not more than 50,000 for petty cash and minor expenses
  4. Will reconcile monthly income and expenditure together with the accountant
  5. Handles the Association’s vouchers and the other financial documents
  6. Withdraws when ordered by the dual signed by the general manager and accountant
Duties and responsibilities of the Organization’s auditor
  1. The auditor is accountable to the general assembly have the following duties and responsibilities
  2. Controls the Association’s financial and property administration is correct
  3. Ensures that the Association’s activities are implemented in accordance with Association’s by law
  4. Presents annual audits report to the general assembly