Human Services Organization engaging in charitable activities, it’s important to establish clear roles and responsibilities for all team members to ensure effective service delivery, especially when working with vulnerable populations such as women, children, and vulnerable people.

Outline guidelines governing a Human Services Organization engaging in Charitable Activities involving women, Children, and Vulnerable people. The roles of the following team players involved in the day-to-day activities are listed below: Guideline as in Duties and responsibilities to perform right during service delivery.
There are five team board members:
Operational team members include the CEO, the Secretarial containing a head and three others, two program offices for fifteen counties within Liberia, an Accountant, logistics/security, computer lab manager, and the Hubs within the various counties in Liberia.

When developing guidelines for a Human Services Organization engaging in charitable activities, it’s important to establish clear roles and responsibilities for all team members to ensure effective service delivery, especially when working with vulnerable populations such as women, children, and vulnerable people. Below is an outline of the duties and responsibilities for each team player in such an organization, keeping the focus on ethical, efficient, and compassionate service delivery.

1. Board Members (Governance)

Board members are responsible for the overall governance of the organization, ensuring that the organization is operating ethically and legally and fulfilling its mission effectively.

Roles and Responsibilities:

• Strategic Direction: Set the long-term goals and mission of the organization, ensuring that all charitable activities align with the organization’s purpose to support vulnerable groups.
• Fundraising and Resource Development: Approve fundraising strategies, ensure financial sustainability, and engage with donors, government agencies, and international organizations for support.
• Oversight of Operations: Ensure the organization’s activities comply with laws, ethical guidelines, and donor requirements. Provide high-level guidance to the CEO and operational teams.
• Monitoring Impact: Periodically evaluate the organization’s impact on the communities it serves, ensuring that the services are truly meeting the needs of women, children, and vulnerable people.
• Compliance: Ensure that all activities and services comply with national and international standards for child protection, women’s rights, and vulnerable people’s protection.

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2. CEO (Chief Executive Officer)

The CEO is the highest-ranking officer in the organization and is responsible for overseeing the organization’s operations and making key strategic decisions.

Roles and Responsibilities:

• Leadership: Lead the operational team and ensure the organization’s mission is fulfilled. Foster a positive organizational culture that prioritizes ethical conduct, inclusivity, and respect for vulnerable populations.
• Resource Allocation: Oversee the allocation of resources across various programs and counties to ensure all areas are adequately supported.
• External Relations: Serve as the primary spokesperson for the organization, engaging with stakeholders, donors, government entities, and the public.
• Staff Development: Ensure all staff members, including program offices and logistical staff, receive necessary training and development to perform effectively in their roles.
• Financial Oversight: Work closely with the accountant and board members to ensure that the organization operates within budget and adheres to financial policies.

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3. Secretariat (Head + 3 Assistants)

The secretariat is responsible for administrative functions, communication, and ensuring that documentation and records are organized and accessible.

Roles and Responsibilities:

• Administrative Support: Manage day-to-day office operations, including scheduling meetings, handling correspondence, and ensuring all records are properly documented and filed.
• Communication: Facilitate communication between team members, board members, and stakeholders. Maintain regular updates regarding program activities, meetings, and reports.
• Record-Keeping: Ensure all contracts, agreements, and communications are properly documented. Assist in preparing reports for the board, donors, and regulatory bodies.
• Support to Program Offices: Provide logistical and administrative support to the two program offices in each of the fifteen counties.
• Reporting: Assist the CEO in preparing annual or quarterly reports that track organizational performance and impact.

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4. Program Officers (2, overseeing 15 counties)

Program Officers are responsible for overseeing the organization’s charitable activities in their respective counties, ensuring that services are being delivered effectively and meeting the needs of the target populations.

Roles and Responsibilities:

• Program Coordination: Ensure that services are delivered effectively in the counties. Work directly with hubs and staff to oversee activities for women, children, and vulnerable populations.
• Monitoring and Evaluation: Regularly assess program effectiveness through feedback, reports, and data collection. Ensure services are being provided as intended.
• Stakeholder Engagement: Work closely with local communities, partners, and other organizations to coordinate efforts and avoid duplication of services.
• Training and Support: Ensure all local staff and volunteers are trained to deliver services in a culturally sensitive and appropriate manner, ensuring adherence to child protection and vulnerable persons’ standards.
• Reporting: Submit regular reports on the progress of services in each county, highlighting successes, challenges, and resource needs.

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5. Accountant

The accountant is responsible for managing the financial aspects of the organization, ensuring that funds are properly allocated and spent.

Roles and Responsibilities:

• Financial Management: Maintain accurate and transparent financial records. Oversee budgeting, cash flow management, and expenditure tracking for all programs.
• Compliance: Ensure that the organization adheres to financial regulations, including reporting requirements for donor funds and government compliance.
• Audit Preparation: Work with external auditors to ensure that audits are conducted properly and on time, addressing any discrepancies or issues as they arise.
• Financial Reporting: Provide regular reports to the CEO and board on the financial health of the organization, including any variances between budget and actual spending.
• Resource Allocation: Advise the CEO on budgetary needs for each program and operational area.

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6. Logistics/Security

The logistics and security team is responsible for ensuring the safety and smooth functioning of the organization’s day-to-day operations in terms of transport, supplies, and the security of personnel and facilities.

Roles and Responsibilities:

• Logistics Coordination: Oversee the transportation of supplies and personnel to and from counties. Ensure that hubs are stocked with necessary materials for service delivery.
• Security and Safety: Ensure the safety of staff members in the field, particularly in areas with high risk. Establish protocols for emergency situations, such as natural disasters or civil unrest.
• Facility Maintenance: Oversee the maintenance of office spaces, hubs, and other facilities. Ensure that they are equipped with the necessary resources to support program activities.

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7. Computer Lab Manager

The computer lab manager ensures that all technology resources are functioning correctly and accessible to staff and beneficiaries.

Roles and Responsibilities:

• Technology Support: Maintain computers, software, and other tech resources used for administrative purposes and program implementation.
• Training: Provide basic computer and technology training for staff, volunteers, and community members where necessary.
• Data Management: Ensure that all collected data, including personal and health information, is securely stored and managed according to data privacy regulations.
• Support for Program Implementation: Help program offices and other team members leverage technology for monitoring, reporting, and communications.

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8. Hubs in Various Counties

The hubs are the on-the-ground representatives of the organization in each county, helping to implement programs, support beneficiaries, and report back to the central office.

Roles and Responsibilities:

• Service Delivery: Directly provide services to women, children, and vulnerable people in the community. This might include outreach programs, healthcare services, educational support, etc.
• Community Engagement: Act as a liaison between the community and the organization, ensuring that local needs are accurately communicated and that services are culturally appropriate.
• Reporting and Feedback: Gather data from service users and report back to the program officers and the central office. Provide feedback on program effectiveness and community concerns.
• Resource Coordination: Ensure that the necessary materials and supplies are available for service delivery.

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Key Considerations for Service Delivery

• Confidentiality and Ethics: Ensure that all team members adhere to strict ethical guidelines, including safeguarding the confidentiality and safety of vulnerable populations.
• Collaboration: Foster teamwork and collaboration across all levels of the organization, from the board to the hubs, ensuring that everyone works toward the same goal of helping vulnerable populations.
• Cultural Sensitivity: Ensure all services are delivered in a culturally competent manner, taking into account the diverse needs of the populations served.

Would you like to further expand on any of the specific duties or responsibilities outlined for the team members?

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