Organisational structure: ​​How it all works

The Committee

 

​This team comprises between 10 and 12 volunteers who come from varied professional backgrounds.

Current committee members:
​
Chairperson Bev Denbury
Financial manager Ciara McCann 
Public relations manager Onica Lekuntwane
Coordinator Tanya Marlin
Media professional Susannah Steenkamp

​Support members:
​
Marilyn Garcin
Andrea Kampmann
Sian Williams
Brenda Gerber
Sandi Field
Alison Oxley 
​Rita Keevil

The Staff

JOHB employs two key staff on a part-time basis:
Public relations manager
Coordinator

Medical Team

One doctor (Dr Brighid Malone), responsible for verifying the need for and performing all biopsies. 

Four nurses, responsible for performing breast exams and discussing any issues or answering any questions with individual patients.
​
Two medics, responsible for manning and driving the ambulance, attendance to injuries and general health of all JOHB volunteers.

The Riders

Twelve riders, responsible for operating the scooters safely, representing JOHB in the public arena by interacting with people, directing people to the talks and helping nurses with crowd control, patient records and handing out leaflets and T shirts. 

The Crew

Fifteen support crew, consisting of:
​
PR manager, responsible for conducting the talks in Setswana, managing the press and all public relations issues or queries.

Coordinator, responsible for all running issues.

Logistical crew performing tasks related to accommodation, meals, setting up and clearing of event venues, transporting of fuel, water and luggage. 

Support vehicle drivers, each responsible for the safety of one pod of riders, consisting of three riders per pod while on the road. 

Mechanic, responsible for scooter and other vehicle maintenance and repairs. 

---

​Management and Staff Functions 

Committee Members: Skills and Commitments

​The JOHB committee has competence ranging from personnel and financial management to programme implementation and legal expertise.
Our members pledge to adhere to the requirements of BOCONGO (Botswana Council of Non Governmental Organisations) as set out below: 

​Skills or Expertise: 

​Committee members should have professional skills or experience that will be valuable to the organisation.

​Commitment:

​Committee members must be dedicated to the organisation. They should understand its needs and its beneficiaries, be supportive and promote the organisation and its mission.

​Diversity: 

​The committee members should have equal representation of gender, age, race and religion. They should be representative of the client populations being served. 

Availability: 

​Committee members should be available to serve on the board and participate in the organisation’s activities. 

Key ​Committee Member Roles and Responsibilities: 

​Chairperson 

• Provides overall leadership and direction to the committee and the organisation. 
• Ensures appropriate supervision of the coordinator, including annual performance review.
• Assists with management of the organisation (dispute resolution, signing cheques and staff recruitment).
• Develops committee meeting agendas with the coordinator.
• Chairs committee meetings. 
• Manages the structure and process of the committee including creating sub committees as needed.
• Communicates committee policies and expectations to the coordinator. 
• Explains and models the organisational culture. 
• Represents the organisation in public forums. 

​Coordinator

• Provides support to the chairperson by ensuring that the committee operates efficiently. 
• Plans board meeting logistics. 
• Collects committee meeting agenda items from committee members and, with the chairperson, prepares the agenda. 
• Develops and circulates minutes from committee meetings. 
• Obtains the chairperson’s signature on committee-approved meeting minutes. 
• Conducts follow-up with committee members to ensure action items are completed.
• Maintains official files.

​Financial manager

• Oversees the financial affairs of the organisation to ensure its financial viability and ensures proper financial records and procedures are maintained.
• Chairs the finance committee, which analyses the organisation’s financial situation and recommends budget resolutions to the full committee.
• Reviews and certifies the financial reports provided by staff and accountants and presents them to the committee.
• Prepares spreadsheets to document yearly revenue and expenditure.
• Leads the development of financial policies and procedures, including documentation and compliance requirements.
• Represents the organisation during audits or other financial review meetings. 

​Roles and responsibilities of the committee 

Planning 

• Sets long-term strategic direction of the organisation.
• Defines and communicates professional and ethical standards for the organisation
• Facilitates regular meetings.
• Sets the rules for its own operation. Looks after its own (the committee’s) development
• Documents all its proceedings.
• Makes strategic decisions. ​

​Financial 

• Oversees the development and approval of financial management guidelines.
• Reviews and approves the organisation’s budget.
• Reviews and approves financial reports. Leads resource mobilisation, including fundraising efforts.
• Monitors and approves expenditures.
• Ensures that expenditures are in line with the approved budget, programme activities, income, and cash flows.
• Ensures that the organisation complies with statutory requirements such as tax returns and financial audits. 

​Personnel 

• Recruits, supervises, evaluates, and can terminate the coordinator’s services.
• Oversees and ensures that all labour laws and policies are followed in the recruitment, resolution of conflicts, and termination of other staff.
• Oversees the development and approval of terms and conditions of service or HR policies and procedures.
• Approves salary scales and job descriptions.
• Ensures that the organisation has a clear succession plan. 

​Public Relations 

• Serves as a link between the organisation and its stakeholders.
• Communicates the mission and vision of the organisation.
• Integrates organisational and community interests into programme activities.
• Seeks opportunities to enhance the public image of the organisation.
• Represents the organisation in public events.