|
Section 28 – Definition
The Administration Office is the central coordinating body the UAP, under the general supervision of the National Board, through the Executive Committee and under the direct supervision of the Secretary General.
Section 29 – General Functions
The Administration Office shall have the following functions as per UAP By-laws.
Administer and manage the day to day operations of the UAP in accordance with its programs and policies;
Establish systems of communication and shall organize, operate and supervise over all information and publications of UAP for proper dissemination to the membership.
Section 30 – Organizational Structure
The Administration Office, under the direct supervision of the Secretary General, shall be headed by an Administrative Officer (AO) and assisted by in-charge of the different divisions, namely: Admin Division, Finance Division, Membership Division, and Coordination Division.
Section 31 – The Divisions of the Administrative Office
The Administration Office which is headed by the Administrative Officer shall be divided into the following Divisions:
Administrative Division
Finance Division
Membership Division
Coordination Division.
Additional divisions, whether permanent or temporary, may be created with the approval of the Executive Committee.
Section 32 – The Office of the Administrative Officer
The Administration Staff shall be headed by a professional Administrative Officer (AO) who shall be hired by UAP and with the privileges and responsibilities of a regular employee as required by law. He shall be responsible to the National Board under direct supervision of the National President.
The duties and functions of an Administrative Officer are as follows:
a. Exercise all efforts to ensure professionalism and maximum efficiency within the secretariat;
b. Exercise overall supervision over all the divisions of the Administrative Office;
c. Have unqualified access to all the files of the different divisions within the premises of the office;
d. Manage the Administration Staff;
e. Attend to all administrative matters and other UAP national activities and perform such tasks assigned by the National President and the National Board bearing in mind that the quality of the policies and decisions of the National Board, to a large extent, is dependent on the completeness and accuracy of staff work which form the basis for decisions;
f. Endeavor to streamline, strengthen and enhance the functional operations of the Administrative Office;
g. Undertake human resource assessment and development which will enable the other members of the staff and other personnel to function efficiently for the UAP;
h. Recommend to the Executive Committee, through the Secretary General the: promotion, reassignment, demotion, suspension or termination of UAP employees; hiring of additional and or contractual employees ; acquisition and or requisition of office equipments; the amendment of this Manual, or any part hereof.
i. Recommend the availability of technical, financial and other forms or resources for effective, efficient and economical operation of UAP;
j. Coordinate and synchronize the organization activities and performance of the Administration Staff fostering teamwork thus maximizing the benefits arising from their efforts;
k. Ensure the proper documentation and keeping of records of all the activities of UAP for easy reference of general membership;
l. Direct traffic of all incoming and outgoing communication of UAP;
m. Unless assigned to an external consultant, the Administrative officer shall also prepares drafts of resolutions of the National Board; position papers of the UAP; speeches, messages and communication of the National President; Perform such other functions as may be necessary for efficient administrative management of UAP or as may be assigned or required.
Section 33 – Administrative Division
The Administration Division shall have the following area of concerns:
Coordination
Management Information System
Publication
Communication
Human Personnel Management
The Administrative Division shall be headed by the Assistant Administrative Officer under the direct supervision of the Administrative Officer.
Additional personnel are required under this division to effectively and efficiently carry its duties and functions, such as:
The Act as Secretariat for the Management Committee (Mancom), Executive Committee (Execom) and National Board (NBD) and coordinate with their respective meetings;
a. Keep records of all incoming and outgoing communication of the UAP;
b. Facilitate the dissemination of information from the Mancon, Execom and NBD to the concerned parties;
c. Assist the Administrative Officer in all matters needed for the administrative and organizational functions of the Administrative office;
d. Perform such other functions as may be necessary for efficient administrative management of UAP or as may be assigned o required.
Section 34 – Finance Division
The Finance Division shall be headed by a Finance Officer with the following qualifications:
a. A degree in Business Administration major in Accounting, preferably with units in management,
b. A good command of the English language and proper communication with skills in institutional works, foundations, etc,
c. Must be of good moral character and,
d. A pleasant, congenial and accommodating personality and attitude of service to the UAP membership.
The duties and functions of the Finance Division includes:
a. Take charge of all accounting and financial recording of the UAP;
b. Keep all financial and accounting reports, ledgers, records, and other related financial and accounting documents;
c. Act as custodian of the petty cash and shall keep a record of all transactions transpired thereto;
d. Receive remittances from different revenue generating activities of the UAP, including payment of annual dues from UAP members;
e. Prepare disbursements and payments, attaching all original documents pertaining thereto;
f. Prepare and Submit financial information to the Mancom, Execom and National Board;
g. Coordinate with the External Auditor of UAP on all matters pertaining to auditing requirements;
h. Act as the support staff in all revenue generating activities of the UAP, upon recommendation of the National Treasurer;
i. Perform such other functions as may be necessary for efficient financial management of UAP or as may be assigned or required.
The Finance Officer shall be assisted by an Assistant Finance Officer.
The Finance Division, including all the divisions of the UAP National Administration Office shall also comply with the Rules and Regulations covered in the Financial Policy Manual.
Section 35 – Membership Division
Under the Membership Division, the following duties and functions are involved:
a. Keep records of the membership directory of the UAP, including officers and members of the National and local officers.
b. Coordinate and act as support staff for the Commission on Internal Affairs-Membership Committee in all matters pertaining to membership;
c. Effects the registration of all Registered Architects, as members of UAP
d. Maintains an up-to-date listing of Members with the complete personal and professional data
e. Sets up criteria to determine and up-date current membership status
f. Takes responsibility of authenticating and updating of the UAP roster including information and data on each member such as addresses, telephone numbers, good standing status and residence in the organization, and the like
g. Disseminates information, invitations and activities of UAP to all members especially to VIPs.
h. Keep an official file of licensed architects, based on the records of the Professional Regulations Commission (PRC) and update such file after the release of the PRC of the list of successful board examinees.
i. Perform such other functions as may be necessary for efficient membership management of UAP or as may be assigned o required.
Section 36 – Coordination Division
The Coordination Division of UAP is composed of the following sections:
Area Coordination
Directorates Coordination
Special Committees Coordination
The Area Coordination shall have the following duties and functions:
a. Act as support staff and work in close coordination with the respective Area Vice Presidents and their District Directors;
b. Keep files and record of all matters pertaining to his Area and District, including reports and schedule of activities;
c. In close coordination with the Administrative Division, facilitate the dissemination of information and communication from the National Board and the Executive Committee to his respective Area or District and vice versa;
d. Coordinate with the Administrative Officer on all matters pertaining to Area and District scheduled activities;
e. Prepare write-ups and articles related to their respective Area and District activities;
f. Perform such other functions as may be necessary for efficient coordination management of UAP or as may be assigned or required.
The Directorates Coordination shall have the following duties and functions:
a. Act as support staff and work in close coordination with the respective Commissions of the UAP, such as Commissions on Internal Affairs, Professional Practice, Governmental and External Affairs, Education, Professional Development, Conventions and Conferences and Center for Filipino Architecture and the College of Fellows;
b. Keep files and record of all matters pertaining to his Commissions, including reports and schedule of activities;
c. In close coordination with the Administrative Division, facilitate the dissemination of information and communication from the National Board and the Executive Committee to his respective Commissions and vice versa;
d. Coordinate with the Administrative Officer on all matters pertaining to Commission’s scheduled activities;
e. Prepare write-ups and articles related to their respective Commissions activities;
f. Perform such other functions as may be necessary for efficient coordination management of UAP or as may be assigned o required.
The Special Committee Coordination shall have the following duties and functions:
a. Special Committees are those ad-hoc committees or taskforces duly created by the Office of the National President and or by the Execom or National Board such as the Task Force RA 9266, Task Force Long Range Plan, etc.
b. Act as support staff and work in close coordination with the respective Area Vice Presidents and their District Directors;
c. Keep files and record of all matters pertaining to his Area and District, including reports and schedule of activities;
d. In close coordination with the Administrative Division, facilitate the dissemination of information and communication from the National Board and the Executive Committee to his respective Area or District and vice versa;
e. Coordinate with the Administrative Officer on all matters pertaining to Area and District scheduled activities;
f. Prepare write-ups and articles related to their respective Area and District activities;
g. Perform such other functions as may be necessary for efficient coordination management of UAP or as may be assigned or required.
|
