Organizational Structure and Tasks

The tasks described are not exhaustive

The Patrons, House of the Bishops

Membership: Will be the Archbishop and Bishops of the Internal Province of Amadi.  They already have assigned the Diocesan Bishop of Mundri, Rt. Rev Bismarck Avokaya to chair the HLOIC n the execution of the whole project.

Tasks: Overall responsibility and supervision of the Centenary; final decisions on issues and approvals of monies and programs regarding the program; maintain external contacts; prime agents of fund raising; upon recommendation from HLOIC (see below), select and appoint Heads and Members of the various implementing committees; resolve disputes other matters that might be referred to them during the course of implementation of the program

A High Level Organizing and Implementing Committee (HLOIC)

Membership:

Chairman                                                         1          Rt. Rev Bismarck Avokaya

Secretary General                                           1          –

Programs                                                         1          –

Finance/Resource Mobilization          1          –

Logistics (Trans and Comm.)             1          –

Accommodation                                             1

Feeding                                                           1          –

Information and Reception                 1          –

Liaison and Coordination                   1          –

Members                                                         16 (to serve as deputies and other tasks)

Total                                                               25

 

There shall be Heads in charge of the Specialized Sub-Committees of the HLOIC corresponding to the above. In addition, there will be a Secretariat for the day to day functions of the Program, which should comprise of a salaried Secretary/Typist and an Admin/Finance Officer

Tasks: to examine approve disapprove programs drawn up by Sub-Committees and to recommend release of funds; to approve all monies for the programs; oversee expenditure; resolve all problems and/or complaints that may arise during the implementation of the centenary; and maintain relations with Specialized Committees, the Dioceses, Community/Congregations and the Diaspora

HLOIC to meet with the House of the Bishops every three months for the purpose of Monitoring and Evaluation

 

The Sub-Committees of the HLOIC

Will comprise of the following:

(a) Programs Sub-Committee

Membership: Head and six others, including the Head of the Secretariat

Task: to visualize and the size, extent and duration of the celebrations; draw up activities to be undertaken during the celebrations; share with the other Sub-Committees for the purpose Budget preparation.

 

(b) Resource Mobilization and Financial Sub-Committee

Membership: Head, experienced in fund raising and financial reporting, supported by two experienced accountants and/or book keepers, working under the guidance of the Patrons and the HLOIC

Task: Fund raising; receiving and banking donations; procuring and paying out money, as approved by the authorized body, HLOIC and the Patrons; and keeping credible financial records; and write financial reports; and participate in budget formulation. Relationship with the Treasurer to be worked out

 

(c) Reception and Information Sub-Committee

Membership: Head plus four members with at least one member experienced in media or dissemination of information

Task: Work out needs and the requisite budget for disseminating enlightening and mobilizing the community and the Christians; disseminate progress reports and disseminate information  about the Centenary in the media; print flyers, pamphlets and posters for the occasion; and write invitation cards  and name tags; undertake protocol and arrangement of seating in the various fora

 

(d)Transport and Communication Sub-Committee

Membership: Head and four members at least one should be a logistician

Task: Work out needs and requisite budget for travel, transportation and communication; arrange vehicles for conveyance of guests and utilities, water, firewood, food materials and other services.

 

(e) Accommodation, Food and Feeding Sub-Committee

Membership: Head and four others with at least one from the venue in which the celebrations will take place

Task: Determine and implement food needs, liaising with those on the ground; work out their costs (budget); find and determine the needed number of cooks and utensils; supervise catering; and determine/find out stores for the food

 

(f) Accommodation Sub–Committee

Membership: Head and four others, at least two must be from the venue of the celebrations

Task: Determine available space for accommodating (sleeping) of all invited guests through liaising with those on the ground and prepare requisite budget; ensuring requisite number of beds, mattresses, mosquito nets and bed sheets; ensure toilets, bathrooms ablution, soaps and water; recruit cleaners and ensure cleanliness of the venues and accommodation rooms

 

(g) Coordination and Liaison Committee

Membership: Within the HLOIC, there will be a Coordination Committee composed of at most three persons.

Task: This Committee will be the focal point to coordinate relations and activities and liaise between the HLOIC and the other Sub-Committees on a day to day basis.

 

4. Monitoring and Evaluation

The whole operation will be monitored by the House of the Bishops who shall meet with the HLOIC and get reports every three months and through frequent field visits.