Busy Youth is made up of  Functional organization structure where the organization is broken into departments according to individuals speciality. The organization also adopts the “Top-Down authority hierarchy. In this line management style, power and decision-making often rest with those at the top (Board members and Executive Director). Information tends to flow  in one direction(top-down).

For instance, the decisions about the organization comes from the board members after their committee meeting and it is communicated to the Executive Director. The Director communicate to the organization’s Project Manager who in return communicate to both Administrator and a Health Coordinator before communicating to Environmental Officer who communicate it down until it reaches the Field Officers. The Administrator communicate the decision to Procurement Officer, down to Accountant and finally to the organization Secretory.

The organization regally registered as a community youth organization on the 24th of June, 2014. The organization have a well established structure as well as a 7 member Board of Directors.  Organization’s board of director contract, code of ethics and the board personnels will be attached together with the registration certificate (as part of the annex) as our proof of organization registration and existence.

ROLES AND RESPONSIBILITIES AND NUMBER OF INDIVIDUALS PER ONE POSITION

DIRECTOR : Kondwani Gulani

The director of Busy Youth Organization has these two basic responsibilities:

* To bring about a unified vision within the organization .

* To lead others toward its ultimate actualization of goals.

* He plans and organizes the realization of his vision in order to achieve the above roles.

ADMINISTRATOR : Jacqueline Chiwembu

The main responsibility of Busy Youth administrator is to ensure the efficient performance of all departments in an organization. She acts as a connecting link between the senior management and the employees. She provides motivation to the work force and make them realize the goals of the organization.

PROGRAMS/PROJECT MANAGER: Ali.C. Saidi

He is responsible for overseeing a considerable spectrum of projects within the organization from initiation till completion, stay on schedule, monitor the project progress, and manage the team with main activities which include:

Activity and resource planning. Organizing and motivating a project team. Controlling time management.

Cost estimating and developing the budget. Ensuring customer satisfaction.

Analyzing and managing project risk. Monitoring progress.

HEALTH MANAGER: Isladje Mkwanda

Some of the roles and responsibilities of a health manager include:

• oversee the day-to-day safety of organization staff.

• gather and analyze data, using it to plan and manage both projects and systems

• manage  professional, clerical and administrative staff

• implement new policies and directives.

• liaise and negotiate with medical and non-medical staff (often at the most senior levels) and with people in external organisations, e.g. social services, voluntary groups or the private sector

• implement policies and ensure government health guidelines are followed

• plan and implement strategic changes to improve service delivery

ACCOUNTANT : Monica Maganga

A Busy Youth Organization’s accountant performs financial functions related to the collection,

accuracy, recording, analysis and presentation of a business, organization or company's financial operations. Some of her specific

roles include:

* Recording of financial transactions. Classifying.

* Summarizing.

* Finding net results.

* Exhibiting financial affairs. Analyzing financial data. Communicating financial information

PROCUREMENT OFFICER : Juma Kazembe.

Procurement officers are responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality.

FIELD OFFICERS : Henry Ngulinga, Halima Ng'ombe, Debora Maele and Justain Njala.       

• Inspecting delivery sites to ascertain the appropriateness of contemporary conditions. Conferring with project beneficiaries and support staff to evaluate uptake, pitfalls, and areas necessitating expansion. Collecting samples, where possible, for subsequent inspection. Carrying out a survey on the behalf of the Organization.

Made with SimDifBusy Youth Organization

 ORGANIZATION BOARD OF DIRECTORS  

1. BOARD MEETINGS

The board of directors meet every 2 months. Emergency meetings does not form the part of scheduled bimonthly meetings. The main reason for frequent meetings is to allow the board of directors to make decisions. However, meetings also perform a range of other important functions, providing a forum where: Board members meet regularly to focus on their roles and responsibilities, identify issues and plan for the future.

At each meeting, the organization's Executives Director (ED) should be present to provide the board with feedback on the organization's progress. The ED also communicates the decisions of the board of directors to the employees of the organization. In some cases, a project manager must attend the meeting. First when pitching a project to the board for approval and provide clarification if there are errors in the project report.

2. HOW DECISIONS ARE MADE  

The formal decision-making process is done at a meeting of the board of directors. First, the admin gives a motion to approve a specific action or rule. The directors formally vote on the action.  

The votes needed to take the action (majority or supermajority) are determined by statutes. The Secretary-General records the votes and decisions of the board of directors. After that, the board of directors formally approves all actions by passing meeting minutes. Another method of the board of directors (or shareholders) is through consent. 

Consent is the formal, written vote of council members to pass an action. Many business decisions made by consent must receive unanimous support. 

3.  BOARD MEMBERS 

NAME : IMRAN YONUSU

BOARD POSITION  : PRESIDENT 

PROFESSIONAL : ICT SPECIALIST @ NICO LTD

NAME : MAIMOONA MKWANDA

BOARD POSITION  : VICE PRESIDENT 

PROFESSIONAL : NURSE IN-CHARGE AT ZOMBA CENTRAL HOSPITAL

NAME : BRIAN MATOLA

BOARD POSITION  : OPERATIONAL DIRECTOR

PROFESSIONAL : SENIOR PROJECT COORDINATOR AT MAI AISHA TRUST

NAME : JAMILA MUHAMMAD

BOARD POSITION  : FUNDRAISING DIRECTOR

PROFESSIONAL : MEDICAL DOCTOR AT MWAIWATHU PVT HOSPITAL

NAME : MKWANDA SAEED

BOARD POSITION  : LEGAL DIRECTOR 

PROFESSIONAL :  DIRECTOR AT MKWANDA CONSTRUCTIONS. RETIRED LEGAL LAWYER.

NAME : STANLEY SALIWA

BOARD POSITION  : MARKETING DIRECTOR 

PROFESSIONAL : A CONSULTANT, ENTREPRENEUR AND A DIRECTOR AT SALIWA INVESTMENT. 

MISSION STATEMENT 

The main aim of Busy Youth Organization existence is to empower women, youth, children and other vulnerable groups within the community by increasing their involvement in social, cultural, economic, religion, political and environmental issues. 

Our mission is “to help women and young people reach their full potential by encouraging, enhancing and facilitating their active participation in business, politics, democracy, governance, human rights, employment, health activities, environment and climate change learning and mitigation as well as participation in social and cultural community life.”

ORGANIZATION FOCUS ACTIVITIES 

Youth and women leadership programs.Youth and Women economic, social, cultural ,political and environmental empowerment programs.Youth and women capacity building programs.Youth, Women and Community Climate change Mitigation programs.Human rights advocacy for vulnerable community people.

BUSY YOUTH OBJECTIVES 

Improve access to  quality information, advice and guidance to help youth and women make informed decisions. Improve youth and women skills and learning abilities, improve socialization, employment and income generation. Increase the abilities of youth and women in environment and climate change mitigation.Improve communication and strengthen citizenship by promoting  a sense of place pride and a shared future among all residents. Improve youth and women health through timely diagnosis and treatment and prevention of communicable and non communicable diseases through counseling and awareness. Advocating for the rights of children, youth, women and community most vulnerable individuals (e.g individuals with disabilities, elderly, orphans, widows and those living with chronic illnesses like cancer and HIV and AIDS. Improve the mental and physical health of youth, women and older people in the community.

CORE VALUE

1. Respect: We treat all people with dignity and respect.Stewardship: We honor our heritage by being socially, financially, and environmentally responsible.

2. Ethics: We strive to meet the highest ethical standards.Learning: We challenge each other to strive for excellence and to continually learn.

3. Innovation: We embrace continuous improvement, bold creativity, and change.

4. Accountable: Consistently striving to reach your goals in a thorough, timely way that you can be proud of, and re-empowering others to do the same.

5. Considerate: Supporting your colleagues and trying to find out what motivates them to do their best, and what pressures they are under so that you can consider this when you work together.

6. Decisive: Making sound judgments within your work so that a project or activity can progress with pace and confidence.

7. Respectful: Treating fellow  colleagues with equality and dignity, and assume they have integrity. Valuing the different perspectives of our colleagues as well as our own and show them that their contributions and expertise matter.
8. Impartiality: Busy Youth makes no discrimination as to nationality, race, religious beliefs, class, or political opinions. It endeavors to relieve the suffering of individuals, being guided solely by their needs, and to give priority to the most urgent cases of distress among youth and women

ORGANIZATION PRINCIPALS 

1. The Organization seeks to bring about meaningful, socially beneficial change in the fields in which we work. 
2. The Organisation pursues change by tackling defined problems in a pragmatic, nonpartisan manner.  Busy Youth focuses on outcomes in order to maximize the effectiveness of its support. 
3. The organization is committed to openness, transparency, and learning. 
4. The organization is also committed to working, both internally and externally, in a collaborative fashion based on mutual respect. 
5. Grantees, co-funders, and other colleagues in our work are our partners in problem-solving.
6. The organization seeks to promote the values and practice of diversity, equity, and inclusion in its workforce, its culture, and project implementation.
7. The organization  approaches its role in philanthropy and its responsibilities to society with humility and respect for others..
8. The Busy Youth operations depend on (a) a lean staff, which is given considerable autonomy; (b) a commitment to simple, flexible procedures; and (c) a cooperative working relationship between the board, the president, and the staff. The board president is the leader of the organization.

1. The Organization seeks to bring about meaningful, socially beneficial change in the fields in which we work. 

2. The Organisation pursues change by tackling defined problems in a pragmatic, nonpartisan manner.  
3. Busy Youth focuses on outcomes in order to maximize the effectiveness of its support. 
4. The organization is committed to openness, transparency, and learning. 
5. The organization is also committed to working, both internally and externally, in a collaborative fashion based on mutual respect. Grantees, co-funders, and other colleagues in our work are our partners in problem-solving. 
6. The organization seeks to promote the values and practice of diversity, equity, and inclusion in its workforce, its culture, and project implementation.
7. The organization  approaches its role in philanthropy and its responsibilities to society with humility and respect for others..

8. The Busy Youth operations depend on (a) a lean staff, which is given considerable autonomy; (b) a commitment to simple, flexible procedures; and (c) a cooperative working relationship between the board, the president, and the staff. The board president is the leader of the organization.