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Organization

The Diplomatic Spouses Group

The structure of the Diplomatic Spouses Group is outlined in the organization chart below and the tasks of each of the officers and Committees are explained in the text that follows.

Chairperson and co-Chairperson: The Chairperson and co-Chairperson have equal responsibilities. They work towards a common goal during their year of office, with a view to improving the activities of the Diplomatic Spouses Group and attracting a larger number of eligible people from a wider range of countries.

The Chairperson and co-Chairperson consult each other on a regular basis in order to maintain a good overview of DSG activities in the various sub-committees and special interest groups. They look ahead with a view to inspiring members of the DSG, encouraging new ideas and implementing these ideas as necessary.

Both the Chairperson and the co-Chairperson, or at least one of them, attend and chair the monthly Executive Committee meetings and the monthly DSG Mornings.

Responsibilities of the Chairperson are as follows:

  • Attending meetings of the Projects Committee as an observer
  • Signing the documents which authorise allocation of funds to projects
  • Representing the DSG at official functions when they occur
  • Giving the welcome address and vote of thanks to the host at the monthly coffee mornings

In the absence of the Chairperson, the co-Chairperson shall assume the duties described above.

Executive Committee

The smooth running of the DSG is ensured by the Executive Committee which meets once a month, generally a week before the DSG morning . Executive Committee meetings are attended by the Chairperson, Co-Chairperson, Treasurer, all members of the Administration Committee and representatives of the Social, Projects, Fundraising and Newcomers committees.

Should a vote be necessary in the Executive Committee, the DSG Charter stipulates that votes will be allocated as follows:

  • Chairperson – one vote
  • Co-Chairperson – one vote
  • Treasurer – one vote
  • Administration – one vote
  • Fundraising Committee – one vote
  • Projects Committee – one vote
  • Social Committee – one vote
  • Newcomers Committee – one vote

Either the Chairperson or the Co-Chairperson chairs the Executive Committee meetings.

ADMINISTRATION COMMITTEE

The Administration currently comprises a secretary, a membership secretary, a newsletter editor and a web-master. They carry out the following tasks:

Secretary

  • Preparing agendas for Executive Committee meetings
  • Taking minutes of Executive Committee meetings and distributing them to all Executive Committee members
  • Drafting of letters as necessary in the course of DSG activities
  • Keeping records of all of the above in electronic forma
  • Circulating information to members about DSG activities and other items of interest.

Membership Secretary

  • Maintaining a list of members, together with telephone numbers and e -mail addresses
  • Issuing up to date membership rosters to members on a regular basis via e-mail
  • Ensuring that all paid up members have name-tags for use at Coffee Mornings
  • Organising the attendance register at Coffee Mornings

Newsletter Editor

  • Producing a monthly Newsletter and issuing to members via e-mail

Web-master

  • Developing the website dsgdar.org and keeping it up to date

SOCIAL COMMITTEE

The Social Committee is responsible for the smooth running of the monthly DSG mornings, as well as arranging other social events, including visits to places of interest.  The Social Committee is also the focal point for special interest groups.

In connection with the DSG Mornings the social committee is responsible for:

  • Securing a venue and host for each DSG Morning
  • Assisting the host in planning and arranging the programme, if necessary
  • On the day of the DSG Morning, buying flowers for the host and, if appropriate,  a gift for the guest             speaker
  • Arriving at the DSG Morning venue well before the arrival of members and guests to ensure that             signing-in procedures are organised in good time
  • Greeting members and guests at the entrance to the Coffee Morning venue
  • Welcoming newcomers and directing them to the Newcomer’s Committee representative
  • Making any necessary announcements at the Coffee Morning regarding forthcoming events,             welcoming newcomers etc.

PROJECTS COMMITTEE

The DSG Projects Committee assists local initiatives which support Tanzania’s most vulnerable citizens, most often women, children and the physically and mentally challenged.

It is responsible for the selection, funding and monitoring of projects, generally in the areas of health, education and income generation. Funds are raised through various activities of the DSG, from the annual charity bazaar to the weekly activity group donations.

The Projects Committee, numbering 5-7 volunteers, is made up of members of the DSG. The Committee meets regularly and decides by majority vote on decisions taken. Projects are visited before funds are approved and afterwards for follow up.

For more information about the projects funded and the procedure for applying for DSG funding please go to Projects.

At DSG mornings the Committee provides information to members about the projects supported, for example through “Project of the Month” displays and short presentations on a specific project. Individual projects are also profiled in the DSG newsletter. Financial details of the projects supported are presented to the DSG. All DSG members are welcome to visit projects with the Committee members and to propose applicants for funding.

FUNDRAISING COMMITTEE

The function of the Fundraising Committee is to organize DSG fundraising events. The major event in the programme is always the Annual Charity Bazaar, which takes place in November.

Click here for more information about the Bazaar, including reports from previous bazaars and how to participate in this year’s event.

 

 

FINANCE COMMITTEE

The Finance Committee comprises the DSG Treasurer together with one or two assistants. Their responsibilities are:

  • Coordinating the financial activity of DSG
  • Monitoring the fund movements – internally and externally
  • Reconciling the Bank Statements with the books
  • Making transfers related to projects supported by DSG after the Chairperson’s authorisation and collecting acknowledgments for all paid cheques and transfers
  • Being custodian of the DSG Cheque Book and Cash Movement Register
  • Maintaining the Petty Cash Movement Register
  • Being custodian of bank statements and other bank documents
  • Collecting membership fees, issuing receipts and liaising with DSG Administration on preparation of the list of paid members
  • Collecting and registering donations from different activity groups
  • Reimbursing and recording all expenditures incurred by other DSG Committees
  • Keeping an up to date set of all records required for auditing
  • Depositing cheques and cash into the DSG bank account
  • Ensuring that at least four members are authorised to sign DSG cheques
  • Collecting funds after major fund-raising activities, e.g. Bazaar and banking these funds within a reasonable time limit so as to maintain security of DSG funds

 

Treasurer Accountability Report

  • The Treasurer must render accounts to the Executive Committee on a monthly basis, i.e. at every Committee Meeting.
  • The Treasurer must provide quarterly statements for DSG display i.e. December, March and June, as follows:  December – To cover the annual influx of newcomers and the annual Bazaar, March – Mid-year overview, June – Handing over/general review of the year’s financial activities

 

Annual Audit

The Treasurer should provide all necessary documents for an independent audit to be carried out on a January to January basis.

 

 

NEWCOMERS COMMITTEE

The role of the Newcomers Committee is to welcome newcomers from the diplomatic community to Dar es Salaam, encouraging them to become DSG members and supporting them as they settle in to life in Dar.  The Committee should obtain information from the various Diplomatic Missions and Organisations regarding new arrivals and a committee member should contact newcomers individually, welcoming them and inviting them to the next DSG morning. At each DSG Morning a Newcomers Committee member will be present to welcome and register newcomers and introduce them to other members.

The Newcomers Committee organizes coffee mornings for new arrivals on a number of occasions throughout the year. At the newcomers Coffee Morning, the Committee presents DSG Rosters, the aims of the DSG and its various programmes, including the special interest groups, the monthly Coffee Mornings and the DSG fund-raising activities.

Committee members help the settling in process in Dar by respond to newcomers who may wish to call with problems, queries, or for general support. They give advice on subjects such as schools, doctors and pharmacists, shopping in general, local culture, places of interest, health and fitness centres, recreational opportunities, safaris etc.

The Committee explains the assistance that the DSG can provide via electronic advertising of members’ needs such as new household staff, vehicles, etc.

The Committee also organizes trips to the peninsula and the city centre to show newcomers around.