Taking and distributing minutes:
During meetings, the Organizing Secretary takes detailed minutes whenever the secretary is absent, capturing key decisions, action items, and discussions. They then ensure these minutes are distributed to attendees and relevant parties for future reference.
Event Planning and Coordination:
The Organizing Secretary plays a crucial role in planning and coordinating various events hosted by the association. This could involve social gatherings, cultural celebrations, fundraising activities, or informational sessions.
Their tasks include:
Identifying venues and booking spaces.
Coordinating logistics, such as catering, and catering equipment; hiring and transportation of the same.
Promoting events to members and the wider Kenyan community in Burundi.
Overseeing the execution of events, ensuring everything runs smoothly on the day.
Maintaining a calendar of events. She is responsible of keeping track of all upcoming AKB events, ensuring members are informed and promoting participation.
Maintaining records:
The Organizing Secretary in conjunction with the executive Secretary are responsible for maintaining essential documents of the AKB, such as meeting minutes, event plans, and membership records. This ensures proper organization and facilitates future reference.
Communication with members: They are involved in disseminating information to members through various channels, like email, social media, or a dedicated AKB newsletter. This could involvement announcements, and updates relevant to the Kenyan community in Burundi.
Overall, the Organizing Secretary of the AKB serves as a key figure in keeping the organization running efficiently. Their dedication to planning, coordination, and communication is essential for ensuring successful events, informed members, and a thriving Kenyan community in Burundi.
