The Chapter Officers Role & Responsibilities

PGBI Tacurong Chapter, Sultan Kudarat, Region 12

Since I assumed the role of National Chairman and President of this organization in September 2018, I have dedicated myself to guiding our members toward greater unity, effectiveness, and service. Throughout my tenure, I have observed firsthand the strengths that bind us as a community, but I have also identified persistent gaps and areas for improvement that need our collective attention. These unsolicited advices and observations stem from my sincere desire to strengthen our organization, ensure that our leaders are well-informed and prepared, and ultimately, to foster a more cohesive and impactful organization. My intent is to share these insights not as criticism, but as constructive suggestions rooted in my commitment to our shared success and the betterment of our community.

Many GUARDIANS officers hold important offices or positions within their organization or community, such as Chairman, Vice Chairman, Secretary, Treasurer, Auditor, Business Managers, Public Relations Officer (PRO), and Chapter Founder. Despite occupying these roles, a significant number of these officers are not fully aware of their specific functions, duties, and responsibilities. This lack of understanding can lead to confusion about what is expected of them, where to start, or how to carry out their tasks effectively. As a consequence, they may feel hesitant, unsure, or unprepared to perform their roles, which can negatively impact the organization’s overall efficiency and progress.

Describe and specify the functions and duties of each position:

1. Chapter Founder: The individual who established the organization or chapter. Their role is often symbolic as the originator and visionary behind the group. They may serve as an advisor, mentor, or senior figure within the organization, providing guidance, historical perspective, and support to current officers. Their duties include preserving the founding principles, inspiring members, and ensuring continuity of the organization’s mission.

• Chairman: Acts as the overall leader of the organization, presides over meetings, sets agendas, and ensures that the organization’s goals are achieved. Represents the organization in external affairs and provides guidance and direction to officers and members.

• Vice Chairman: Assists the Chairman in their duties and assumes leadership in their absence. Supports various activities and ensures smooth operation of organizational functions.

• Secretary: Responsible for maintaining accurate records of meetings, correspondence, and official documents. Handles communication within the organization and manages schedules and appointments.

• Treasurer: Manages the organization’s finances, keeps accurate financial records, prepares budgets, and reports on the financial status during meetings. Ensures proper handling of funds and compliance with financial policies.

• Auditor: Conducts regular audits of financial records and transactions to ensure accuracy and integrity. Reports findings to the organization and recommends improvements.

• Business Managers: Oversee specific projects or programs, coordinate activities, and ensure the successful implementation of organizational initiatives related to business or community services.

• Public Relations Officer (PRO): Handles publicity, public image, and communication with the public and media. Promotes the organization’s activities and maintains good relations with external stakeholders.

Proposed Plans and Programs:

Each position is expected to develop and implement specific plans and programs aligned with the organization’s goals. These may include:

1. Initiatives aimed at community development, health, education, and welfare.

2. Programs to recruit new members and retain current ones through engagement activities.

3. Activities to generate funds for projects and operational needs.

4. Workshops, seminars, and training sessions to enhance members’ skills and organizational capacity.

5. Celebrations, festivals, and social gatherings to promote unity and camaraderie.

6. Activities focused on conservation, cleanliness, and sustainability.

7. Efforts to promote causes, educate the public, and influence policy.

What They Need to Know:

To successfully carry out these plans and programs, officers need to understand:

1. Clear understanding of the organization’s purpose and objectives.
2. How to plan, execute, and evaluate programs effectively.
3. Proper allocation and utilization of funds, materials, and human resources.
4. Motivating members, delegating tasks, and fostering collaboration.
5. Effective internal and external communication, including public relations and media engagement.
6. Budgeting, financial reporting, and compliance with policies.
7. Tracking progress and assessing the impact of programs for continuous improvement.

Additional Important Procedures:

1. Taking the Oath of Office: Once elected or appointed, officers are required to take their formal oath of office. This oath signifies their commitment to faithfully perform their duties and uphold the organization’s principles and constitution.

• Officers’ Orientation Program: Before starting their functions, newly elected or appointed officers must attend an Officers’ Orientation Program or course. This training equips them with the necessary knowledge, skills, and understanding of their roles, responsibilities, and the organization’s policies. Only after completing this orientation should they officially begin to perform their duties.

Providing officers, especially the Chapter Founder, with proper orientation, training, and ongoing guidance will empower them to execute their responsibilities efficiently, contribute to the organization’s success, and foster a cohesive and productive environment. – GSM

Photo 1 – The Chapter Officers’Seating Arrangement

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