Egypt Wikimedians User Group/Administration

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Organization Chart of EGWUG

The administrative structure of the Egypt Group is as follows:

1. The Board of Trustees

This is the apex of the administrative structure. It makes the highest decisions for the Group and is responsible for planning activities and managing the Group's finances. The Board is elected by the usergroup's members for a specific term and selects its Chairman, ED, and Treasurer.

The BOT oversees two other entities:

The Advisory Board

Individuals selected by the Board of Trustees for a specific term. Their role is to assist in planning the usergroup's activities, selecting proposed events and venues, providing ideas and suggestions for event implementation, assisting the Executive Director with ideas and suggestions, and proposing amendments to the usergroup's documents and pages.

Consultants

These are individuals from outside the usergroup who provide assistance in various areas, including: legal, public relations, marketing, finance, and general services.

2. Executive Management

Responsible for all administrative affairs of the group, including organizing and implementing activities, managing the schedule of events, managing accounts and spending, managing memberships, managing group records, following up on reports, managing purchases and inventory, advertising and promoting activities and events, managing technical matters, social media accounts and the website, and communicating with members and partners.

The executive management is headed by the Executive Director, who is appointed by the Board of Trustees at the end of each board term. The ED is responsible for reporting to the board on the progress of work, submitting the budget and accounts for review, implementing the usergroup's annual plan, preparing long-term plans, appointing any manager or employee within the group, and undertaking any executive tasks in the absence of a staff member. The ED also serves as the link between the board and executive matters.

There are several roles and positions under the Executive Director, including:

Project Manager

This role acts as the deputy ED and assumes the ED's responsibilities in their absence. The Project Manager is responsible for the group's operational processes, preparing and implementing short-term plans, monitoring employees on a daily basis, preparing periodic reports, assisting the CEO with any executive tasks, and coordinating between executive departments.

Teams and Project Leaders

These leaders are responsible for leading the usergroup's teams and projects, These are Teams divided thematically which currently number five.

Regional Managers

The usergroup is divided into three regional groups, each responsible for implementing activities in its respective city. This approach aims to decentralize operations and expand the usergroup's reach nationwide.

3. Executive Departments

To facilitate the usergroup's operations, executive functions, and administrative affairs, responsibilities are assigned to executive committees, each headed by at least one employee. As the workload increases, more than one employee may be hired, or subcommittees may be established by decision of the Executive Director.

Given that Egypt Wikimedians User Group is a volunteer organization, all staff members initially participate on a voluntary basis, unless the organization approves the hiring of part-time or full-time employees and includes this in the group's budget.

Job duties are managed online through platforms and tools determined by the Executive Director. Attendance at group meetings and activities may be required. If a formal office is established, the requirements, working hours, and attendance will be determined according to the specific job responsibilities.

The Board of Trustees is responsible for establishing or dissolving any executive committees within the group. The Executive Director, or their deputy, is responsible for appointing, selecting, monitoring, and supervising staff, as well as dismissing them if necessary. They are also responsible for establishing subcommittees and appointing or dismissing their members.

Unlike the Board of Trustees, staff members continue in their roles both before and after the elections unless new decisions are issued by the Executive Director or their Acting Director.

Executive Committee Structure within the Usergroup:

1- Membership Department:

The Department responsible for organizing memberships, processing new members' applications, and maintaining member data and records.

2- Accounting Department: The Department that manages the usergroup's accounts, records, and financial affairs.

3- Public Relations Department: The Departmentresponsible for communicating with media outlets, institutions, libraries, and local entities, and preparing official statements.

4- Social Media Department: The Department responsible for the usergroup's social media accounts and posting content.

5- Training Program Management Department: The Department responsible for preparing editing sessions and training programs organized by the group.

6- competitions Department: The Department responsible for preparing and organizing competitions sponsored by the group.

7 -Purchasing and Inventory Committee: The Department responsible for the group’s purchases and inventory of gifts, publications, and members’ collectibles, as well as supplies for the group in the form of goods and products that the group needs.