Recruiting members to an organization requires some period of time where the initial members have to go through a series of educational progresses. This form of education is important to reach the quality of human resources that could fill the position in the organization. International Forestry Students’ Association Local Committee Universitas Hasanuddin or known as IFSA LC UNHAS is one of forestry students’ organizations based on Makassar.
IFSA LC UNHAS recruits its new members through a program called VOLUME that stands for Volunteer Upon Meadow. Handled the Education and Language Sub-Commission, VOLUME presents a project to educate the volunteers through a series of 12 Perceive Volunteer Education or simply called Pervect. This program aims to shape the members with competency needed by the organization on sharing session activity.
IFSA LC UNHAS recognizes the importance of providing volunteers with valuable experience while trying to maximize the contribution to our projects. Pervect part 1 was initiated to educate the volunteers and taught them necessary skill sets not only to improve their capability as an individual but also to suit the needs of our organization.
IFSA LC UNHAS held the first Pervect via Google Meet on September 18th, 2024 at 8 PM local time. It was held to add new insights to the VOLUME #5 with the title “Workflow within the Organization”. Through this activity, volunteers have the opportunity to learn how to plan the planning and implementation of a project in our organization, and get a clearer picture of the stages or steps that must be met before being able to implement a project.
Meeting begins with a warm welcome from the IFSA LC UNHAS’ current President, Diah Muflihah. There were two presenters who shared their knowledge: Hafidz Assidiqie, the current Project Management Department Councilor and Tri Nadia Asrini S.Hut., the existing Communication Department Councilor.
Picture of IFSA LC UNHAS’ Structure
Hafidz Assidiqie talked about the structure of IFSA LC UNHAS, how the workflow is in the Sub-commission, and what you need to make a project. He also gave some explanations about the structure that existed within the organization. The structure at IFSA LC UNHAS consists of several key elements that support the organization’s functions where in the picture above there is a board that reads “Board” which contains the leadership structure, consisting of a president who leads and coordinates all activities. Underneath, there is a vice president that helps the Sub-Commission head tasks and replace it if needed. Furthermore, there is a secretary that manages documentation and administration, and finally there is a treasure that is responsible for organizational finances. Hafidz also explained that in IFSA LC UNHAS has a division that focuses on certain aspects, such as the development of members, projects, and communication. Hafidz, as the councilor mentioned, Project Management Department consists of Research and Community Development SC, Workshop and Webinar SC, and Exchange SC. While the Human Resource Department consists of Job Performance SC, Capacity Building SC, Education and Language SC and lastly Partnership and Sponsorship SC. Each Sub-Commission is coordinated by a councilor who reports directly to the President.
Picture of Workflow to make a project
In the Communication Department specifically, Rini explained, each Sub-Commission has its own workflow starting from Sub-Commission Social Media, Websites, Design and Publication. As for how it works for both of the Departments, the flow project management which is initiated by another Sub-Commission must first make a request for research to ‘Research and Community Development’ to do their research on the project idea and turn it into a developed project. The draft of the project then must be consulted with the Councilor who will determine how the project is going forward and finally be transferred to the board that will determine the concept note, financial, and correspondent. The Communication Department is involved during the making of the publication strategy, brief design, social media, and publication and website. When a project is held, Research and Community Development certainly requires a partner. The Sub-Commission that will help in this case is Partnership and Sponsorship SC who will contact other organizations by making a proposal to ask for funding or sponsors.
Picture about coordination between Sub-Commission
A project needs coordination between Sub-Commissions that support it. The coordination between Sub-Commissions and the Councilors are both using formal (e-mail) and non-formal (social media or face-to-face) communication. After everything is finished, the head of the Sub-Commission begins to coordinate with the councilors by providing a report or a consultation in running the project of each division.
A project also needs funding ideas which determine how the funding and thoroughly affect what the activity is. After the plans are solved, the Organizing Committee is launched. OC itself is a form of team aside from the project initiators. The OC helps you to work on further with the Concept Note, a document that explains the concept of the project that will be published, a Brief to explain or make a request to the Communication Department on how a project will be published later. Publication is an activity that promotes the project that will be carried out to people, implementation of this activity or the project that is done, then evaluation to evaluate how a project activity has been carried out and the last responsibility report made a responsibility report.
Hafidz and Rini were collaborating during the presentation to give the volunteers a picture on how a project was held in IFSA LC UNHAS. After the explanation, time was given to those who wanted to bring their question to the table and both of them were answering specifically on the cases asked by volunteers. Satisfied with the implementation of this activity, volunteers expect this kind of activity to be held again in order to further develop their abilities with valuable insights related to this organization.
Written by: Kezia Devita Karoma and Andi Baso Mappanyukki
Edited by: Amira Mufidah, Ilmi Amaliyah Nuradha, Elmita Ayusyifa
Documentation by: Kezia Devita Karoma
Keyword: Introduction, Workflow, Department
This article was produced by first stage volunteers of Publication Sub-Commission during the VOLUME #5 – Green Leaf: Autumn and Regeneration. ‘The Pervect Part 1 – Get to Know IFSA LC UNHAS: the Workflow within the Organization’ was held at Google Meet, September 18, 2024.
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