Executive Procedure Document

Executive Procedure Document

The primary collective responsibility of the Executive Board and the General Coordinator is to contribute to the empowerment of the human rights movement by taking timely and effective decisions.

This joint task can be identified in detail as:

  • The association's compliance with its own democratic resolutions and directives determined by its own members through the General Assemblies,
  • The protection and monitoring the effectiveness, stability and sustainability of the May 17 Association,
  • Cautious and effective management of financial and human resources,
  • Respecting and nurturing the work relationship and communication between the Executive Board and the office, and between the Executive Board and the General Coordinator, in a positive and mutually supportive way.

The Executive Board and the General Coordinator actualize the responsibilities of this joint task through two interconnected functions:

  1. Governance function
  2. Management function

Governance is the primal responsibility of the Executive Board.

Governance is defined as; the execution of authority, direction and control in an institution to ensure the actualization of objectives.

This responsibility has been transferred to the Executive Board by the General Assembly and the EB is responsible to the General Assembly for the full and successful performance of this function. This function is primarily related to strategy and policy setting, forward-looking directions, priorities, plans and budgets. The EB has official decision-making authority in these areas.

The General Coordinator also has a role and responsibility in governance by providing accurate information to the EB, supporting the EB and making recommendations to the EB.

Management is the primary responsibility of the General Coordinator. This responsibility is an authority given to the General Coordinator by the Executive Board. For the full and successful performance of this authority, the General Coordinator is responsible to the EB. This task is primarily related to decision-making in the areas of operational planning, action strategies, management and implementation. In these tasks, although the EB has duties such as giving advice and supporting, the decision-making responsibility belongs to the General Coordinator.

The General Coordinator ensures that the May 17 Association adheres to the agreed management processes and manages the effective and coordinated implementation of the plans in accordance with the budget and the annual action plan.

  1. Governance duties from the statute; are the duties of the Executive Board. Not transferable. The General Coordinator advises.
  2. Monitoring of budgets and finance, financial control; duty of the Executive Board. The Executive Board carries out in coordination with the General Coordinator and the Finance Coordinator.
  3. Strategic direction and strategic planning; are the duties of the Executive Board. The General Coordinator and the whole office team contributes to their development.
  4. Policy development and approval; are the primary duties of the Executive Board. The general coordinator offers consultancy.
  5. The governance of the movement; The General Coordinator executes it together with the office in line with the consultancy of the Executive Board.
  6.  Coordination and direction of movement; The Executive Board acts in coordination with Working Groups, Advocacy Coordinator, Legal Coordinator and Psycho-Social Support Coordinator in line with the action plan approved by the Executive Board.
  7. Operational planning; The General Coordinator prepares the work groups with coordination meetings and planning process with the office, and operational planning is finalized by the board of directors.
  8. Strategy: research, action, development and response to crises; Together with the Executive Board, the employees of the association actively participate in the processes and the Executive Board operates the coordination processes by including the relevant members and work groups when deemed necessary.
  9. Office structure; The General Coordinator develops the proposal together with the association employees and obtains the consultancy and approval of the Executive Board.
  10. The role of representation can be shared by the Executive Board and the General Coordinator. Members or employees can be authorized for representation in a specific area.

Missions of the Executive Board and the General Coordinator

The mission of the Executive Board

Providing governance and direction for May 17 Association; Implementing the decisions of the General Assembly; to ensure that the association acts in accordance with its vision, mission and strategic plan; determining policies; ensuring that the operations of the association are carried out at the highest possible standards.

Duties of the Executive Board

Ensuring compliance with the statute of the May 17 Association

Ensuring a careful and transparent financial monitoring

Predicting and planning the future of the association

Creating the Association's Strategic Plan and ensuring its effective implementation

Creating the necessary policies for the proper functioning of the association

Leading the determination of the association's position on matters related to the movement

Effectively managing the mobility and growth of the association's voluntary human resources and membership

Making the association's structures accountable

Recruit, manage, appreciate the General Coordinator and create an accountability structure

The mission of the General Coordinator

Providing coordination, management and administration for the May 17 Association in cooperation with the Executive Board.

Task Descriptions of the Executive Board, Chairperson, Accountant and the General Coordinator

Task Description of the Chairperson

Responsibilities of the Chairperson:

Ensuring the full and effective fulfillment of the Executive Board responsibilities specified in the statute, EB mission and task description

Coordinating the overall schedule of work through delegations and assignments of responsibilities, monitoring processes and evaluation results

Communicating effectively on behalf of the Executive Board

Taking necessary and delegated decisions with the Accountant and to work together with the Accountant during the period between the meetings

Being the first intermediary between the Executive Board and the General Coordinator. Taking the primary responsibility to support and inform the General Coordinator.

Creating an inclusive and collaborative team atmosphere within the Executive Board and between the EB and the General Coordinator

Managing the Executive Board budget appropriately, including responsibility for approval

Preparing the Executive Board agenda and business plan in consultation with the Executive Board and the General Coordinator, and effectively chair the meetings.

Supporting the General Coordinator in the main tasks agreed upon

Task Description of the Accountant

Responsibilities of the Accountant

Considering the financial interests of the movement,

Ensuring that the Executive Board communicates with the office on financial matters,

Presenting information about future trends and threats by making risk analysis while considering the financial interests of the association,

Being the first contact person between the Supervisory Board and the Executive Board

Providing advice and direction to the Executive Board regarding the areas where the General Coordinator and the Finance Coordinator are responsible for financial matters

Reporting to the general assembly on the financial interests of the association and presenting audited accounts and future budgets

Task Description of the General Coordinator

The General Coordinator, together with the office, organizes the effective representation of the concerns of the May 17 Association against the government, NGOs, intergovernmental organizations, international media and the general public.

Establishes high level external relations on behalf of the association and is responsible for acting at these levels on behalf of the association. Can delegate this responsibility in the relevant field.

The General Coordinator has a responsibility to provide counseling to the Executive Board and the movement.

Coordinates and develops strategies and plans to promote and protect human rights.

The General Coordinator takes the lead in making decisions in crisis situations. Provides motivational coordination for work groups and members. It encourages the work of groups through meetings and communication. Brings a coordinated approach to the strategic planning processes of the movement

Develops a coordinated approach to the strategic planning processes of the office. Undertakes the general responsibility for the effective and efficient operation of the office, ensures the participatory implementation of business plans, budgets and strategies of the Executive Board. Manages the fundraising activities of the association.

Decision-making process of the General Coordinator

The fields between coordination with the movement and direction of movement; Operational planning; Strategy; research, action, development and response to crises; Office structure; Representation, fall within the decision-making zone of ​​the General Coordinator. The Executive Board advises on the preparation of decision-making processes in these fields. The General Coordinator is responsible for these decisions.

It is responsible for the implementation of the action plan in accordance with the annual budget.

Processes of effective organization of the Executive Board: Communication and division of labor between the Executive Board and the General Coordinator


Information Requests from the Executive Board

Only the decisions made by the Executive Board as a whole are binding on the General Coordinator. The decisions or assignments made individually by the Executive Board members, or other officials or committees are not binding on the General Coordinator.

Work Plan

The Executive Board draws up a work plan that will cover its term. An important feature of this long-term agenda is the determination of the necessary decision-making and policy areas for the implementation and development of strategic and operational plans. These issues are distributed in meetings appropriately during the term of office.


Draft agendas for each Executive Board meeting are prepared by the chair one week in advance with the support of the General Coordinator and presented to the consideration of all EB members.


All documents to be submitted to the Executive Board meetings should be prepared in a coordinated manner and necessary consultations should have been made with all relevant stakeholders. At least one week in advance, the Executive Board may make temporary exceptions to these rules as per its subjective conditions regarding all documents.

Internal Document

The confidentiality of any unpublished documents and information obtained within the framework of the Executive Board duties should be protected by each EB member, both during and after the end of their assignment. Such unpublished information may never be used other than the appropriate requirements of board member roles.

General Management Limitation

While performing their duty, the General Coordinator should not attempt, allow or be incapable of preventing any actions that would cause the association and its office to operate in an unsafe, illegal, unethical, negligent manner or violate the principles and policies of the Executive Board and the Association. Likewise, the General Coordinator should not put the May 17 Association or its employees under unacceptable obligations.

Communication with the General Board and Consultation

The General Coordinator does not let the Executive Board to be deprived of information and support in its work. The General Coordinator should ensure that any information and advice essential to the performance of their responsibilities is not withheld from being shared with the board.

The General Coordinator should not delay any negative information about the association's staff and image, and should not neglect to inform the Executive Board in a timely manner of trends, facts and information regarding significant changes in the field of external and internal activity.

When the General Coordinator thinks that the Executive Board is incompatible with its own policies regarding governance, the General Coordinator should inform the EB.

Communication with the Movement

The General Coordinator must ensure that misleading information and inappropriate advice is not relayed to the movement.

Communications with the Public (Public Relations)

The General Coordinator must ensure that the actions and public statements do not jeopardize the association's public image and credibility or prevent the association from fulfilling its mission.

Financial Rules

General Coordinator, should not deviate from the approved operational plan in force, including the budget, without the explicit approval of the Executive Board. Although there are approved policies that include financial authorization, the General Coordinator should consider the final authority of the EB on the financial, budget-related issues, and financial control.

The General Coordinator must comply with the approved control practices and controls regarding the billing, usage and expenditure of funds.

Conservation of the Assets

The General Coordinator should not allow the Association's assets to be used inappropriately, to be left unprotected, and to be left without the protection of intellectual property rights.

Limitations Regarding Human Resources

The General Coordinator must protect staff against unfair, unethical or unlawful treatment. Should ensure that there is no unethical and illegal operation in recruitment, performance evaluation and dismissal processes. Should not cause or allow the association's financial integrity and public image to be compromised regarding the employment, compensation and benefits for consultants, contracted personnel and volunteers.

Loss of the General Coordinator service

The General Coordinator should take measures in order to prevent the Executive Board from being deprived of General Coordinator on a regular basis or to suddenly lose the General Coordinator. It is the responsibility of the General Coordinator to take measures for the adequate realization of their fields of responsibility.

Accountability of the General Coordinator

The General Coordinator is the only person appointed by the Executive Board.

The responsibilities of the General Coordinator are positioned with the use of the authority entitled by the Executive Board within the framework of the parameters established in accordance with the decisions of the General Assembly and the EB policies, directives and decisions.

Accountability of the General Coordinator;

The job description of the General Coordinator;
is determined in line with the operational plan in force, including the budget.

The General Coordinator will set the targets for the following fiscal year at the end of each fiscal year and will meet with the chairperson before submitting them to the approval of the Executive Board.

If the performance of the General Coordinator is found insufficient or there is a loss of confidence in performing its duties properly, the Executive Board as a whole is obliged to ensure the termination of the relationship in accordance with the terms and conditions of the General Coordinator's contract.

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