The core value of Nijera Kori’s management structure and decision-making system is guided by the philosophy of ‘participatory democracy’. The main decision-making body of the organisation is the Central Staff Convention, which is held every alternate year and attended by all staff of Nijera Kori. Here they constitute a three-tier council (Area Council, Divisional Council and Central Executive Council) for two years for overall management, decision and coordination by electing their representatives among the staff.

Participatory Process

The core value of Nijera Kori’s management structure and decision-making system is guided by the philosophy of ‘participatory democracy’. The overall governance of the organisation rests with the ‘General Body,’ which elects the ‘Governing Body’ for two years. The General Body, made up of 39 members, is responsible for the overall governance and elects a Governing Body, every two years. The role of the Governing Body which meets quarterly, is to ratify policies and programs proposed by Nijera Kori, to approve the audited account and budget for the coming year, as required by government legislation and to appoint the Co-ordinator who is responsible for coordinating the overall programmes and management of Nijera Kori on regular basis.

Nijera Kori’s organisational structure and culture demonstrate the basic organisational principles to which it is committed. Therefore, for linking the grassroots, on the other hand, each area office has 3-4 sub-centres, which are made up of female and male field staff. They, through living collectively in a centre in the field, manage the activities of Nijera Kori along with the landless people. The groups themselves have their own structure for group activities.

Role and responsibilities of all bodies for overall programme management 

 The Coordinator:

The Coordinator is appointed by the Governing Body and possesses the highest authority in the organisation. She is the Chairperson of the staff council, staff representatives meeting, and the annual staff convention.

The Coordinator is responsible for the overall management of the organisation including the management of Nijera Kori staff structure, administration, recruitment, transfer, confirmation of newly recruited staff, increment, dealing with organisational rules and procedures, signing the bills for the Staff Executive Committee members, approve vouchers as appropriate, raise funds for the organisation and approve the expenditure etc. Besides the responsibilities with the international operations of the organisation, the Coordinator also maintains networking with the government/non-government institutions, donor agencies including international aid organisations, other individuals, the Governing Body of the organisation and human rights networks. In addition, the Coordinator is the Chair of the staff Representatives meeting, Executive Council meeting, and Central Staff Convention. The Coordinator presents the overall overview of the organisation in the Executive Council, Governing Body and in the Central Staff Convention. She is the official interface between Nijera Kori and others. As the Coordinator her role is to maintain a minimum of monthly review meetings, often more as per need, with the Central Team, the Report Team, the Finance and Accounts section, with the Administration and HR section, to coordinate and monitor the progress of the organisation in line with policy and objectives.

The Central Team: (Elected representatives)

The Central Team consists of experienced staff members of the organisation as the Coordinator of Nijera Kori, as appointed by the Governing Body and acts as the Chair of the team; the one member of the Central Team (organisation) and the one member of the Central Team (Training) are elected by the staff at the Staff Convention for two years. The same members can be reelected based on their performance. Of the two elected members of the Central Team, an equal number of women and men is mandatory. The Central Team provides necessary advice and assistance as required by the field staff to identify weaknesses. The Central Team plays the role of coordinating, monitoring and implementing the activities associated with training, cultural programs, advocacy, reports, administration and accounts in the Head office and as per expected outcomes stated in the project document. The Central Team is also involved with the personnel section in the Head Office in recruiting new employees for the field. In addition, the respective Teams contribute to the monthly schooling program in the Head Office as part of the process of creating an environment to nurture democracy.

The Central Team (organisation) members are elected in the Central staff convention for 2 years. The respected Team is responsible for implementing the programme as planned, expanding the activities with innovation and taking necessary actions for problem-solving to achieve the organisation’s goals and objectives. The Central Team (organisation) is also responsible for conducting field visits in different working areas at the Divisional, Areas and Sub-Centers level to monitor the field-level activities and provide necessary guidance and advice to the field staff to connect and ensure the coordination in all levels from Sub-Centre to the Central office.

In addition, this Team will prepare reports on the field visits including the day-to-day activities related to the progression and development of the landless organisations. The Central Team (organisation) also plays a key role in bringing consistency among internal affairs and establishing collective efforts between the divisions and areas.

Other than this, they will collect enough information for the improvement of employees in order to transform their knowledge and understanding, and if necessary, they assess, plan and explore the opportunities for the staff so that the staff can participate the overseas training and seminars abroad.

This Team also set the guidelines to improve the consciousness level of the landless organisations and encourage the staff to practice the same. They also play a key role in developing strategies for managing landless organisations in achieving consistent results by employees and the landless groups. They will take the initiative to prepare and implement the plan at the field level. The Team will play the lead role in developing the policies to work with the socio-cultural and movement-based organisations and to promote the rights of indigenous people. In addition, the Central Team (organisation) reports to the Coordinator, Executive Council and Central Staff Convention for their work.

The Central Team (Training) is elected by all level staff in the Central Staff Convention for 2 years. The Central Team (Training) will keep everyone informed about the culture of the organisation. They will create innovation in training activities and finalize the training plan. In addition, they will collect information and arrange training to identify the relevant problems. They will conduct field visits, explore the training needs assessment, determine the methodology to develop staff and groups’ knowledge and skills, and ensure follow and prepare reports. They also evaluate to what extent training experience has been applied at the field level. They also monitor the progress and evaluate the training results. They also provide the TOT, implement the training plan and work for the improvement of the training methodology. They will take necessary measures to form training cells at the field level.

In addition, the Central Team (Training) reports to the Coordinator, Executive Council and the Central Staff Convention for their work.

The Coordinator of the Central Cultural Team is elected by the Central cultural staff in the Central Staff Convention every 2 years. Their main responsibility is to set cultural programs, constantly create innovation, develop the capabilities of cultural staff, undertake comprehensive plans including the coordination of all cultural activities and implement the plans accordingly. In addition, they will identify the cultural needs assessment through field visits and will take necessary steps accordingly. The Coordinator of the Central Cultural Team will arrange the monthly meeting with the central cultural team. This Team will evaluate the activities according to the report provided at the meeting and take new initiatives. The Coordinator of the Central Cultural Team will work with the coordination of the Central Team (Training). They will manage their activities from any training centre that is convenient for implementing their activities. S/he will present her/his work at the monthly and quarterly meetings. The Coordinator from her/his level of position can attend any Divisional Council meeting

Administration, Accounts and Report Team 

The Administrator along with other members of her/his section is in charge of maintaining all records and ensuring all HR policies as approved by Nijera Kori are maintained and followed, ensuring coordination between the different sections within the head office, ensuring procurement and other administrative policies and manuals are followed. Most day-to-day administrative matters are dealt with by them. S/he along with the team also assists the Coordinator to ensure regular liaison with the Governing Body for holding regular meetings and linkages with the NGO Affairs Bureau and Partners as and when requested.

The Senior Accountant through her/his team maintains all accounts and ensures the smooth financial running of the organisation by following the Financial Manual. Nijera Kori maintains a centralised accounting system. A team of Accountants are appointed at Head Office along with Field Accountants. All field-based accountants are responsible to the Senior Accountant. From time to time, the Head office accountants also regularly visit the field offices for financial monitoring. The Senior Accountant, Administrator, and when needed, the Programme Organiser in charge of the Report Team and the Central team, sit quarterly to review the expenditure as well as fund availability forecast, both programme and administrative in line with the project document and proposed outcomes. This is then presented at two levels, at the Staff Executive Council meetings and more so the Governing Body for approval.

The Report Team headed by the Programme Organiser in charge of this section maintains all field programme records, and the MIS system and provides monthly and quarterly reports to the Central Team and the Coordinator, thus working closely with both. This team supports the Coordinator by providing quarterly reports for the Governing Body and prepares the annual report for the Partners and the AGM. The Report Team has an important role in keeping the organisation aware of where its activities and status are currently located in the context of the stated outcomes. This information is crucial for all the different teams, sections and bodies to ensure strict, regular and accurate observation and information of the current situation prevailing. This is most important to ensure that each team can ensure correct implementation as per proposed programme outcomes. Members of the Team regularly visit different areas and sub-centres to understand and get clarification of activities in line with proposed outcomes to try their level best to ensure accurate reporting. This filtering process is a key component of our monitoring system.

The Divisional Council: (Elected representatives)

The Divisional Council is responsible for the overall planning, implementation, staff development and coordination in all levels of staff working in the field, sub-centre management, the initiative for collective intervention and nurturing democracy in all levels of the organisation to achieve the organisation's goals and objectives. All Area Coordinators under the Division are members of the Divisional Council.

The responsibilities of the Divisional Council are to maintain regular contact with the field, meet every 2 months to evaluate the field activities, identify the weakness, and take necessary steps to overcome the weakness.

The Divisional Coordinator, Divisional organiser, Divisional Trainer and Area Coordinators for each area office, will be elected as members of this Team by virtue of their position. The post of Divisional Coordinator as is the Area Coordinator open for both women and men. However from the Divisional Trainer and organiser, one will have to be a woman. The women staff are strongly encouraged to participate in the elections.

The Divisional Coordinator: (elected representative)

The Divisional Coordinator is elected by the divisional-level staff members in the Central Staff Convention every 2 years. S/he is based and will manage and coordinate all the Divisional level programmes from the Divisional Training Centre. It is the responsibility of the Divisional Coordinator to stay in each of the sub-centres of the Division for at least 5 to 7 days to contribute to the management of the Sub Centre. S/he will participate and contribute to the schooling as well as the monthly meeting. S/he will monitor the practical situation in the field, identify the weaknesses and explore various innovative interventions to achieve the organisational goals and objectives. As part of the administrative responsibilities, s/he will approve the bill vouchers and leave as applicable. S/he can approve 15 days of leave as recommended by the Area Coordinator. S/he will also maintain liaison with the government, other organisations, and individuals as required for the best interest of the organisation. S/he will arrange the Divisional meeting every 2 months and the decisions of the meeting are shared with the higher authority through the Divisional Coordinator. In addition, s/he is responsible for internal transfer and can recruit the Service Staff by consultation with the Central Team. S/he is responsible for planning, implementing and coordinating the Divisional activities to achieve the organisational goals and objectives. S/he also arranges the Divisional level staff council every year to evaluate the Divisional level activities and results to achieve the goal and objectives of the organisation. S/he will report to the Divisional meeting, Divisional Council meeting, Executive Council and Central Staff Convention. Either the Divisional organisation or Training as available will be In charge of the Division through consultation with the Central Team while the Divisional Coordinator is either on leave or out of the station for an official tour.

The Divisional organiser: (elected representative)

The Divisional organiser is elected by the divisional-level staff members in the Central Staff Convention every 2 years. The key role of the Divisional is to explore the activities of different areas of the respective Division including planning, implementing and coordinating the Divisional activities related to developing the autonomous landless organisation. The Divisional is expected to stay in each of the sub-centres of the Division for at least 5 to 7 days to contribute to the management of the Sub Centre. S/he will report to the Divisional portfolio, Divisional meeting and Divisional Council. S/he is based and will manage the activities from the Divisional Training Centre. S/he will also maintain liaison with the well-wishers as required for the best interest of the organisation. S/he will be a member of the Divisional Council.

The Divisional Trainer: (Elected representative)

The Divisional Trainer is elected by the staff of the respective Division in the Central Staff Convention every 2 years. S/he is responsible for creating innovation in training activities and finalising the training plan. In addition, s/he will collect information and arrange training to identify the relevant problems. In addition, this Team will follow up on the progress, identify the weaknesses and send the proposal to the Divisional and Central Training Cell for further improvement. They will prepare the reports and will send them to the Divisional Team and Central Training Cell. The Divisional Trainer is a member of the Divisional Council. S/he will report to the Divisional portfolio, Divisional meeting and Divisional staff council.

The Area Council:

The Area Committee is responsible for the area-level planning, implementation and coordination to achieve the organisation's goals and objectives. The Area Council is formed by one or more than one sub-centre. The Area Council is responsible for the staff development of the sub-centre, practising democratic values and culture and strengthening the activities related to the landless organisation. All area-level staff are members of the Area Council. All staff will have specific groups in the field except the Area Coordinator. However, the Area Coordinator will take responsibility for the specific groups if s/he is managing only one sub-centre. The Area Council will analyse the overall situation, identify the weaknesses, evaluate the activities and decide on further actions for innovation. This Council through the Area Coordinator is also responsible for arranging monthly meetings, evaluating the activities and recommending the proposals for the administrative decisions related to the staff salary, allowances, bill vouchers etc as required.

The Area Coordinator: (Elected representative)

The Area Coordinator is elected by the area-level staff members in the Central Staff Convention every 2 years. S/he is responsible for organise group activities, exploring new fields, playing a facilitating role in how the trainee will apply her/his knowledge and experience in the field, evaluating the results of cultural activities, staff development, sub-centre management, encouraging staff and group members for collective initiative, implementing the activity plan and identify the strategies to achieve the organisational goals and objectives. S/he will monitor the activities, identify the weaknesses and take necessary steps according to the policy for further improvement. The Area Coordinator will not have any specific groups in the field except the area where only one sub-centre is operating. However, the Area Coordinator of such an area will take responsibility for the specific groups if s/he is managing one sub-centre. It is the responsibility of the Area Coordinator to stay in each of the sub-centres of the respective Area for at least 5 to 7 days to facilitate the field activities, identify the change out of the intervention, prepare reports for Division and Central Team including the area level reporting as required by the organisation.

The Area Coordinator is responsible for arranging monthly meetings to evaluate the monthly activities of the area. In addition, s/he will approve the bill vouchers, staff leave up to 10 days.

If required s/he can transfer the staff within the area by consultation with the Divisional and Central Team. S/he can send the proposal to the Divisional Council in case the transfer is required outside of the area.

S/he is responsible for evaluating the probationary staff every six months and will send the report to the Divisional Council. In addition, s/he is responsible to evaluate the regular staff yearly and send the proposal to the Divisional Team for annual increment.

Sub-Centre Representative: (selected representative)

Sub-Centre level activities are closely attached to the groups and are considered the main strength of the landless organisation. The staff working in the sub-centre plan and implement the activities based on the demand in the field. There is one representative in each sub–centre to manage the sub-centre level activities. The women staff if available in the sub-centre will represent the Centre as per organisational policy. The Area Coordinator will take responsibility if there is only one sub-centre existing in the area.

The sub-centre representative is selected by the Divisional Council as proposed by the Area Council. The responsibilities of the sub-centre representative are to manage the sub-centre, maintain discipline, and plan and implement the activities of the groups of the landless organisation. S/he also arranges weekly meetings to evaluate the activities and to develop the consciousness level of each staff working in the sub-centre.

However, the sub-centre representative has no role in approving leave, bill vouchers proposing the staff salary or increment including dealing with other administrative issues.

Program organiser:

The Programme organisers are recruited through advertisement centrally. S/he will be based in the sub-centre to manage the activities related to the group members. The key role of the Programme organiser posted to the sub-centre is to form the landless organisation through building awareness of the poor and marginalised for collective movement, conduct group meetings, explore data collection and documentation, analyze the information and finally engage her/himself in regular mentoring the knowledge level through schooling and exploring the reading materials. The Program organiser reports their work in the weekly and monthly meetings. In addition, s/he arranges a meeting with the well-wishers of the organisation every three months. Only when the Programme Organiser has been elected to a particular position within the Organisation, s/he will then take on the role and tasks given, as per the description given above.

Participation of Landless Organisation

Nijera Kori has been practising a comprehensive planning monitoring evaluation and reporting system ensuring equal participation of staff and landless groups at all stages in the whole process. The landless groups evaluate their activities and formulate plans through regular meetings. In these meetings leaders, and representatives of landless groups/committees from other working areas actively participate, along with the field staff of Nijera Kori. In fact, these meetings constitute the basis of the PME and management system. The information and recommendations generated from these meetings of the landless groups are discussed at various other levels (i.e. village, union, area and Upazila committee meetings and conventions etc.) of the organisation (Annex-B). The opinions and proposals of the landless received through this process are then sent to the sub-centres of Nijera Kori through Nijera Kori field staff, which later are discussed and evaluated at various levels of the organisation. Guidelines for Nijera Kori activities are set, through this process, and Nijera Kori staff members formulate the plans for the organisation based on that. The executive council, divisional council and area presidents directly participate in field-level activities regularly. In addition, the staff and the groups at times visit each others’ working areas with a view to assess, evaluate, monitor and provide the necessary counselling to their counterparts. The same process is followed when written reports are produced in each meeting based on which the annual report is made at the end of the activity year.