The United Nations association of Uganda

International university of east Africa chapter.

Constitution

OFFICE OF THE DEAN OF STUDENTS GUILD OFFICE

Date Received....................... Date Received
Signed By......................... Signed By
TABLE OF CONTENTS
ARTICLE I: NAME......................................................................................
ARTICLE II: AIMS AND PURPOSE.........................................................
ARTICLE III: MEMBERSHIP..................................................................
ARTICLE IV: MEETINGS........................................................................
ARTICLE V: THE COMMITTEE............................................................
SECTION A: COMPOSITION................................................................................
SECTION B: COMMITTEE MEETINGS..................................................................
SECTION C: CESSATION.....................................................................................
ARTICLE VI: FUNDAMENTAL DUTIES................................................................................
ARTICLE VII: FUNDS AND ACCOUNTS
ARTICLE VIII: ELECTIONS................................................................................................
ARTICLE XI: AMENDMENTS...........................................................................................
ARTICLE X: DISSOLUTION.................................................................................................
APPENDIX...................................................................................................................
Article 1: Name
The name of this association shall be the ‘‘The United Nations Association of Uganda,
International University of East Africa Chapter’’ and its short form shall be ‘‘UNAU-IUEA’’
ARTICLE II: AIMS AND PURPOSE
1. The vision of this association is to promote awareness of the United Nations, its chapter
and work, as well as international affairs in general, through active participation in its
activities in the International University of East Africa and the community.
2. The mission of the association is to;
a) Support the United Nations and other related bodies, to organize a program of events
to promote such awareness and support, to coordinate participation in model united
nation conference by students of IUEA, and to hold social events for the benefits and
cohesion of the association.
b) Provide opportunities for tertiary students with interest in the aforementioned fields to
engage with like-minded peers;
c) Provide an educational forum for tertiary students to discuss and debate the work of
the United Nations, its affiliated institutions, and other topics, international,
humanitarian, political, economic, and sociocultural as well as environmental issues.
d) Facilitate and encourage students participation in regional, national , and
international conferences and programs relevant to the aforementioned fields;
e) Liaise and work with other like-mined groups, organizations, and professional at
local, national, and international levels to fulfils these aims and objectives;
f) Be vigilant and active in the prevention of intolerance, discrimination, racism,
sexism, and all other forms of the prejudice.
g) To be active and engaged in the promotion of the above aims and objectives.
ARTICLE III: MEMBERSHIP
Love, Diversity, Liberty and Justice must be promoted, preserved and demonstrated in every
meeting by every member of this club.
Every member must be dedicated to our weekly meetings during each semester.
Every member must make a significant effort to be active and effective in group training, group
discussions, group projects, group tournaments and campus fundraising.
Every member must conduct themselves in a respectful civil manner during our meetings. Foul
language, quarreling, abusive behavior and discrimination will not be tolerated in the UN and
UNAU Club.
1. All currently enrolled students at IUEA shall be eligible to become members of the
association.
2. The association shall have two categories of membership, which shall include:
 a) Active membership: active members will be required to pay a subscription fee per
semester, and they may vote in general meetings, stand for elected or appointed
office, and participate in association-organized delegations to model United Nations
conferences.
b) Retired membership: this shall be offered to all former active members who lose
eligibility for membership under rule 1. Retired members shall retain the right to
attend any of the clubs events, as would an active member, as well as the right to
resume active membership without fees should they once again become eligible.

The committee may by a vote of two -third remove a person from membership for good cause
upon receiving a written recommendation for such action signed by two active members of the
club. The person concerned may appeal against such removal to the senior members.
ARTICLE IV: MEETINGS
1. There shall be a general meeting at the beginning of every semester convened by the
president on not less than seven days’ notice. In this meeting, members will receive the
report of the previous semester and the accounts of the association for the previous
semester, the report and accounts having been approved by the committee.
2. Prior to call general meetings, notice of the agenda shall be sent out with the notice of the
meeting.
3. An extraordinary general meeting may be called in any full semester by the president, the
secretary or the speakers, or the treasurer on less than four days’ notice or written
requisition by seven or more active members stating the reason for which the meeting is
to be called and delivered to the president not less than eight days before the date of
meeting.
4. The quorum for a general meeting shall be ten percent of the association’s active
membership present in person, of whom three shall be members of the committee. When
any financial business is to be transacted there shall be present the finance secretary, or a
members of a committee deputed by the finance secretary to present his or her views to
the meeting. In case that it is a deputy, the only financial business transacted shall be that
which was set out in the agenda accompanying the notice of the meeting.
5. Monthly meetings will be held for general members of the club and bi- monthly meetings
will be held for the executive committee.
ARTICLE V: THE COMMITTEE
Section A: Composition
1. The affairs of the association shall be administered by a committee consisting of not more
than twenty Three persons, who shall have ultimate responsibility for the activities of the
association. Members of the university shall at all times make up the majority of the
members of the committee. The committee shall have a control of the funds and property
of the association and of its administration.
 2. The committee shall report to the association patron, the office of the dean, and the
UNAU Secretariat.
3. The Committee Shall Be Made Up Of The President, Vice President, General Secretary,
Deputy General Secretary, Finance Secretary, Deputy Finance Secretary, The Speaker,
Deputy Speaker, Legal Secretary, Deputy Legal Secretary, Projects And Funds Raising
Secretary, Deputy Projects For Funds Raising Secretary , Communication & Membership
Coordination Secretary, Deputy Communication & Membership Coordination Secretary,
Public Relations & Social Events Secretary , Deputy Public Relations & Social Events
Secretary. Publicity And Information Communication Technology Secretary, Deputy
Publicity And Information Communication Technology Secretary, Research & Academic
Affairs Secretary, Deputy Research & Academic Affairs Secretary, Procurement &
Logistics Secretary, Deputy Procurement & Logistics Secretary.
4. The committee shall have power to make regulations and standing orders in order to
implement the paragraphs of this constitution, and to settle any disputed points not
otherwise provided for in this constitution.

Section B: Committee Meetings

1. The quorum for a committee meeting shall be half of the elected committee present in
person. When a financial business is to be transacted, there shall be in present either the
finance secretary, or a member of the committee deputed by the finance secretary to
represent his or her views to the meeting.
2. The president shall call meetings for the committee at his discretion or at the request of
two other members of the committee. The president shall communicate the time, date,
location, and agenda for the meeting to the members of the committee at least twenty-
four hours before said meeting.

Section C: Cessation
Committee members shall cease to be in office if;
1. Resign in writing to the general secretary.
2. Failure to attend half of the meetings in the semester as describe in article iv
3. Are removed by a vote by two-third of the executive committee resolving no confidence
in the member.

Section D: Leadership.
UNAU-IUEA Leadership Definition, the Chapter Leadership Definition was established to
provide a consistent definition that clarifies University expectations and allows students to explore
leadership, discover their individual strengths and talents, determine their core values, and prepare
them to be contributing citizens and leaders of society. The Leadership Definition is:
With excellence and integrity, UNAU-IUEA, CHAPTER leaders serve others, build community,
personally flourish, and act in a positive and socially responsible manner.
Attributes Of a UNAU-IUEA, Chapter Leader
1. Excellence & Integrity - ‘Excellence’ and ‘Integrity’ are critical components of and are
woven through the entire definition. One must try their best (‘excellence’) at all times and
they must be ethical (‘integrity’) if they are to gain and retain credibility.
2. Serve – UNAU-CHAPTER Leaders need to work with honor and commitment toward an
end greater than themselves by adding value to the community.
3. Build Community – our Leaders need to cultivate relationships which honor the diversity
and needs of the community and work collaboratively with others to create and support
sustainable change.
4. Flourish - Leaders thrive through ongoing learning, counsel and self-reflection so that you
can make your best contributions and experience the greatest level of accomplishment and
satisfaction from your efforts.
5. Act – Our leaders must take initiative and be responsive in an ethical and responsible
manner.

The President:
The President will serve as the overseer of all meetings and activities of the UNAU-IUEA
chapter. The President along with the Academic advisors must create an effective agenda for
each meeting and must fulfill the goals set in place for each semester. The President must remain
in fellowship with the advisors, directors UNAU secretariat and dean of student office to further
establish the success of the club.
The president must be an enthusiast and an optimist on UN matters and life in general, and
must be dedicated and determined to plan and carry through an ambitious program of regular
UNAU activity.
A. Oversee the organization of events and affairs for the term of his or her administration,
announce, prepare the agenda for and preside at all meetings of the members of the
association and all meetings of the committee, distribute tasks in a reasonable manner to
members of the committee.
B. He/she shall liaise with other IUEA Clubs and any other organizations with which
cooperation would be beneficial for the association and its members.
C. Presides at meetings of the chapter and oversees the activities of the executive
committee and board of directors;
D. Coordinates chapters activities through the executive committee and board of directors;
E. Establishes short and long range objectives and goals in conjunction with the board of
directors;
F. Structures the organization to ensure continuity of leadership by providing opportunities
for new leaders to develop and to be mentored;
G. Represents the IUEA chapter and Overseeing the process of organization event planning.
H. Holding a minimum of two meetings for the general membership per semester.
I. Completing all organization purchase requests.
 J. Submitting a semester and annual report of organization activities to university
administration by the stated deadline.

The Vice President:

The Vice-President will serve as the overseer in the absence of the President. The Vice President
is responsible for maintaining effective communication with all members of the executive team
and must work closely with the President to ensure the success and expansion of the Chapter.
Typically, the vice president will succeed the current president should a vacancy
arise therefore must be fully engage in all aspects of chapters activities.
The responsibilities of the vice president include but are not limited to:
a. Supervising organization meetings in the absence of the president
b. Assisting the president with the oversight of the organization including fundraising, event
planning, etc.
c. Working with the organization’s finance secretary to prepare an annual budget
d. Maintaining a current accounting of the organization’s financial status including income
and expenses.
e. Scheduling locations for meetings and events
f. Coordinating organization fundraising efforts with the treasurer secretary and project
secretary.
g. Prepare events for the association to be held the following semester, including inviting
guest speakers and organizing other events.
h. Plans, coordinates, and recruits committees to manage a series of meetings and programs;
i. Coordinates programs with the president and the executive committee and board of
directors;
j. Provides data on previous union events to allow the event chair to benefit from past
experience and suggestions for improvement;
k. Provides timely and interesting advance information for newsletters, social media, and
mailings;
l. Ensures strong leadership succession by identifying and recruiting new union volunteers;

The General Secretary

The general Secretary will serve as the communications manager of the UNAU Club. The
Secretary must effectively communicate to the members of the club the time, location and
agenda of each meeting. The Secretary must further take effective notes on each meeting with
recommendations of members for future meetings, submitting all notes to the President.
a. Maintain a register of the members of the association, which shall be available for
inspection by the proctors on request.
b. Take minutes during all meeting, or appoint the deputy to do so if not present.
 c. Keep all documentation of all activities of the association.
d. Notify the proctors promptly following the appointment and resignation or removal of the
holders and other others members of the committee.
e. Advice the proctors promptly of any change to this constitution.
f. Inform the proctors if the association ceases to operate, or is to be dissolved, and in doing
so present a final statement of account.

The Speaker
The Speaker of the Assembly directs all activities of the House and its Committees and presides
over the proceedings of the House under the UNAU Rules of Procedure. Possessing the powers
and performing the duties herein described, the Speaker shall:
a. All officers of the House shall be subordinate to the Speaker in all that relates to the
prompt, efficient, and correct discharge of their official duties under the Speaker's
supervision.
b. Take the chair at the hour to which the House stands adjourned, call the members to
order, and upon the appearance of a quorum, and proceed to business.
c. Preserve order and decorum and have general direction of the chamber of the House and
the approaches thereto, and in the event of any disturbance or disorderly conduct therein,
order the same to be cleared.
d. Rise to put a question, but may state it while sitting.
e. The Speaker shall announce the result promptly on the completion of every vote. Have
the power to accredit the persons who shall act as representatives of the public, press,
radio, and television, and assign them seats.
f. Refer each bill, and may refer any joint resolution, joint memorial, resolution, or
memorial upon introduction, to the appropriate committee of reference of the House.
g. Administer all oaths required in the discharge of the business of the House.
h. Receive all messages and communications from other departments of the government and
announce them to the House.
i. Represent the chapter, declare its will, and in all things obey its commands.

The Finance Director and Deputy Shall;

The Treasurer will serve as the manager of finances for this club. All fundraising proposals and
activities must be reviewed, approved and presided over by the Treasurer. The Treasurer must
appropriately document all funds and report the financial status of the club each semester to the
President and Vice-President.
a. Maintain a record of all the associations’ financial transaction including the amount, date,
persons involved and the purpose of all expenditure and income.
b. Reimburse committee members who have incurred spending on the association’s behalf
upon receiving receipts and approval of an expense form.
 c. Keep records of those who are signatory of the account and those who have online
access, and add and remove (with the committees consent) members to the list of
signatories as required for the running of the club.
d. Develop and implement control procedures to minimize the risk of financial exposure,
such procedures’ to be reviewed regularly with the university, internal audit section.
e. Ensure that bills are paid and cash is banked.
f. Inform the committee of progress against the budget drawn up for that semester.
g. Seek advice as necessary on tax matters from the university finance division.
h. Make all records, procedures and account available on request of the senior member, the
proctors and internal Audit.
i. Forward to the secretary by the end of the first week of each semester a copy of the
account for the preceding semester signed by the senior members, for retention on the
proctor’s files.

The Secretary for Projects and Deputy Shall;

a. Propose projects for the association.
b. Develop plans for to conduct activities or any other social events.
c. Spear head all social event which the committee deem appropriate.
d. Surveying members of the association to determine interest in the abilities to use in
conducting projects.
e. Develop new fund raisers for the union to consider.
f. Track ongoing fund raisers and make progress reports to the board.
g. Organize volunteers to help with fund raisers.
h. Send the details of your fund raisers to UNAU Chapter patron.

The Secretary for Communication and Membership Coordination and deputy

shall;
a. Keep updated on the upcoming model United Nations conferences and their registration
deadlines.
b. Take full responsibility for advertising these conferences to members of the steps they
need to take to participate in the conference and take all other necessary measures to
ensure that the members of the association can participate fully in the conference.
c. Communicate and advertise events to the club and other members of the university.
d. Recruit new members.
e. Chair the Catch the Excitement campaign in October.
f. Develop programs to attract new members.
g. Develop fun activities for existing members.
h. Develop a list of names, telephone numbers and addresses of club members to give to
each member
Secretary for Publicity, And Information Communication Technology shall;
The publicity officer is responsible for educating policy makers and the general public about the
importance of United Nations association of Uganda its IUEA chapter in advancing the
implementation of SDGS. The Publicity Communication officer also creates and manages
strategies for external communication.
a. Finds ways to use technology to improve clubs operations (e.g., communications and
outreach);
b. Develops and maintains union website and social media sites.
c. Liaises with the communications chair and union secretary;
d. To keep the public inform about the work of UNAU.
e. Publicizes union activities through email, social media and the club website;
f. Works closely with the Secretary to maintain records of correspondence;
g. Build strategic partnerships with organizations that will assist the club in meeting desired
policy agenda outcomes.

Secretary For Public Relations & Social Events shall;

The PR should prepare a club newsletter (with assistance from the Publicity Committee) for
the membership concerning all aspects of union activities. Some items to include are:
Upcoming union meetings; Project reports; Notes on members' accomplishments; Special
honors bestowed upon members.
a. Ensure all external written communication meets quality standards and maintains
consistent messaging
b. Work with secretary to ensure electronic communication vehicles such as, the website and
social media are accurate, up-to-date, and carry messaging representative of the mission
and vision of UNAU-IUEA Chapter.
c. Coordinate and implement community building/public relations activities such as a
participation in any talk show or special participation, media forum, interview, panel talk,
newspapers recognition.
d. Develop strategic alliances with key elected officials, community stakeholders, policy
makers, heads of government, diplomats, ambassadors, influential community groups,
religious scholars and community based organization, neighborhood and business leaders,
community residents, civil society, and others. Attend public and private meeting involving
major projects.
e. Prepare talking points for public relations opportunities including press events/meetings,
legislative visits, and community events as directed by the president.

The Secretary for Legal Affairs and His or Her Deputy Shall;
a. Arrange for the delivery of legal framework and type legal correspondence.
b. Ensure that every members of the association abides by the constitution.
c. Advice on any legal matters pertaining to the club.
d. Present the club in any court of law.
Overview
We recognized the importance of for organization to have an active advisor selected from the full-
time staff or faculty of universities. The advisor is chosen and approved by the members of the
organization and approved by UNAU secretakriat. Behind most successful student organizations
is an effective advisor. An advisor provides the organization with continuity from year to year by
sharing organization history and assisting new officers during the transition process. The advisor
selected should be an individual who has a high level interest in the activity of the organization
and preferably some experience or expertise in the area or activity. The advisor is a vital link
between the organization and the University, providing guidance and offering mature judgment
and experience in program development.
Advisor Role
• Recognize and support participation in the organization for its contribution to the educational
and personal development of students.
• Be familiar with the organization’s constitution and bylaws and be prepared to assist the
organization’s Executive Committee and other members with interpretation when necessary.
• Be available during the development and coordination of programs for the organization and offer
suggestions or ideas for the group's discussion.
• Be aware of the goals and direction of the organization and generally monitor the organization’s
progress toward predetermined organizational goals and objectives.
• Be aware of the general financial condition of the organization and encourage the keeping of
good financial records.
• Assist the organization in complying with University policies and procedures.
• Encourage members to maintain a balance between academic endeavors and co-curricular
commitments.
• Assist in orienting new officers and developing the leadership skills of all members.
• Report all concerns of discrimination or harassment (including sexual harassment and/or sexual
misconduct) to the campus Inclusion Officer, and abide by all mandated reporting guidelines
within Ugandan laws and Executive Orders.
• Attempt to attend club meetings and events, and check in with the organization leadership
regularly.

ARTICLE VI: FUNDAMENTAL DUTIES

1. The association shall be ministered in accordance with the laws of International
University of East Africa and every member should abide by these laws.
2. Every member should abide by the Constitution and respect its ideals and institutions.
 3. Every member shall uphold and protect the sovereignty, unity and integrity of The United
Nations Association.
4. To promote harmony and the spirit of common brotherhood amongst all the members of
the association.
5. Every member should value and preserve the rich heritage of the association.
6. To strive towards excellence in all spheres of individual and collective activity so that the
organization constantly rises to higher levels of endeavor and achievement.
ARTICLE VII: FUNDS AND ACCOUNTS
1. The funds of the association shall be kept in the name of the association at a bank and the
Association shall operate one account only
2. An accurate record of financial affairs shall be kept by the Finance Secretary
3. The Executive Committee shall determine the amount of petty cash that shall be kept by
the Finance Secretary.
4. Any payment of expenditure or reimbursement of expenditure may only be made if it is
authorized by the Executive Committee
5. The accounts of the Association shall be audited one month prior to the Annual General
Meeting.
6. The Executive Committee shall provide for the safe custody of books, documents,
instruments of title and securities of the Association
ARTICLE VIII: ELECTIONS
1. A new committee will be elected at the end of every academic year to serve in their office
for a period of one academic year.
2. Prior to the elections, a returning officer shall be appointed by a panel consisting of the
association Patron, a representative from the office of the Dean of Students and a
representative from the Guild office.

3. The duties of the Returning officer be;

a) To receive nominations prior to kelections and ensure that the nominees have read the
articles of the constitution directly related to the position for which they are standing.
b) To disqualify any candidate, he/she finds to have admitted an untruthful or
misleading manifesto
c) To count all votes cast at elections and determine the results
d) To ensure that no fraud or malpractice occurs at any time before or during the voting.
4. Elections will be conducted in the following manner;
a) Members may nominate themselves for elections by notifying the returning officer.
b) Members standing for an elected position shall be permitted to submit a manifesto to
the executive committee
c) Voting will be conducted in the order the elected position appears in Article 5.
d) Before the voting on any position begins, each candidate shall be given the
opportunity to speak for a period of time determined by the returning officer. There
will be time allocated to the candidates to answer questions from members.
 e) Voting shall commence following the completion of the questions.
5. Should no member be elected or should the nomination for an elected position be re-
opened, the vacancy shall be filled in by-elections with a minimum nomination period of
four days. Only members of the committee shall vote in by-elections. A quorum of 2/3 of
the incoming committee elected is required in order to conduct by-elections. All other
procedures applying to general elections shall also apply to by-elections.
6. Should no nominees stand for an elected position in a by-election, the president shall
appoint a member to fill a vacancy if they so wish, subject to the advice and consent of
the committee, the Patron, and the Office of the Dean. The positions of President, Vice
President, General Secretary, Deputy General Secretary, Finance Secretary and Deputy
Finance shall be filled.
7. All members of the incoming and outgoing committee shall meet with their counterpart
to conduct a full and proper handover.
ARTICLE IX: AMENDMENTS
1. Amendments to this constitution may be made upon the approving vote of two-thirds of
those present in person at a general meeting.
2. All draft amendments shall be submitted to the President at least two days before said
meeting. A written proposal can be created by any member and must be signed by two-
third of the members of the club and further put into effect upon the review and approval
of the club advisors.
3. All members holding elected or appointed office in the association under the previous
constitution shall remain in office upon ratification of this constitution.
Example - If there are 25 members, 17 members of the 25 must sign the proposal to
further be approved by the club advisor(s)

ARTICLE X: DISSOLUTION
1. The association may be dissolved by a special resolution resolved by two-thirds of the
association’s membership.
2. After the satisfaction of debts of any creditors, remaining assets shall be allocated to an
organization or association with a similar purpose.