ECA (Extra Curricular Activities) and Club Coordinator

Applications are invited from competent, experienced and dedicated candidates possessing an excellent command of written and spoken English for the following position:

A. ECA (Extra Curricular Activities) and clubs coordinator (Post - 1)

Qualification: Minimum graduate in any discipline. Candidate must have an all-round ability to conduct, organize and host programmes for college students. He/she needs to have a working knowledge of and interest in indoor and outdoor activities; especially games, sports and athletic disciplines.

Roles and Responsibility of ECA Coordinator: 

1. Preparing schedule for various co-curricular and extracurricular activities class for the entire academic session.
2. ECA class division as per the interest of students, monitoring ECA classes, ECA syllabus and ECA instructors’ class performance.
3. Maintaining the attendance register of ECA instructors and the students enrolled in the ECA class.
4. Preparing the salary statement of ECA Instructors and correspond with the HR regarding their pay roll.
5. Dividing the students proportionately into four different houses; Garnet, Emerald, Moonstone and Sapphire.
6. Planning and organizing intra-college, inter-college and inter-house sports and extracurricular activities competition.
7. Forming student body, Student Council appointing Class Representative, House Representative and Batch President through election campaign and voting.
8. Planning and organizing college functions such as Fresher’s Welcome, Farewell Program, Youth Fest / College Carnival, Award Ceremony, Investiture Ceremony, Mufti Day, etc.
9. Preparing the financial statement of every program organized and report to the college management.
10. Planning and organizing community service, social campaign and charity programs.
11. Planning and organizing field trips, excursion (domestic and foreign), adventurous trip such as trekking, hiking, rafting, cycling etc. (note: an element of service/volunteering/education must be present in any trip.)
12. Seek prior approval from college management before planning activities to be
13. Supervising the Literary Club and IT Club in order to publish the College Newsletter and annual magazine.
14. Maintaining the student discipline and code of conduct inside the college premises.
15. Maintaining the record keeping of every students regarding their involvement and achievement in extracurricular activities competition.
16. Encouraging the students to be associated with the Duke of Edinburg Award (DofE) and support them with necessary needs.
17. Timely follow up with the DofE Group Leaders to ensure that they are in close coordination with the DofE assessors.
18. Coordinating with the concerned DofE Group Leaders and prepare the necessary paper work and recommendation for the ‘Duke of Edinburg Award’.
19. Corresponding with the Transportation In charge as and when a need for transportation service arises.
20. Planning and organizing orientation program.
21. Anchoring in the College Functions and Programs.
22. Pre and post reporting about every plan inaction to the Executive Director and Academic Head and work as per the advices and instructions given.
23. To observe at least one class of each ECA per month and to make report on the ECA.
24. To observe and ensure that the given ECA curriculum is being followed and progress is constantly tracked.
25. To ensure that all ECA instructors are present during parent-teacher meetings and to update the parents about ECA.
26. Have at least one meeting with all ECA instructors per month and to report the minutes to the college management.
27. To maintain a duty record file of all ECA instructors along with the list of materials that has been handed over to the instructors.
28. To keep stock and check the condition of all ECA equipment and to prepare purchase order accordingly when necessary to replenish old equipment.
29. To foster an environment for all ECA activities to run smoothly and in accordance with the GIHE rules and regulations as guided by the GIHE code of conduct. 

Roles and Responsibility of Clubs Coordinator: 

1. Identify students’ interest and encourage them to form clubs through which they would meet their goals to suit their needs.
2. Provide support and suggestions to the activities of club core committee.
3. Inform all the parents, teachers and concerns about the activities supported by the clubs.
4. Maintain the record of every club activities.
5. Ensure the registration and record keeping of the Club Members.
6. Obtain approval from the authority for all financial and college facility matter which may assist in the club activities.
7. Be updated with the statement of every financial matter that occurs during the club activities.
8. Maintain the autonomous function of a club in harmony with the function of other clubs.
9. Be involved in decision or policy making activities of every Club Core Committee.
10. Organize reward function for the active Club Members and Club Core Committee.
11. Prepare recommendation letter for the students who are actively involved in the club.
12. Conduct meetings with the Club Members, Club Core Committee and College Authority at least once a month per club, with at least 2 days prior notice.
13. Review all the clubs’ activities and their financial status.
14. Coordinate and arrange for transport when required by club members.
15. Encourage action-plan at least one event per year under each club. Action-plan must be in a formal proposal form whose proper book keeping is to be maintained.
16. Handle every kind of conflict arising in the club, maintain the discipline, financial transparency and smooth operation of the club.
17. Nominate club core committee with the majority of the consent of Board of Director, College Management, College Administration and The Student Council.
18. Conduct fair election followed by election campaign and speech making.
19. Official handing over to the new incoming members by means of induction.
20. Be updated with the record of respective club’s membership tenure, issuance of membership card, reissuance, insolvency of the membership and rejoining the membership.
21. Strictly regulate the guidelines for Core Committee and Club Members.
22. Timely report to the management about every ongoing club activities and to seek approval before executing any event.
23. Correspondence with ‘Official Members’ of clubs and to update all ‘Official Members’ regarding status of membership of club members.
24. Liaise with psychology counsellor on the progress of students and to recommend students to the psychology counsellor if and when required according to the given clubs guidelines document.
25. Conduct at least one club specific event per academic session, along with the participation or coordination of other clubs. 

Interested candidates may send their application with a detailed bio-data and copies of credentials addressed to The Director, G.P.O. Box No. 1794, Kathmanduor email us scanned copies at careers@gihe.edu.np by July 25, 2014 at the latest.

Only shortlisted candidates will be called for an interview