According to the Statutes, the Bodies of the Association are:
Further Bodies of the Association can be defined in the Rules of Procedure. As of May 2023, the RoP defines as Bodies of the Association:
The Board of EESTEC, informally known as the International Board or Board of the Association (BoA), is a Body of our Association. It is appointed by the General Assembly, during the Spring Congress, for a period of one year (August 1st-31st of July). According to the Statutes, the Board should consist of a minimum of 3 people: the Chairperson, the Treasurer and a Vice-Chairperson. According to the Rules of Procedure, the Board has 5 members: Chairperson, Treasurer, Vice-Chairperson for Internal Affairs, Vice-Chairperson for External Affairs and Vice-Chairperson for Administrative Affairs. The Board is responsible for running the Association for one year.
According to the RoP, EESTEC distinguishes the following terminology:
This position is responsible for the operation of the Association as a whole. A Chairperson’s main task is coordinating the Board and they are responsible for Board reports, Board meetings, and Congresses. Additionally, they are in charge of the goal-setting procedure and evaluation of the Board work. The Chairperson should be in close communication with all Board members and have a clear image of the work of the Board at every moment, as well as be informed of the general functioning of each department. Of course, this person is also responsible for the Chairperson’s department and is therefore in frequent communication with their Leaders or BAs, monitors their work and cares about the department’s well-being.
On a local level, the Chairperson’s position also exists, it is one of the mandatory positions of the local board for an Observer to be promoted to Junior Local Committee (JLC) and has to be present on every board after that. This person is responsible for planning and facilitating the board meetings, for having an overview of the board’s work and for the delegation of tasks among them. They should be aware of everything that is happening in the branch, supervise the branch’s finances and represent their branch under any circumstances. Like the Chairperson of the Board is responsible for Congresses, the Chairperson of the local level is in charge of General Meetings and should make sure that the RoP is respected and followed at all times. Of course, all tasks could be discussed and rearranged among the members of the local board if they decide so.
This position is responsible for the banking, accounting, and legal aspects of EESTEC. Access to the bank accounts, conducting and tracking money flow, and having an overview of the financial situation of EESTEC are the Treasurer’s domain. Furthermore, that person ensures the compliance of EESTEC with the Swiss law, Statutes, and RoP, and is also responsible for updates to and completeness of RoP and Policy Papers. Under the Treasurer’s department one usually finds the Legal Advisory Project and the Grants International Project, while this person has the closest communication with the Account Contact Person(s).
On a local level, there is also the position of the Treasurer and together with the Chairperson and the Contact Person they constitute the three mandatory positions for a local board. Similarly to the international position, they are in charge of the legal aspect of the branch and usually the financial matters.
The position is responsible for contacts outside the EESTEC network, which are distinguished in four categories: NGOs, universities, companies, and students interested in establishing an Observer. That person is the face of EESTEC to most of the outside world and is responsible for maintaining close contacts with existing partners and establishing new contacts. Cooperation contracts, public relations, and sales fall into their domain, as well as overviewing collaborative projects with other organizations. In the department of the VC-EA usually belong: the Ambassadors, the Corporate Relations Team and the Public Relations Team.
This position is the Human Resources responsible for the Board. The VC-IA manages and supervises the HR processes at the international level, including the recruitment, engagement and development of BATCAMs, and oversees the motivation, education and involvement of EESTEC branches. This person is in close communication with the Contact Persons of branches and is also taking care of their integration and activity, as the coordinator of the CP Network. The Teams & Projects that usually belong in the VC-IA’s department are the Human Empowerment & Activation Team (HEAT) and the Regionalisation Project.
This position is responsible for gathering data from the network (which in turn means the creation of forms and evaluation methodology), ensuring internal compliance with our rules, sending and analysing the Status Reports, keeping track of the proper conduct of EESTEC events and that all branches follow our internal regulations and legal documents. The VC-AA is also responsible for archiving and transferring the knowledge of the Association and having an overview of the digital infrastructure. The Teams that are usually found under the VC-AA’s departments are the IT Team, the Design Team, and the Information Management Team (former Data Team).
|
Mandate |
Name |
Role |
Branch |
|---|---|---|---|
|
2024-2025 |
Kostis Ntozis |
Chairperson |
LC Thessaloniki |
|
Michael Heider |
Treasurer |
LC Zurich |
|
|
Giulio Margola |
VC External Affairs |
LC Milan |
|
|
Anthi Gavriilidou |
VC Internal Affairs |
LC Thessaloniki |
|
|
Nasia Voulgareli |
VC Administrative Affairs |
LC Athens |
|
|
2023-2024 |
Gülnur Berfu Beleli |
Chairperson |
LC Istanbul |
|
Gregor Benčina |
Treasurer |
LC Ljubljana |
|
|
Başak Mehlepçi |
VC External Affairs |
LC Istanbul |
|
|
Christos Stampoulidis |
VC Internal Affairs |
LC Xanthi |
|
|
Eren Taşdemir |
VC Administrative Affairs |
LC Istanbul |
The official participants of a Congress, meaning the representatives of the LCs, form the General Assembly of the Association. Each Member, a participating Local Committee, has one vote and from each LC, an equal number of representatives must be invited. The General Assembly is the Body of the Association with the highest hierarchy and power since it’s the one that elects all others (except for the EESTEC Alumni). It has the right to take governing decisions regarding the Association. According to the RoP, one of the obligations of an LC is that they may not miss two or more consecutive General Assemblies. During Congresses, among the participants of the General Meetings, there are also guests to the General Assembly, like JLCs & Observers representatives, BATCAMs, representatives from other NGOs and representatives from the Supervisory Board, Board ex-officio, future COCs, etc.
On a local level, the term also exists in most branches and usually refers to all members that have voting rights.
The Supervisory Board (or SB in short) is a Body of EESTEC. The SB is responsible for overseeing the Board's work and providing advice when necessary. It also monitors financial transactions and prepares a report on the Board's activities, presenting it to the General Assembly at each Congress. While independent from the Board, the SB has the right and duty to convene a General Assembly if severe irregularities are observed, requiring the assembly's attention and decision-making.
According to the RoP, the EESTEC distinguishes the following terminology:
The initial name of this Body was the Oversight Committee, but that has changed since Spring Congress 2019 when the term was replaced so as not to cause confusion with the Organising Committee, whose abbreviation is also OC.
|
Mandate |
Name |
Branch |
|---|---|---|
|
2024-2025 |
Darija Knežević |
LC Belgrade |
|
Sanda Cojuşneanu |
LC Bucharest |
|
|
Gregor Benčina |
LC Ljubljana |
|
|
Christos Stampoulidis |
LC Xanthi |
|
|
2023-2024 |
Ecaterina Ignatov |
LC Bucharest |
|
Oskar Pawica |
LC Krakow |
|
|
Julia Jaworska |
LC Krakow |
|
|
Maritina Bizoumi |
LC Patras |
According to RoP, any Member (i.e. a Local Committee) can be a Congress Organising Committee, COC in short, candidate. Alternatively, a group of branches, of which at least one has to be a Member can be a COC candidate. A COC organises the Congress, and the preparation and distribution of a Congress Guide and the Congress Minutes.
Spring Congress Organising Committee and Autumn Congress Organising Committee are chosen, respectively, on Spring and Autumn Congress. Backup-COC is to be elected using the same procedure. Their responsibility is organising the Congress in case the COC fails.
The Account Contact Person is responsible for the personal contact with the corresponding bank, meaning that there is an ACP for each EESTEC bank account. Nevertheless, the ACP is not allowed to use the corresponding account without the permission of the Treasurer or the Chairperson of the Board and has to report all of its activities to the Board.
The ACP is proposed by the EESTEC branch where the respective account is located and must be approved by the GA. The Board can remove the responsibilities of the ACP at any time, with the approval of the SB.
EESTEC Alumni network is composed of members of an EESTEC branch that have graduated or are no longer active neither in an EESTEC branch nor internationally. In order to become part of the EESTEC Alumni network it’s necessary to follow the application process defined by the Board. EESTEC Alumni can attend to EESTEC events, but they will pay for the costs related to their participation. The EESTEC Alumni are invited to take part in the annual EESTEC Congress.