Constitution

If you Want to See the Amharic version Click here

PREAMBLE

The inspiration for the creation of the Ethiopian Society of Obstetricians and Gynecologist (ESOG) sprang from the recommendations of the conference held in Addis Ababa on Safe Motherhood Initiative in 1989 G.C. It is established as the first Ethiopian Medical Specialty Society in 1992 G.C. In an attempt to curb the disturbingly and wildly running high maternal mortality and the overall pathetic health condition of the Ethiopian Mothers and Children.

ESOG is therefore, an organized expression of professional commitment of those engaged in the forefront exercise of promoting Reproductive and Sexual Health Care, in Ethiopia, using Safe Motherhood as a cutting edge.

Realizing that Ethiopia is the third populous country in Africa and among the least developed countries in the world with the background of a rapid annual population growth rate, ESOG has recognized the National Policies of Ethiopian Women and Population, Women’s Health Issue as Human Right Issue and the need for a comprehensive multi-sectoral approach in order to utilize the wealth of resources to have an immediate and significant impact in reducing maternal mortality and morbidity stemming from pregnancy related complications.

ESOG, envisaging a society where all people in Ethiopia have the right to and enjoy full sexual and reproductive health, is committed to mobilize its members to continue to be the guiding light in sexual and reproductive medicine and urges all to join the campaign to save lives and offer hope to the Ethiopian Mothers and Children.

The first edition of ESOG’s Constitution is to be amended, after eight years in force, in order to encompass the recent developments in sexual and Reproductive Medicine and consideration certain member’s affairs.

The Revised Constitution of the Ethiopian Society of Obstetricians and Gynecologists

 SECTION ONE

General Provision

1.    Name

               The name of the association remain "The Ethiopian Society of Obstetricians and Gynecologists (ESOG))".

 2.           Definition

            Unless the context requires otherwise in this constitution.

1.      "Society" means the Ethiopian Obstetricians and Gynecologists association.

2.      "Executive board" means the executive board elected by the general assembly to execute the objectives of the society.

3.      "Journal or publication" means researches, books, booklets, newsletters, manuals, proceedings, guidelines, protocols, and standard operating protocols.

3.      Amendment

            The 1992 constitution of the Ethiopian Society of Obstetricians and Gynecologists as amended by the 2000 constitution is, hereby, further amended as follows.

4.   Address of the Association

           ESOG shall have its principal office in kirkos subsity , keble 15/16 House no 387/28, tele 251-11-5506068/69 Addis Ababa and may establish branch offices in any place in Ethiopia, whenever necessary. 

5.  Vision

         Aspiration to see that all people have a right to and enjoy full sexual and reproductive health (SRH) and that the profession secures the professional environment to realize its mission.

 6.    Mission

         To promote and enhance sexual and reproductive health through evidence based and cohesive action of the society with active participation of its members and broad national and international partnership.

 7.    Goal

          To improve standards, ethics and practice of sexual and reproductive health.

 8.     Objectives

           8.1   To insure high standard of sexual and reproductive health practice in Ethiopia in order to attain the highest possible level of health for women and children.

8.2          To influence policy, strategy, plan development, training and research in sexual and reproductive health. 

8.3          To improve professional excellence through training and the dissemination of appropriate knowledge and practices in sexual and reproductive health.

           8.4  To advocate and promote high standard ethical practice in sexual and reproductive health. 

            8.5    To promote research in sexual and reproductive health.

            8.6   To initiate and strengthen professional linkages with similar societies and organizations in and outside Ethiopia. 

8.7          To advocate and promote the sexual and reproductive health rights as  basic human rights in the country.

           8.8    Promote and advocate for gender sensitive development.

 8.9    To promote and safeguard the academic and professional rights of its

                    members. 

SECTION TWO

Membership

 9.   Membership

           9.1   Full members

                     All medical doctors who have completed post graduate studies in obstetrics and Gynecology and are registered in Ethiopia are eligible for full membership.  

           9.2    Associate Members

                       9.2 1    Residents in obstetrics and gynecology.

                       9.2.2   Other health and non-health professionals who, in the opinion of the executive board, contribute to the progress of sexual and reproductive health.

                       9.2.3  Institutions, contributing to the society’s objectives may join the society as an associate member.

           9.3      Honorary Members

                        Individuals or organizations that in the opinion of the executive organ may merit an honorary membership and approved by the general assembly.

           9.4     Life Members

                       9.4.1   Full members may opt to become life members by paying a lump sum fee equivalent to 20 years subscription.

                       9.4.2  Life members shall be exempted from paying subsequent annual subscription but will continue to exercise his/her right in the society during their life time.

           9.5     Membership requirements

                         Membership is full fledged upon complying with the following:

9.5.1         Filling the appropriate form.

9.5.2        Paying the required membership fee.

9.5.3        Being confirmed by the executive board and approved by the general assembly.

9.5.4        Abiding by the rules of the constitution. 

            9.6    Rights and obligations of members

                       9.6.1   Full Members

                           A member of the society who satisfy the requirements under Article   9.5   shall have the duties and responsibilities to:

9.6.1.1  Promote the objectives of the society.

9.6.1.2  Vote, elect and be elected to the various organs of the society.

9.6.1.3  Express views and participate in all activities of the society.

9.6.1.4  Share the benefits and privileges accorded by the society.

9.6.1.5  Abide by the constitution of the society and adhere to the code of ethics in medical practice.

                        9.6.2 Associate and honorary members

Associate and honorary members may attend general assembly but they do not vote or stand for elections.

               9.7     Loss of membership

                           A member shall be deemed to have forfeited his/her membership in the society in the event of:

9.7.1        Upon his written resignation delivered to the society.

9.7.2        Failure to abide by the rules and regulations of the society

9.7.3         In case of professional misconduct.

9.8        Membership fees

9.8.1        Full members shall pay 100.00 birr per year.

9.8.2        Associate members shall pay 50.00 birr per year.

9.8.3        Institutional members shall pay 2,000 birr per year.

9.8.4        Honorary members are exempted from membership fee.  

SECTION THREE

Composition, Duties and Responsibilities of the organs of the society

10.                    Organs of the society

10.1    General assembly

10.2    Executive board

10.3    Secretariat  

11.           Composition of the General assembly

                    The general assembly is composed of all members of the association. 

12.           Duties and Responsibilities of the general assembly

The general assembly shall be the supreme body with final authority on all   matters of the society, without limitation the generality of the foregoing provisions; the general assembly shall have the responsibilities and duties to:

12.1 Meet once in a year in the month of May for ordinary meeting or as appropriate for an extraordinary meeting.

12.2   Discuss and approve the annual budget and plan of action of the

          society

12.3   Elect or remove the executive board and external auditors

12.4   Approve the appointment of the general manager.

12.5   Appoint and remove the society’s external auditor.

12.6   Amend the society constitution.

12.7   Give final decision on membership admission and dismissal.

12.8   Hear, receive, adopt or revise the report of the executive organ or the

          Auditor.

12.9   Decide on the dissolution of the society.

12.10  Delegate its authority to the executive board or members when the need arises.

13.  Composition of the executive board

         The executive board shall have seven members

13.1   President

13.2   Vice President

13.3   Secretary

13.4   Four ordinary members

13.5  The general manager of the society attend the meetings of the executive board without having a voting right.

14.   Duties and responsibilities of the executive board

               The executive board shall be responsible to the general assembly and shall have the following duties ad responsibilities:

14.1  Employ administer,  or dismiss the general manager and present to the general assembly for approval during the upcoming general assembly meeting.

14.2        Follow whether the decision or plans of the general assembly are executed properly by the general manager. 

14.3        Present to the general assembly decisions proposal of the secretariat on new or improved policies of the society.

14.4      Ensure the availability of financial and material resources.

14.5      Submit for the decision of the general assembly the opening of branch offices at appropriate places.

14.6      Submit with comment for the general assembly’s decision on the reports of the secretariat.

14.7       Develop and approve regulations for employees’ recruitment and

              administration.

14.8       Submit for decision the short, medium and long term  strategic plan and budget proposal of the society after consultation.

14.9       Develop the internal regulations of the board.

14.10     Decide the extraordinary meetings of the general assembly.

15.           Duties and Responsibilities of the president

             The president shall have the following duties and responsibilities.

15.1       Officially represent the society and make internal and external   correspondence, according to the directives of the executive board.

 15.2   To preside and call all ordinary and extraordinary meetings of the general assembly and the executive board.

15.3   To follow up and direct the secretariat to implement the decisions of the general assembly and the executive board.

15.4    To submit decisions, strategies and directives of the executive board for approval, to the general assembly.

15.5   To forward to the secretary agendas and matters that requires decision of the board .

16.    Duties and Responsibilities of the Vice President

                The vice president shall have the following duties and responsibilities.

16.1   To act on behalf of the president on his absence.

17.     Duties and Responsibilities of the secretary

                The secretary shall have the following duties and responsibilities.

17.1        To keep records and minutes of the general assembly and the executive board.

17.2     To be responsible for the distribution of the decisions of the board.

17.3    To assume the responsibilities of the president and the vice president in their absence until the general assembly makes replacement through an extraordinary meeting.

17.4    To prepare the agendas of the board in consultation with the president.

18.           Terms of service of the executive board

18.1     A member of the executive board shall serve only for one term (two

           years). However, he/she may be re-elected for only one additional

           consequitive term.

 18.2       The outgoing executive board one member shall be a member of the   incoming executive board without going to the process of re-election for one additional consequtive term, to facilitate smooth transfer of societal activities and share experience with the newly elected members.

 SECTION FOUR

Office of the society 

19.          Secretariat

19.1    The society shall have a secretariat to run it's day to day activities.

19.2  The secretariat is accountable and responsible to the executive board and shall accomplish the duties and responsibilities assigned by the board.

19.3     The secretariat shall have a general manager, officers, secretaries and other essential staff as may be necessary.

19.4     The secretariat shall be equipped with essential office and communication facilities.

20.        General Manager

            The general manager is accountable to the executive board and shall have the duties and responsibilities to: 

20.1       Represent the society in its official dealings, issue power of attorney, sign agreements and make internal and external correspondence, according to the directives of the executive board.

20.2          Administer or withdraw funds from the society’s account jointly with the finance officer according to the directives of the executive board.

20.3     Implement the decision of the general assembly and the executive board.

20.4     Submit the quarterly and yearly financial report of the society to the board.

20.5     Prepare and submit the society’s policy, budget and activity plan to the board.

20.6     Initiate ways and methods of getting revenue, to achieve the objectives of the society.

20.7     Employee administers, dismiss, and set salary and allowances of the employees of society according to the directives of the board.

20.8     Submit to the board all relevant staff structure except the financial officer and Treasurer.

20.9     Follow up, coordinate and direct all activities of the employees of the association including the financial officer and treasurer.

20.10      Give decision in all management activities of the society.

20.11      If the general manager is a member of the society he shall abstain from voting when the issue to be voted upon involves his decision in person.

20.12            Implement the decision of the board unless such decision is against this constitution or the decision of the general assembly.

 21.        Finance officer

            The financial officer is accountable to general manager and shall have the following duties and responsibilities to:

          21.1         Control the society’s account, revenue and expenditure and be responsible for the society’s financial record keeping.

 21.2         Control whether the society’s accounts are operating in accordance with the accepted accounting standard, system and procedure.

         21.3     Sign the accounts of society jointly with the general manager.

         21.4     Keep financial records and documents of the society

22.   Treasurer

            The treasurer is accountable to the general manager and shall have the following duties and responsibilities to:

22.1   Collect all accrued revenues of the association with a proper receipt.

22.2   Deposit all accrued revenues in to the accounts of the association and keep the receipts.

22.3   Keep a petty cash of birr 3,000.00 for miscellaneous expenses.

22.4   Prepare a balance sheet monthly with the finance officer.

22.5   Keep the society’s cheque.

22.6  Pay when ordered, by the joint signature of the general manager and the financial officer.

 23.         Auditor

           The auditor is accountable to the general assembly and shall have the following duties and responsibilities to:

23.1      Be responsible for the supervision and management of finance and property of the society.

23.2         Follow up the financial and work whether activities are in accordance with the constitution of the society.

23.3      Present the annual audit report to the general assembly.

 SECTION  FIVE

Miscellaneous provisions

24.         Election

24.1          All election shall be by secret ballot.

24.2    During an election the nominated individual shall be present and give his opinion.

24.3    When an election to the executive board is to be undertaken.  The general meeting shall appoint a three members election committee who shall oversee all electoral procedures.

24.4            Upon the death, incapacitation or resignation of an executive organ member, the officer who has been assisting the deceased or the incapacitated officer shall take over the office.  Where such is not available, the executive organ shall select one from among its members to fill the vacant position. 

25   Voting

25.1            Voting shall be by casting vote. 

25.2         The president shall preside over all voting except on the occasion where he is standing for election or when the issue to be voted upon involves him in person. In such cases, the chairperson shall disqualify himself and step down from the chair. The vice president or the secretary shall preside over that meeting only and relinquish this temporary position after the voting exercise.  

25.3     All members of the executive board except the president shall have voting privileges similar to those of the general members.

25.4      A member has only one vote.

25.5      The president shall have a casting vote when there is a tie.

 26         Meeting

26.1   The general assembly shall have one ordinary meeting in May every year.

26.2   Extraordinary meetings may be convened under the following conditions:

26.2.1    Upon the decision of the executive board when an extraordinary meeting is deemed necessary.

26.2.2    Upon petition by half of the bona fide members.

26.3   The executive board shall have one ordinary meeting every month.

26.4   An extraordinary meeting of the executive board may be called at any time by the president or four members of the executive board.

26.5    Venue of the meetings

26.5.1 The executive board shall decide upon the venue of the general meeting of the society. However, suggestions for the venue and the theme may come from the general assembly.

 26.5.2  The executive board shall determine the venue for extraordinary meetings.

26.5.3  The venue for the ordinary meetings of the executive board shall be the society 's headquarters or as determined by the executive board.

             26.6    Notice of Meetings

26.6.1 The president, through the secretary shall issue written invitations for general meetings of the general assembly one month in advance.

26.6.2        The president may use any reasonable means of communication in calling extraordinary meetings of the general assembly or the executive board.

26.7          Quorum

26.7.1  The quorum for general meetings shall be 51% of the total society members.

26.7.2  The quorum for the executive board shall be four of its members.

 28.    Source of Fund 

           The source of funding for the association shall be:

27.1   Membership Fees

27.2   Donation

27.3   Grant form philanthropic organizations

28.    Finance and Property Management

28.1    The society shall have its own bank account.

28.2    The executive board may assign a person from its members to withdraw fund from the society account with the joint signature of the finance officer when the general manager is not available.

28.3    The society’s accounts shall be audited by an external auditor every year.

28.4    Regular auditing shall be carried out every three months.

28.5    The society’s financial year shall begin on 1^st of January and end the 30^th of December of the next year G.C.

28.6    The society shall have a legal right and duties to own and administer property.

28.7    The society shall maintain simple generally accepted accounting standard, system and procedure

28.8    For the enhancement of the society’s financial management, the financial manual adopted by the general Assembly shall be strictly adhered.

 29.    Amendment of the Constitution

               This constitution may be amended by two-third majorities of the general assembly, request for amendment may be lodged at list by 15 full members of the society.

30.    Dissolution of the society

30.1          The society may be dissolved by votes of a minimum of 75% of the general members, request for dissolution may be initiated by 25 full members petition.

30.2          Upon dissolution the property of the society shall be distributed to other societies, government and non-government offices with similar objectives.

31.    Inapplicable Provisions

               All provisions of the 1992 and 2000 constitution inconsistent with this constitution shall not apply to matters covered herein. 

32.    Effective date

               This constitution is endorsed by the general   assembly and is effective May 2006.  

 This constitution of

the Ethiopian Society of Obstetricians and Gynecologists

is ratified by the Fourteenth Annual General Assembly

May 6, 2006

If you Want to See the Amharic version Click here