Job Descriptions

SOCIETY FOR ELECTRONICS & TELECOMMUNICATION

President
1. To create a liaison between the Society and Patron.
2. To create a liaison between the Department of Student Affairs and Society.
3. Supervision of the whole society, planning, and strategy of the fiscal year.
4. Prepare/Supervise activity calendar.
5. To do pre and post planning of the events.
6. To promote the Purpose, Vision, Aims, and Objectives of Society.
7. To act fairly and reasonably in the making of any decision.

Vice President
1. VP must know that they should know their boundaries and should not take any decisions
on behalf of the President without his/her consent.
2. To act as a President in the absence of the President.
3. The VP will assist the President in decisions and strategy.
4. The VP is bound to keep updated the President on each and everything.
5. Look after the discipline of the society.
6. To assign duties to members at events.
7. Overall supervision of activities.
8. To act fairly and reasonably in the making of any decision.
9. DG HRM will work under the Vice President’s office.
10. The VP will look after the Office of Internal Affairs (OIA).

General Secretary
1. The role of the General Secretary is extremely vital as it’s his/her responsibility to maintain
all paperwork e.g. memos, invitation letters, sponsorship letters, minutes of the meeting
and venue booking, etc.
2. Keep a progress report of all the events.
3. Maintain Event Calendar.
4. To keep the President in loop while making any decision.
5. Will Head Director Administration Office.

Information Secretary
1. The Information Secretary will update individuals about upcoming events, post important
announcements in various groups, and social media pages.
2. The information Secretary will maintain reports of Social Media.
3. Keep a record of Media & Marketing Sub-Division.
4. Every message/email whether from Patron, President, or any other Hierarchy Member,
must be communicated through the Information Secretary.

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 5. To keep in liaison with the student council regarding sponsorship deals.
6. Director Media Cell will work under the Information Secretary Office.

Joint Secretary/Finance Secretary/Treasurer

1. To prepare the Annual Budget of society.
2. To present event budget *10-15* days before the event for budget approval.
3. To justify the used budget by providing original expense receipts and expenditure sheets.
4. To keep in liaison with the student council regarding sponsorship deals.
5. Director Participation will work under the Joint Secretary Office.

Advisor to President
1. They should be aware of all the activities of the society and have knowledge of all the
committees within the society.
2. They should make new contacts and invigorate old connections with utmost diligence.
3. They should have a thorough understanding of the working and procedures of university
for safe working of society.
4. Help President to identify and develop university-wide initiatives.
5. An advisor represents the President so they should keep their actions in check.
6. They should provide right information with 100% accuracy.
7. They should have proper communication with the board members and other important
university personalities.
8. Lead Idea Sharing Platform.

President Staff Officer

1. Draft writing / email writing, writing of speeches, creating presentation for meetings
where necessary.
2. Assist the President with communication to other persons.
3. Remind and make sure that the President’s long- and short-term objectives are met.
4. Coordinate with Vice President on special projects.
5. Participate in committees as assigned by President.
6. Assist with research and projects, search background information and draft notes for
meetings.
7. A staff officer represents the President so they should keep their actions in check.
8. They should provide right information with 100% accuracy.

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Office of Internal Affairs
1. Responsible for dealing internal matters.
2. He/she is always there whenever the team survives from something severe.
3. He/she is responsible for managing all the internal affairs such as notifications, approvals,
proposals, show cause notice/warnings, termination, announcements etc.
4. The tasks of Secretaries will be kept in record by OIA.
5. Documentation regarding hard copies will be done by OIA.
6. OIA with the help of DG HRM will maintain the record of SAPR.
7. OIA can audit any Secretary or Team of SET.
8. OIA will maintain the list of blacklisted members and will be sharing it with the Student
Affairs Office at the end of every fiscal year.
9. OIA has to submit all the documentation to Patron Office at the end of every fiscal year.

Director General HRM

1. Provides human resources from the university for the participation team, whenever any
position in any team isn’t occupied by any member, DG HRM makes sure that the
deserving candidate is introduced to the authorities.
2. Will maintain a database of the society.
3. The HR department will drive a campaign for talent hunting.
4. The HR department will conduct interviews for all the posts of the society except Hierarchy
members.
5. Maintain SAPR record.
6. Maintain Incumbency Charts
7. Maintain Google Forms & Emails

General Team
The team plays an important role in the society by representing in and out of the university,
showing their skills and leaving a refreshing impact on their audience.

Roles with Duties

1. Leader (Director Participation)
 Manages the team.
 Maintains the healthy and ethical environment.
 Keeps a record of the team's progress, behavior with each other and the SET.
 Assigns the task and collects it within the given deadline.

2. DG HRM
 Provides human resources to above mentioned office on demand.
 Provides human resources from other universities on events arranged by SET.

3. General Team
 Their first and foremost duty is to maintain an ethical behavior.
 Team deals with short modules.
 It represents SET and the university by participating in other universities’ events.

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  It can be divided into sub groups to fulfill their given tasks.
 If needed, one of the members (visualizing their qualities) can be selected as a time
recorder.

Technical Team
The technical team is considered as the backbone for SET and the members of this team are best
at their positions and skills. Projects belong to their developers as it will benefit them in the future,
they can invest as much as they want in their product as it eventually belongs to them.

Roles with Duties

1. Leader (Director Technical)
 Manages the team.
 Maintains a healthy and ethical environment.
 Keeps a record of the team's progress and behavior with each other and the SET.
 Decides the topic to get help from YouTube.
 Searches the details of the decided topic by Dir. Participation on YouTube.

2. Facilitator
 Supports the leader in facilitating the team during the initial stages of the team.
 Provides feedback to the team concerning the effectiveness of the team process
after an event.

3. DG HRM
 Provides human resources from the university to the team as per the requirement of
the department.
 Provides human resources from other universities on events arranged by SET (if
needed for the task).

4. Technical Team
 Their first and foremost duty is to maintain ethical behavior.
 Its members work on their projects using their technical skills and experiences.
 Team members will present their projects in and out of the university exhibitions.

Media & Marketing Team

This team is basically responsible for generating the posters for events, conducted by SET. It will
do marketing by sharing the posters on different sites and places.
Roles with Duties
1. Leader (Director Media Cell/Heads)
 Responsible for keeping social media sites/pages of SET up to date.
 Responsible for managerial activities regarding media which are required during
online/physical events of SET
 He/she has to link himself/herself with the Information Secretary to formulate and
incorporate marketing strategies to make any event successful.

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2. Graphic Designers & Video Editing (Head)
 To provide creative ideas to the art & decor team regarding SET events.
 Responsible for all the posters regarding events/workshops/training/registration
events etc.
 Responsible for the creation of Logos, if required.
 Includes all kind of tasks that can only be done by using Graphic Designing
Software such as Adobe Photoshop.

3. Content Writers (Head)

 To provide write-ups as per the requirement of the Society.
 To provide write-ups for DSA tasks.
 To provide write-ups for Events.
 To provide write-ups for Social Media.

3. Media/IT (Head)
 Media/IT Team will handle all the Electronic Media Task such as website, Events,
Social Media and will formulate reports based on the progress.
 To provide IT related services

Administration Team
The team is dedicated to facilitate the guests i.e. receiving and then honorably seeing them off,
taking care of the arrangements of SET events by having proper and decent decoration setup and
giving ideas about posters.
Roles with Duties
1. Leader (Director Administration)
 Will manage the whole team of logistics and Art & Decor.
 During events, the manager will guide the whole team and assign them their tasks.
 Will track the performance of every member of his team and will report to the
General Secretary.
2. Logistics Team
 Will work under the Director Admin and will perform duties as given by the leader.
 Will be responsible for the entry of contestants from UCP as well as from other
Universities.
 Will be managing the competitions and the participants.
 They will also be responsible for the arrangements of refreshments for the team and
the participants.
 The team will be responsible for the arrangement of materials and things required
for the event.
 In case of any emergency (uprising issue), the team will immediately report to their
Director Admin for immediate necessary action.

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3. Art & Décor Team
 Will be responsible for decoration according to the theme of the event.
 Along with decoration, the Art and Décor team will work with the logistics team in
management.
 In case of any query or help, they will report to their immediate senior.

Idea Sharing Platform

Some briefing
 It is a platform provided to the President Office, led by Advisor to President where the
team visits ‘intelligence forum’.
 The idea their minds select is represented to Takhleeq and if it approves, Takhleeq sponsors
as well as works with SET’s technical team.
 Any ambiguity in performing the task or any puzzling thing in the ideas can be clarified
from the expertise or any person on higher scale.
 It is a place where any person can never regret signing up for.

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Sami U Zaman
President

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