Purpose

The Mu`tamad Muqami maintains records of the Majlis activities and co-ordinates between Markaz and Majlis. He administers the secretariat of the Majlis.

Reporting Structure

¨  Reports directly to Qa’id Majlis and Regional Mu`tamad.

¨  Reports indirectly to National Mu`tamad.

Duties as per Constitution

(The word Muhtamim has been replaced by the word Nazim and “National Office” is replace by “Local Office” as per Rule #147 of the constitution of Majlis Khuddamul Ahmadiyya)

90.    He shall attest the bills of the Local Office signed by the concerned Nazim.

142.  Mu`tamad Muqami shall do all the correspondence of all affairs concerning the Majlis under the instructions of the Qa’id. He shall also keep a record of all decisions, correspondence and proceedings of the Majlis `Amila meetings.

143.  He shall send to the National Office a monthly report signed by the Qa’id before the 5th of the next month.
 

Tasks

¨  Submit the monthly report of the current month to Regional Qa’id and National Markaz by 5th of the following month.

¨  Regional report for the current month must be submitted to National Markaz by 10th of the following month.

¨  Arrange dates, venue and time for `Amila meetings with the approval of Qa’id Majlis. At least one `Amila meeting must be held every month.

¨  Prepare an agenda for every `Amila meeting. After approval of Qa’id Majlis it should be made available to Nazimeen before the meeting.

    As per the instructions of Hadrat Khalifatul Masih IV رَحِمَہُ اللہ تَعَالٰی, Majlis `Amila must dedicate time for Namaz and Tabligh purposes at least once a month.

¨  Maintain a record of attendance for all `Amila meetings.

¨  Take minutes of the Ijlas `Amila (`Amila meeting) and other meetings and record all decisions made in Majlis `Amila meetings.

¨  Assist Qa’id in preparing reports and correspondence with National Markaz and other organizations. Correspondence sent to National Markaz must also be forwarded to the Region.

¨  Forward appropriate correspondence to related Nazimeen.

¨  A Mu`tamad should establish and maintain an office for local Majlis and undertake following steps to ensure its smooth operation:

    Maintain a hard copy of all reports and detail of activities submitted to Region and National Markaz.

    Maintain a record of all correspondence with Region and National Markaz.

    Create separate folders for each Nazim and for every project in place.

    A proper filing system must be established as per the following guidelines:

Minutes of the Meeting – This folder should contain all the minutes along with the agenda and attendance for the meetings.

Circular – This folder should contain the circulars that are sent out from National Markaz and/or Region. The circular contains instructions by Muhtamimeen to be completed for the month by Majalis for their respective departments.

Mail Folder – This folder has two subsections, Inbound and Outbound. All mail that is delivered to and sent out by the Majlis must have a reference number associated with it. These numbers are to be recorded in this folder along with summary information.

Incoming Letters – This folder contains all letters received by the Majlis along with their reference numbers as assigned and recorded in the Mail folder above. Appropriate sub-divisions should be made to combine letter for a given department. (e.g., collate letters by department, Halqa, etc)

Outgoing Letters – This folder contains all letters that are sent by the Majlis along with their reference numbers as assigned and recorded in the Mail folder above.

Red Books – As per Hadrat Khalifatul Masih IV’s رَحِمَہُ اللہ تَعَالٰی instructions, “Red Books” must be maintained for all events of the Majlis. Appropriate sections should be created for each local event, e.g, Tarbiyati classes, Ijlas `Ama, etc)

Annual Report – This folder contains the annual report of the Majlis presented during the local Ijtima` of the Majlis.

* Maintain a record and log book of all correspondence with a reply by date to ensure compliance by Nazimeen.

* Ensure that all correspondence received from National Markaz/Region is done so in a timely manner by the respective Nazim and/or Za`im Halqa.

* Keep an up to date inventory of all the movable and immovable properties of the Majlis. This should be updated at least once a quarter.

* Establish a sign-out system of all assets of the Majlis.

¨  Hold refresher courses for office bearers.

¨  Prepare a Calendar of Events for the activities of the Majlis for the year, by making use of the National Calendar of Events.

¨  Conduct at least one Ijlas `Aam (General Body meeting) every month and prepare an agenda for General body meeting with the approval of Qa’id Majlis.

¨  Arrange for the election of Qa’id Majlis and Za`im Halqa within the times specified in the Constitution of Majlis Khuddamul Ahmadiyya Canada.

¨  Arrange to hold elections right away if Qa’id Majlis/Za`im Halqa moves during the year after seeking approval from National Markaz.

¨  Utilize the system of Sa`iqin to inform Khuddam about the programs of the Majlis.

¨  Co-ordinate between different departments.

¨  Prepare the Ijtima` program by consulting the Salana Ijtima` section and submit the program to Region for approval.

¨  Present the Annual Report of Majlis to Khuddam at the Annual Local Ijtima`.

¨  Ensure that all office bearers are familiar with the Constitution and Guidelines of Majlis Khuddamul Ahmadiyya Canada.

¨  Ensure that all questions in the monthly report form are answered even if no activity takes place. Precise figures should be used rather than percentages or estimates.

¨  Feedback received from the National Markaz about the monthly report form should be replied to in the next monthly report.