Purpose of the Committee

The Volunteer Engagement Committee is responsible for strengthening volunteer engagement and ensuring the effective management of volunteer relations across the Foundation. Its objectives are to:

• Maintain, update and securely manage volunteers’ personal information in compliance with applicable data protection legislation and the Foundation’s policies.

• Facilitate volunteers’ integration into the Foundation and foster long-term engagement and commitment.

• Match volunteers with appropriate committees according to their interests, skills and experience.

• Understand the reasons why volunteers choose to leave the Foundation and identify opportunities for improvement.

• Work in close coordination with all Committees and Provincial Representatives.

• Organize volunteer orientation, training and motivation programmes.

 

Committee Responsibilities

The Committee shall:

• Process and maintain volunteers’ personal information in accordance with the Volunteer Engagement Committee Activity Register, ensuring that all records remain accurate and up to date.

• Maintain a well-organized volunteer database that allows efficient access to information.

• Recommend suitable committee placements based on volunteers’ interests, qualifications and experience.

• Monitor official WhatsApp groups to ensure the accuracy of volunteer records.

• Share volunteer lists only with the Board of Directors, Committee Chairs and Provincial Representatives when authorized and necessary.

• Support the formation of new working groups by identifying suitable volunteers in response to requests from the Board of Directors, Committee Chairs or Provincial Representatives.

• Communicate with volunteers when necessary, providing information and responding to their questions, requests and feedback.

• Coordinate the preparation and regular updating of the Volunteer Orientation Programme in collaboration with the Communications Committee, ensuring that volunteers are introduced to the Foundation’s mission, values, Code of Ethics and committee structure.

• Coordinate online orientation sessions or distribute orientation materials to new volunteers when required.

• Organize or coordinate training programmes requested by the Board of Directors, Committee Chairs or Provincial Representatives.

• Inform Provincial Representatives of newly approved volunteer applications from their respective provinces.

• Contact volunteers who wish to leave the Foundation, document their reasons for leaving and maintain appropriate records.

• Collaborate with other committees to organize events, educational programmes and social activities aimed at recruiting new volunteers.

• Develop initiatives, together with other committees, that strengthen volunteer engagement, satisfaction and long-term commitment to the Foundation.

 

Committee Operations

The Volunteer Engagement Committee consists of the Committee Chair, Vice Chair, Committee Member, together with one designated representative from each Committee and each Province.

Committee and Provincial Representatives are responsible for regularly informing the Volunteer Engagement Committee of any changes relating to volunteers under their responsibility, including changes to surname, province, telephone number, occupation or requests to transfer committees or leave the Foundation.

The Committee Chair, Vice Chair and Committee Member meet at least once each month to review and update volunteer records.

When necessary, the Committee Chair or the Board Member responsible for the Committee may convene online meetings involving all Committee and Provincial Representatives.

Minutes of meetings involving all representatives are prepared by the Committee Chair or Vice Chair and shared with Committee members through the Committee’s WhatsApp group, as well as with the Committee Chairs and Provincial Representatives WhatsApp group.