PAWA House, Roman Ridge, Accra.
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© June 2022
PARTICULARS OF ELECTIONS
GAW 2022 NEC ELECTIONS
Elections offer an important opportunity to expand the tenets of fairness and reassure civil liberalisation in groups and associations such as GAW. Elections are also official association decision-making processes by which members of GAW choose individuals to manage the affairs of the Association for a specified period. This way of electing officers for the Association has improved over the years and has been effectively used in 2019. Members of GAW National Executive Committee (NEC) are elected by members in good standing in the Association at Congress for a term of three years and shall be eligible for re-election thereafter for one term. In the same way, a person may be appointed a member of NEC if he/she is a member of good standing in the Association (see Article XI: National Executive Committee Members, and Article XIV: Qualification and Election).
2022 is another landmark year that members of GAW go to the polls to elect new executives for the Association at a Congress on July 30. We, in NEC and the Elections Committee, hope that this activity will be carried out in a decorous manner to bring glory and honour to our dear association. We wish all contestants the very best.
POSITIONS TO CONTEST
There are nine (9) executive positions to be voted for. These are (1) to (9) below. Positions (10) to (13) are by appointment.
- Vice President
- General Secretary
- Deputy General Secretary
- Organising Secretary
- 1st Deputy Organising Secretary
- 2nd Deputy Organising Secretary
- Deputy Treasurer
- Public Relations Advisor (PRA)
- Deputy PRA
- Executive Member
- Executive Member
FUNCTIONS OF THE OFFICERS OF THE NATIONAL EXECUTIVE COMMITTEE (NEC) Culled from the Draft Constitution, 2021
There shall be a President who shall be the Head of the National Executive Council (NEC) and the Association in general and is conferred with the executive powers of the Association.
Duties and Responsibilities of the President:
- He/She is responsible for the day to day running of the affairs of the Association.
- He/She shall preside over and be responsible for the proper conduct of business at all meetings of National Congress, NEC, and shall lead interactions with the Advisory Board.
- He/She shall be responsible for all correspondence emanating from the Association, and minutes of National Congress, NEC and interactions with the Advisory Board.
- He/She shall present a report of the state of the Association at each National Congress.
- He/She shall assign and delegate responsibilities and supervise all officers of NEC and ensure they execute their responsibilities satisfactorily.
- He/She shall initiate and actively pursue programmes that enable the fulfilment of the Aims and Objectives of the Association.
- He/She shall be the chief accounting officer and subject to the direction of NEC shall control and approve all spending activities of the Association.
- He/She shall be a signatory to the Association’s Bank accounts and shall co-endorse all cheques, drafts, and negotiable instruments, and shall issue confirmation letters to any bank or financial institution or otherwise for the payment of any money owed to anybody or institution.
- He/She shall keep custody of stamps, seals and related materials belonging to the Association.
- He/She is accountable to National Congress for all incomes and expenditures of the Association.
- He/She shall perform any other functions and execute actions necessary for the advancement of the Aims and Objectives of the Association within the limits of the provisions of this Constitution.
Reporting line of the President:
In the performance of his duties the President is answerable to NEC.
The Vice Presidents shall:
- Assist the President in the day to day running of the Association.
- Maintain direct contact with Regional Branches and submit monthly reports to NEC.
- Perform such other duties and functions as may be assigned by the President from time to time.
Reporting line of Vice Presidents:
In the performance of his/her duties the Vice President is answerable to the President.
There shall be a General Secretary of the Association who shall ensure that proper records of all activities of NEC are kept and preserved and shall monitor and control the programmes of the Association.
Duties and Responsibilities of the General Secretary:
- He/She shall be responsible for the implementation, monitoring, and control of the programmes of the Association.
- He/She shall in consultation with the President generate the agenda for meetings, prepare venues and convene such meetings in accordance with regulations for meetings.
- He/She shall record and prepare minutes of all meetings of the NEC and National Congress of the Association.
- He/She shall read such minutes at NEC meetings and National Congress as the case may be.
- He/She shall in consultation with the President prepare documents and correspondence leaving the Association, other than financial documents.
- He/She shall be the editor of newsletters, journals, and related matters the Association shall publish.
- He/She shall present a written report on the Association at meetings of the National Congress.
- He/She shall perform such other duties as may be delegated by the President.
Reporting line of the General Secretary:
In the performance of his duties the General Secretary shall be answerable to the President.
Deputy General Secretary:
There shall be a Deputy General Secretary, who shall assist the General Secretary.
Duties and Responsibilities of the Deputy General Secretary:
- He/She shall assist the General Secretary in the implementation, monitoring, and control of the programmes of the Association.
- He/She shall undertake to prepare such venues for meetings and convene such meetings as shall be assigned to him by the General Secretary.
- He/She shall record and prepare minutes of all meetings of the NEC and National Congress of the Association as may be assigned to him from time to time by the General Secretary.
- He/She shall read such minutes at NEC meetings and National Congress and as shall be directed by the General Secretary.
- He/She shall be the assistant editor of any newsletters, journals and related matters the Association shall undertake to publish in pursuit of its Aims and Objectives and Mission Statement.
- He/She shall act as General Secretary in the absence of the substantive General Secretary. While acting as General-Secretary he/she shall assume all the functions of the General-Secretary.
Reporting line of the Deputy General-Secretary:
In the performance of his duties, the Deputy General Secretary shall be answerable to the General Secretary.
There shall be a National Treasurer, who shall be the principal financial officer of the Association.
Duties and Responsibilities of the National Treasurer:
- He/She shall assist the President to prepare the Annual Budget of the Association for any financial year.
- He/She shall monitor all monies received by the Association and ensure they are timeously lodged into designated bank accounts of the Association.
- He/She shall monitor and receive reports of such petty cash as the National Executive Council may decide to be kept.
- He/She shall keep records evidencing all incomes and expenditures.
- He/She shall make all payments approved by the NEC.
- He/She shall render account of all earnings and expenditures to the NEC in accordance with the Schedule of Reports as may be amended from time to time.
- He/She shall present a Financial Statement and an Annual Report to the National Congress.
- He/She shall co-endorse financial documents.
- He/She shall submit to the Finance and Audit Committee of the Association for scrutiny within thirty (30) days to the day of the National Congress for every financial year and answer all queries raised by the Finance and Audit Committee as well as the External Auditor.
Reporting line of the National Treasurer:
In the performance of his/her duties, the National Treasurer shall be answerable to the President.
Deputy National Treasurer:
There shall be a Deputy National Treasurer who shall assist the National Treasurer.
Duties and Responsibilities of the Deputy National Treasurer:
- He/She shall keep an up-to-date record of all fees, dues, levies, pledges and related financial commitments between the Association and Regional Branches.
- He/She shall promptly and within forty-five (45) days to any National Congress, submit to the National Treasurer a comprehensive report of the financial position between the Association and Regional Branches.
- He/She shall assist the Treasurer to prepare the Financial Statement and Annual Report to be presented at the National Congress.
- He/She shall assist the President and the National Treasurer to prepare the Annual Budget of the Association for any financial year.
Reporting line of the Deputy National Treasurer:
In the performance of his/her duties, the Deputy National Treasurer shall be answerable to the National Treasurer.
National Organising Secretary:
There shall be a National Organising Secretary, who shall be the chief information officer to provide timeous communication between the Association, the Regional Branches, and the Public.
Duties and Responsibilities of the National Organising Secretary:
- He/She shall publish or publicise the activities of the Association.
- He/She shall in consultation with the Public Relations Consultants prepare and sign in conjunction with the General Secretary all press releases and statements to be circulated.
- He/She shall be the image maker of the Association.
- He/She is responsible for organising press-briefings by the President or whosoever he may choose in writing to act on his behalf.
- He/She shall collate articles and publishable materials, and in consultation with General Secretary and the Public Relations Advisers undertake the editing and publication of any journal, newsletter or other publication whatsoever that may be undertaken by the Association.
- He/She shall be a member of the Publications Committee.
- He/She is responsible for the implementation of all programmes of the Association and shall in collaboration with the Programmes Committee ensure that all required actions for successful implementation are executed.
- He/She shall liaise with the Regional Organising Secretaries to ensure their programmes are successfully run.
Reporting line of the National Organising Secretary:
In the performance of his duties, the National Organising Secretary shall be answerable to the President.
First Deputy National Organising Secretary:
There shall be a First Deputy National Organising Secretary to assist the National Organising Secretary in his/her publication’s tasks.
Second Deputy National Organising Secretary:
There shall be a Second National Deputy Organising Secretary to assist the National Organising Secretary in his tasks of implementing programmes of the Association
He/She reports to the National Organising Secretary.
Public Relations Adviser and his Deputy:
There shall be a Public Relations Adviser and his Deputy, all appointed by NEC to advise the Association on matters of public relations. His/her position shall be honorary.
The Public Relations Advisers report to the President.
There shall be a Legal Adviser of the Association, appointed by NEC. His position shall be honorary.
Duties and Responsibilities of the Legal Adviser:
- He/She shall be the chief legal officer of the Association.
- He/She shall advise the National, Regional, and all other organs of the Association on the legal implications of policies, statements, activities, and general undertakings as and when required.
- He/She shall have a first-hand opportunity to read and study all deeds, legal documents and related concerns affecting the Association before the same is executed with any person, group, or agent.
- He/She shall file the Association’s Annual Returns and Financial Statements for every year ended at the Registrar General’s Department.
- He/She shall brief and join forces with the Association’s external lawyers to defend, prosecute, maintain, protect, and advocate the rights of the Association.
- He/She shall chair all Disciplinary and Appeals Committee, unless and only unless he is personally involved in any matter before the Committee.
- He/She shall be the chairman of the Constitution Review Committee.
Reporting line of the Legal Adviser:
In the performance of his duties, the Legal Adviser shall be answerable to the President.
Specific Qualification Requirement of Legal Adviser:
The Legal Adviser shall be a qualified Lawyer in good professional standing, and of a minimum of five (5) years post qualification experience.
Ex-Officio National Executive Members
There shall be Two Ex-Officio National Executives to assist NEC.
Duties and Responsibilities of the Ex-Officio National Executive Members:
- They shall assist the President with fund-raising drives. In this regard they shall be members of the Fun-Raising Committee of NEC.
- They shall plan courtesy calls on important dignitaries, solidarity visits to embattled members, condolence visits to bereaved members, visits to orphanages, old people’s homes, asylums, hospitals, prisons, and related places, for the purposes of promoting the Association and courting a favorable public image. In this regard they shall be members of the Welfare Committee of NEC.
- They shall perform such other duties as shall be assigned to them by the President.
In the event of any executive position becoming vacant the President may appoint one of them to serve in that capacity until a substantive executive is elected.
Reporting line of the Ex-Officio National Executive Members:
In the performance of their duties, the Ex-Officio National Executive Members shall be answerable to the President.
Specific Qualification Requirement for Ex-Officio National Executive Members:
An Ex-Officio National Executive shall have served the Association as an Executive Member either at the National or Regional level.
One of the two shall by default be the immediate past General Secretary of the Association, provided he is not elected to any other office in NEC.
There shall be an Administrator appointed by NEC.
- He/She shall be the head of Administration, and an Ex-Officio Member of NEC.
- In the performance of his/her duties, the Administrator shall be answerable to the President.
SCHEDULE OF ELECTION
- Announcement of Nominations: , June 13, 2022.
- Publication of Names of Members in Good Standing: , June 14, 2022.
- Picking up of Nomination Forms: , June 14 to Fri., June 24, 2022.
- Vetting of Candidates: , July 13 to Fri., July 15, 2022.
- Publication of the Electoral Register: July 18, 2022.
- Period for Campaigning: July 18 to Wed. July 27, 2022.
- Introduction of Candidates to GAW Members: , July 28, 2022.
RULES OF QUALIFICATIONS
- Persons desirous of contesting for positions should be at least two (2) years old in the Association.
- To qualify to vote, a member should be at least six (6) months in the Association as of July 2022.
- After qualifying for (1) and (2) above, a member should also be in good standing. To be in good standing is explained as a member who has paid up his/her dues as of June 30, 2022. The member should also not be on suspension or under any disciplinary action. Refer to Article XIV of the Constitution of GAW on “Qualification and Election.”
- The list of members in good standing will be published at gaw.org.gh Those interested in vying for positions may arrange with the Secretariat for contact details of individuals in good standing.
NOMINATIONS AND NOMINATIONS FORM
- Each candidate should be nominated by a member of GAW and supported by another member, both of whom should be members in good standing.
- Nominations forms may be picked up and submitted in-person at the GAW Secretariat, PAWA House, in Accra, or accessed online at the GAW Website at gaw.org.gh
- A passport-size photograph of the candidate should be affixed to nomination forms.
Filing fees are used to help pay for the administration of elections, and as a means of placing value on those offices contestants are seeking to occupy. They are also used as a benchmark to deter frivolous candidates from cluttering ballots. Filing fees for this year’s NEC elections and regulations regarding payment and refund are as follows:
- President, Gh¢800.
- Vice President, Gh¢600.
- All other Candidates, Gh¢300.
- All candidates must pay filing fees (as stated above) when picking up nomination forms.
- Candidates who pay for their forms but are unable to proceed to the vetting process will have their fees refunded to them. This implies that candidates who go through the vetting process but are unsuccessful will not have their filing fees refunded to them.
VETTING PROCESSES AND RULES
The vetting of candidates and any documents they may submit in respect of their interest to contest is essential in the elections process. Vetting of candidates shall be carried out by the Elections Committee in the following manner:
- The vetting of documents presented by candidates shall be aimed at establishing the following:
- If issued by the appropriate authority.
- Whether it is original or photocopy.
- Whether it provides adequate information relating to its subject matter.
- Its usefulness to the vetting process.
- Candidates vying for executive position and who are submitting themselves for this vetting process shall be people of sound integrity and character. The vetting of candidates shall therefore be aimed principally at establishing the following:
- Candidate’s integrity and trustworthiness.
- If the candidate qualifies by all standards in line with the provisions of the GAW constitution and values.
- Personal character, conduct and behaviour of the candidate which may be in violation of the GAW constitution and values.
- Candidate’s relationship with GAW.
- Whether the candidate has the requisite skills, experience, and expertise to perform in the position they are vying for.
- If the candidate can meet the high standards of conduct, behaviour and integrity required of an executive officer of the GAW or Civil Society.
- Whether he/she is physically and mentally fit to serve in the position.
- Whether the one is of good reputation.
- Whether he/she has ever abused his/her office for personal gain.
- Whether the candidate holds or has held any position in or is associated with a political party.
- Whether the candidate conducts or has conducted any business which is, or is likely to be, detrimental or prejudicial to the aims, objectives, and values of GAW.
- Every candidate who is submitting him/herself for vetting shall additionally undergo a confidential integrity check. This is a thorough background check on the individual to establish beyond all reasonable doubt that the candidate is the right quality for office.
OTHER ELECTION GUIDELINES
- Each candidate will be allowed one observer on the polling day.
- There shall be no proxy voting.
- Candidates are expected to conduct a clean and truthful campaign devoid of intolerance and callousness.
- A dedicated WhatsApp platform will be created for campaigning. All campaign messages are to be posted on the Campaign Platform and shall not be posted on GAW Social I or GAW Social II. Any breach of this rule by a candidate will result in sanctions.
- The Electoral College will be made up of paid-up members of GAW.
- The following ID cards are acceptable for identification during the elections: GAW Membership Card, National Voter ID Card, Driver License, Passport, ECOWAS ID Card, Student’s ID, SSNIT ID.
- Every elective office of the Association, however designated, is a substantive office, and separate nominations shall be taken, and separate votes cast in respect of each office.
- Candidates for election shall complete nomination forms and deposit them with the Chairperson of the Elections Committee or her assigned officer at the GAW Secretariat.
- All candidates shall be nominated by one member of the Association and supported by one member.
- All voting shall be by secret ballot and shall be decided by simple majority.
MODES OF COMMUNICATION
- A dedicated Elections WhatsApp Platforms.
- GAW Website.
- GAW e-mailing list.
- All messages and letters will be signed by the Chairperson of the Elections Committee or her assigned officer.
- Contact numbers will accompany every message.
- Every message will go with a specially designed “Elections Flyer.”
ON THE DAY OF ELECTIONS
- Come to PAWA House, Roman Ridge in Accra, with your identity card (GAW Membership Card, National Voter ID Card, Driver License, Passport, ECOWAS ID Card, Student’s ID, SSNIT ID) and join the queue, if any.
- A member of the Elections Committee will check your details in the electoral register and very your identity as a member in good standing to vote.
- You will be issued with validated ballot papers for the various positions to be contested. Check to be sure the ballot papers are not already marked.
- Move to the Voting Booth and thumbprint your preferred candidate for the various positions.
- Choose the right box for each position and cast your vote in the ballot boxes.
- Leave the precincts of the voting.
SUPERVISION OF THE ELECTORAL COMMISSION (EC) OF GHANA
GAW had applied for supervision of the elections by the Electoral Commission (EC) of Ghana. A Deputy Director, Electoral Services in-charge of Election Planning and Procedure, has been assigned to GAW.
DISPUTATION AND APPEAL PROCESSES
It is envisaged that grievances and disputes can occur at two (2) main stages of the election process. These are the vetting stage and after the results have been declared. The following are the grievance procedures and guidelines to resolve disputes.
Grievance Procedures: All grievances shall, first, be reported to the Chairperson of the Elections Committee. If the Chairperson is unable to resolve the grievance, it will be referred to the Elections Committee. If the Committee is also not able to settle the grievance, the matter will be discussed at a joint NEC-Elections Committee level. The GAW Advisory Board will be the final arbiter in all elections issues.
- If a candidate complains about an issue being said and re-presented during the interview, the matter will be dealt with amicably to allow the interview to continue. However, if the complaint occurs after the completion of the vetting, the Committee shall be given the priority to review its decisions and if this is not satisfactory the matter shall go through the grievance procedure. As far as possible any disagreements between the two parties (candidate and the Committee) should be handled with circumspection and discretion.
- Where issues cannot be sufficiently and satisfactorily dealt with by the Elections Committee, such an issue would go through the grievance procedure to be handled within 72 hours.
- In such a case the vetting in respect of the said candidate shall be suspended until such time that it can be resumed where time is available.
- The deadline for submission of all appeals against disqualification, at the vetting stage, is July 16, 2022. The outcome of appeals at this stage will be announced not later than July 18, 2022.
- All disputes, resulting after results have been declared, should be dealt with within seven (7) working days.
- If possible, all disputes and claims should be settled, using GAW internal structures. The parties shall endeavour to amicably settle any disputes and misunderstandings which may arise in connection with the elections. Any cause of action in court can only be tolerated in exceptional circumstances.
MEMBERS OF THE 2022 ELECTIONS COMMITTEE
Mrs. Hajara Daniel (Chairperson),
a Saltpond-born author, is the founder and Chief Executive Officer of the Creative Writing Academy, Larajah Limited, and the RIWC Foundation. She is a former student of St Theresa’s Primary School, Mfantsiman Girls Secondary School, Tamale Secondary School, South West London College and the University of Yorkshire (UK). She has previously worked at PricewaterhouseCoopers, EW FACT (publishers for the Emile Woolf Colleges), and REIT Asset Management. Her thought-provoking short stories, novels, poems, radio drama, television series, and theatrical productions include ‘Passage of Love’, ‘Kofi: Growing Pains’, ‘Amazing Grace’, ‘Cocoa’s Kisses’, ‘Reaching for The Stars’, ‘The Akans: Birth of Two Kingdoms’, ‘The Hampstead Strangler’, ‘Sankofa Hills’, ‘Coconut Court’, and ‘KOOKUA’, selected for the Accra International Children’s Arts Festival, (KIDDAFEST). Mrs Daniel has served on various committees, including the Bidding Committee for the UNESCO World Book Capital (2019), Committee for Drafting a Constitution for the National Platform for Literacy, Reading and Numeracy, and the Ghana Publishers Association World Book Capital Committee (2022). She is a member of the Writers Guild of Great Britain (WGGB), the Ghana Association of Writers (GAW), and the Ghana Publishers Association (GPA).
Mr. Emmanuel Ansah-Antwi (Member),
is a writer, lecturer, filmmaker, an international business strategist, marketing communications practitioner, business and communication consultant and a Friedrich Erbert Foundation scholar. He has written six (6) general fiction books and three (3) non-fiction books on communication, management, and business. He is now working on a book entitled “Marketing of Films.” He was also a presidential candidate for the Democratic Freedom Party (DFP) in 2008.
Dr. George Amofah (Member),
is a Public Heath Consultant. He was the Deputy Director General of Ghana Health Service until retirement in December 2011. He has made major contributions to global health through his involvement in many international bodies. Dr. Amofah has, recently, been elected to the Board of Faculty of Public Heath (UK), for his significant contribution to science, literature, and the practice of public health. He authored, Prophecy in Action: My Life Story and Heart Burning or Consumed? and Confronting Disparity between Faith & Practice.
Ms. Rebecca Abafum (Secretary),
is an author and currently works with Rolucktech, a call centre outsourcing company. He studied accountancy at Koforidua Technical University in Koforidua. She authored The Fury of a Nation. She is on the committee, representing the youth of the Association.
Please follow the instructions below to complete and submit your nomination form.
Please note that Submissions NEC Elections Nomination form may be submitted online via email.
Downloading and printing the NEC Elections Nomination Form may be submitted by courier or self-delivery at the Secretariat at PAWA House, Roman Ridge, Accra.
Online submission via email:
Submission by courier or self-delivery:
- Download the NEC Elections Nomination Form (courier or self-delivery nomination form)
- Fill the downloaded nomination form correctly in blue/black ink.
- Return the completed form with all required attachments as stated in the PARTICULARS OF ELECTION to the addresses below:
The General Secretariat, Ghana Association of Writers (GAW) at
PAWA house, South Ridge Street, Roman Ridge Accra, Ghana or post to the postal address below:
P.O. Box LG 375, Legon, Accra, Ghana.
Please click on the links below to download your nomination form