Chapter 2: Organizational Structure and Governance
- 2.1 Organogram: Visual representation of departments, units, and reporting lines.
The DSGII (Defense Support Group International Inc.) Organogram visually represents the formal structure of the organization, illustrating the hierarchy, reporting relationships, and key functional departments. This structure is designed to promote clarity in roles and responsibilities, enhance operational efficiency, and ensure effective coordination in delivering DSGII’s development programs in the Ilocos Region.
It reflects a functional organizational structure, common in NGOs, where departments are grouped by specialized functions to ensure expertise and efficiency in each area, while also maintaining clear lines of accountability to the Executive Director and the Board.
DSGII (Defense Support Group International Inc.) – Organizational Chart
Code snippet
graph TD
A[Board of Directors] –> B(Executive Director)
B –> C[Internal Auditor]
B –> D[Executive Assistant]
B –> E[Head of Programs]
B –> F[Head of Finance & Administration]
B –> G[Head of Human Resources]
B –> H[Head of Monitoring, Evaluation & Learning (MEL)]
B –> I[Head of Communications & Partnerships]
E –> J[Program Manager: Community Resilience (DRRM/CCA)]
E –> K[Program Manager: Sustainable Livelihoods]
E –> L[Program Manager: Youth & Women Empowerment]
E –> M[Program Manager: Local Governance & CBO Strengthening]
J –> J1[Field Officers – La Union]
J –> J2[Field Officers – Ilocos Norte]
J –> J3[Field Officers – Ilocos Sur]
J –> J4[Field Officers – Pangasinan]
K –> K1[Livelihood Specialists/Coordinators]
L –> L1[Youth & Gender Coordinators]
M –> M1[Community Organizing Specialists]
F –> F1[Finance Officer]
F –> F2[Administrative Officer]
F –> F3[Procurement & Logistics Assistant]
G –> G1[HR Officer]
H –> H1[MEL Officers]
H –> H2[Data Management Assistant]
I –> I1[Communications Officer]
I –> I2[Partnerships & Resource Mobilization Officer]
Explanation of Key Roles and Departments:
- Board of Directors:
- Role: The highest governing body responsible for setting the strategic direction, approving policies, ensuring legal and ethical compliance, and overseeing the Executive Director. They represent the ultimate accountability for DSGII’s mission and financial integrity.
- Executive Director:
- Role: The chief executive officer responsible for the overall leadership, strategic implementation, and day-to-day management of the organization. The ED reports directly to the Board of Directors and serves as the primary liaison between the Board and staff.
- Internal Auditor (Direct Report to Board/ED):
- Role: Provides independent, objective assurance and consulting services designed to add value and improve DSGII’s operations, particularly in financial and operational compliance.
- Executive Assistant:
- Role: Provides high-level administrative support to the Executive Director and often the Board, managing schedules, communications, and logistical arrangements for meetings.
- Head of Programs:
- Role: Oversees the planning, implementation, and quality assurance of all DSGII’s development programs. Ensures alignment with the strategic plan and integrates cross-cutting themes.
- Reports to: Executive Director.
- Manages: Program Managers for each thematic area.
- Program Managers (Thematic Areas):
- Role: Responsible for the design, implementation, management, and monitoring of specific thematic programs (e.g., Community Resilience, Sustainable Livelihoods). They lead their respective teams, manage budgets, and ensure targets are met.
- Reports to: Head of Programs.
- Manages: Field Officers and Program-specific Specialists/Coordinators.
- Field Officers / Specialists / Coordinators:
- Role: The frontline staff responsible for direct engagement with communities, implementation of program activities, community organizing, data collection, and providing technical assistance to beneficiaries.
- Reports to: Respective Program Managers.
- Head of Finance & Administration:
- Role: Manages all financial operations (budgeting, accounting, reporting, compliance) and oversees administrative functions including office management, procurement, and logistics.
- Reports to: Executive Director.
- Manages: Finance Officer, Administrative Officer, Procurement & Logistics Assistant.
- Head of Human Resources:
- Role: Manages all HR functions, including recruitment, onboarding, compensation and benefits, performance management, staff development, and ensuring compliance with labor laws and DSGII’s HR policies.
- Reports to: Executive Director.
- Manages: HR Officer.
- Head of Monitoring, Evaluation & Learning (MEL):
- Role: Develops and oversees the organization’s MEL framework, ensures data quality, conducts impact assessments, facilitates learning processes, and supports evidence-based decision-making.
- Reports to: Executive Director.
- Manages: MEL Officers, Data Management Assistant.
- Head of Communications & Partnerships:
- Role: Develops and implements communication strategies, manages external relations, fosters partnerships with donors and other stakeholders, and leads resource mobilization efforts.
- Reports to: Executive Director.
- Manages: Communications Officer, Partnerships & Resource Mobilization Officer.
This organogram provides a clear framework for DSGII’s operations, supporting its strategic objectives and ensuring effective program delivery to the communities it serves across the Ilocos Region.
- 2.2 Roles and Responsibilities: Detailed job descriptions for key management and program positions.
The following outlines the key roles and responsibilities within DSGII (Defense Support Group International Inc.), aligning with the organizational structure (Section 2.2 Organogram) and reinforcing the commitment to effective development work and good governance.
2.3.1 Board of Directors
The Board of Directors is the highest governing body, providing strategic oversight and fiduciary responsibility.
- Strategic Direction: Determine and review DSGII’s mission, vision, and strategic objectives (e.g., Strategic Plan 2025-2028, Section 6.1), ensuring programs align with the organization’s purpose.
- Fiduciary Oversight: Ensure proper financial oversight, approve annual budgets, review financial statements, and establish internal controls to protect organizational assets and ensure responsible resource utilization.
- Executive Director Oversight: Select, hire, evaluate, and provide support to the Executive Director, ensuring effective leadership and management.
- Legal and Ethical Compliance: Ensure DSGII operates in compliance with all relevant Philippine laws and regulations (e.g., SEC, DSWD, BIR), organizational by-laws, and ethical standards (Section 3.2.1 Code of Conduct).
- Resource Mobilization: Actively participate in and support fundraising efforts, advocating for DSGII’s mission and expanding its network of donors and partners.
- Policy Approval: Approve key organizational policies, including HR, financial, and program management policies (Section 7.0 Operations Manual).
- Ambassadorship: Represent DSGII publicly, enhancing its reputation and credibility among stakeholders.
2.3.2 Executive Director (ED)
The Executive Director is the chief executive officer responsible for the overall management and leadership of DSGII’s operations. The ED reports directly to the Board of Directors.
- Strategic Implementation: Translate the Board-approved strategic plan into actionable programs and operational objectives.
- Operational Management: Oversee all day-to-day operations across programs, finance, administration, HR, MEL, and communications, ensuring efficiency and effectiveness.
- Financial Stewardship: Manage the organizational budget, ensure financial sustainability (Section 7.1 Proposed Funding), and present regular financial reports to the Board.
- Team Leadership: Lead, motivate, and manage a high-performing team, fostering a positive organizational culture and ensuring staff development.
- Stakeholder Engagement: Act as the primary spokesperson for DSGII, cultivating and maintaining strong relationships with beneficiaries, partners, donors, government agencies, and other stakeholders.
- Compliance & Accountability: Ensure DSGII’s continuous compliance with all legal, regulatory, and ethical standards, and maintain accountability to the Board and all stakeholders.
- Resource Mobilization: Lead and drive fundraising initiatives, working closely with the Head of Communications & Partnerships.
2.3.3 Internal Auditor
- Role: Provides independent, objective assurance and consulting services to improve DSGII’s operations, focusing on governance, risk management, and internal controls.
- Responsibilities: Conduct periodic internal audits of financial records, operational procedures, and compliance with policies; identify areas for improvement; and report findings and recommendations directly to the Board and Executive Director.
2.3.4 Executive Assistant
- Role: Provides high-level administrative, secretarial, and logistical support to the Executive Director and often assists the Board of Directors.
- Responsibilities: Manage schedules, coordinate meetings (including Board meetings), prepare correspondence and reports, organize travel arrangements, maintain confidential files, and facilitate communication within the executive office.
2.3.5 Head of Programs
- Role: Leads the overall design, planning, implementation, and quality assurance of all DSGII’s development programs, ensuring alignment with the strategic plan and beneficiary needs.
- Responsibilities: Oversee program managers; ensure integrated program approaches; manage overall program budgets; ensure timely and quality reporting of program outcomes; lead program development for new initiatives and proposals.
