This call is opened for registration.
Call For Organizing Committee
HMSA's End-term General Assembly Meeting 24/25
DDL: 25 August,2025 11:59 PM
About the event
The General Assembly (GA) is more than just plenaries and motions. It's where we gather, learn, and discuss global health, public health, medical education, human rights, and sexual and reproductive health and rights. Beyond formalities, it's a lively space where we build skills and have fun. The GA represents an invaluable opportunity for active engagement in HMSA's decision-making processes and affairs, adding a social dimension that goes beyond plenary discussions. Join us as we transform these meetings into memorable experiences that not only contribute to our professional growth but also create enduring connections and camaraderie.
OC Structure:
Head of OC
Vice-Head of OC.
Treasurer
Program Coordinator.
Registration Coordinator.
Publications Coordinator.
Coverage Coordinator.
GA Jokers (2).
Selection Criteria
Motivation
Plans
Commitment and Availability
Previous work in OC (Asset)
Available Positions & Job Description
Head of OC
Preparation of the preliminary plan.
Serve as the contact person for HMSA’s TO.
Supervise and oversee all preparations for the event.
Manage all Organizing Committee (OC) members and their tasks.
Address and troubleshoot any issues that arise during the event.
Vice-head of OC
Assist the head in managing all preparations for the event with the OC.
Lead the OC when the head is occupied elsewhere.
Supervise the relevant assigned tasks.
Troubleshoot any issues arising during the event.
Undertake any general tasks assigned by the head of the OC.
Seek opportunities for sponsorships along with the FSDD.
Track media coverage with the Publications Coordinator during the event.
Treasurer
Prepare a preliminary budget for the event and propose registration fees.
Manage all financial matters related to the event in coordination with the Head of OC.
Ensure payments are processed smoothly and promptly.
Receive payments from participants.
Prepare a financial report for the event.
Having a bank account (Instapay) or a cash wallet is mandatory.
Program Coordinator
Develop a theme for the General Assembly and work on reformulating the GA agenda.
Coordinate Pre-GA along with the CBSDD.
Develop the GA agenda.
Ensure that all session needs are met.
Follow up with the session team to ensure the quality of prepared content and its alignment with the theme and the expectations of the Team of Officials.
Registration Coordinator
Create an online registration system (for both early and late registration).
Prepare the registration sheets.
Register all attendees for the event.
Register all externals (if any)
Logistics Coordinator
Responsible for purchasing all the required, climate-friendly materials needed for the event.
Provide the logistics needed during sessions and workshops.
Ensure that everything required is present on time for ongoing sessions.
Provide all the printings needed by the Publications Coordinator.
Publications Coordinator
Responsible for the event's social media promotion
Create the Event’s CI, and relevant publications.
Responsible for increasing the reach of the social media campaign for the event.
Produce live social media content (stories).
Maintain a unified theme across different social media platforms.
Coordinate printings with the Logistics Coordinator.
Coverage Coordinator
Manage live coverage of the GA on HMSA platforms, and interactive Instagram stories.
Research and prepare TikTok trends to engage our members, ensuring that our content is fresh, relevant, and fun.
Capture high-quality photos during events for use in Facebook posts and other social media coverage, showcasing our activities and members.
GA Jokers (2)
As a GA Joker, you will play a crucial role in enhancing the overall experience of our events. Much like a Joker card in a game that adapts to various situations, you will support the Organizing Committee (OC) in a variety of tasks. Your primary focus will be :
Facilitate and coordinate activities that promote members engagement through the General Assembly (GA).
Organize and oversee social programs following the GA, ensuring that members have opportunities to connect and interact.
Collaborate with the OC to ensure the smooth flow of the day. Be ready to assist with any tasks as requested by the head of the OC, demonstrating flexibility and adaptability.
Notes:
The GA will take place on 19 and 20 September 2025 2024. OC members are expected to commit to the mentioned dates.
All OC members are considered general OC once their tasks are concluded. For example, the Registration Coordinator is expected to finalise the registration process by the afternoon. For the rest of the event, they will be considered general OC members and might be assigned to any other task.
The ability to attend the full day duration during the GA day is a MUST for all OC members.
All the event’s plans, including time, venue, flow, tasks, etc., might change suddenly. It is expected that all OC members be fully cooperative with the head of OC regarding any changes in risks or details.
All OC members shall abide by the HMSA Code of Conduct. Violation of the Code of Conduct by OC members will result in strict disciplinary actions.
Deadline of Application:
The deadline for applying for the organizing committee is 25/8/2025, 11:59 PM CLT.
Late applications will not be considered.