RAMSTEIN OFFICERS’ SPOUSES’ CLUB

Position Description:  Bazaar Chair

Reports to:  President

 

POSITION OVERVIEW:  

Responsible for overseeing and coordinating all contract deliverables and activities needed to produce the Ramstein Bazaar.

 

Principal Accountabilities:

  • Attend monthly Executive and Governing Board meetings (not to miss more than three (3) board meetings in a term year).  Voting member on Governing Board.

  • Attend monthly membership meeting.

  • Submit a monthly consolidated report to Recording Secretary on time to include monthly expenditures.

  • Ensure budget is maintained.

  • Prepare a revised or current job description to the Parliamentarian by the mid- year board meeting.

  • Show respect and represent the ROSC in the community with high standards.

  • Submit an after-action report and timeline to the incoming President and Parliamentarian by the deadline set by the Parliamentarian.

  • In the first month of the term, the Bazaar Chair will draft guidelines and a proposed budget under which the Bazaar Committee will operate. These will be presented to the Executive Board for a vote at the March meeting. The budget will then be presented to the Governing Board for approval. 

  • Report to and keep the Advisors and President informed of the progress of the Bazaar. Oversee vendor contracts with 86 Force Support Squadron (FSS) Private Organizations Office and revise as needed. 

  • Supervise Bazaar Finance Director. 

  • Authorize payment of any unforeseen (i.e., non-budgeted) Bazaar expenses after consultation with the President, Advisor(s), and Bazaar Finance Director. 

  • Manage any conflicts between ROSC personnel/volunteers and outside organizations (e.g., sponsors, military units, or other private organizations) on Bazaar grounds. The Bazaar Chair will consult as appropriate with the Bazaar Advisor(s), and the ROSC Advisor. Should the Bazaar Chair be unable to resolve any conflict, or at the request of the ROSC President or any Advisor, the conflict will be brought to the attention of the 86 FSS Flight Chief for assistance in resolving the matter.

Position Duties and Significant Details:

  • Manage all aspects of the Bazaar planning process acting as the program manager.

  • Establish task requirements, internal and external deadlines, and documents the Bazaar progress and after-action reports.  

  • Interface with 86 FSS and ensure all contract requirements and deliverables are met.

    • Manage and execute any sub-contracts needed to execute the Bazaar.

    • Negotiate 86 FSS support requirements and fees that are not clearly defined in the contract.

  • Create an organizational structure and appoint Directors and Committee Members. 

  • Lead the Bazaar Committee planning and coordination starting in February and until all bills/reimbursements are completed and final documentation has been completed by all Committee Members.  

  • Oversee management of the Bazaar Operating Budget.

  • Act as the primary point of contact to ROSC and provide monthly reporting to the ROSC board.

  • Oversee the merchandise vendor selection process, contracts, grid assignments, fee collection, etc.

  • Oversee the food vendor selection process, contract execution, fee collection and oversight during the Bazaar.

  • Responsible for ensuring security and customs control measures are in place during the Bazaar. 

  • Responsible for adequate marketing of the Bazaar which includes coordinating with FSS marketing, supporting Air Force Network (AFN) news casts, and managing all Bazaar related social media sites.

  • Engage with protocol for distinguished visitors’ engagements.

  • Evaluate other Bazaars for lessons learned.  

  • Responsible for engaging with various 86 Air Wing (AW) agencies to coordinate hangar and ramp use, utilities, fire safety, marking, staging, clean-up, and securing of military assets prior to Bazaar start.

  • Work with 86 FSS to complete the end of year financial reconciliation.