The association shall have the following organs:
- The General Assembly;
- The Executive Board; and
- The Secretariat.
The General Assembly shall:
- Be the supreme organ of the Association;
- Be composed of all its voting members;
- Meet at least once every three years;
- Elect its own chairperson and vice chairperson from among its membership who shall also serve as chairperson of the Executive Board, until the next meeting of the General Assembly; and
- Establish its own rules of procedure.
- Each member of the General Assembly shall have one vote;
- One third of the voting members shall constitute a quorum; and
- Decisions shall be adopted by consensus, or, if consensus is not possible, by a simple majority of voting members present.
The General Assembly shall consider issues of common interest and adopt decisions in accordance with the provisions of this Charter and its own rules of procedure. It shall in particular:
- Consider proposals or questions of common interest submitted by its members, the Executive Board or the Secretariat;
- Adopt the policy, and approve the program of work of the Association and the main items of the agenda of its forthcoming meetings;
- Approve appropriate fees and contributions for the categories of membership;
- Receive and consider the reports on the work of the Association; and
- Appoint an auditor and consider the auditor's report.
- The head of the national election authorities that hosts the General Assembly shall be the Chairperson, serving as the head of AAEA.
- The Chairperson shall preside over the meeting of the General Assembly and Executive Board.
- The Chairperson should promote the unity and contribute to attaining the objectives of AAEA
- The head of the national election authorities to host the next General Assembly shall serve as the Vice-Chairperson.
- The Vice-Chairperson shall act as the Chairperson in his/her absence.
The Executive Board shall be composed of:
- The Chairperson and Vice Chairperson of the General Assembly;
- The Executive Secretary (non-voting - Article 3.10)
- Five full members elected by the General Assembly for a term of 2 years.
- The General Assembly shall endeavor to ensure that membership on the Executive Board reflects geographical and gender diversity by:
- electing two (2) members from each region i.e. (1) South Asia; (2) Central Asia and (3) South East Asia/Asia-Pacific, including the Vice-Chairperson;
- electing the Chairperson of the AAEA by rotation among the three regions mentioned above.
- The tenure of the Executive Board shall be from March to March for two years.
The Executive Board shall:
- Be accountable to the General Assembly;
- Act on behalf of the General Assembly on any matter referred to it by the General Assembly;
- Make recommendations to the General Assembly in conformity with the present Charter;
- Take actions to implement decisions of the General Assembly;
- Approve the budget and operations of the Secretariat and the auditor's report in the operation of the budget;
- Approve the internal rules and regulations of the Secretariat;
- Determine control mechanisms for supervising the financial activity of the Secretariat;
- Oversee the Secretariat in implementing the decisions and recommendations of the General Assembly;
- Perform other functions arising from the present Charter and from the recommendations and decisions of the General Assembly; and
- Act on matters which need to be addressed in the period between the meetings of the General Assembly.
The Executive Board shall:
- Meet once a year and shall hold extraordinary meetings when convened by the Chairperson; and
- Establish its own rules of procedure subject to direction from the General Assembly.
The Secretariat is the permanent organ of the Association. It shall perform the functions assigned to it in the present Charter and shall carry out the duties entrusted to it by the General Assembly and the Executive Board.
The International Foundation for Election Systems (IFES), a private, non profit organization headquartered in Washington, D.C., shall serve as the Secretariat of the Association until otherwise determined by the General Assembly. IFES may relinquish this position upon notification in writing to the Executive Board with ninety days advance notice.
The Secretariat shall be composed of the Executive Secretary and other personnel as may be necessary for the execution of the functions entrusted to it. Unless otherwise determined by the General Assembly, the Executive Secretary shall be a person designated by the Secretariat and approved by the Executive Board and shall serve as the Secretary of the Board, with voice but not vote. During the temporary absence or disability of the Executive Secretary, other personnel shall be designated to perform his/her duties. The Executive Secretary shall:
- Perform functions assigned to it by the General Assembly or the Executive Board;
- Submit an annual report on the Association's activity and its financial condition to the Executive Board;
- Abide by the rules and procedures for operation established by the Executive Board;
- Serve as chief operating officer of the Association;
- Report to the Executive Board as requested; and
- Represent the Association in its relations with the officials of member institutions and other regional electoral associations as well as with other international and regional organizations.
The Executive Secretary and the personnel of the Secretariat shall not seek nor take instructions from any Government or from any authority outside the Association and shall refrain from any action that may be incompatible with their position as representatives of the Association or that may compromise the integrity of the Association.
The Secretariat shall be responsible for the Administration and financial affairs of the Association and shall inter alia:
- Submit reports on the Association's activity and its financial condition to the regular sessions of the Executive Board and at any time upon request;
- Prepare arrangements for meetings of the General Assembly and the Executive Board;
- Make recommendations concerning the work of the Association for consideration by the appropriate organs of the Association;
- Prepare and disseminate surveys, studies, information and guidance on legal and political matters essential for broadening and deepening cooperation among member institutions;
- Draft proposals and agreements on matters arising from the decisions and recommendations of the General Assembly and the Executive Board;
- Prepare the budget of the Association and, upon the approval of the Executive Board, submit it to the General Assembly;
- Serve as the depositary of the Association's documents and official records;
- Establish relations of cooperation, in accordance with decisions reached by the General Assembly and the Executive Board, with other regional and international electoral organizations or any other organizations which are concerned with electoral processes;
- Notify members of the dates of meetings of the General Assembly, the Executive Board, and of all events open to the membership; and
- Prepare minutes of the General Assembly meetings.
- The budget of the Association shall be financed by contributions of the members, to be determined by the General Assembly; and funds solicited by the Secretariat, on behalf of and with the approval of the Executive Board, from external sources;
- The Secretariat may accept, on behalf of the Association, any gifts, contributions, or bequests to the Association, subject to the approval of the Executive Board; and
- The Secretariat shall be responsible for maintaining and managing the financial accounts on behalf of the association.