The 22nd IAPSS General Assembly will hold regular board elections at the end of the IAPSS World Congress 2016 in Berlin on April 9, 2016.
Based on experiences of the legislative mandate of 2015 – 2014 and the years before, the Executive Committee suggests the following board structure. The focus lies on an Executive Committee comprising eight members while associated IAPSS Coordinators work closely together with elected ExCom members in order to share and reduce workload related to the portfolio of the Association. IAPSS Coordinators (not elected, but appointed by the ExCom) are directly related and responsible to the respective ExCom member, while the IAPSS President holds responsibility for the overall communication and coordination with all members of the ExCom, IAPSS Coordinators and the Supervisory Committee as well as external partners and other institutions.
The following board structure is amendable and to be voted upon as a whole before the voting. Please note that ExCom and SupCom positions are only available for individual members (at the time of election) and that simultaneous membership of both boards is not possible.
A) Application Procedure & Requirements
Deadline for Applications: April 2, 2016, 1 pm CEST (UTC +2, Berlin)
Required Documentation for Application:
(1) A resume including reference to a) your studies, b) your academic and/or professional experiences relevant for the applied position, c) your overall academic experiences, d) your language skills, e) your personal data, and f) personal references (optional).
(2) A cover letter of 1-2 pages stating a) your personal motivation for applying for the chosen position, b) a detailed description of at least two experiences relevant for the applied position, c) the integration of the applied position into your daily life, d) your previous experiences within IAPSS (if applicable).
(3) A one-page document stating your proposed personal agenda and priorities for the applied position for the legislative mandate 2016-2017.
(*) All documents should be sent as .pdf files to secgen@iapss.org before the deadline.
Duration of Mandate: June 1, 2016 – May 31, 2017
Remarks:
(1) Applications submitted later than April 2, 1 pm CEST, and incomplete applications will not be considered. All applications will be uploaded to MyIAPSS by April 4, available to all individual, association, and honorary members of the Association.
(2) The election of the Head of World Congress will come into effect by April 9 already as that position is currently vacant.
(3) Application for the position of IAPSS President requires experience as member of the IAPSS ExCom or as IAPSS Coordinator.
(4) The President, the Secretary General and the Treasurer will become legal representatives of the Association by June 1st, 2016. All three holders will need to register with the Chamber of Commerce of the Netherlands and two of them (usually the President and Treasurer) with the banks IAPSS holds accounts at.
(5) All positions are, as all positions within IAPSS, unpaid.
(6) The vote will take place by ballot voting of those present at the 22nd IAPSS General Assembly.
B) Available Positions
I – Positions within the IAPSS Executive Committee
1 President
Coordination and supervision of all portfolio components and tasks associated with ExCom positions (see 2 – 8) and IAPSS Coordinators
Management of internal communication within the ExCom (two-weekly online meetings, two-weekly updates by ExCom members, online communication, agenda-setting) and with the SupCom on a regular basis
Supervision of the IAPSS financial administration (incl. regular reporting to SupCom and General Assembly, preliminary and final financial reports by the IAPSS Treasurer) and the annual budgeting process, in cooperation with the IAPSS Treasurer / Head of Financial Administration
Framing of the annual agenda of the Association (incl. all IAPSS events, dates of IAPSS publications, deadlines in day-to-day working processes, ExCom in-person meetings, meetings with external partners et al.)
Set-up of agenda, content and organizational framework of IAPSS General Assemblies (incl. reporting procedures, agendas, resolutions, proposals, calls for applications, calls for candidates), in collaboration with the IAPSS Secretary General
Set-up of the agenda, content and organizational framework of ExCom in-person meetings
Supervision of preparation and realization of the annual IAPSS World Congress and the annual IAPSS Convention
Opening and closing speeches and remarks on the occasion of major IAPSS events
Administration of the IAPSS Headquarters at Radboud University Nijmegen
Legal representative in bi- and multilateral contracts and agreements
Correspondent to the Executive Committee of the International Political Science Association (IPSA) and of the European Consortium for Political Research (ECPR) as well as other partnering institutions of the Association
2 Treasurer
Management of the financial administration of the Association (incl. annual budgeting process, execution of all payments and expenses, control and administration of income), under the supervision of and in collaboration with the IAPSS President and the IAPSS Secretary-General
Co-coordination of fundraising activities (incl. institutional grant applications, drafting processes of funding proposals at corporate bodies, their evaluation and related reporting)
Control of membership payments of both individual and association members, in cooperation with the IAPSS Secretary General
Supervision regarding the compliance of the IAPSS financial administration and related income and expenses with the IAPSS Financial Regulations
Regular financial reporting to the IAPSS ExCom, biannual financial reporting to the IAPSS SupCom and the IAPSS General Assembly
Coordination of the provision of travel grants to panelists at both the IAPSS World Congress and the IAPSS Convention, as well as other IAPSS events if so decided by the IAPSS ExCom
Coordination of all tasks to be carried out and duties to be fulfilled regarding the bank accounts and payment facilities of the Association
3 Secretary General
Administration of all membership related tasks (incl. maintenance of the online application facility, maintenance of the membership data base, issuance of membership confirmations on request, administration of combined IAPSS-IPSA membership)
Maintenance of the IAPSS membership network and membership communication (incl. regular information and updates to members as well as of the two-weekly “IAPSS News & Opportunities” in collaboration with the Head of PR/International Cooperation, promotion of bi- and multilateral exchanges between IAPSS members, first contact person for all administrative inquiries and questions by members and other individuals and associations)
Execution of the preparations and the realization of the biannual IAPSS General Assemblies in cooperation with the IAPSS President
Organization, administration and maintenance of the IAPSS ExCom’s internal documentation (board working platform, archive, minute-taking and protocols)
Administration of the IAPSS Headquarters at Radboud University Nijmegen, in cooperation with the IAPSS President
Administration and maintenance of the properties and facilities of the Association
Maintenance of the IAPSS website(s) and all related online facilities (MyIAPSS, Web Store etc.) in collaboration with the IAPSS Website Coordinator and Webmaster
4 Head of Academic Department
Coordination and supervision of all IAPSS publications (incl. POLITIKON, A Different View, Academic Think Tank, Student Research Committees, Encuentro Latinoamericano), in cooperation with all involved departmental coordinators
Publication of Call for Papers/Call for Applications/Call for Editors for all IAPSS Publications (as mentioned above), in collaboration with the Head of PR/International Cooperation and related Coordinators
Coordination and maintenance of internal communication of all related bodies to IAPSS Publications (Editorial Boards, Authorial Boards, Think Tank Working Groups) incl. online meetings, online communication, in-person meetings
Quality management of IAPSS Publications and development of new publication formats and special issues of IAPSS Publications (e.g. for the IAPSS World Congress, the IAPSS Convention, the IAPSS Seasonal Schools)
Coordination and supervision of academic questions/issues related to IAPSS Events (incl. the IAPSS Annual Themes, event themes, academic programs, program schedules, administration of student panels), in cooperation with the Head of the IAPSS World Congress and the Head of the IAPSS Convention
Coordination and supervision of academic questions/issues related to IAPSS Delegations to external events (incl. panel and section proposals, calls for and selection of submitted papers and respective panelists), in cooperation with the IAPSS Delegations Coordinator
Coordination and supervision of academic questions/issues related to IAPSS Student Research Committees (incl. calls for and approval/rejection of SRC proposals and SRC membership, academic support to IAPSS SRCs, scheduling of SRC panels at IAPSS Events)
5 Head of Events Department
Coordination, supervision, agenda-setting and quality management of all IAPSS Events (incl. IAPSS Winter School, IAPSS Summer School, IAPSS Study Trips) incl. set-up of academic and organizational framework, scheduling and financial administration (in collaboration with the IAPSS Treasurer) and the respective realization of all IAPSS Events
Publication of Call for Applications / Call for Registrations for IAPSS Events (see above) to internal bodies, IAPSS members and external partners and institutions, in collaboration with the Head of PR/International Cooperation and related Coordinators
Content and administration related cooperation with and supervision of all departmental IAPSS Coordinators, incl. the IAPSS Study Trips Coordinators, the IAPSS Summer School Coordinator and the IAPSS Winter School Coordinator
Evaluation of all IAPSS Events (incl. event surveys, data assessments) and related reporting to ExCom and SupCom
Coordination and supervision of regional conferences realized in collaboration with member associations or external partners (if any), in collaboration with the Head of the IAPSS World Congress and the Head of the IAPSS Convention
6 Head of IAPSS World Congress
Coordination and supervision of the annual IAPSS World Congress incl. the set up-of the logistical framework, the academic program and the financial administration and the respective realization of the Congress, in collaboration with all concerned members of the IAPSS ExCom (Treasurer, Secretary General, Head of Academic Department, Head of PR/International Cooperation, President)
Coordination and supervision of the logistical set-up of the Congress incl. the selection of and negotiation with host institutions, the arrangement of all venues, the travel and accommodation arrangements for speakers and the IAPSS team, the catering, transportation, technical facilities and equipment, social and cultural events and on-site volunteers
Coordination and supervision of the set-up of the academic program of the Congress incl. the academic conceptualization of the Congress, the scheduling process, the coordination of and assistance to all speakers, student panels and their administration, special and events co-hosted by partners of IAPSS
Coordination of the budgeting process for the Congress and the continuous financial administration of all income and expenses, the coordination of the provision of travel grants to student panelists, in collaboration with the IAPSS Treasurer and the IAPSS President
Task and portfolio related coordination and supervision of all departmental IAPSS Coordinators, incl. the Conference Administration Coordinator, the Conference Logistics Coordinator and the Conference Program Coordinators
Publication of Call for Papers / Call for Registrations for the Congress to internal bodies and IAPSS members, external partners and the general targeted audience, in collaboration with the Head of PR/International Cooperation and related Coordinators
Coordination and supervision of the promotion for the Congress incl. all IAPSS social media devices, the IAPSS website, newsletters, promotional publications, advertisement at external publications and with external partners and institutions, in collaboration with the Head of PR/International Cooperation
Evaluation of the Congress (incl. event surveys, data assessments) and related reporting to ExCom and SupCom
7 Head of IAPSS Convention
Coordination and supervision of the annual IAPSS Convention incl. the set up-of the logistical framework, the academic program and the financial administration and the respective realization of the Convention, in collaboration with all concerned members of the IAPSS ExCom (Treasurer, Secretary-General, Head of IAPSS World Congress, Head of Academic Department, Head of PR/International Cooperation, President)
(in detail I) Coordination and supervision of the logistical set-up of the Convention incl. the selection of and negotiation with host institutions, the arrangement of all venues, the travel and accommodation arrangements for speakers and the IAPSS team, the catering, transportation, technical facilities and equipment, social and cultural events and on-site volunteers
(in detail II) Coordination and supervision of the set-up of the academic program of the Convention incl. the academic conceptualization of the Convention, the scheduling process, the coordination of and assistance to all speakers, student panels and their administration, special and events co-hosted by partners of IAPSS
(in detail III) Coordination of the budgeting process for the Convention and the continuous financial administration of all income and expenses, the coordination of the provision of travel grants to student panelists, in collaboration with the IAPSS Treasurer and the IAPSS President
Task and portfolio related coordination and supervision of all departmental IAPSS Coordinators, incl. the Conference Administration & Fundraising Coordinator, the Conference Logistics Coordinator and the Conference Program Coordinator
Publication of Call for Papers / Call for Registrations for the Convention to internal bodies and IAPSS members, external partners and the general targeted audience, in collaboration with the Head of PR/International Cooperation and related Coordinators
Coordination and supervision of the promotion for the Convention incl. all IAPSS social media devices, the IAPSS website, newsletters, promotional publications, advertisement at external publications and with external partners and institutions, in collaboration with the Head of PR/International Cooperation
Evaluation of the Convention (incl. event surveys, data assessments) and related reporting to ExCom and SupCom
Note: the destination for the IAPSS Convention 2016 has already been determined by the ExCom and will be Quito, Ecuador.
8 Head of Public Relations & International Cooperation Department
Coordination and supervision of IAPSS Social Media devices incl. Facebook, Twitter, and LinkedIn (incl. strategy and content management, agenda-setting and quality management)
Coordination and supervision of the IAPSS Website(s) management (incl. content management, layout and application of the IAPSS Corporate Design, structure, management of the internal area MyIAPSS, live and recorded reporting on IAPSS Events, advertisement by external partners and institutions on the IAPSS Website), in collaboration with the IAPSS Secretary General, Website Coordinator, and Webmaster
Coordination and supervision of IAPSS’ online representation (incl. entries at external association and event calendars)
Press contact person (incl. press releases on IAPSS Events and Publications, coordination of interviews, media articles, permanent media cooperation)
Coordination and supervision of the publication of the two-weekly “IAPSS News & Opportunities”
Coordination and supervision of all departmental Coordinators
Coordination and supervision of the designing and layout process of all IAPSS Publications (POLITIKON, Encuentro Latinoamericano, JPTA, A Different View, IAPSS Think Tank), IAPSS Event and Conference booklets (for IAPSS World Congress, IAPSS Convention, IAPSS Conference in Latin America, IAPSS Seasonal Schools), all internal and external documentation (forms, documents, releases) and of the logos of IAPSS Conferences, in collaboration with an external graphic design company
Coordination and supervision of the production of IAPSS promotion and IAPSS Events / Conferences material, in collaboration with an external graphic design company
Co-coordination of IAPSS fundraising activities (incl. institutional grant applications, drafting processes of funding proposals at corporate bodies, their evaluation and related reporting), in cooperation with the IAPSS Treasurer
Promotion and coordination (if needed) of exchanges among IAPSS members in collaboration with the IAPSS Secretary General
Coordination of external cooperation agreements (incl. negotiations on joint events and joint advertisement/promotion, guest panels in and representation of ExCom (members) at events of international partners, joint publications, access to external events for IAPSS board members as well as individual and association members, preparation of official cooperation contracts)
Coordination of IAPSS Advertisement (incl. proposals to and contracts with external advertisement partners, management of online and printed advertisement)
Additional Remarks:
The IAPSS Vice President, serving as the deputy to the IAPSS President and replacement in case of resignation of the latter, will be elected among the members of the IAPSS ExCom at the beginning of the new legislative mandate, beginning on June 1.
II – Positions within the IAPSS Supervisory Committee
9 – 11 Supervisory Committee (SupCom) – 2 – 3 Positions
Supervision of the IAPSS ExCom regarding the compliance with the IAPSS legal framework (statutes, internal regulations, financial regulations) concerning all relevant organizational matters, portfolio components, working procedures, legal duties, the IAPSS headquarters and contracts with third parties
Control of the IAPSS financial administration on a regular base, but at least biannually (incl. the possibility to question specific matters, e.g. income, expenses and financial documentation)
Regular communication with the IAPSS President as well as IAPSS ExCom members and IAPSS Coordinators on work progress and offer (in case needed) to assist in problematic issues
(if needed) Mediation between concerned ExCom members and Coordinators in case of internal conflicts
Production of a preliminary and final report on the financial administration of the Association as well as SupCom activities to the biannual IAPSS General Assemblies