Call for IPSF Executive Committee members 2015-16

Being on the IPSF Executive Committee is a challenging task, but at the same time it is a rewarding experience.

While each portfolio has a different focus, each Executive Committee member should be able to work for IPSF

on a daily basis with good and regular internet and email access. IPSF offers each Executive Committee

member an annual travel stipend in accordance with the framework developed by the General Assembly, but

you will be required to cover the cost of the rest of your IPSF work-related travel. It is recommended that

Executive Committee members attend the two Executive Committee meetings, held usually in the

Netherlands, as well as, the IPSF World Congress. Depending on your portfolio, it is usually beneficial for the

development of the Federation if you can also attend other meetings or conferences to represent IPSF, to stay

updated with issues pertaining to the pharmacy profession, and to network with key individuals and allied

organisations.

Experience within IPSF and leadership positions is very high recommended.

Applications for the Executive Committee need to be the submitted to the Secretary General by Sunday, 2nd

of August 2015, 11:59pm, GMT+5.30.

If you are not able to attend the World Congress, you can also submit your nomination form by email to

secgen@ipsf.org and you must make yourself available at the selected time during the General Assembly at

the IPSF World Congress to present your nomination speech and for questions via teleconference. Please

contact IPSF Secretary General secgen@ipsf.org for more detailed instructions.

President

As the President you are responsible for representing the Federation, coordinating and overseeing the

development of activities and projects, ensuring sound financial standing and administration, fostering

partnerships with allied organisations, maintaining communication with members and professional contacts,

and offering leadership and direction towards strategic goals.

Confidence and proficiency in oral and written English, presentation and communication skills, effective time

management, and organisational skills are important to the position. One of the most important roles you play

is in supporting your fellow Executive Committee members on projects, reviewing documents, publications

and content for projects, and giving feedback on various issues. Hence, the ability to lead and work well in a

team is vital to being innovative in solving problems; ensuring projects follow timelines and action plans, and

developing new projects and ideas.

Previous experience in IPSF and a leadership position is highly recommended. To meet these responsibilities

you should be prepared to travel to attend local, regional and international events, correspond regularly with

Executive Committee members and contacts, promote IPSF through all means, monitor progress on projects

and activities, and actively investigate and follow up on opportunities for strategic development.

It would be most effective to undertake this position with only very limited time pressure from other

commitments. This position is best suited to someone who is able to take a year off work or perhaps

undertake part-time commitments only so that you are able to commit at least 40 hours a week to the

position. It is strongly recommended to move to The Hague, The Netherlands. It can be done while studying,

but maybe not in the hardest year of the university.

Candidates should be prepared to be able to support themselves financially over the year for coverage of

travel costs to meetings such as the IPSF Congress, FIP Congress, FIP Board of Pharmaceutical Practice

meeting, regional events, Executive Committee meetings, professional meetings at the WHO and UNESCO, and

member association and pharmacy-related events. As IPSF President, it is an action packed, inspiring and

exciting year. Are you ready to take on this?

For further information, please contact president@ipsf.org.

Treasurer

As the Treasurer you are responsible for maintaining a healthy financial situation for the Federation. It is

essential to keep the financial administration updated. It is a great help if you already have some background

in financial administration such as bookkeeping. IPSF obtains assistance from a professional accountant, but

the Treasurer should be able to understand basic financial administration and management. You will be the

person who provides the other Executive Committee members with information about a range of payments

from Membership Fees to reimbursement for expenses. You are also the IPSF contact to the bank.

Communication with IPSF Members about Membership Fees is an essential part of the Treasurer’s portfolio.

You will put together the financial part of grant applications and will need to keep separate administration to

maintain evidence that the Federation spends funds according to the grant rules.

The Treasurer is also responsible for oversight for all IPSF Event budgets and is required to liaise with the

respective Reception Committees, to ensure financial stability of all IPSF Events. The Treasurer is additionally

responsible for overseeing IPSF Regional Office budgets.

The Treasurer is responsible for acquisition of the merchandising materials. You are supervising and working

with the Development Fund (DF) Coordinator regarding all DF grants and also further developing the DF.

The time that this position takes ranges from 20 - 25 hours per week depending on the time of the year. It can

be done while studying, but maybe not in the hardest year of the university. As for all Executive positions it is

important for the Treasurer to be able to go beyond his or her own portfolio to support other Executive

Committee members if they need assistance. Please note that the position of Treasurer is elected for a two

year term.

For further information please contact: treasurer@ipsf.org

Chairperson of External Relations

As Chairperson of External Relations you are responsible for maintaining relations with professional contacts

and allied organisations.

You should participate in joint working groups with the Federation’s allied organisations,; ensure maintenance

of contacts and liaisons between related outside bodies and the Federation and organise meetings where

appropriate; to be responsible for securing new strategic partnerships as well as obtaining appropriate

sponsorship and funding for the Federation with the help of the President and the IPSF Corporate Relations

Committee, where you will serve as chair.

As part of this portfolio you are expected to ensure sponsors are acknowledged in the manner agreed between

the Federation and the sponsor, in liaison with the Chairperson of Media and Publications and President.

Additionally you are required to actively publicise IPSF and International Pharmaceutical Students’ events.

One can expect to dedicate 25 - 30 hours a week to complete the External Relations tasks. While the business

of the Federation is regularly conducted in English, a working knowledge of other official Federation languages

(French, Arabic, and Spanish) would be a considerable asset. To be successful at this portfolio, candidates must

have access to email on a daily basis. It can be done while studying, but maybe not in the hardest year of the

university.

Excellent communication skills, extensive knowledge of the Federation and how it operates, motivation to

travel and promote the Federation and its activities, and a contagious exuberance for IPSF are definite assets

in successfully completing the expectations of this position.

For further information please contact: external@ipsf.org

Chairperson of Internal Relations

As Chairperson of Internal Relations you will be responsible for maintaining four key areas:

Communication with IPSF Member Associations and Individual Members

Chairing the Internal Relations Committee

Overseeing registration of IPSF Events and liaising with Registration Officers of IPSF Events

Coordinating the Alumni network

Administratively, the Chairperson of Internal Relations is responsible for updating information lists of Contact

Persons as well as keeping the Contact Persons’ Handbook updated. The Chairperson of Internal Relations is

also supervising the Regional Relation Officers in their duties. It is the duty of the Chairperson of Internal

Relations to convene the scheduled Contact Persons’ meeting at the IPSF World Congress. The position is

responsible for the management of the IPSF Contact Person e-groups.

A significant portion of this portfolio is dedicated to the promotion of IPSF to Non-Member countries, it is also

important to focus on promoting IPSF to current Members to maintain activity and strength in the Federation.

The position is responsible for the management of the Membership Promotion Committee e-groups and

should also coordinate the Individual Membership and Affiliated Individuals of the Federation in terms of

administration and promotion with the Treasurer, Chairperson of Student Exchange and Permanent Officer.

The Chairperson of Internal Relations should also be in close contact with the Honorary Life Members and

Alumni, ensuring the past experience is built upon. The portfolio also includes assisting Reception Committees

of IPSF Events with registration.

One can expect to dedicate 20-25 hours a week to complete the Internal Relations tasks. To be successful at

this portfolio, candidates must have access to email on a daily basis. It can be done while studying, but maybe

not in the hardest year of the university.

Excellent communication skills, a good level of written English, extensive knowledge of the Federation and

how it operates, and a contagious exuberance for IPSF are definite assets in successfully completing the

expectations of this position.

For further information please contact: internal@ipsf.org

Chairperson of Media and Publications

The Chairperson of Media and Publications is responsible with all communication channels within the

Federation. The Media and Publications portfolio is involved in all other portfolios – Pharmacy Education,

Public Health, Professional Development, External and Internal Relations. This is because all publications and

materials that are to be distributed to or from the Federation are regulated by the Chairperson of Media and

Publications. Find below a clearer description on the work developed during the year:

Publications

The main IPSF publications are the electronic IPSF Newsletters (published frequently), the Pharmacy Education

Newsletters (published twice a year), the Public Health SPOT (published at least once a year), the IPSF Annual

Bulletin (published once a year and printed), and the Phuture supplement (published once a year and printed).

The responsibility of the Chairperson of Media and Publications is to decide on the content of the IPSF

publications, then request the articles and send them for review by the Editorial Board (which is chaired by the

Editor In Chief). Then, all the articles must be sent with a template of the publication to the Design Coordinator

(new position this year) for insertion of the articles and design polishing.

Templates for the publications have been created and are already available, to facilitate design choices and

improve coherence of the communications.

The Regional Offices publications are also under the supervision and subject to the approval of the

Chairperson of Media and Publications.

Consistency in communications

The Chairperson of Media and Publications needs to ensure consistency in all communications channels, by

implementing a clear branding strategy. This way, all new branded logos, publications templates, stationary,

marketing and merchandise materials (branding documents) should be widely distributed electronically to all

the Federation.

This is indeed the most important part of the portfolio – to make sure all materials that are designed look

consistent. The design itself is a task that can be delegated to the team members (Design and Creativity

Committee via Design Coordinator), but it is the Chairperson’s responsibility to make sure they all look

consistent – therefore the Chairperson should create templates that can be used by the Regional Offices

(implemented by the Regional Media and Publications Officer), Design and Creativity Committee and DC.

It is also the responsibility of the Chairperson of Media and Publications to moderate the communication

materials from the Reception Committees of the IPSF events, as well as help them with guidance and human

resources (if necessary).

IPSF Websites

IPSF has a main domain and a few subdomains, all which are under the management of the Chairperson of

Media and Publications. It is not necessary to know a lot about website management since it is quite user

friendly, but some basic knowledge is advisable. The IPSF events websites are hosted on the IPSF domain,

under subdomains.

The main website should be changed completely to a new more dynamic one, which is currently in progress

and this should be focus for next year. The creation of a new database focused on online advocacy and the

renovation of the Pharmacy Education website (transfer it to a more dynamic platform) should be kept in mind

for next year.

Collaboration with other portfolios

The Chairperson of Media and Publications is responsible with all the promotional materials (media or

publications) of the Federation. Hence, the Chairperson of Media and Publications should help coordinating

the promotional campaigns in any portfolio, providing guidance and expertise, as well as designed materials.

Team management

The Chairperson of Media and Publications has quite a few teams to manage, including the Editorial

Committee (chaired by the Editorial Committee Coordinator), the Design and Creativity Committee (chaired by

the Design Coordinator), the Marketing Coordinator, the Merchandise Coordinator and the Regional Media

and Publications Officers. For more information on these teams, which is extremely advisable, take a look at

the call for Coordinator and Committee positions.

The time commitment for the position ranges from 20 hours to 25 hours a week, depending on periods and on

team members. It can be done while studying, but maybe not in the hardest year of the university.

For further information please contact: publications@ipsf.org

Chairperson of Pharmacy Education

As Chairperson of Pharmacy Education you will be responsible for coordinating and developing all

projects/initatives related to Pharmacy Education and Pharmaceutical Science for the Federation. This

portfolio encompasses the development and organisation of Educational and Scientific Symposia and any

related sessions and workshops in all IPSF Events and any additional external events (if applicable), IPSF

publications related to pharmacy education and pharmaceutical science, Internship opportunities for IPSF

members, and research projects relevant to pharmacy education.

You are also the IPSF liaison to the International Pharmaceutical Federation (FIP) Board of Pharmaceutical

Practice (BPP), FIP Pharmacy Education Initiatives (FIPEd), and UNESCO. In coordination with IPSF President,

you are responsible maintaining the collaboration and investigating further opportunities to develop new

projects/initiatives related to pharmacy education with these three external partners.

In order to carry on your duty you will be assisted by Pharmacy Education Research Coordinator, Educational

and Scientific Publications Coordinator, Internship Coordinator and members of Pharmacy Education

Committee.

This position would suit someone who has a significant amount of interest in and awareness of educational

and social trends and issues relating to the profession. Past involvement in IPSF and the ability to work

independently are a must. Previous experience in organising campaigns or events, multi-tasking or good time

management skills, as well as fluency in written and spoken English are highly beneficial. You can expect to

dedicate an average of 20 hours a week. It can be done while studying, but maybe not in the hardest year of

the university.

For further information please contact education@ipsf.org using the subject heading ‘Chairperson of

Pharmacy Education Interest’.

Chairperson of Professional Development

As Chairperson of Professional Development you will be responsible for coordinating and developing the

pharmacy practice and professional development opportunities for the Federation. This portfolio encompasses

the Patient Counselling Event (PCE); the Clinical Skills Event (CSE), the training projects Leaders in Training (LIT)

programme and Trainers Development Camp (TDC), as well as, the Pharmacy Profession Awareness Campaign

(PPAC) and Compounding Event (CE). You are expected to provide support and advice to IPSF Members

running the relevant events.

You will coordinate the organisation of the IPSF Leaders in Training (LIT) programme at the World Congress

and regional events. The Chairperson is responsible for organising workshops related to the portfolio at the

World Congress.

You will supervise the multi-disciplinary Teddy Bear Hospital (TBH) project looking for collaboration

opportunities with International Federation of Medical Students’ Association (IFMSA). The Chairperson is

responsible to promote this multi-disciplinary event to IPSF member countries and to give them necessary

assistance.

This position would suit someone who has a significant amount of interest in and awareness of issues of

pharmacy practice and professional development. In addition it would be beneficial if you had some training

experiences. Past involvement in IPSF and the ability to work independently are a must. Previous experience in

organising campaigns or events, multi-tasking or good time management skills, as well as fluency in written

and spoken English are highly beneficial. You can expect to dedicate an average of 20 hours a week. It can be

done while studying, but maybe not in the hardest year of the university.

This portfolio is one of boundless opportunities for you to explore for IPSF and the pharmacy profession.

For further information please contact: pd@ipsf.org

Chairperson of Public Health

As the IPSF Chairperson of Public Health you are responsible for perpetual planning, promoting, improving and

implementing IPSF Public Health Campaigns and special projects. As Chairperson, you are the focal point to the

World Health Organization (WHO). This requires you to be up to date on the latest information regarding

Public Health that comes from WHO and share it with our members. You will also be responsible for publishing

the Public Health SPOT at least once a year.

A big part of your role is planning the World Health Assembly. You will be responsible for selecting our

delegation and organizing logistics for this conference. You will also be working with the President and the

Chairperson of External Relations to organise policy statements and meetings with future external partners.

You will also coordinate Public Health related activities during World Congress and Regional meetings.

As Chairperson of Public Health, one can expect to dedicate at least 20 - 25 hours per week on maintaining the

portfolio, but this of course depends on how the individual would like to expand the projects within this

division of IPSF. It can be done while studying, but may not be done in the hardest year of university.

Baseline knowledge of IPSF Public Health Campaigns and current special projects is necessary in carrying out

this position. Other successful tips include an understanding of how to plan and implement Public Health

related projects and also a passion and excitement for IPSF and Pubic Health in general.

For further information please contact: publichealth@ipsf.org

Chairperson of Student Exchange

The Chairperson of Student Exchange is responsible for the smooth running of the Student Exchange

Programme (SEP). This includes communicating with Student Exchange Officers (SEOs) and assisting them with

their work, helping applicants and potential applicants, working together with the Student Exchange

Committee, overseeing the Student Exchange Database, acting as the SEO for Individual Members and

resolving conflicts in problematic situations.

Besides this, the Chairperson of Student Exchange can carry out projects together with the Student Exchange

Committee, like the Big Sister Project and Helping Hand Project, as well as administrative work like revising the

SEP documents and creating support materials for Student Exchange Officers.

As the Chairperson of Student Exchange maintains regular contact with many students from various countries,

they can also help the Chairperson of Public Relations in recruiting new members for the Federation and as

they have regular contact with SEOs who are representatives of member associations.

The Chairperson of Student Exchange also works together with the Treasurer in sorting out Student Exchange

fees of Member associations and SEP grants, together with the Development Fund Committee.

This position requires about 30 hours of work per week. It can be done while studying, but maybe not in the

hardest year of the university. It is recommended that the Chairperson of Student Exchange has previous

experience working in the Student Exchange Committee.

For further information please contact: sep@ipsf.org

Applications for the Executive Committee need to be the submitted to the Secretary General by Sunday, 2nd

of August 2015, 11:59pm, GMT+5.30.

The following positions are open for approval during the corresponding Regional Assemblies:

Please consider that the deadline for submission of these nominations is different from the deadline for the

other Executive Committee members, as stated in the call for the Regional Working Groups.

Chairperson of the African Regional Office (chairperson@afro.ipsf.org) Chairperson of the Asia Pacific Regional Office (chairperson@apro.ipsf.org) Chairperson of the Eastern Mediterranean Regional Office (chairperson@emro.ipsf.org) Chairperson of the European Regional Office (chairperson@euro.ipsf.org) Chairperson of the Pan American Regional Office (chairperson@paro.ipsf.org) Note: The Chairpersons of the corresponding Regional Offices will be elected at the 60

th General

Assembly upon approval by the Regional Assembly.

As the Chairperson, you are responsible for:

Representing the Regional Office

Coordinating and overseeing the implementation of IPSF projects and activities in the region

Ensuring sound financial standing and administration

Establishing further relations with student and professional organisations in the region as instructed

by the IPSF Executive

Oversee the organisation of regional events

Offering leadership and direction towards strategic goals.

You will be required to represent the IPSF Regional Office at all official functions and to make any public

announcements on behalf of the IPSF Regional Office. Confidence and proficiency in oral and written English;

presentation and communication skills; effective time management and organisational skills are important to

the position.

One of the most important roles you play is in supporting your fellow Regional Working Group members on

projects, reviewing documents, publications and content for projects, and giving feedback on various issues.

Hence, the ability to lead and work well in a team is vital to be innovative in solving problems, ensuring

projects follow timelines and action plans, and to implement new projects and ideas. Previous experience in a

leadership role is necessary.

To meet these responsibilities you should be prepared to travel to attend local, regional and international

events. As Chairperson of the Regional Office you are also an IPSF Executive Committee member and therefore

will be expected to correspond regularly with Executive Committee members. You should promote IPSF and

your Regional Office through all means; monitor progress on projects and activities; and actively investigate

and follow up on opportunities for strategic development.

This position is best suited to someone who is able to take a year off work or study or perhaps undertake part-

time commitments only so that you are able to commit at least 15-20 hours a week to the position.

The Chairperson should be able in a financial position where they are able to attend regional events, Executive

Committee meetings, member association and pharmacy related events. As Chairperson of a Regional Office, it

is a wonderful opportunity to become deeper involved with IPSF, to be inspired as well as to inspire others –

are you ready to take the challenge?