Secretary General Commonwealth Lawyers Association (CLA) London WC1 35,000 PA Full Time Permanent VACANCY

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1 Secretary General Commonwealth Lawyers Association (CLA) London WC1 35,000 PA Full Time Permanent VACANCY The Commonwealth Lawyers Association (CLA) is a non-profit professional association of lawyers from across the Commonwealth which aims to maintain and promote the rule of law and the independence of the legal profession across the Commonwealth. The CLA has recently approved a strategic plan and requires a new Secretary General (SG) to build upon recent successes and confidently take the association forward into the next stage of its development and growth. The SG works closely with members of the Executive Committee (based in London) and the Council (based throughout the Commonwealth) in addition to managing volunteers at the main office in London. The CLA is looking for a talented and professional individual who will be expected to lead, manage and realise the aims and objectives of the association as well as key indicators set out in the new strategic plan. The SG will have a vision for the continued development of the CLA both within the sector and more broadly across the Commonwealth. The SG will be required to manage existing projects and interventions as well as conceptualise new ones (including submitting grant applications and reports) in close collaboration with the Executive Committee and Council. The SG will be competent, thorough, and highly motivated, in addition to being flexible and capable of working to tight deadlines and managing competing priorities. The SG will have a track record of successful fundraising, specifically from major donors, and significant success of building sustainable relationships with new and existing donors. The SG will also be a strategic thinker, adept at translating vision into strategy and operational objectives. The SG is an ambassador for the CLA and will be a confident communicator, a credible leader of people and resources, and experienced at developing teams to perform to the best of their ability. Experience of working across cultures is highly desirable. The CLA is committed to being an equal opportunities employer and applicants from a diverse range of backgrounds are encouraged to apply. If you are interested in applying, please review the full job description attached and submit a CV and cover letter no later than 5pm on Thursday 31 st October Interviews will be held on Wednesday 6 th November If you are not called for interview, please assume that your application was unsuccessful. Correspondence will not be entered into. Applications should be addressed to: The Secretary General Commonwealth Lawyers Association 17 Russell Square London WC1B 5DR United Kingdom Tel: +44(0) Fax: +44(0)

2 Secretary General Commonwealth Lawyers Association (CLA) London WC1 35,000 PA Full Time Permanent JOB DESCRIPTION Purpose: The Secretary General (SG) is responsible for all aspects of the operation of the Commonwealth Lawyers Association (CLA), not only in terms of day to day office and staff management, but also the medium to long term objectives, including the continued development and growth of the association in line with the new strategic plan. The SG is effectively the lynch-pin of the association and is responsible for securing long term sustainability, through effective governance, sound financial practices and the delivery of membership services. Main Responsibilities: Including (but not limited to) General Provide overall leadership focusing on delivering a positive and secure future for the CLA, overseeing the management of all functions and services; Ensure accountability to the members, Executive Committee (Ex-Co) and Council in terms of all legal, financial and statutory requirements; Ensure that the CLA has the resources (human, material and financial) to operate as effectively as possible. Secretariat Review, acquire and retain suitable office premises; Secure provision of IT support; Secure provision of suitable stationery (incl. letterhead and business cards); Maintenance of filing system; Answer telephones, manage photocopying, postage and mailings; Research and manage bookings for travel, accommodation and local transport where necessary. Management (HR) Where funding available and appropriate, recruit and manage Executive Administrator (EA) to oversee agreed administrative functions; Where funding available and appropriate, recruit and manage project officer to oversee specific activities or projects; Recruit, train and manage interns and volunteers to assist the SG or EA in performing his/her duties in accordance with the association s strategic objectives; Provide leadership to members of staff and volunteers, and keep under review and appraise the work of the staff reporting directly to the Chair of the Ex-Co; Promote diversity and equality of opportunity in all CLA s operational practices and activities; Build a staff culture where everyone is valued and equipped to do their job. Finance Process invoices and payments (including Inland Revenue); Handle petty cash, including receipts and petty cash book; Maintain and update financial database (recording all financial transactions, including petty cash payments, preparing invoices, recording and banking all income, and supplying copies of all records to Accountant upon request); Prepare report for review of income/expenditure in line with budget on quarterly basis; Reconcile cash book income/expenditure with monthly bank statements and follow up outstanding items; Place orders for goods and services as required; 2

3 Together with the Treasurer draft the annual budget; Monitor expenditure in accordance with approved budget on a regular basis. Tasks include: Approval of expenditure within approved limits; Collate materials for accountants in drafting of annual accounts, including responding to, and clarification of, any queries made by the accountants arising out of such; Circulate final accounts to Ex-Co, Council & members; File Annual Return and Annual Accounts with Companies House in accordance with requirements of incorporation; Ensure records at Companies House are up to date e.g. Company Secretary and Directors; Where project funding has been secured, regular monitoring of expenditure in accordance with project budget and submission of financial reports in accordance with agreed timeframe and deadlines; Submission of final account, return of any unexpended funds and/or submission of invoice for outstanding monies to be paid in relation to completed project; Liaison with the association s bank manager and card processing provider; Hold regular meetings with the Treasurer to review financial position on ongoing basis; Maintain and protect CLA assets; Provide regular briefs on all financial matters to the Treasurer. Executive Committee (Ex Co) Maintain regular contact with Ex-Co and facilitate members input to CLA on matters of importance. Tasks include: Co-ordinate and attend Ex-Co meetings (including securing venue, draft documentation, advance distribution documentation, minute-taking, electronic filing and follow-up action arising out of meeting); Council Maintain regular contact with Council members based throughout Commonwealth, and facilitate the input of Council members into issues of importance, as well as generate interest and involvement of Council members in CLA activities. Tasks include: Draft materials required for annual Council Meeting; Draft materials required for quarterly teleconference Council meetings; Advance distribution of materials; Attend meetings and undertake follow up action arising from the meeting; Draft timelines in accordance with Constitutional requirements and ensure adherence to these in relation to important issues falling within the Council's remit such as election nominations, amendments and membership; Liaison Council members activities within respective jurisdictions. Membership Deal with enquiries by telephone and ; Generate and distribute annual renewal notices; Process new subscription requests and renewals (including subscription requests for the journal); Maintain and update membership database; Maintain and update membership information on website; Prepare reports and analysis of membership statistics for review; Prepare members distribution lists for the CLA journal; Review and update membership certificate and confirmation letter for members on an annual basis; Produce and distribute online Members Directory (including provision of regular updates for uploading to web team thereafter); 3

4 Develop membership strategies and campaigns to engage and increase membership; Together with Treasurer review membership structure and fees; Together with Treasurer develop membership marketing campaigns. Strategic Plan Manage the implementation and delivery of the strategic plan in conjunction with the Ex-Co and Council; Review progress on a regular basis and take appropriate action in order to ensure association remains on target. Projects Co-ordinate drafting and issue public statements on matters related to CLA s mandate (either on own initiative in response to legal developments/issue across the Commonwealth or in response to direct approach or as part of ongoing/long-standing work on the issues) in consultation with Ex-Co; Co-ordinate drafting and submission of interventions (including amicus briefs) on matters related to CLA s mandate in consultation with Ex-Co; Identification of suitable short, medium and long-term cost-effective projects in which CLA can become involved taking into account available resources and project outcomes; Undertake preliminary research into the issues and produce background paper/project concept note for approval by Ex-Co and Council; Draft and submit project funding applications; Monitoring progress of funding applications and provision of additional information where required; Where funding is secured, appoint project officer/researcher; Assist project officer/researcher where appropriate and monitor overall progress; Monitor and ensure compliance with project reporting obligations within relevant timeframe and deadlines. Commonwealth (Latimer House) Principles Continue to work on publicity and distribution of Commonwealth (Latimer House) Principles in all aspects of association s work; Attend meetings of Latimer House Working Group (LHWG) and undertake activities as identified and agreed by LHWG. Profile Raise the profile of the CLA and its work within the legal profession across the Commonwealth; Maintain effective networks and working partnerships with all members, principal supporters, stakeholders, partner organisations, statutory bodies and the Commonwealth; Seek opportunities to expand and promote the role of the organisation and ensure the CLA is presented in an appropriate and professional manner; Attend other official and unofficial Commonwealth, legal and other meetings where appropriate to the work of the CLA. Commonwealth Law Conference (CLC) Manage the process for selection and appointment of destination/venue for the CLC in a transparent and timely manner; Manage the process for selection and appointment of Professional Conference Organiser (PCO) in a transparent and timely manner; Work closely with PCO and Local Organising Committee (LOC) on all aspects of organisation of the conference and report regularly to the Ex-Co and Council on any progress; Tasks include: Facilitate liaison between LOC and PCO where relevant; Provide assistance to CLEA Moot Coordinator on all aspects of organisation of Commonwealth Moot Competition; Coordinate parallel meetings taking place in wings of conference; 4

5 Organise materials and 'man' CLA exhibition stand at conference; Facilitate publicity to the CLA members, legal institutions and the wider Commonwealth through website, post and shots; Assist with production of online conference report and publication of CLC papers where possible; Other Events & Seminars Work with Ex-Co sub-committee on local and international CLA meetings and events and assist where necessary and appropriate. CLA Publications Commonwealth Lawyer Assist Editor where appropriate in production of Commonwealth Lawyer particularly in relation to contributions, content and timeframe; Process subscriptions to the journal; Facilitate distribution of journal three times per year to all members and interested organisations; Forward books received for review to Editor; Together with the Editor, develop marketing campaign to increase advertising revenue and subscriptions (including online). Annual Report Produce Annual Report online. Publicity Brochure Revise and update CLA publicity brochure. Website Maintain regular contact with web team including liaison over renewal of maintenance contract and fee; Provide updated material for uploading onto website on regular basis e.g. new statements and/or interventions and links; Develop new pages in accordance with evolving needs of CLA e.g. vacancies and publication of CLC papers. Social Media Update and monitor Twitter and LinkedIn accounts on regular basis. Other General Meeting Co-ordinate Extraordinary or General Meeting in accordance with Constitutional requirements (including securing venue, draft documentation and advance distribution, minute-taking, electronic filing and follow-up where necessary); Follow up actions arising from the meeting. Commonwealth Legal Forum (CLF) Co-ordinate quarterly meeting of Commonwealth Legal Forum (including securing venue, draft documentation and advance distribution, minute-taking, electronic filing and follow-up where necessary). Undertake any other duties to further promote the objectives of CLA as directed by the Ex-Co and Council. The position of SG is full time and is based at the CLA office in central London WC1. The SG can be required to work longer than the contracted hours and over weekends. No overtime is payable but any additional hours are recorded and recovered as Time Off in Lieu (TOIL). Some international travel will also be required. The position is permanent subject to successful completion of 4 month probationary period. 25 days annual leave. 5

6 Secretary General Commonwealth Lawyers Association (CLA) London WC1 35,000 PA Full Time Permanent PERSON SPECIFICATION Essential Senior management experience gained in similar roles incorporating day to day as well as long-term operational and managements skills demonstrating ability to run small organisation; Experience of financial management, including book-keeping, budgets and generating income streams; Experience of human resources management; Experience of managing the legal responsibilities of an association/company; Excellent organisational skills, with the ability to plan, prioritise and complete multiple and often competing tasks to agreed deadlines (including ability to delegate where appropriate); Excellent communication and inter-personal skills, with the ability to communicate effectively orally and in writing; Demonstrable ability to formulate practical and sustainable objectives aligned with key organisational strategies; Demonstrable entrepreneurial and innovative approach to developing new opportunities to enhance the organisation s profile and brand; Highly motivated with the ability to work on own initiative with minimum supervision as well as part of a team (which is at times remote); Ability to work under pressure whilst maintaining a calm exterior; Ability to work closely with staff, volunteers, Ex-Co and Council members and partner organisations building positive working relationships in a constructive, inclusive and consultative environment; Ability to be discreet and diplomatic with a strong awareness of the need to maintain confidentiality; Ability to act as ambassador for the organisation with a high level of personal integrity and a fundamental commitment to transparency and fairness in all dealings; A good understanding of IT including social media; Some international travel is required. Desirable Qualified lawyer and/or educated to degree level; Post-graduate professional or management qualification; Membership of a professional body; 5 years experience in senior management role non-profit/charities sector; Experience of financial and membership database software; Experience of working in another membership organisation, particularly in relation to development and growth of membership and benefits; Experience of working with culturally diverse communities; Experience of working with and managing volunteers; Knowledge of the Commonwealth. The CLA is committed to being an equal opportunities employer and applicants from a diverse range of backgrounds are encouraged to apply. If you are interested in applying please submit a CV and Cover Letter no later than 5pm on Thursday 31 st October Interviews will be held on 6 th November If you are not called for interview, please assume that your application was unsuccessful. Correspondence will not be entered into. 6

7 Applications should be addressed to: The Secretary General Commonwealth Lawyers Association 17 Russell Square London WC1B 5DR United Kingdom Tel: +44(0) Fax: +44(0) Commonwealth Lawyers Association 11 October 2013 End 7

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