IAP2 Australasia is seeking expressions of interest from suitably qualified individuals or companies to provide its secretariat service.

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1 Expression of Interest for Administrative & Executive Support Information for Applicants International Association for Public Participation Australasian Affiliate Background IAP2 Australasia is seeking expressions of interest from suitably qualified individuals or companies to provide its secretariat service. IAP2 is the professional association for people working in public participation and community engagement. The Australasian Affiliate has over 500 members and has been experiencing a period of rapid membership growth. Our members are committed to involving the community in decisions that affect their lives and work in state and local government agencies, consulting companies and the private sector. IAP2 also has a mailing list of over 2,000 interested people. There is a significant potential for continued increases in membership with the right service offering and support. The IAP2 Australasian Committee wishes to ensure that the Association continues to grow and that it continues to improve its range of services to members. The Committee is seeking to ensure it has high quality professional services to support its operation and its committed volunteer leadership in Australia and New Zealand. This contract represents a large scope of work with a limited budget. However, there is an opportunity for the capacity of the organisation to be expanded through the successful delivery of training, conferences and events. Expressions of Interest (EOI) This EOI is open to specialist associations support companies, administrative support companies, solo contractors, an executive/administrative employee or a group of part time employees to undertake the tasks as set out in this specification. It is expected that applicants will respond to the Selection Criteria including an overview of how all tasks (the full service) will be delivered. IAP2 is seeking a single point of leadership to provide the full range of services. Applications will not be received from individuals only offering to provide one part of the service. The IAP2 Secretariat office can be located anywhere in Australia or New Zealand.

2 Stage 1 EOI Selection Criteria This EOI process will be undertaken in two stages. The first stage will be for applicants to provide an Expression of Interest response that includes evidence of the following: Experience in the field of professional associations, membership organisations or a related field that includes member services, training operations, conference & event support Skills and experience in providing administrative support functions including member support, administration and finance services and work program scheduling Skills and experience in providing executive support functions including Board advice, strategic/business planning, and actively working to meet the goals of an organisation Skills and experience in supporting volunteers (committee members) to be effective An overview of how the overall secretariat service might be provided, positions & tasks ( a fully costed proposal will not be required until step two of the process) Experience in public participation (community engagement) is not essential Plus a copy of A statement of capability or resume Names & contact details of three referees Stage 2 Applications If you are selected for the short list, you will be invited to provide a detailed response outlining: A proposal for delivering the administrative/executive support services including staffing, contractors and costs. Closing Date & Address for EOI applications EOI applications (Stage 1) close at 5pm on Thursday, April 23, An receipt will be provided to all applicants. Applications must be no longer than 6 pages in length. Applications should be addressed to Anne Pattillo, President, IAP2 Australasia and must be submitted by only to pres@iap2.org.au Interviews First stage interviews will be held by way of a tele conference and second round interviews will be face to face. Attending a second round interview may be at the cost of the interviewees.

3 More Information Information about IAP2 is contained on its website at If you require further information please contact Anne Pattillo, President on or in New Zealand or Kimbra White, Vice President on kimbra@thornepartners.com.au or in Australia, prior to 5pm on April 17, A full list of questions and answers generated from this process will be provided to all applicants by being placed on the IAP2 website on April 20, 2009.

4 Secretariat Service Task Specification Core Administration Support Membership, Finance, International Liaison and Committee Support Objectives: To provide members with a professional and friendly experience in being a member, to ensure that IAP2 Aust has an accurate bookkeeping system and set of financial statements, to liaise with the international office and to support the volunteer committee to meet its goals and legal responsibilities. Activities Membership 1. To provide office support to members including answering all enquiries accurately and within a reasonable time 2. To maintain an accurate and effective web based, data base of members to support all the membership, event, training and conference functions of the association 3. To operate a membership renewal system that ensures membership fees are collected in a timely manner 4. To maintain a financial system that supports membership, that is, collects the membership fees and allocates fees to the Australian Bank account and to the International office Scope 500 plus members, existing website with database, online membership renewal and event registration Activities International 1. To liaise with the International Office and provide membership, training, financial and other information and monies as required Scope monthly transactions & on going liaison Activities Financial 1. To maintain an accurate and timely accounting and banking system for the Association with associated reporting mechanisms to the Committee 2. To manage all related book keeping, accounting, auditing and taxation matters in accordance with legal requirements Scope $300,000 revenue operation Activities Committee and Executive Support 1. To ensure that all IAP2 committee meetings run smoothly with all necessary reports (financial & secretariat) provided to enable the committee to make good decisions and proper reporting/minutes are taken

5 2. To support Committee members in undertaking their volunteer roles Scope committee meetings, executive meetings, regional co ordinators meetings all held on a monthly basis, weekly reporting to the President and all requiring some form of reporting. Plus ongoing support to committee members Communication & Marketing Objectives To have in place, and maintain, adequate systems for IAP2 to communicate effectively with its members and supporters(mailing list), including website, social networking site, newsletters and event notices To ensure that all communications are informative, engaging and delivered in a timely manner Activities: 1. Ensure that the website is effectively providing information to members and has the capacity to take online bookings for training events and conferences 2. Provide and manage content and support volunteers to develop content for all communication channels 3. Prepare and deliver content to all communication channels, newsletters and notices 4. Respond to any problems in the operation of any of the communication channels including the website and its related components Scope website with a high level of daily activity/transactions relating to information uploading and registrations for approx 24 state events, 2 3 significant events and a major national conference. Monthly newsletter and weekly president s letter and a social networking site Learning & Professional Development Objectives To provide, manage, market and administer IAP2 s Certified Training Program, to provide administrative and marketing support to all IAP2 Conferences and Events at a national and regional level in liaison with committee members Activities Training: 1. Support the training committee in its role of overseeing the training program including decision making on courses to be cancelled 2. Manage the training program including marketing (sales and pr) and registrations for all training courses to ensure that IAP2 meets its targets for this program 3. Manage the system to ensure trainers are available for all courses 4. Liaise with the trainers to ensure the smooth running of the program Scope in excess of 40 training sessions per year across Australasia

6 Activities Conferences & Events: 1. To manage and support the IAP2 Conference Committee to hold one large scale Conference every year, that is successful in terms of meeting membership goals and financial targets 2. For regionally organised events, to assist the volunteer regional co ordinator to effectively manage events by providing national level support and advice Scope one major national conference per year, 3 4 major national scale events and approx 24 state events per year Executive Role IAP2 Australasia is currently seeking EOI for a person or organisation to provide secretariat/administrative support functions. IAP2 is also interested in applicants who may be interested and capable of providing an executive level role in line with the following objectives and activities. Objectives To provide leadership to the IAP2 through identifying and developing services and programs that will deliver professional and high quality services to members, continue to grow the membership, and ensure a financially viable organisation that has sufficient funds to manage its growth. Activities 1. Leadership mindset and an ability to work with a wide range of people 2. Member & service focus with an eye for quality content and accuracy 3. Financial focus selling training, events and membership to ensure solid financial bases 4. Leverage an ability to work with the Committee and volunteers to make the most effective use of their time and skills Accountability The successful contractor or employee will be responsible to the President and Committee of IAP2