This memorandum is a supplement to what appears primarily in ICTMD Statute 7.5:

7.5         Secretary General

The Secretary General is responsible for the operations of the Secretariat. To qualify for appointment, the Secretary General must have served at least one term on the Executive Board as an elected member. The Executive Board appoints the Secretary General for an initial period of four years, which can be extended upon mutual agreement. The Secretariat consists of the Secretary General and one or more assistants, who are appointed by the Secretary General. The Secretary General works with the assistant(s), salaried or unsalaried, to:

1. Implement the decisions of the Executive Board and report annually to the Executive Board on resulting actions.
2. Organize Executive Board meetings.
3. Oversee the Council’s finances and prepare an annual report of the previous year's expenditure and income, and an annual budget for the upcoming year, both for approval by the Executive Board.
4. Supervise the elections to the Executive Board.
5. Oversee the publication and distribution of the Council’s scholarly journal, bulletin, and other publications according to the relevant Memorandum.
6. Work with the members of the ICTMD World Network, promote its development, and organize the Assembly of National and Regional Representatives during World Conferences.
7. Liaise with and promote the activities of Study Groups, and organize and chair the Assembly of Study Group Chairs during World Conferences.
8. Collaborate with the Local Arrangements and Programme Committees preceding and following World Conferences.
9. Prepare and present a report on behalf of the Executive Board to the General Assembly of Members, detailing the Council’s activities since the preceding report.
10. Secure proposals for venues for future World Conferences at least three years in advance.
11. Serve as an ex officio member on Programme Committees for World Conferences, Colloquia, Forums, and other committees.

But it is also relevant to the work of the Secretary General as mentioned in Statutes 6f–6g, 7.2h–7.2i, 7.3a, 7.3c, 7.4a, 7.6a, 8a, 11b–11c, 12a, and 12d.

Purpose

This Memorandum clarifies, amplifies, and provides further information on the work of the ICTMD Secretary General and the Secretariat.

1. The Secretary General
   
   1. Search process. The search for a new Secretary General by the Executive Board takes place 18 months before the serving Secretary General’s term is due to finish. The serving Secretary General must inform the Executive Board in writing whether an extension of term will be requested, if eligible (see 1b below). If there will be a vacancy,a Search Committee for the next Secretary General shall be established by the Executive Board. The composition of the Search Committee should be defined by the Executive Board. The Search Committee must advertise the vacancy in the Bulletin, on the ICTMD e-mail list, and through other media as deemed appropriate. If there is no qualified candidate who has served as an elected member of the Board, a person with experience as a co-opted member can be considered. Based upon the applications received, the Board makes a decision on a new Secretary General at least six months before the conclusion of the term of the outgoing Secretary General.
   2. Length of mandate and possible extension. Applications for the position of Secretary General are considered by the Executive Board. A candidate is selected by a simple majority vote by the Executive Board. The initial appointment of the Secretary General is for a period of five years. This term can be extended upon written request from the Secretary General to the Executive Board, and the Board decides this through a simple majority vote. The maximum term of extension is two years, but lesser terms can also be mutually negotiated. Hence, the total consecutive time served as Secretary General by an individual must not exceed seven years.
   3. Unexpected vacancy. In the event of an unexpected vacancy in the position of Secretary General, an Acting Secretary General shall be appointed by the Executive Board through a simple majority vote. The search for a new Secretary General must take place with immediate effect and an appointment be made within 12 months.

2. Other members of the Secretariat
   
   1. Composition of the Secretariat. As noted in Statute 7.5, the Secretariat consists of the Secretary General and one or more assistants, who are appointed by the Secretary General. The Secretary General is always assisted by an Executive Secretary (a salaried position) and possibly further, task-specific assistants. Anyone appointed to such positions is there to assist, support, and, when requested, advise in the work of the Secretary General, the President, the Executive Group, the Executive Board, and the Council in general.
   2. Management. While the Secretariat as a whole reports to the Executive Board, the Executive Secretary and any other assistants in the Secretariat report to the Secretary General.
   3. Length of mandate and possible extension. The initial appointment of an Executive Secretary is for five years, but may be extended for additional terms, following written requests to and approval by the Secretary General and endorsement by the Executive Board. There is not a limit to the number of successive extensions that can be requested. Other assistants can be appointed for terms based upon mutual agreement between the person concerned, the Secretary General, and the Executive Board.
   4. Search process. If an extension is not requested and approved, the existing Executive Secretary must advise the Secretary General at least one year in advance to enable the search for a replacement. A similar procedure should be followed for other assistants.
   5. Financial considerations. Any salaried staff must be proposed by the Secretary General and approved by the Executive Board through a simple majority vote. Although a salary for the Executive Secretary has long been part of the Council’s budget, the financial implications for the addition of more salaried staff members should be discussed with the Executive Board and ultimately approved by them before seeking such assistants.
   6. Appointment. The appointment of any assistants to the Secretary General, including the Executive Secretary, is proposed by the Secretary General to the Executive Board and is endorsed by the latter through a simple majority vote.
   7. Duties. The Executive Secretary and any other appointed assistants report to the Secretary General and may be requested to contribute to the work of the President, the Executive Group, the Executive Board, and the Council. Duties typically include:
      
      1. Preparing materials for relevant Council activities in which the Secretary General or Executive Board take part
      2. Maintaining a database of the membership
      3. Liaising with Council members
      4. Keeping detailed financial records
      5. Assisting in the preparation of financial or other reports, as required
      6. Editing the Bulletin in collaboration with the editorial team
      7. Maintaining the Council’s website
      8. Ensuring that all records are organised and kept up to date
      9. Assisting in running elections for the Executive Board and for Study Groups, where required
      10. Assisting the Secretary General in any relevant matters relating to world conferences>
      11. Participating in Executive Board committees, if members of those committees feel such representation is important
      12. Assisting any of the members of the Executive Group in his or her communication with the World Network and Study Groups, when requested

Established in June 2024 (online).