IAMUN SECRETARIAT APPLICATION FORM  

International Ascendants of Model United Nations Conference Roles and Responsibilities

 

At each of our conferences, we rely on the insight and integrity of experienced, hard-working teams of volunteers dedicated to the educational mission of Global Classrooms. Read the information below to learn how you can be involved and what responsibilities you will have at the conferences.

 

Senior Secretariat Positions and Descriptions 

Director General

Chief of Staff

Under-Secretary-General of External Communication

Under-Secretary-General of Conference Services      

Under-Secretary-General of External Relations

Under Secretary-Media Management

Under Secretary-Sponsorship

Under Secretary-IT

Crisis Director

 

 

 

 

 

Senior Secretariat Positions and Descriptions

 

The Senior Secretariat is responsible for organizing logistical and substantive aspects of the International Ascendants Model UN conferences. The roles include Secretary- General, Chief of Staff, and Undersecretaries-General of various UN bodies and conference logistics. Together, the Senior Secretariat manages the general Secretariat before and during the conference to ensure that the delegates experience the best conference possible.

 

All Senior Secretariat applicants must have prior experience organizing and staffing Model UN conferences. Ideal applicants should also have strong mass and interpersonal communication skills, are proactive problem-solvers, have the ability to manage a team and delegate tasks to ensure strong results, are organized and professional in their work and are very responsive to email.

 

Secretary-General (SG)

The Secretary-General is the highest position in the Senior Secretariat and focuses mainly on managing and coordinating the Senior Secretariat. The SG works with the Chief of Staff in managing the general Secretariat. The SG serves as a liaison between the Senior Secretariat and Organizing Team, reporting on progress and issues throughout the conference. The SG must have prior conference leadership experience.

 

Specific Responsibilities include:

  • Ensuring that all Senior Secretariat are accountable for meeting deliverables before and during the conference.

  • Coordinating communication among the Senior Secretariat.

  • Reporting activities and issues of the Senior Secretariat to Organizing Team, and able to represent the interests and needs of the Senior Secretariat to Organizing and Working Team

  • Creating or delivering welcome letters, program materials, and opening and closing ceremony speeches.

  • Communicating the Schedule of duties and events to the Secretariat.

  • Assuming or efficiently delegating any responsibilities that are not accounted for.

Director General (DG)

The Director-General works closely with the Secretary-General and Chief of Staff in overseeing the entire organization and execution of the conference. The DG is responsible for communicating important dates, deadlines, and meetings to the general Secretariat.

Along the line of the various duties of the Director General, the specific responsibilities include:

  • Serving as one of the main points of contact between Senior Secretariat and general Secretariat.

  • Maintaining staff contact directory.

  • Managing general secretariat needs before and during conference, including the coordination of logistics and activities with the Chief of Staff;

  • Building rapport and a sense of community amongst all staff members;

  • Facilitating the communication between Senior Secretariat members and Secretariat;

  • Assisting the USGs in overseeing all substantive matters of the conference.

 

 

Chief of Staff

The Chief of Staff is the leader of the General Secretariat and is responsible for communicating important dates, deadlines, and meetings to the general Secretariat. The COS works closely with the Secretary-General in overseeing the entire organization and should be able to interact with many different personalities.

 

Specific Responsibilities include:

  • Serving as one of the main points of contact between the Senior Secretariat and the general Secretariat.

  • Solving interpersonal disputes between staff if they arise.

  • Building rapport and a sense of community amongst all staff members.

 

  • Assisting the Director-General in overseeing all substantive matters of the conference.

  • Managing general secretariat needs during the conference,  including the coordination of all on-ground logistics and activities.

 

Under-Secretary-General of Logistical Affairs

The USG of Logistics oversees the behind-the-scenes production of the conference and is responsible for executing the facilities and supplies aspects of the logistics plan. The USG of Logistics should be organized and detail-oriented.

 

Specific Responsibilities include:

 

  • Creating an extensive and detailed logistics plan for all staff before the conference, as well as presenting said plan to the staff in a logical manner.

  • Becoming familiar with all facilities used for substantive portions of the conference, including committee rooms, advisor and secretariat lounges, etc.

  • Working closely with USG of Conference Services to ensure that all transportation of materials to and between committees is achieved properly.

  • Creating working maps and plans of facilities for use in the Delegate Guide, as well as coordinating staff to help delegates find their committees at all times.

Under-Secretary-General of Conference Services

The USG of CS manages the Conference Services office during the conference including the printing and information technology needs. The USG of CS should have technical/IT knowledge and customer service skills for this role.

 

Specific Responsibilities include:

 

  • Managing the Conferences Services office and team during the conference which includes typing and printing of resolutions, placards, name tags, awards, and other documents. (Not required in the case of Digital Conference)

  • Creating materials before the conference for staff, delegates, and faculty advisors.

  • Working closely with the USG of Logistics to ensure that all transportation of materials between committees is achieved properly. (Not required in the case of Digital Conference)

  • Assisting with troubleshooting of all hardware and software including laptops, printers, scanners, Microsoft Office, templates, and mail merges

Under-Secretary-General of External Relations

The USG of External Relations serves as the point of contact for all delegates and faculty advisors who reach out to the conference with questions, concerns, and comments. The USG of External Relations should have excellent communication and customer service skills.

 

Specific Responsibilities include:

 

  • Maintaining contact with all registered schools and delegates between registration through the end of the conference.

  • Managing position paper submission (along with the USGs of committees), as well as dissemination of all other forms and informational/promotional items.

  • Overseeing the conference check-in process.

  • Working with and relays information to other members of the Senior Secretariat when appropriate, depending on the services or needs of schools.

  • Participating in the faculty advisor feedback sessions.

 

Under-Secretary-General of IT

The Under-Secretary-General of IT will have varying responsibilities depending on his/her skills, such as maintenance of the IAMUN website and registration program.

 

 

 Under-Secretary-General of Special Events

The USG of Special Events is an IAMUN-only position that is responsible for planning and coordinating all special events for delegates, including opening and closing ceremonies, guest speakers and presentations, and the delegate social.

 

Specific Responsibilities include:

 

 

  • Planning and coordinating Opening and Closing ceremonies in their entirety including the awards process during the latter.

  • Planning and coordinating any other conference events like Delegate Social.

  • Aiding with the process of booking a keynote speaker or in-committee guest speakers and presentations.

  • Working closely with the USG of CS and USG of Logistics to ensure that Special Events supplies and logistical details are communicated and executed properly.

Secretariat members are selected in winter and spring and assume the roles of the committee staff, including dais staff and crisis staff, and conference services and logistics staff.

 

Prior to the conference, the Secretariat participates in training exercises. During the day of the conference, Secretariat members will be assigned additional roles and responsibilities as deemed necessary by SLB and the Senior Secretariat.

 

 

Under Secretary-Sponsorship

The Under-Secretary-General of Sponsorship serves as the main contact for sponsors, presenting speakers, and other external stakeholders. He/she must demonstrate rhetorical professionalism and competency, as well as an amiable and charismatic persona. Furthermore, the USG Sponsorship should possess communicative capabilities and exceptional work ethic and commitment, and should actively seek to expand the sponsorship program to prospective partners in the form of companies and organizations.

 

 Crisis Director

The Crisis Director is responsible for overseeing the creation and development of the crisis for specific Security Council simulations. He or she will coordinate between the dais staff and crisis personnel, as well as update the Under-Secretary-General of Crisis Development on committee progress.