Standing Order 1 (GN Article 16E)

STANDING ORDER 5 Sept 2013

Profile and Responsibilities of the Executive Secretary

General Norms 26: The Executive Secretary is appointed by the Executive Council, which determines the rights and responsibilities of the office.

The Executive Secretary is the head of the CLC Secretariat in Rome. He/she is member of World Executive Council (Exco). He/she is also the legal representative of World CLC. This position is a privileged one to be in contact with and at the service of the World community.

National Communities may nominate people for this position according to the profile and job description given below. We know that it is difficult to find a person who meets all the desired requirements, but we prefer to be exhaustive in the description. It is enough to have some of these characteristics, with an awareness of the areas in which the person will need more support. Our General Norms speaks about one Executive Secretary. However, it is also possible to appoint a couple.

A. Profile required

1.  Commitment to CLC as a life vocation and identification with the General Principles and a personal life style that is not contradictory to them. It would be good to have CLC international experience (Eg. world assemblies, regional meetings, etc)

2.  A sound CLC formation which includes

a.  an experience of the complete Spiritual Exercises,

b.  a good knowledge of scripture and of the Church’s teachings and ignatian spirituality and CLC,

c.  understanding group processes and the process of DSSE

d.  experience of leadership and formation in the National CLC and/or in the ecclesial, professional or civic field

e.  the ability to work in a team

3.  A good relationship with his/her own National Community, the Church and Society of Jesus

4.  Enough ability to work in the English language. Being fluent in one or more of the three official languages (English, Spanish or French) would be an asset. Italian would later be necessary to facilitate living in Rome.

5.  Some competence in editorial work and familiarity with computers and communication via electronic mail, and website management. Additional skills in new social media (facebook, youtube, and others) would be an asset.

6.  Management skill, administrative experience and the ability to deal with finances.

7.  Openness to other cultures and some international experience would be an advantage.

8.  Good health and the flexibility to adjust to new surroundings.

9.  The readiness to commit him/herself for a period of five (5) years.

B. Primary Responsibilities and tasks

1.  Coordination and Communication

a.  Facilitates communication within the World ExCo, working in close collaboration with the World President, Vice-EA and exco member(s) in charge of finances. This may include setting agendas, following up on issues, sending reminders, providing information, etc.

b.  Is responsible for timely and smooth flow of information from World ExCo to National leaderships and communities; receives, sends and records official correspondence, newsletters and other communication.

c.  Ensures translation of official documents and correspondence into the three official languages. Coordinates a pool of translators.

d.  Is responsible for the web site: supervises contents and ensures regular updates. This is done with adequate technical support.

2.  Editorial work

a.  Serves as Editor and manager of PROGRESSIO, the official CLC Magazine. This is published annually with two issues and one supplement (in three languages).

b.  As editor: defines a plan for the year, designs the contents, asks for articles or monographs, selects articles and pictures, etc.

c.  As manager: ensures regularity and punctuality, supervises the subscribers file and the billing process every year, coordinates the pool of translators, relates with the printing house, supervises the mailing, etc.

d.  Is responsible for the virtual edition (in Progressio archive inside clc web site)

e.  Responsible for the editing, printing and mailing of Working Documents of W-CLC in three languages.

3.  Formation

a.  Based on his/her own capabilities, is a resource person for formation programmes of CLC at the international level.

b.  Is available for national or regional formation events when possible.

4.  Events

a. Is responsible for the organization of international events organized by world community or ExCo such as annual ExCo meetings, General Assembly every five years, international courses or meetings or celebrations, etc.

b. Supports regional meetings and events as much as needed.

5.  Finances and administration

a.  Prepares annual budget and presents it for approval at ExCo meeting.

b.  Supervises other funds such as Formation Fund, Solidarity Fund, Apostolic Fund, and works toward supporting and enlarging them with donors or other sources of income.

c.  Ensures good accounting procedures.

d.  Presents at the annual ExCo meeting the balance sheet, statistics of income and expenses, and main ledgers for the previous year, including notes and advices.

e.  Maintains correspondence with national communities on financial issues, particularly for establishing their annual dues and ensuring timely payment.

f.  Maintains correspondence with other financial sources or donors

g.  is part of Financial Team, which supports Exco and Exsec on finances

6.  Church involvement and international relationships

a.  Is responsible for ordinary relationships with the Curia of the Society of Jesus, working in close collaborations with the Vice-EA.

b.  Is responsible for ordinary relationships with the Pontifical Council for the Laity, maintaining correspondence and regular visits, attending to meetings, etc.

c.  Takes part as CLC representative in Church events, according to ExCo decisions.

d.  Is the official link of ExCo with other international associations or groups, such as Forum for Catholic NGOs, CLC international working groups at the UN, etc.

7.  Office Management

a.  Hires or co-opts other personnel such as secretaries, cleaner, web-master, accountant, translators, designers, IT experts, etc, according to needs and approved budget, and in accordance with the Italian laws for stipends and voluntary work. These people are not accountable to Exco but to the Executive Secretary.

b.  Primary signatory on bank accounts. Gives instruction to Jesuit Economato, relates with dealers, etc.

c.  Coordinates team work at the Secretariat

d.  Keeps the CLC house in good condition

C. Regulation, Accountability and Compensation

1.  The position is accountable to ExCo, through regularly reports on the above areas. At the end of his/her period must present an evaluation of all areas mentioned above to report the work done and point out recommendations and examine his/her own service

2.  For ordinary and regular briefings and decisions, the relationship is kept through the World CLC President or any other person designated by the Exco for this

3.  Good communication and team work with the Vice EA is indispensable.

4.  A reasonable local salary is offered. The salary is adjusted every year according to Italian law. Additionally, the CLC house is available for him/her and his/her family

5.  Appointment is initially for five years. However, every year there is a process of evaluation. ExCo may decide to finish the agreement before the deadline. An eight-month notice is given.

This position offers several other compensations beyond economic ones. First of all, it provides a wide and deep knowledge of world CLC. Secondly, in view of the international character of CLC, it opens up horizons to deal with different cultures and realities. In brief, it helps widen horizons and promotes wide contact with CLC members worldwide.