Chatham House, the Royal Institute of International Affairs, is an independent policy institute based in London. Our mission is to help build a sustainably secure, prosperous, and just world.
Our council oversees the operation and management of the institute in accordance with its charter and bye-laws. Council members are mostly drawn from and elected by the institute’s membership. Chatham House has charitable status; Council members are its trustees.
We seek a Secretary to the Council who will provide advice and support to the Chair, Deputy Chair and Council in the governance of Chatham House. You will perform a variety of tasks aimed at managing the operations of the Council. The Secretary sits between a Council made up of independent part-time trustees with very diverse backgrounds and a busy senior management team under a recently appointed Director and Chief Executive. The role requires an ability to think ahead and plan, energy and determination, and a cooperative, patient and pragmatic mindset.
This is a part-time role, which we will initially set at 3 days a week, subject to review. The Secretary is supported by a PA who also acts as PA to the Chair and supplementary PA to the Director.
The role has wide-ranging responsibilities including:
Council Meetings
- Schedule Council meetings (five per annum) in conjunction with the diaries of the Chair, Director and Honorary Treasurer.
- Agree draft agendas with the Chair, collate and update the Council board portal (Diligent Boards) with all the relevant papers and schedules for the respective Council meetings.
- Take minutes of the Council meetings and note actions to be followed up on.
- Plan and coordinate the annual Council Away Day with the Chair.
Council support
- Oversee the preparation of welcome packs for new members and arrange their induction, training and support.
- Ensure all relevant forms are completed on an annual basis (conflict of interest, disqualification declaration, etc.).
- Coordinate the Council WhatsApp group.
- Advise the Chair and Council members in the discharge of their responsibilities include advising on their roles as trustees and ensuring compliance with the institute’s governing documents.
- Act as Secretary to the Council Nominations Committee (see below), and keep in close touch with the secretaries of the other Council Committees.
AGM
- Draft and agree the agenda with the Chair and coordinate holding of the event with the assistance of the Members’ Events team.
- Draft outline script for the Chair including layout of the meeting and instructions for taking votes, proposers, seconders, etc. Write up key points of the meeting for historical record.
Council nomination and election process
- Act as Secretary to the Nominations Committee and assist in the shortlisting and selection of nominated candidates for the annual election to Council and for co-option to the Council and its Committees.
- Oversee the annual Council nominations process including drafting a strict timetable, agreeing the format of the various forms and information required from candidates and working collaboratively with colleagues to send relevant communications, etc.
- Arrange a meeting of the Nominations Committee to consider all the valid applications received, notifying the successful/unsuccessful candidates. Take minutes. Manage any appeals as necessary.
- Oversee the ballot process, working closely with CH staff to ensure members are clear about the voting process. Notify candidates of their success or otherwise for election to Council and coordinate announcement of the result at the AGM.
Charity Commission
- Act as the main contact for the Charity Commission ensuring the institute’s details on the Charity Commission website are kept up to date. Liaise with the Managing Director of Finance on the submission of the Annual Return and the filing of the Annual Accounts.
- Coordinate responses to the Charity Commission ensuring follow-up actions. Distribute Charity Commission information accordingly and update the Chair and Director where necessary.
- Post relevant Charity Commission background material and updates on the Council portal system.
Charter and Bye-laws
- Advise on matters related to the institute’s governing documents - the Charter and Bye-laws.
- Periodically review and update the Charter and Bye-laws and Committee TORs as necessary to take account of the requirements of the institute and/or changing legislation.
Other
- Act as Company Secretary to the wholly owned trading company (Chatham House Enterprises Limited).
- Oversee the third-party Council po