Executive Committee Roles & Responsibilities

MINIMUM ELIGIBILITY REQUIREMENTS

  1. ICF Malaysia Chapter member in good standing
  2. ICF Credentialed Coach
  3. Aligned with the Chapter Constitution and Roles & Responsibilities (stated below)
  4. Have previously volunteered in a Chapter committee or activity, and/or want to step up your level of contribution
  5. Committed to hold office and complete 2-year term until the next election
  6. Committed to upholding the values of ICF
  7. Ready to work as part of the Chapter’s leadership team
  8. Awesome team-player – providing support and cooperate with others to deliver on chapter objectives; acknowledging the importance of others’ contribution in team working; being open to new ideas and suggestions by others
  9. Creative and innovative in shaping the future direction of the Chapter
  10. Service oriented and willing to go the extra miles
  11. Self-driven, enthusiastic and resilient to challenging conditions
  12. Take personal responsibility and accountability for performance, results and outcomes

CHAPTER LEADER ETHICAL GUIDELINES

Executive Committee (Exco) members serve as best-practice role models, exemplifying ICF’s ethics, standard, policies and brand as outlined in Chapter Leader Ethical Guidelines.

GENERAL RESPONSIBILITIES (In Addition To Other Duties As Defined By Role)

Executive Committee members serving Non-profit member organizations are required by law and by custom to maintain certain records for several purposes, including:

  • Accurately recall and report decisions
  • Communicate membership requirements and eligibility to vote
  • Maintain continuity of policies and best practices
  • Establish accountability of officers and directors
  • Promote the Chapter in ways that encourages and supports the growth of our membership and the Chapter
  • Attend and participate in Management Committee meetings at least four (4) times a year in accordance with Chapter’s Constitution

Being part of a global non-profit organisation, it is our duty to:

  • Maintain a clear, recognizable and unified ICF brand identity, both within the ICF community and with all of our stakeholder groups in accordance with ICF Brand Manual
  • Direct prospective coach to ICF Global website “Training Program Search Service (TPSS)” in response to enquiries (via email and meetings) about coach-specific training certification programs and becoming-a-coach
  • Refer prospective coaching buyers/clients to ICF Malaysia website “Find A Coach” in response to enquiries (via email and meetings) about getting a professional coach
  • Support, assist, and collaborate with other members of the Leadership team representing ICF as an entity
  • Actively participate in and contribute to Chapter projects, programs and initiatives in unity
  • Adopt a growth mindset and respond positively to the suggestions and feedback of the chapter membership we serve

TIME COMMITMENT

Executive Committee member is willing to commit a minimum of 10 hours per month, with some months being more intense than others. This includes mandatory attendance at the Management Committee meeting of at least four (4) times a year in accordance with Chapter’s Constitution.

ROLES OF EXECUTIVE COMMITTEE

PRESIDENT

The President is overall responsible for leadership and sets direction for the local Chapter while ensuring that the Chapter fulfills its obligation to ICF.  The President will be familiar with the policies and procedures of ICF, with the Chapter’s by laws, and with the duties of all other office bearers. Main responsibilities include:

  1. Establish the vision and mission statement for the Chapter along with the Executive Committee (EXCO)
  2. Develop and set strategy (with the EXCO) for the Chapter on an annual basis including projects, programs and membership services
  3. Develop (with the EXCO) a sustainable model of membership and financial growth
  4. Work closely with the EXCO to identify members with leadership potential to ensure succession planning of the EXCO
  5. Preside over all General and EXCO meetings.
  6. Represent ICF Malaysia Chapter in its dealings with outside persons
  7. Plan a budget with the Treasurer to be reviewed and approved by EXCO
  8. Provide support and direction to each EXCO members in their respective roles and responsibilities, and function areas
  9. Provide ICF Headquarters with the list of elected committee members and board changes, if any
  10. Respond to enquiries regarding chapter and membership in situations that cannot be resolved by other EXCO members in their respective areas

IMMEDIATE PAST PRESIDENT

To foster continuity of leadership, the current President shall serve in the following term on the EXCO as the Immediate Past President. Main responsibilities include:

  1. Provide historical perspective on process and procedure
  2. Serve as an experienced resource for the Leadership Team
  3. Coach and mentor the EXCO to succeed in their areas and towards succession planning
  4. Serve as an ambassador to promote leadership opportunities for the Board of ICF Malaysia
  5. Serves as the Chair of the Nominating Committee

VICE PRESIDENT

The Vice President will be familiar with the duties and responsibilities of the President. In the absence of the President, this person will stand in and assume the office of President. . Main responsibilities include:

  1. Work closely with the President to develop strategy, plan and budget of the Chapter
  2. Develop collaboration programs with an objective to establish meaningful partnership with other organisational entities in the country and improve presence of ICF in Malaysia
  3. Drive and spearhead new endeavors agree by EXCO as part of the plan for the term
  4. Work closely with the President and EXCO to develop leaders from within the membership and committees to have on-going succession planning for chapter leaders. Oversee the activities and progress of various committees, programs and initiatives as directed by the President

SECRETARY

The Secretary shall keep all records, except finances of the ICF Chapter. Main responsibilities include:

  1. Responsible for the correctness of the registration and legal documents of the local Chapter
  2. Keep accurate and complete records of all General and EXCO meetings including minutes, correspondences, forms, attendees of meeting, official documents
  3. Manage annual election process, notice of meetings
  4. Coordinate and schedule all monthly meetings of all General and EXCO meetings
  5. Responsible for updating the Registrar of Societies on the new slate of officers.
  6. Maintain an up-to-date Register of Members of the local Chapter at all times in accordance with the requirements of Registrar of Societies
  7. Maintain a record of all bylaws, past and present
  8. Ensure that an up-to-date copy of the bylaws is available at all meetings and to members

TREASURER

The Treasurer is responsible for the safekeeping of all the Chapter funds and financial reporting to its members. Main responsibilities include:

  1. Keep written records of all monetary transactions and responsible for its accuracy
  2. Establish proper accounting procedures and financial controls
  3. Maintain proper and complete filing of all receipts and expenditures for ease of reference and audit
  4. Supervise the collection of membership fees, program fees and other monies; and pay Chapter bills and expenses
  5. Prepare appropriate budget and expenditure report for programs/events organised
  6. Coordinate half yearly financial audits – interim and final with the auditors
  7. Responsible for completing and updating Chapter Financial Report to ICF Global as part of the annual chapter reporting process
  8. Provide the EXCO an updated financial report each month
  9. Oversee the development and observation of board financial policies
  10. Make recommendations to the EXCO on the financial aspects of the chapter and advise on feasibility of chapter expenditures
  11. Work closely with Membership Committee on the membership dues
  12. Act as the Finance Chair for the chapter’s biennial national conference

COMMUNICATIONS (SOCIAL MEDIA/PR/MARKETING/WEBSITE) DIRECTOR

Responsible for building and managing the public image and communications between the local chapter and key audiences such as members, coaching community, press and others. Main responsibilities include:

  1. improving communications through innovative channels such as internet and social media
  2. Develop and lead strategy for ongoing and relevant communications with members to keep them informed, help build awareness of chapter activities and strengthen our coaching community
  3. Create and implement a communications agenda to members and coaching community
  4. Implement communications and marketing initiatives to expand awareness of the chapter’s purpose and value proposition, working with EXCO
  5. Engage in strategic thinking about the content and direction of the website to increase accessibility and engagement, working in coordination with EXCO
  6. Provide recommendations to the EXCO regarding technology tools that enhance operation effectiveness
  7. Oversee the content of ICF Malaysia website (icfmalaysia.org) and ensure information is up to date to support the local chapter’s objectives and promote coaching and coaches in Malaysia
  8. Manage compilation and dissemination of chapter newsletter that includes announcements of upcoming events, awards, welcome new members, acknowledgements of members’ achievements and other chapter news
  9. Responsible for dissemination of information via website and social media – Facebook, LinkedIn and Twitter
  10. Issue regular news releases about chapter activities to appropriate media outlets
  11. Coordinate timely advertisement/sponsor placement in the newsletter and website
  12. Assign experienced working groups/sub-committees to lead and manage social media presence
  13. Provide technology support for members on web-related questions
  14. Work with the EXCO on crafting messages related to membership and programs/events for information to members, and community at large
  15. Manage and coordinate contractor on web support, website management and website designs
  16. Perform an annual review of the website and newsletter to keep our presence timely and relevant with current technology
  17. Identify strategic media outlets that will affect our target audience
  18. Liaise with prospective advertisers to generate consistent revenue stream from website and newsletter advertising
  19. Develop and manage a working group or sub-committees that includes an emphasis on web design, social media, and online collaboration

MEMBERSHIP DIRECTOR

Responsible for engaging and building a vibrant network of members. Main responsibilities include:

  1. Actively engage members to ensure a meaningful and satisfying member experience thereby supporting them in achieving their own goals and objectives as ICF Malaysia members
  2. Proactive guardian of the overall member relationship, identifying and responding to members’ needs
  3. Develop and distribute new member kits
  4. Welcome new members and host quarterly new member orientations
  5. Provide ICF membership information to guests (non ICF members) who attend chapter meetings
  6. Recruit and enrol new members, and retain existing members. This may include communication campaigns, such as phone outreach, a letter, special messaging, or an email request to participate in a survey
  7. Review ICF Global membership lists and identify new members to local Chapter
  8. Conduct outreach to unaffiliated members (those who have not joined ICF Malaysia Chapter). List can be downloaded from ICF Global website
  9. Respond to enquiries regarding membership
  10. Communicate to members on their annual global and local membership renewal
  11. Facilitate and work closely with Treasurer on the collection of membership dues
  12. Partner new members with seasoned members in chapter Ambassadors Program
  13. Circulate up-to-date list of members during EXCO meetings
  14. Maintain and keep a monthly members list detailing information – local no.; global no. and expiry date; member’s name; email address; cell phone no.; membership official receipt no. and receipt date
  15. Organise activities for membership recruitment and retention
  16. Recruit members to support our current committee structure
  17. Encourage greater member participation in monthly chapter meetings
  18. Support initiatives that create ways for members to become involved and take action toward achieving chapter goals and objectives
  19. Provide in a timely manner an up-to-date members list to Communications Committee to be uploaded in ICF Malaysia’s website member directory
  20. Extend courtesies (gifts, cards, Service Awards and other acts of recognition) to members on behalf of the Chapter in recognition of life events, and service to the Chapter
  21. Conduct a yearly survey of chapter members that includes an emphasis on engagement, retention and volunteer opportunities
  22. Assist the Secretary in maintaining the Register of Members for the local chapter
  23. Develop and manage a working group or sub-committees

PROGRAM/EVENTS DIRECTOR

Responsible for ensuring continuous learning by developing high quality programs/events to for members. Main responsibilities include:

  1. Create an annual events calendar with the EXCO and circulate to members
  2. Apply and submit for CCE program approval from ICF headquarters
  3. Process applications for and distribution of CCEUs certificates to members in a timely manner
  4. Source for suitable speakers and topics
  5. Solicit and review speaker proposals
  6. Plan and produce a long-term education agenda and innovative programming, using multiple formats that offer a wide range of development opportunities and offer ways for coaches to gain CCEUs
  7. Provide programs using technology, such as webinars and teleseminars and through partnership with other professional associations, learning organizations, ICF chapters and others that expand learning opportunities
  8. Reach out to other ICF chapters to plan and implement partnership events, programs and new initiatives
  9. Coordinate event logistics – event locations, food and beverage needs, audio-visual support and technology links in the case of virtual programming
  10. Maintain event registrations and facilitate event feedback from participants
  11. Tabulate completed program evaluations (attendance and participants’ feedback); review/report results to EXCO and speaker(s)
  12. Conduct yearly survey for member’s feedback on coach learning, development and programming
  13. Promote networking and community building among chapter members
  14. Develop pro-bono coaching opportunities/initiatives
  15. Develop and manage a working group or sub-committee

COMMITTEE MEMBERS

These committee members shall assist in the general administration of the ICF Malaysia Chapter and perform duties assigned by the President and approved by the Committee from time to time.  Such duties may include:

Messaging and branding with external stakeholders such as members, non-members, and the community at large,

Member activities such as recruitment, retention, engagement and development

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the latest updates.

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