call for ipsf paro positions 2014-2015

Pan American Regional Office

IPSF Secretariat: Andries Bickerweg 5, P.O. Box 84200, 2508 AE The Hague, The Netherlands. Tel: +31-70-302 19 92 - Fax: +31-70-302 19 99 - Email: [email protected] - Website: www.ipsf.org Registered under Dutch Law: 40413709

International Pharmaceutical Students’ Federation



Call for Pan American Regional Office Positions

Regional Working Group

PARO Subcommittee

The Pan American Regional Office (PARO) is calling interested pharmacy students

from all the IPSF’s associations from the American Continent to join the

International Pharmaceutical Students Federation as part of the PARO’s team on

the Executive Committee, Regional Working Group and Subcommittees.

For all the positions, you must be able to work on a daily basis throughout the year

in your position and have regular Internet access. You must be reachable

throughout your entire term, until October 2015. All the positions are invited to

attend the 60th and/or 61th IPSF World Congress, 8th and 9th IPSF Pan American

Regional Symposium and your committee/subcommittee meeting, if one is

scheduled. However, it is not obligatory.

If you are interested in a particular position listed here, you shall submit the

completed Nomination Form and a Motivation Letter with less than 300 words and

send to the PARO Secretary ([email protected]) before the deadline for

applications.

The Chairperson of PARO appointment and the Election of the Regional Working

Group Officers will happen during the Regional Assembly at the 60th IPSF World

Congress, August 4th of 2014, 20:00 (08:00 pm) GMT+0 (Porto, Portugal time). A

second session of the Regional Assembly may happen August, 9th of 2014, 15:00

(03:00 pm) GMT+0 (Porto, Portugal time). The election of the Chairperson of PARO

will happen during the General Assembly, and will be updated during the

appointment.

Both Chairperson and Regional Working Group Officer must prepare an oral

presentation with maximum duration of 3 minutes to present on the applicable

assemblies.

All the nomination forms must be submitted to [email protected] no

later than August 2nd of 2014, 23:59 (11:59 pm) GMT+0 (Porto, Portugal time)

mailto:[email protected]

mailto:[email protected]




Executive Position

Chairperson of the Pan American Regional Office

As the Chairperson, you are responsible for:

Representing the Regional Office

Co-coordinating and overseeing the implementation of IPSF Projects

and Activities in the region

Ensuring sound financial standing and administration

Establishing further relations with student and professional

organizations in the region

Oversee the organization of regional events

Offering leadership and direction towards strategic goals.

As Chairperson of the Regional Office you are also a member of the IPSF

Executive Committee and therefore will have to correspond regularly with

Executive members. You shall promote IPSF and your Regional Office

through all means; monitor progress on projects and activities; actively

investigate and follow up on opportunities for strategic development and to

make any public announcements on behalf of the IPSF Regional Office.

Confidence and proficiency in oral and written English; presentation and

communication skills; effective time management and organizational skills are

important to the position.

Hence, the ability to lead and work well in a team is vital to be innovative in

solving problems, ensuring projects follow timelines and action plans, and to

implement new projects and ideas. Previous experience in a leadership role is

necessary.

To meet these responsibilities you should be prepared to travel to attend

local, regional and international events, from the Executive Meetings (EM1 -

September~October; EM2 - February~March; EM3 - Prior the World

Congress), IPSF World Congress (July~August) and the IPSF Pan American

Regional Symposium, that in 2014 happened at the end of August.

The Regional Chairperson position is best suited to someone who is able to

take a year off work or study or perhaps undertake part-time commitments

only so that you are able to commit at least 20-30 hours a week to the

position.




Regional Working Group Positions

Secretary

As the secretary, you are responsible for ensuring that the Regional Office

runs smoothly in close cooperation with the Chairperson. The Secretary

needs to be familiar with the Regional Office Documents as it is the

responsibility of the Secretary to ensure that the Regional Office complies with

the Regional Office Documents. It is also the responsibility of the secretary to

issue notice and to distribute the agendas and minutes of all Regional

Working Group meetings. The Secretary should assist other RWG members

with the PARO projects.

In addition to administrative activities, the secretary is expected to keep

accounts of all financial transactions of the Regional Office in close contact

with the Chairperson of the Regional Office. For this reason, it is important for

the Secretary to have some experience or familiarity with budgeting, writing

financial reports and bookkeeping.

Essential abilities of the secretary is to be proficient in written and spoken

English. In addition, the secretary needs to have an eye for details with great

organization skills. Other essential qualities are good communication, time

management and personal relations skills. The secretary is expected to

maintain contact with all members of the Regional Working Group and will be

expected to contact with members, IPSF executives and other external

organizations.

Time commitment for this position ranges from 8 to 15 hours per week.




Regional Media and Publications Officer (RAMPO)

As Regional Media and Publications Officer, you will be responsible for

developing publication materials, updating the website and Facebook page of

the Regional Office. The main Regional Office publications are the PARO

Newsletter and the Regional Office Annual Report. The RAMPO is

responsible to ensure completeness and effectiveness of the content and

design of ALL publications. It is essential to have the ability to use Photoshop

or other related programs is essential but if you do not possess these skills

yet, they can be learned.

It is also the RAMPO’s responsibility to ensure that the website is maintained

and continually up to date. To be able to update the Regional Office website it

is essential to have the basic knowledge on how to manage a website, as well

as to be familiar with both technical details and all site content. The website

program that is currently used is “WordPress”.

The newsletter is an important publication for PARO and the RAMPO is the

leader in preparing this project. There should be an issue that comes out

every 1-3 months that includes all regional activities promoted by RWG, blog

posts from the website and Facebook page, pictures from association projects

and anything else that should be shared with the region. The newsletter

should be well designed and may be created using any program of choice.

The RAMPO will have help from the Website Development Chair which will

work closely together to improve the PARO website.

The RAMPO is also responsible for working with the Regional Projects Officer

to create and design new and imaginative ways of promoting the Regional

Office and its projects such as; flyers, posters, association project

reports. Also, RAMPO is responsible for editing any and all materials that are

posted on the website and Facebook page for grammar, spelling and

completeness (including blog posts). Most importantly, the RAMPO needs to

motivate the region to share their ideas for patient outreach projects and

materials in order to promote progression of the region.

The RAMPO is also the leader of the Media and Publications Subcommittee

as well as the Translation Subcommittee and will need to delegate necessary

obligations to these individuals. Lastly, it will be RAMPO’s responsibility to

ensure that all posts are translated at least in English, Spanish (however, if




available, posts should be translated into Portuguese, Dutch and French as

well), with the help of the Translation Subcommittee.


______________________________________________________________

Regional Relations Officer (RRO)

The Regional Relations Officer is responsible for maintaining communication

with IPSF Regional Member countries to ensure they are satisfied with what

IPSF and the Regional Office has to offer, and in turn bringing forth

recommendations for improvement from members to the Regional Working

Group. A significant portion of this portfolio is dedicated to the promotion of

IPSF and the Regional Office to Non-Member countries, through mailings and

updates, and when is possible, by travelling and doing promotional tours

wherever and whenever possible. The RRO is the leader of the PARO

Membership Promotion Subcommittee and is co-copted on the Membership

Promotion Committee.

The Regional Relations Officer is also responsible for updating information

lists of Contact Persons, Student Exchange Officers, and Individual Members

in the Region. It is also important to focus on promoting IPSF and the

Regional Office to current members to maintain activity and strength in the

Regional Office and ultimately, the Federation.

Assets that will be important for successfully meeting the expectations of this

position are: excellent communication skills, extensive knowledge of the IPSF

and the Regional Office and how it operates, motivation to travel and promote

the Federation and its activities, and a contagious exuberance for IPSF.





Regional Projects Officer (RPO)

As the Regional Projects Officer, you are responsible for coordinating the

implementation of IPSF projects at the Regional level. Thus, you will be

required to work closely with the relevant IPSF Committees and Chairpersons

as a co-opted member of the Public Health, Pharmacy Education,

Professional Development and Policy committees. For the RPO this means

being involved in each of these committees and helping with tasks whenever

possible and/or necessary. You will not be responsible for any projects in

these committees unless it is not part of the Regional Working Group wish.

The main job of the Regional Projects Officer is to focus on projects in the

Region. For PARO, the focus projects are Diabetes & Healthy Living

Awareness Campaigns and Vampire Cup Challenge. These campaigns will

have a bigger focus and will require more effort from the team. Apart from

these, the RPO is also responsible for other publications during the year when

there are no focus campaigns. These follow the WHO calendar for health

days such World TB Day and World Immunization Week. In doing so, the

Regional Projects Officer will also be responsible for the promotion of the

approved projects and to work very closely with the Region’s RAMPO to

develop appropriate promotional materials. Having a creative streak would be

beneficial for the Regional Projects Officer as the position requires extensive

work with publications and promotional materials. The ability to use

Photoshop or other related programs is important but if you do not possess

these skills yet, they can be learned.

The Regional Projects Officer will also be required to have some degree of

communication with member countries in the promotion and implementation

of IPSF projects at the national level. Because of the variety of projects that

the Regional Projects Officer may be involved with, and the many people that

they have to cooperate closely with, it is important for the Regional Projects

Officer to have impeccable communication skills, time management and

organisation. The process to publish materials requires careful planning to

meet all the deadlines, allowing time for translations and review of all material.





Chairperson of the IPSF Pan American Regional Symposium (PARS)

The responsibilities of the Chairperson of PARS is to coordinate the

Reception Committee (RC), the group of people that will organize the event

with you. You will be in charge of the organization of the meetings with the

established RC, which includes coordinating all aspects of the event and

determine the problems that the event is facing as well as internal problems

such as disagreements or discouragements.

The chairperson will first present the bid for hosting the event, during the

Regional Assembly at the 60th IPSF World Congress, August 4th of 2014,

20:00 (08:00 pm) GMT+0 (Porto, Portugal time). A second session of the

Regional Assembly may happen August, 9th of 2014, 15:00 (03:00 pm)

GMT+0 (Porto, Portugal time).

Furthermore, the Chairperson is part of the Regional Working Group (RWG),

and is in charge of reporting the progress of the event and the activities, but

also giving opinion on matters related the RWG on the decisions taken by it.

The Chairperson has also to write a formal report of the activities and present

to the Executive and be responsible for any issues related to the Pan

American Regional Symposium.

The meetings with the Reception Committee should occur at least once every

two weeks in the beginning and according to the progress of work and the

arrival date of the event, the meeting may vary from once or twice per week,

with approximately two hours per meeting.

The Chairperson is responsible to make the contact with the other members

of IPSF, such as the IPSF Treasurer, IPSF General Secretary, PARO

Secretary, Chairperson of the Pan American Regional Office, Chairperson of

Professional Development, Chairperson of Public Health and many others, in

order to provide some activities that may occur during the event.

The key words for his position are proactivity, responsibility and organization.





PARO Subcommittees and Sub-coordinators

All the following positions are elected by appointment by the elected Regional

Working Group and Chairperson of PARO prior October 1st.

______________________________________________________________

IPSF PARO Translation Committee

Positions available: Five (5)

The responsibilities of the IPSF PARO Translation Committee’s members is to

support the Pan American Regional Office with translations for all the

publications, in order to reach the maximum of students in our region. Other

aim of this Committee are to bridge the gap between the northern, central and

southern Americas, and make IPSF more relevant to all Member

Organizations and to the non-members.

The member of the committee should have:

Fair knowledge about IPSF and IPSF PARO

Experience in IPSF or in their Associations

Multilingual in Dutch, English, French, Portuguese or Spanish. Native

speakers speak English as second language are ideal.

Regular access and use to internet and e-mail





IPSF PARO Membership Promotion Subcommittee

Positions available: Four (4)

The IPSF PARO Membership Promotion Subcommittee works on the search

of new members in our Region and on the development of relation between

IPSF and the Members. You will work with the IPSF PARO Regional

Relations Officer (RRO) and with the Membership Promotion Committee,

supporting the Chairperson of Internal Relations, on the following tasks:

Assisting the Regional Relations Officer in promoting and extending

IPSF membership to non-members

Assisting RRO in getting new contacts of interest and media

Assisting RRO in the relations with English native speaking Countries.

Discussing with RRO the needs of IPSF PARO members and how

IPSF PARO can help them

Assist in development of IPSF surveys

Promoting IPSF development fund to members

The member of the committee should have:

Experience in IPSF or in their Associations

Good communication and presentation skills

Multilingual in English, Spanish or Portuguese is ideal (Native speakers

preferred).

Fair knowledge about IPSF and IPSF PARO

Regular access and use to internet and e-mail





IPSF PARO Public Health Project Sub-Coordinators

Positions available: One (1) per project


The Public Health is one of the main goals of IPSF, and your work on these

Sub-Coordinator positions is based on the projects that are actually running,

and new projects that may be created. The Regional Office is searching for

two (2) Project Coordinators to facilitate the implementation of projects

extending between our communities and internationally.

Currently the projects requiring promotion, implementation, and growth are:

Vampire Cup

Diabetes & Healthy Living

This is an excellent opportunity to get involved with IPSF and PARO on an

international level, as well as to help unify the Americas through health

awareness projects. Interested applications will be coordinating with the

Regional Projects Officer and the Chairperson of Public Health, to help

organize and assist with the implementation of these initiatives throughout the

upcoming year and to see these projects take off throughout the Pan

American Region.

Project Details:

1) Vampire Cup Challenge

This project has been running for three years and focuses on encouraging

people to donate blood within their communities and that has become an

international challenge for health care. It has room to expand within the Pan

American region and we hope to promote it this year. The campaign takes

place around June.

Toolkits and information for this Campaign have been developed by IPSF and

are updated every year.




Objectives for this project:

Increase the number of participants from pharmacy

schools/colleges/associations throughout the Pan American region.

Start as soon as possible with the promotion, coordination and

execution.

Help PARO bring home the Vampire Cup.

2) Diabetes Mellitus Awareness & Diabetes and Healthy Living

Campaign

Already a well-established project promoted within IPSF and APhA-ASP (the

American Pharmacist Association - Academy of Student Pharmacists), this

project focuses on Diabetes Mellitus, which affects individuals in all countries,

including North and South America. The Diabetes Mellitus Awareness

campaign is held in November and the Healthy Living in April.


Promote the project and increase the number of participants from

pharmacy schools/colleges/associations throughout the Pan American

region.


execution.

Requirements for the candidates for both positions:

Focused, organized, communicative, reliable, highly creative and

resourceful.

Willingness to learn and adapt to what is needed.

Good time management skills and be able to work efficiently within a

dynamic team and also be able to work independently.

Open to constructive criticism in order to improve workflow processes.

Able to effectively and efficiently use technology for networking,

organization and planning, such as Microsoft Office, Skype, Facebook,

blogs, databases, etc).

Able to take initiative.

Be creative to navigate around and find innovative solutions to

obstacles encountered with this position.

Have access to a reliable Internet connection to facilitate group and

individual meetings.




Available to keep in contact via Skype for meetings at least one per

month with the Regional Projects Officer and collaborations through

Google docs.

Having experience in creating promotional material for the publication

of the draft (newsletters, posters, columns, emails) is considered a

benefit.

Ability to speak English is highly encouraged and speaking other

languages are considered a benefit.

3) IPSF PARO Public Health Series Sub-Coordinator

The Public Health Series Sub-Coordinator is in charge to help the

development of the Public Health on our Facebook page with the help of the

project chairs and the Regional Media and Publication Officer.

The position is expected to increase the information relevant to each of the

campaigns, with original content, like articles, images and videos, even in

those months when there are no campaigns happening. All the content will be

discussed with the Regional projects Officer.


Expand the Public Health Series project.

Promote our Facebook page to IPSF and PARO members.


execution.

Requirements for the candidates:

Experience in creating promotional material and/or experience with

publication softwares such as but not limited to Photoshop is essential.

Focused, organized, communicative, reliable, highly creative and

resourceful.

Willingness to learn and adapt to what is needed.

Good time management skills and be able to work efficiently within a

dynamic team and also be able to work independently.

Open to constructive criticism in order to improve workflow processes.

Able to effectively and efficiently use technology for networking,

organization and planning, such as Microsoft Office, Skype, Facebook,

blogs, databases, etc).

Able to take initiative.




Be creative to navigate around and find innovative solutions to

obstacles encountered with this position.

Have access to a reliable Internet connection to facilitate group and

individual meetings.

Available to keep in contact via Skype for meetings at least one per

month with the Regional Projects Officer and collaborations through

Google docs.

Ability to speak English is highly encouraged and speaking other

languages are considered a benefit.

Time commitment for these positions ranges from 3 to 5 hours per week.

Media and Promotional Committee

Positions available: Two (2)

This Committee will work with the IPSF PARO Internal Communication and

Collaboration Officer (ICCO) and with the Chairperson of Media and

Publications on the following tasks:

Creating, designing, editing of IPSF PARO media materials

o Examples including but not limited to:

Videos, posters, educational resources, and newsletters

o Innovating new ways to promote and fundraise for IPSF PARO

Maintaining a database of approved IPSF PARO media designs

o Collecting approved designs from our various IPSF PARO

members

o Providing approved design database to IPSF PARO members

o Organizing media information

Participating in the creation of IPSF PARO newsletters

o Designing and reviewing publications

o Collecting information regarding announcements, events,

projects, and ideas from IPSF and our various PARO members

Maintaining the IPSF PARO social networks through Wordpress and

Facebook

o Publishing IPSF PARO videos, pictures, and promotional items

o Sharing status updates and information

o Innovating new ways to educate, promote, and reach-out to

IPSF PARO members




Members of this committee are required to have the following qualifications:

Able to utilize technology proficiently

Able to use the Adobe Creative Suite 5 or higher ‘InDesign’ program

Skills in other programs such as Photoshop and Illustrator are desired

yet not required

Able to use Microsoft programs of Word, Excel, and PowerPoint

Able to access Facebook

Would require signing up for a Facebook account, if member does not

currently have one

Knowledge of the use of Wordpress is a plus but not required

Able to time manage and stay organized

Experienced in creating publications such as newsletters, letters, or

posters

Have good knowledge of video editing and animations

Have creative abilities to produce designs

Have access to a reliable internet connection

Available to contact via Skype meeting and Google doc collaboration


Design and Creativity PARO Sub-Coordinator

Positions available: One (1)

This Sub-Coordinator position will work with the IPSF PARO Internal

Communication and Collaboration Officer (ICCO) and with the Design and

Creativity Committee on the following tasks:

Assist with the creative and design aspects of the Publications portfolio

Work with designing and creating IPSF promotional materials such as

poster, brochures, posters, banners, logos, templates, layouts and web

graphics

Members of this committee are recommended to have the following

qualifications:

Extensive creativity and experience in using common graphic design

tools such as Photoshop. It is also advantageous to have access to as

well as experience with using Corel Draw and Adobe Illustrator.





Website Development Sub-Coordinator

Positions available: One (1)

This Sub-Coordinator position will work with the IPSF PARO Internal

Communication and Collaboration Officer (ICCO) and with the Chairperson of

Media and Publications on the following tasks:

Primary role of this committee is to help with the website, keeping it

updated and translated

Any technical issues will be addressed to this committee to fix them

This committee will have the challenge of making the website more

used than it has been in the past and the home for retrieving any

information regarding PARO

Members of this committee are required to have the following qualifications:

Extensive skills in web design and website programming


Reception Committee Subcommittee

Positions available: Four (4) or more.

The Reception Committee for the Pan American Regional Symposium is

divided in: Communication, Alimentation, Transport and Accommodation.

Each member has specific duties and are responsible for helping in the

general activities of the event and each other in all matters related to the

event such as infrastructures, the pack that each participant receives, among

others. It will be up to the new Reception Committee to maintain this

distribution or propose a division more suitable to their needs.

The event can provide workshops with topics decided by the Reception

Committee, visits to pharmaceutical and health related companies, visits to

local attractions of nearby regions, Regional Assemblies (RA) organized by

the RWG, among many other possible activities. The RC are also responsible

for programming of social events such as parties during the night, planning

and presentation of public health campaigns and professional development

events such as Patient Counselling Event (PCE) and Clinical Skills Event

(CSE) following the international guidelines.




Communication: responsible for creating forms of disclosure and all the event

publicity. At least two weekly publications shall be made being images,

videos, posters, emails, etc. The committee is responsible for creating a

website for the event containing information about the city, country,

registration, schedule, maps and other important information. They are also

responsible for creating social media pages such as Facebook and Twitter

and keeping these updated.

Alimentation: responsible for quoting the necessary food for the course of the

event, whether in restaurants or as ingredients. They will also be responsible

for organizing the logistic for meals during the event.

Transport: responsible for quote all transportation required for locomotion of

the participants during the event.

Accommodation: responsible for looking for the suitable place to

accommodate participants during the event and all the necessary adjustments

to be made such as ensuring there is Wi-Fi, correct number of beds, bedding,

pillows, cabinets, local security, necessary appliances in the kitchen, among

others.

Time commitment for each position ranges from 2 to 3 hours per week.