Ambassadorial roles and activities


Dear Member 

In my message to you last week, I covered the proposals to open up the recruitment process for the trustees on our Global Board of Trustees which we had already communicated last year. I felt it necessary to do this as we had received feedback from members that previous communications on this had not been read or had not been clear enough. I also referred to the very important forthcoming member consultation when we will outline different options for the process to select trustees. We wish to consult with members on several options, not just the proposal which we communicated last year. These options will be laid out in the consultation document which will be issued by the end of January. Today I would like to share with you more on the forthcoming consultation and also our ideas about future ambassadorial roles and activities.

In the summer of 2021, CIPS Global Board of Trustees decided to proceed with a number of provisional changes - resulting from its Volunteer Review - to increase the voice of members on the Board and to bolster our volunteer network and the support CIPS provides to members and volunteers. 

We will shortly launch a consultation with members to help determine the best long-term approach to achieve these goals.  In the consultation we will provide the rationale, the recommended changes, the pros, and cons, along with alternatives and we look forward to involving you in that process.  

Following the consultation, the findings will be reviewed and considered by the Global Board of Trustees before we finalise the proposals that will be put before the Annual General Meeting for approval by members eligible to vote in the summer.

CIPS future ambassadorial roles and activities 

The consultation with volunteer members which formed the basis of the Volunteer Review recommendations, clearly stated that advocacy for the profession and for the CIPS brand are considered as crucial activities and activities that the CIPS volunteer model and community should contribute to. 

Historically CIPS has appointed a President, typically the outgoing Chair of the Global Board of Trustees, to undertake ambassadorial and representational activities. Such activities were also undertaken by other senior CIPS employees and volunteers.  CIPS is a far more global organisation than when it was granted a Royal Charter in 1992.  The idea of a single President or Patron as a global figurehead is seen by some people as UK centric and there are opportunities to modernise and diversify CIPS’ approach to the promotion of the CIPS brand and the promotion of the profession, globally. 

We need to create new global advocacy related roles within our volunteer community, ensuring we extend our reach and message as wide as possible across the procurement and supply profession.  We strongly believe advocacy of the profession, ambassadorial and representational activities should extend across a variety of roles, including volunteers, the Chair of the Global Board of Trustees, the Chair of the Membership Committee, the CIPS CEO, and members of the CIPS executive rather than have it resting with one individual.  

In terms of modernisation, CIPS also needs to respond to the emergence of different types of ambassadors and advocates, including, for example, digital influencers.  CIPS should also seek to bolster its in-house, executive managed capability in this area including, for example, the establishment of a policy function to support the voice of the profession.  We propose to formally remove the role of CIPS President as CIPS is now a global membership organisation and the ambassadorial roles are far more varied, both geographically and culturally, than they historically were so multiple ambassadors and advocates are needed in line with our global footprint.

There have been some absolutely fantastic CIPS Presidents who were passionate and committed advocates of CIPS and of the profession. We owe them a great debt of gratitude for all that they have done and their continued positive support. This proposed change is nothing to do with the past, it is all about setting CIPS up in the best possible way for the future and to support the modern professionals who are the future of the profession and of CIPS.

Multiple ambassadorial roles performed by multiple people, including CIPS volunteers, means we can achieve far greater reach in terms of the promotion of CIPS and the profession.

We propose to implement a hybrid approach which would cater for the appointment of Regional Ambassadors in geographies where a figurehead is considered to add value, along with a selected group of Ambassadors which will include senior executives and senior volunteers such as the Chair of the Global Board of Trustees, the Chair of the Membership Committee, and other Trustees.  Other Ambassadors could be drawn on an ad hoc basis and this would be managed at a regional level but with global guidelines and support.  Different ambassadorial roles would be developed in recognition of the different types of activities required - from high profile, media activities, to advocating for the CIPS brand to championing the profession as a career choice.

All of this will form part of the forthcoming member consultation, which you will be invited to take part in later this month.  In the meantime, if you would like to share your views on this or any aspect of your CIPS membership, please do get in touch by emailing haveyoursay@cips.org

We look forward to hearing your views.

Warm regards 

Malcolm Harrison

The Trustee Selection Process

Introducing the New Membership Committee

Modernising CIPS Governance

Group CEO letter to all members, November 2021

Member newsletter, July 2021


 FAQs

Congress/Membership Committee

The recruitment process for the inaugural Membership Committee has now closed. Full details of the Committee will be announced by the end of the year.

The selection process was conducted by the Nominations Committee, who also made the final appointments.

The CIPS Executive team supports the process but are not decision makers.

Members of our global volunteer community had the opportunity to apply for positons, and the Nominations Committee were responsible for ensuring diveristy on the Membership Committee.

The selection process for the Membership Committee was overseen by the Nominations Committee which is also a sub-committee of the Global Board of Trustees and its members are independent of the Executive. CIPS Executive are not involved in the decision making to appoint the members of the Membership Committee. Clear Terms of Reference, role descriptions and criteria have been established to ensure transparency and ensure we secure the most appropriate candidates for the roles.

What is the mechanism for members to raise concerns about the Trustee or Committee member selection processes?

As a membership body, incorporated under a Royal Charter, CIPS is responsible to its members for the management of the organisation; this is governed by GBT and its committees. GBT must ensure that the activities undertaken by Nominations Committee follow credible and independent processes, and that members can be confident of the neutrality of Nominations Committee. If a complaint is received, it is the role of the Probity Adjudicator to investigate this and report on the validity of the complaint. They will also make recommendations on improvements to the processes and may suggest sanctions against those involved if there is evidence of malpractice or misconduct. The Probity Adjudicator will report directly to the Chair of the Audit Committee. The Chair of Audit Committee may then refer cases to the Disciplinary Committee if an officer or Trustee has not followed agreed protocols and has contravened the CIPS Code of Conduct.

The role of the Probity Adjudicator is to:

  • Act as an independent channel for members to raise any concerns about the Nominations Committee process.
  • Investigate complaints made by members about the Nominations Committee selection process.
  • Champion the standards expected from CIPS members by ensuring Nominations Committee and GBT uphold the principles of selflessness, integrity, objectivity, accountability, openness, honesty and leadership.
  • Review the Nominations Committee process as part of an investigation and provide a report to the Audit Committee.
  • Provide advice to the Chair of Nominations Committee.
  • Bring external perspective and challenge.
  • Hold the Nominations Committee to account by providing constructive scrutiny.

What’s the process to raise complaints about the selection process for Trustees or Committee members?

  • If a complaint is received about the selection process, it will be managed by the Company Secretary. The Company Secretary will ask the complainant for evidence that a process has not been followed, without evidence a complaint will be inadmissible.
  • The Company Secretary will share the details of the complaint and the supporting evidence with the Chair of the Audit Committee. The Chair will pass this onto the Probity Adjudicator for investigation.
  • The Probity Adjudicator will investigate and present their report to the Chair of Audit Committee.
  • If there is evidence that the officers or Trustees have been involved in malpractice, they will be referred to the Disciplinary Committee for further scrutiny and potentially sanctions will follow, including removing them from their role and GBT.

Member engagement with elections has historically been very low, with an average of less than 10% of members voting in elections. Additionally our most recent membership survey showed low interest in elections. This points to elections being ineffective in achieving their aim of providing a democratic way of deciding how members are represented.

Membership of the Committee was open to the entire volunteer community and then shortlisting and selection, against the role and skills criteria, was taken by the CIPS Nominations Committee.

Congress ceased to function on 31 October 2021. The new Membership Committee will be in place from 1 November 2021.

The usual term will be three years, in line with the Global Board of Trustees.

As with any new volunteering opportunity, it is difficult to determine exactly what time commitment is required.

However, in the first instance the Membership Committee will meet on a quarterly basis, in line with CIPS GBT meetings.

The Chair of the Committee will be a Trustee.

The number of Non-Trustee members aligns with CIPS Global footprint.

There will be representation in the following geographical areas:

  • Africa, Americas, Asia, Australia and New Zealand, Europe, MENA, UK

The Membership Committee will be a sub-committee of the Global Board of Trustees and therefore part of the governance structure. The Chair of the Membership Committee is a Trustee and will report back, as part of a standing agenda item, at every Board meeting.

The Membership Committee was stood up on the 1 November 2021, with Members being formally announced by the end of the year and the inaugural committee meeting will be held in January 2022.

Volunteering

The Volunteer Engagement Group is a working group of the executive, members will be invited to join based on their skills, passion and engagement as existing members of the CIPS volunteer community.

If you wish to be part of the Volunteer Engagement Group, please contact: Membershipteam@cips.org

The usual term will be two years.

As with any new volunteering opportunity it is difficult to determine exactly what time commitment is required.

However, since 1 September 2021, we have held our inaugural and second Volunteer Engagement Group meeting, along with various sub-group meetings.

As this is a working group of the Executive, we are not bound by numbers however we want to ensure we accommodate the most passionate, proactive and engaged volunteers on the Group.

If you wish to be part of the Volunteer Engagement Group, please contact: Membershipteam@cips.org

The Volunteer Engagement Group held its inaugural meeting on 1 September, and a second meeting on 20 October.

The group currently has 41 globally diverse members, with 4 sub working groups already in existence.

Both/General

The Global Board of Trustees and Chair of Congress initiated this review because they saw a clear opportunity to enhance and modernise the way members' views are represented on the Global Board of Trustees and within the governance structure of CIPS. They also saw a clear opportunity to advance volunteering at CIPS given its centrality to the success of CIPS and the successful delivery of CIPS strategy.

The review found that the function of Congress (its purpose) is right but Congress members have too many roles to perform. In particular the role of capturing the voice of members should be a function of the CIPS Executive team rather than volunteers but with independent oversight from the Membership Committee.

Almost 90% of volunteers who responded to our survey as part of the volunteer review said they agreed that CIPS should develop a dedicated Volunteer Engagement Group with volunteer members to improve engagement and outcomes from volunteering.

Additionally, through our benchmarking of both similar and best in class organisations with volunteers - many have such a group in place to help with similar activities.

The Global Board of Trustees, Chair of Congress and Steering Group members all believe these changes will help modernise the Institute and its governance and better support and develop volunteering at CIPS.

The Membership Committee will be a sub-committee of the Global Board of Trustees. The Committee will support the Board by ensuring Trustees receive input from a diverse range of members and that members’ views are represented objectively to the Trustees and acted upon by the Executive. There will be a standing agenda item at every Trustee meeting for the Chair of the Membership Committee to share member feedback.

The Volunteer Engagement Group will be a working group of the CIPS Executive. The Group will support the Executive by ensuring CIPS volunteers are celebrated, recognised, and aligned with CIPS strategy. The Group will advise how CIPS can continually develop a compelling volunteer and volunteer employer value proposition and promote it widely, support the development of a strong pipeline of volunteer leaders for the future, and ultimately grow the CIPS volunteer community.

Yes, providing you meet the criteria and have the capacity to meet the expectations of the roles.

Opportunities for the Membership Committee will be widely advertised when a vacancy arises

For further details about the Volunteer Engagement Group please contact: Membershipteam@cips.org

The Membership Committee is reflective of our Global membership, with members from the following geographical areas:

  • Africa, Americas, Asia, Australia and New Zealand, Europe, MENA, UK

The Volunteer Engagement Group, being a working group of the Executive, currently has 41 global members.

Success will be based on outcomes against specific objectives. For the Membership Committee it is likely that the committee will discuss the outputs that they want to achieve within specific timescales and discuss with Global Board of Trustees and these will form the success measures.

Success for the Volunteer Engagement Group will be the implementation, in full of the recommendations from the Volunteer Review.

Chair of Global Board of Trustees and Sponsor of the Volunteer Review

Member of Global Board of Trustees and Chair of Nominations Committee

Member of Congress, branch experience representing members in Asia

CIPS Group CEO

Member of Congress, branch experience representing members in Australia and New Zealand

Chair of Congress and Member of Global Board of Trustees, past Branch Chair and Congress Member

Member of Global Board of Trustees, branch and Congress experience representing members across Middle East and Africa

We are responding to feedback captured in the consultation phase of the volunteer review that stated advocacy of the profession and ambassadorial activities should extend across a variety of roles, including volunteers, the Chair of Global Board of Trustees, Chair of the Membership Committee, and CEO rather then vest in one individual.

CIPS is now a very international membership organisation and the ambassadorial roles are far more varied, both geographically and culturally, than they historically were so it is unrealistic to think that one volunteer can effectively cover all of these. This used to be possible when CIPS was far more UK centric than it is today.

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