Managing the affairs of the Union, a brief history of the IUPAC Secretariat

During the interwar period (1920-1940), this arrangement served the Union exceptionally well, essentially leveraging the corporate infrastructure of the French host to support IUPAC’s budding operation. Following the retirement of Gérard, Raymond Delaby was appointed Secretary General in 1945 and served until 1955. Recognizing the importance of timely communication and an informed and engaged membership, Delaby initiated the Circulaire d’information, a newsletter designed to keep members informed. This later evolved into an English-language newsletter and then into today’s Chemistry International, our corporate magazine. During the Delaby years, the Union’s headquarters remained at the Maison de la Chimie in Paris. Managing the growing organization was a major challenge, as Delaby worked with a single secretary!

The next Secretary General (from 1955) was Rudolf Morf, an industrial engineer from Basel, Switzerland. Like his predecessor, he served not only as Honorary Secretary General, but also as Executive Secretary, managing the day-to-day operations of the Union. He was better supported than Delaby thanks to the generosity of the Swiss pharmaceutical industry (Sandoz, Hofmann-La Roche, Ciba, Geigy), which underwrote much of the secretariat’s expenses for a number of years, giving the Union a significantly improved corporate posture. For half a century, the Union was a volunteer organization, and any administrative support for the Secretary General was provided by other organizations that employed staff and “seconded” them to Union duties. This arrangement allowed for a much leaner organization that did not have to bear all the responsibilities of an employer. However, in 1964, for the first time, an assistant to the General Secretary was hired who was directly employed by the Union, a significant departure from previous practice.

The 1967 Executive Committee minutes noted that the growing Union required more administrative support, which could probably best be provided by hiring staff dedicated to these tasks. (see excerpt Fig. 1) This paved the way for the employment of a full-time Executive Secretary to support the work of the Secretary General and the establishment of a permanent Secretariat for the Union.

In 1968 the Union hired Maurice (Mo) Williams as Executive Secretary and at his request, the Secretariat was established in Oxford, UK with offices in the Cowley Centre (now called Templars Square). Interestingly, the opening of the new offices and the appointment of an Executive Secretary and support staff did not result in the immediate closure of the Secretary General’s office in Switzerland, which was apparently budgeted for a few more years.

The separation of the operational activities managed by the Executive Secretary, from the board level with oversight role of the Secretary General, along with having two offices, was a source of confusion for a few years. (see Fig 2) Still, it soon became apparent that there were significant advantages to having a stable, dedicated core support function in the Union to assist the ever-changing elected leadership of the organization. As the Executive Secretary, Williams has served 15 Presidents, 6 Secretaries General and 5 Treasurers! He has seen it all!

Fig. 1 Minutes of the 59th meeting of the Executive Committee, Prague, 1967. Highlights added.

Fig 2 Executive Committee Minutes, Monte Carlo, 1968 Highlights added

In the 1990s, the Union became synonymous with Oxford and the long-serving Secretariat staff. There was even talk of investing in a permanent home for the Union in the UK. In the second half of the 1990s, after three decades of service, Williams and the senior Secretariat staff were preparing for retirement, creating an opportunity for the Union to reconsider the location of its offices. Several options were considered, and in 1996 the Union decided to establish offices in the United States, in Research Triangle Park (RTP), North Carolina. Paris and Frankfurt were also considered, as well as the option of remaining in Oxford. As is often the case, financial considerations were paramount, but significant non-financial considerations went into this decision, along with the intention to review the location of the Secretariat periodically to reflect the global nature of the Union.

Part of IUPAC’s records did not move to the new offices, but were transferred to the Science History Institute in Philadelphia (then the Chemistry Heritage Foundation) to be archived, preserved, and made available for research.

The new offices were staffed and John W. Jost was hired to head the Secretariat. (Interestingly, the 1997 Geneva Council approved changes to the statues and by-laws and restyled the Executive Secretary to Executive Director. It was probably felt at the time that the role would be better understood with the new title, especially in the North American context).

The Secretariat was housed in RTP, rent-free for ten years in a small structure, affectionately called “the trailer,” that provided about 50% more space than the Oxford offices. The move to the US also resulted in savings of over 30% in secretariat costs and improved service to our volunteers and member organizations.

Fig. 3 (Excerpt from the Minutes of the 123rd Executive Committee Meeting, Oxford, 1996) Highlights added.

The 2000s saw the digital transformation of the Secretariat’s workflows and communications, creating significant efficiencies and improved services. (The transition from paper to electronic records has been a challenge, not just for IUPAC, in developing new systems for the safekeeping and archiving of our significantly increased number of records.)

In 2015, after 17 years, the Secretariat was on the move again, moving from the “trailer” to more appropriate office space in the Research Triangle Park.

The advent of teleconferencing and further digitization of office workflows has resulted in 50% of our staff now working outside of North Carolina at the time of this writing, which has significantly reduced the pressure on office space.

Also, given that our current office lease commitment will be fulfilled in the coming years, this is an opportune time to reopen the discussion within the Union about the practical arrangements for our Secretariat operations.

In this spirit, I will be reaching out to our member and affiliate organizations to solicit proposals for hosting our Secretariat and to assist in reimagining the operation of this key support function to serve the Union for decades to come. 

I have outlined several key parameters to guide the selection and ensure a comprehensive evaluation process. I envision an open, collaborative, and iterative process in developing these proposals with the host organizations. I will work with the proposing organizations and the Executive Board to ensure that the proposals are consistent with the values and needs of the Union. 

We request that your proposal provide the following information 

1. Financial System:

   1. Outline measures, and legislations in place in your country to ensure the security of financial assets.

   2. Confirm the availability of international financial transactions.

   3. Confirm the ability to host accounts preferably in major currencies such as USD, EUR, or CHF.

2. Office Space:

   1. Detail the office space that will be provided for the Secretariat, including size, location, and facilities.

   2. Specify the availability of board rooms for meetings of up to 20 people.

3. Staffing:

   1. Describe the number and roles of staff members that will be provided to support the Secretariat (key functions: IT, finance, communication, members relations, and general administration).

4. Operational Support:

   1. Describe Human Resources, Finance, and IT infrastructure available to support Secretariat operation.

   2. Detail any additional support that you consider offering to the Secretariat.

5. Support in Establishing Legal and Operational Presence:

   1. Provide details on the assistance available for establishing IUPAC, including legal, tax, and regulatory support within your jurisdiction.

6. Other Relevant Information:

   1. Please provide any additional information that would support your proposal and demonstrate your institution’s capability to effectively host the Secretariat.

In addition, we will be seeking a commitment of at least ten years for these arrangements to ensure stability and continuity in our operations.

Like most of IUPAC volunteers, the Secretariat staff regularly meets virtually: from top left, Greta Heydenrych, Fabienne Meyers, Tammy Bridges, and Enid Weatherwax.

Proposals will be evaluated based on the criteria listed above, as well as the overall feasibility and potential for a successful partnership. Our goal is to select a host organization that meets the logistical and operational needs of the Secretariat and aligns with our vision and values.

We appreciate your interest in this important opportunity and look forward to receiving your proposal. Should you have any questions or require further information, please do not hesitate to contact me at zmester@iupac.org. Thank you for your continued support and commitment to the Union.

See Request for Proposals https://iupac.org/hosting-the-iupac-secretariat/