The IABIN Network is envisioned as a highly decentralized partnership between governments and organizations but it is considered that it still needs a small Secretariat to provide a physical home for the Network and for a small number of key staff to champion the Network and promote its development.

Day-to-day activities of IABIN will be managed by the IABIN Secretariat. The IABIN Secretariat’s institutional structure will be defined once an agreement is negotiated with a Host Organization. Preliminary institutional framework indicates up to three individuals: an Executive Secretary, a Content Manager, a Technical Specialist, and a part time secretary.

The Secretariat should have functions and responsibilities as the coordinating organization of the IABIN Network and also has a role in coordinating many aspects of the implementation of a future GEF World Bank-implemented project. In the short term, the IABIN Council is concerned with the role of the Secretariat in the implementation of the GEF Project, as it is the only major instrument currently available for channeling financial support to the network. In the future however, as other funding sources replace a reliance on GEF funds, the more general coordinating role of the Secretariat will assume greater importance. One would expect that additional sources of funding would also become available to sustain the Secretariat.

Following the  Request for Proposals for the Selection of the IABIN Secretariat, the IABIN Executive Committee (IEC) selected Panama's foundation "City of Knowledge" for the IABIN Secretariat.

In summary, the principal functions of the Secretariat are the following:

Interoperability and Access to Data:

• Supervise the operation of the basic network infrastructure: IABIN Catalog Service and Thematic Networks;

• Facilitate the development of the network (e.g., assess capacity, identify areas for restructuring or investment, seek support);

• Manage data on the status and availability of the network’s capacity;

• Provide network and user support, possibly including a help desk;

• Seek agreements on the use of standards and protocols to ensure compatibility of diverse data sources within the region;

• Implement policies for the use of information (Intellectual property rights and code of ethics on access and data sharing);

• Monitoring the needs of the user community;

• Develop a biodiversity informatics directory in conjunction with CHM, academic institutions and other partners that documents each institution's functionality, interoperability, and content; and

• Create the Expert Committees for the Catalog Services and Thematic Networks.

Data Content Creation:

• Quality control and validation of information;

• Digitization of biodiversity data;

• Determine data content creation priorities; and

• Data Hosting.

Information Products for Decision Makers:

• Identify the specific needs for value-added information products; and

• Provide visualization and data integration tools to improve the usability of data in the decision making process.

Sustainability of IABIN:

• Seek sources of funding for the operation of the Secretariat and other activities (e.g., IABIN Council meetings);

• Help coordinate the IABIN Foundation;

• Support the IABIN Council, Executive Committee, ad hoc working groups, and particularly National Focal Points;

• Promote cooperation amongst the network’s partners through meetings, workshops, newsletters, etc;

• Facilitate understanding of and commitment to the network’s goals (e.g., issues being addressed, users to be served);

• Preparation of strategic plans for product development and services;

• Liaison to Development Gateway;

• Target better information access to indigenous peoples;

• Implementation of strategic plans (e.g., through formation of multi-partner teams);

• Facilitate access to data (e.g., through custodianship, data access agreements, Memoranda of Understanding, implementation of standards);

• Brief the network’s partners on new opportunities, plans and progress (e.g. newsletters, email);

• Handle inquiries about the network’s activities, referring to individual partners as appropriate;

• Maintain copies of the network’s products and services for distribution to users;

• Consolidate IABIN partners throughout the Hemisphere and coordinate with other regional biodiversity networks, GBIF and CHM; and

• Maintain the IABIN Portal.

Administration:

• Development of TORs for consultants and requests for proposals;

• Coordinate evaluation of proposals and consultants;

• Reporting to donors;

• Prepare quarterly inputs for IEC review; and

• Monitor and evaluate project effectiveness.