INCOMING EXCHANGERESPONSIBILITIES AND JOB DESCRIPTIONS

Content:Department Responsibilities

StructureVice President’s Main Tasks and Responsibilities

Directors’ Main Task and ResponsibilitiesProcess flow of Incoming Exchange

Competencies and Development Opportunities

INCOMING EXCHANGE RESPONSIBILITIES

Assuring that all incoming exchange requirements of AIESEC Philippines are met, or better yet, exceeded

Foster partnerships with various companies, organizations and foundations in providing AIESEC trainees avenues in which they can spend their internships.

Assuring that all organizations and companies, organizations and foundations we establish connections with share values with AIESEC

Fostering partnerships with foreign committees to provide trainees for various incoming exchange opportunities of AIESEC AdMU

Assuring the continuity of relationships between exchange partners

Assuring that the quality of exchange is always kept at its premier—traineeship for trainees, and the trainees for the TN partners

Assuring that members, applicants and other stakeholders have sufficient knowledge about the International Exchange Program

Assuring that members and applicants are active in exchange (members, contributing to the development of incoming exchange—providing TN partners, matching forms, providing service and receptions)

Assuring that the brand image of AIESEC is always upheld and valued

Utilizing exchange as building the prestige of the organization

INCOMING EXCHANGE STRUCTURE

VICE PRESIDENT’S MAIN TASKS AND RESPONSIBILITIES

MAIN TASK RESPONSIBILITIES

Ensure development of each ICX subsystem – to set goals and assure

that all are followed

Set the goals for local committee for raising, matching and realizingConduct market research and ensure its continuous updateSet growth strategy for local committee that will ensure goals realization Regular tracking of progress in goals realization

Deliver necessary tools that will ensure growth in quality and quantity of

exchanges

Ensure proper and effective processes management in the ICX area especially delivery of TNsEnsure quality of account management in the systemEnsure quality of service and receptions’ preparationEnsure proper and quality TN raising

Represent your LC internally and externally through building effective

partnerships

Build effective LC-LC partnerships both nationally and globally Track and execute LC-LC partnershipsEnsure proper positioning and LC brand creation internally in the network and externallyEnsure quality servicing of partnering LCs and countries Ensure proper preparation of members in terms of LC representation

Foster and build culture of exchange in your local committee

Create hype around exchange managing in your LCEnsure proper understanding of ICX area and exchange management Involve all stakeholders in X processes: applicants, members, officers, alumni, external partnersEnsure proper and adequate education on exchange processes (with OGX)Ensure clear communication and constant information update about the exchange developments in the LC

DIRECTORIAL RESPONSIBILITIES

D I R E C T O R F O R TN S A L E S A N D M A R K E T I N G

Main task: To acquire (raise) TN partners who are willing to take in foreign trainees into their companies

Responsibilities:1. Formulating a database of potential Trainee Nominees (companies, corporations, Non-Government Organizations, Foundations, Schools, Universities)2. Communicating with various potential Trainee Nominees (cold calls/ e-mails/ informal conversations/ seminars/ conferences)3. Setting up appointments and company presentations to discuss more extensively the exchange program of AIESEC4. Following-up various potential partnerships with corporations and organizations5. Signing a contract and setting expectations with interested partners6. Transitioning communications with acquired partners to TN Accounts Management6. Re-signing with current partners to extending their contract with AIESEC (alongside with the TN Account Management)7. Upholding the brand image and AIESEC values at all times

D I R E C T O R F O R TN A C C O U N T M A N A G E M E N T

Main Task:To assure that all accounts are well-managed up until they are realized; To assure the continuity of the current partnerships of the local committee

Responsibilities:1. Arranging the transition of communications with current partners from TN Sales and Marketing2. Uploading the TN JQ of the current partners in AIESEC.net3. Responding to applications of trainees who are interested to spend their internship with the current partners of AIESEC AdMU4. Working with Matching in looking for eligible trainees for the traineeships AIESEC AdMU is offering5. Compiling the documents and forms of eligible and interested trainees for the TN Partners6. Sending in the compiled documents of eligible and interested trainees for the TN Partners7. Following up with TN partners regarding their interest in accepting the trainees8. Mediating communications with the potential EP’s and the current TN partner9. Finalizing the matches between the EP’s and the TN’s (accept the EP AN, accomplish and send in the TN AN) 10. Setting expectations of both the EP’s and the TN‘s of the internship that is going to take place11. Transitioning the communications of EP’s to Service and Receptions in preparation for the their arrival12. Assuring that all reasonable expectations of the TN are met during the internship of the trainee/s with their company or organization13. Re-signing a contract with the current partners with AIESEC (alongside the TN Sales & Marketing)

D I R E C T O R F O R M A T C H I N G

Main Task:To look for eligible and suitable trainees who are interested in spending their internships with our current TN partners

Responsibilities:1. Researching on the internal market of AIESEC trainees2. Communicating the results of the research with the whole ICX team (esp. TN Sales & Marketing)3. Finding potential matches in the system for current TN Partners4. Fostering partnerships with foreign local committees to provide for the EP demands of current TN partners 5. Creating promotional campaigns of the exchange opportunities available in the local committee

D I R E C T O R F O R S E R V I C E A N D R E C E P T I O N S

Main Task:To assure that all trainees of the local committee are well integrated to the country;To assure that all reasonable expectations of the trainees are met during their stay

Responsibilities:1. Preparing the arriving trainees for their internship in the country2. Arranging all necessary documents (visas and working permits) for all trainees who are arriving in the country3. Fixing all necessary logistical arrangements for the trainees before their arrival (airport pick-up, accommodations, welcome dinners, welcome kits, etc.)4. Picking up the trainee from the airport (or at least, assuring that upon their arrival, trainees are aware of how to get to his housing or to where ever they are supposed to go)5. Integrating the trainee to the community through a welcome event for the trainee, for them to get to know our members, applicants, trainees and alumni6. Continually servicing the trainees through out their stay with our local committee—assuring that all reasonable expectations are met and provided for7. Assuring the validity of all necessary documents throughout their internship; and assisting the trainees in case of needing them to be processed further8. Continually integrating the trainees to the community though inviting them to various events that they may be able to participate in9. Responding to all emergency cases of the trainees in such fortuitous events10. Re-integrating the trainees upon their departure through hosting a farewell event

INCOMING EXCHANGE PROCESS FLOW

*Refer to the succeeding pages for more detailed explanation of each process

Companies contactedTNs RaisedTNs re-raisedAmount of incomeNumber of members participating in exchange

TNs RealizedTNs re-raisedNumber of members participating in exchangeQuality of Exchange for TN Partners

TNs RealizedLC PartnershipsPromotions createdNumber of members participating in exchange

Trainee eventsNumber of participants per eventLearning ActivitiesNumber of members participating in exchangeQuality of Exchange for Trainees

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Internal Market Research and Segmentation:Responsibility of MATCHING

Research on the availability and trends of the trainee pool available on AIESEC.net. o What types of traineeships most in demand?o How long do trainees prefer to stay in the country?o When are the trainees interested in arriving in the Philippines?o Are there local committees who are interested to do pocket recruitment?

Foster partnerships with different local committees who are willing to send their trainees to the local committee. All results of this research must be communicated with the whole incoming exchange team, especially to the TN

Sales and Marketing. The information drawn from this is useful in targeting companies and organizations to participate in the exchange program.

External Market Research:Responsibility of TN SALES AND MARKETING

Given the information that the Director for Matching has passed over regarding the internal market of the organization, the Director for TN Sales and Marketing is responsible for surveying the companies and organizations that AIESEC Ateneo de Manila University may partner with to serve the potential matches and realizations.

Marketing:Responsibility of TN SALES AND MARKETING

Once targeted companies and organizations have been established, create connections with these entities through: cold calls, electronic mail, conversations, seminars and all other available mediums. It is important to creatively sell the exchange program at this stage.

o Always utilize the available connections (with the alumni, officers, members, applicants and other stakeholders)

o Work with the External Relations Department (more specifically, the Director for Corporate Relations) in creating these connections

o Send out marketing proposals to various entities Once contact has been made, set-up an appointment with them to further expand on the discussion of the

exchange program. Individuals doing the company call should have an adequate knowledge about exchange. Bring a confident and

professional attitude, and dress appropriately. One should have at hand the following: o Hard copy of the Marketing Proposalo Hard copy of the TN Job Questionnaire (with the TN Contract)o TN Presentationo Other necessary promotional materials (i.e—brochures, AIESEC Promotional Video)

If the company or organization remains to be unsure of the program, be aggressive in always following up with the developments of the process in establishing the partnership.

Contract Signing: Responsibility of TN SALES AND MARKETING

Once matters have been discussed, establish a clear contract with the organization—the needs, demands and expectations of both parties should be clarified, and agreed upon by those concerned. Ask from the company a point person who shall be responsible in facilitating the partnership with AIESEC.

Ask the company to fill the TN Job Questionnaire. Assess whether their form is easy to match. Advise the company to alter some preferences if this is not so.

Turn over the accomplished TN Job Questionnaire, and the contact number of the point person in the company to the TN Account Management. Assure that this transition process is clear with all those concerned.

Upload TN form:Responsibility of TN ACCOUNT MANAGEMENT

Upload form in the system (use an e-mail address which is frequently checked). Inform the Director for Matching of the new form that is available in the system.

Matching:Responsibility of TN ACCOUNT MANAGEMENT and MATCHING

Both TN Account Management and Matching should also assure that the form of the company is matchable and meets quality standards to the available trainees on the system.

TN Account Management MatchingThe TN Accounts Manager receives

applications from various trainees who are interested in applying for the program in the e-mail address that s/he used for the form. It is under the discretion of the director of whom which he/she deems to be eligible for the program. Reply to all applications that will be received—even if it means sending a letter of regret.

The Director for Matching searches the system (tracker forms, quick match, etc.) for eligible trainees for the TN partner. Once potential trainees have been found, contact these trainees and offer them the program which they are compatible with. For all trainees who accept and have agreed upon the terms of the TN partner, forward all their necessary documents and contact information to the Director for Accounts Management.

Both the TN Accounts Manager and Director for Matching are responsible screening the potential trainees for the TN partner. Assure that these trainees are of quality and are able to meet the demands and expectations of the TN.

MATCHING is also supposed to utilize all mediums available (AIESEC.net wiki and classifieds) in promoting the exchange opportunities with the local committee. S/he is responsible for maintaining and updating these avenues for promotions. Furthermore, s/he should also foster partnerships with other local committees so as to maximize the availability of exchange participants.

TN ACCOUNT MANAGEMENT then compiles all the necessary documents (Curriculum Vitae, Resume, Motivation Letter, Letter of Recommendation, EP Form, etc.) of the potential trainees. These are then to be forwarded to the contact person of the TN partner at a regular basis (weekly, bi-monthly etc.)

An initial screening will be done by the TN partner through the review of their documents. The results of this selection should be communicated with TN Account Management. It is the responsibility of the said officer to constantly follow-up regarding this matter.

All results should be communicated with the eligible trainees. Once the TN has selected trainees they would wish to have a second interview with, the TN Account Manager is going

to be responsible for setting the appropriate time and medium for both parties to have the meeting. Once the TN has decided on accepting a particular trainee— TN Accounts Management ask from him/her or his/her

EP manager to send their Exchange Participant Acceptance Note. When the EP AN has been received—send also the Trainee Nominee Acceptance Note to the EP manager and the EP.

Remember that the TN AN requires the signature, organizational stamp and registration number of the contact in the company. Indicate in the Acceptance Note the following details: timeline, visa processing, accommodations, cost of living, culture, and other important details of the arrangements of the traineeship.

Once AN’s have been exchanged, clarify again with both the EP his/her EP Manager is absolutely certain about the exchange opportunity they have applied for. Once this clarification has been communicated, change the status of the form to “Matched”.

Once the trainee has been officially matched, turnover the communications with the trainee to Service and Receptions.

*Important note: the TN Account Manager should also, at all times, document all files and communications with both the TN and the EP. In case of any breech of the contract by any of these entities, these documents may serve as sufficient evidence to compensate for such cases.

Pre- Arrival Preparation:Responsibility of SERVICE AND RECEPTIONS

Once a trainee has been officially matched to the local committee, it is the responsibility of Service and Receptions to prepare the trainee for his/her upcoming traineeship. Send an initial e-mail introducing what the trainee should prepare for:

o Visa application and Working Permits (send in all documents that the trainee would need)o Arrival (Ask for the time, date and flight number of their arrival. Also, remind the trainee that upon arrival,

there should be two waiting areas, and they should go to the one situated on the ground floor, and not the one on the upper floor)

o Accommodation (will it be provided for? If not, how much will it cost? State also the living conditions that the trainee should expect in this environment)

o Cost of living (it is advisable for the trainee to bring $ 1,000.00 USD per month, if housing is not provided for)

o Clothing (suggest for the trainee to bring in attires appropriate for the nature of work and the weather in the country)

o Culture (introduce common cultural practices in the Philippines)*Important note: It is recommended that Service and Receptions have a standardized toolkit that they may send to the trainee. There should also be a standardized form for the trainee to fill in their answers to the LC’s inquiries

Accommodate all inquiries of the trainee about his/her traineeship. Consult with the TN Manager all job details. Also, ask the trainee of their expectations of their experience for their traineeship.

Assure that all details have been ironed out before the arrival of the trainee . Airport pick-up and accommodations should be primarily ready for the arrival of the trainee.

Airport Pick-Up:Responsibility of SERVICE and RECEPTIONS

Given the date and time of the arrival of the trainee, be there at around 30 minutes after the arrival of their flight. Track the progress of the flight on this website: http://www.flightstats.com/go/Home/home.do

It is advisable that two individuals do the airport pick up. Bring the trainee to their respective housing arrangements. *Important Note: Upon the arrival of the trainee in the country, inform the TN Account Manager to turn the status of the form into “Realized”

Community Integration:Responsibility of SERVICE and RECEPTIONS

The trainee should be well acquainted to the members of the various local committees in the country. To do this, arrange welcome dinners for all the trainees. For those whose arrivals are near each other, a joint-dinner may be planned. Also contact other local committees for their welcome dinners so as to entice more people to attend.

Prepare a welcome kit inclusive of the following materials:o Map of the city (or area of their work)o Prepaid Sim Cardo Directory of officers-in-charge (LCP, VP ICX, Directors under ICX)o Philippine Delicacies and Souvenirso Survival manual

Arrange cultural trips and city orientations for the trainee.o Visit historical placeso Taste Philippine Delicacieso Experience Public Transportation

Continuous Servicing:Responsibility of SERVICE and RECEPTIONS

During the stay of the trainee, Service and Receptions should assure that the trainees are having an optimum AIESEC exchange experience. Always check up on the trainee of their status and their needs. Assure that their reasonable expectations are met.

Service and receptions should attend to all emergencies. Inform the team and all those concerned in case of such fortuitous events.

Invite the trainees to all the activities that they may participate in: learning activities, cultural presentations, STAMM, and other events that. Contact also other local committees of their events.

*Important note: Assign a buddy system (applicant/member and a trainee) to follow-up on the trainees’ developments It is also important for Service and Receptions to assure that the visa of the trainee is valid throughout their stay.

They are responsible for arranging any processes that may be required to extend the validity of the trainees’ stay in the country.

Internship Progress:Responsibility of TN ACCOUNT MANAGEMENT and TN Sales and Marketing

TN Account Management should remain in contact with the TN Partner that each trainee is working for. Assure that all their reasonable expectations are met during the duration of the exchange internship.

In times that the trainee would have a chance to participate in an AIESEC event that may come against the schedule of their jobs, TN Accounts Management should request for the TN partner to excuse them of their duties during the particular time duration.

Re-IntegrationResponsibility of SERVICE and RECEPTIONS

A farewell dinner, or another event that may replace such, should be in order. All members, applicants, officers and other trainees should be invited as well (like the welcome dinner).

It is advisable for the LC to provide a farewell gift for the departing trainee. Airport servicing is also advised for the trainees’ departure.

Re-signing contract:Responsibility of TN ACCOUNT MANAGEMENT

After the trainee has left after their internship, assess with the hosting TN the performance of the trainee and their experience. Also, discuss with the TN partner the possibility of hosting other trainees into their company.

Draft another contract and fill another TN job questionnaire if it is needed.

COMPETENCIES AND DEVELOPMENT OPPORTUNITIES

TN Sales and Marketing TN Accounts Management Matching Service and Receptions

Team ManagementMarket ResearchBusiness StrategyNetworkingMarketing and SalesMeeting FacilitationPresentation SkillsCorporate Relations

Team ManagementEffective CommunicationInternational RelationsCorporate RelationsCommitment to resultsPeople ManagementConflict ManagementNegotiation Skills

Team ManagementInternal ResearchBusiness StrategyInternational RelationsPeople ManagementTarget MarketingPromotionsNetworking

Team ManagementEffective CommunicationInternational relationsConflict ManagementResource ManagementFacilitating SkillsPeople ManagementNetworking