Information booklet

Information BookletEB 2011-12 elections

LC Engec-Guap

Summary

General facts about EB 2011-12 General profile for EB members 2011-12 Elections Procedure Job Description & Responsibilities

EB 11/12 term officially starts on May 1st, 2011 and lasts till February 2012

Transition process starts just after elections (it consists of individual meetings VP current to VP elect and

team to team meetings). Transition seminar for EB team 11/12 requires presence of each VP elected in March

Conference cycle:

Executive members are obliged to participate in the national and local conference cycle. Please make sure

you have no restrictions to participate in the conference cycle.

General facts

National conferences:

fees are covered for each EB member

International conferences:

1st must be covered for LCP, 2d conference and VP participation coverage according to budget

Note! Conference expenses are covered only if there is money in

LC budget

General facts

main international conferences

date month country

EURO XPRO 16-22 march Estonia

IC 20-30 august Kenya

EUROCO 10-20 october Czech Republic

Payment and Costs Coverage

AIESEC Way and History AIESEC Product AIESEC Brand XP Model AIESEC global directions and national focuses Managerial skills (planning, tracking, to motivate, delegation, team management etc.) Public speaking Presentation skills Selling skills Time management PC user skills English External reality LC focus areas 10-11 term LC current state LC compendium MyAIESEC.net upper-intermediate usage

General profile of EB member

Knowledge & Skills

Experience & results

Exchange results Team leading experience (preferred) National/regional conferences attendance NEC 2010 delegate (required) International experience (preferred) Project management

The LC President is the only position elected by full members.

LCP Elections will happen at local conference PFI

In 27-30 January 2011

All applicants are required to be present at the conference

LC Vice Presidents get selected by LCP elect after they get

confidence vote from full members.

EB Elections will happen after NEC 2011

Elections procedure

Deadline for sending application package:

LCP: 23th of January (21-00 by Moscow time)

VP: 13th of February (21-00 by Moscow time)

send it to: [email protected]

[1] Application form with answers to all Questions, if you apply for several positions, please, fill each of their specific questions part

[2] CV: Give us all the important and relevant information we need to know about you, your AIESEC career, other jobs you have had, your contact details etc. You can use a maximum of one (1) page to create your CV

[3] SHL test result* (if you don’t have it, attach Competency Assessment Tool

Self assessment and 360 assessment, extracted from your CAT Online)

[4] 3 Endorsement Letters (not from current EB), 1 from externals (company, alumni) – required for all positions

[5] 3 pictures of you, which can describe you well

You can use any design to prepare your application package.

All the documents in Application Package must be in PDF format

*for LCP candidates SHL results will be released later than DDL for application, you don’t need to attach them

Elections procedure

Application package should contain

for LCP candidates:

25 January 10:00 – SHL assessment.

25-26 January – interview with LCP and alumni

For VP candidates:

7 February 10:00 – SHL assessment

14 -17 February – interview with LCP, alumni, LCP elect

Election process:

29 January – LCP candidates speeches, rotation, voting and

announcement

19 February – VP candidates speeches, vote of trust procedure,

Interviews, EB Team announcement and Celebration

Election procedures

Assessment Center

Role

The main role of the President is to drive strategic growth and development of local committee and ensure relevance of the organization in the short and long term. He/She takes care of execution of local strategies and leads Executive Board team. The President needs to ensure implementation of national and global strategies; build the leadership and high performance culture within LC

Responsibilities

JDs and requirements

LCP

EB team management

Planning and tracking

Overall LC management

LC culture and

environment

Governance and

accountabilityTransition LC

representationPresidents

team leading

EB team management

EB team management

EB team selection: allocation of functional portfolios to people that

got confidence vote from LC

Establish common team vision, clear expectations, rules

Build and maintain dynamic team environment

Allocation of responsibilities of EB members

If needed, educate and help EB members in executing their tasks

Run regular team evaluations and feedback sessions

Motivate, support and encourage team members

Coach, coordinate and control EB members

Prepare and organize EB meetings

LC culture and environment

Develop and carry out reward and recognition system

Organize LC team-buildings and major social events/celebrations, etc.

Ensure AIESEC Way knowledge by LC members, LC following it

Support legal infrastructure (sign all the documents)

Control office infrastructure is in place

LCP JDs and requirements

Areas description

Planning and tracking

Lead strategic and operational LC planning based on numerical

goals achievement

Participate in budgeting process

Ensure LC planning process reflects external reality trends

Regularly track LC plan realization

Analyze global and national functional area trends and BCPs and introduce them to EB and LC

Plan, track, budget and report on the functional work; ensure alignment with LC and other Planning and Tracking functional areas goals and activities

Support EB members in individual planning process

Ensure synergy between functional areas

Track EB members’ individual plans

Regularly report to LC on EB work Report to MC, fill in SONA and

other surveys

Take part in the development and realization of national functional

area initiatives; participate in national task forces, etc.


Areas description

Overall LC management

Coordinate overall LC activitiesPrepare and chair LC meetingsPrepare LC to MC visitsPrepare and facilitate at local conferencesEnsure proper internal communication through relevant channelsEnsure transparency in EB to LC, LC to MC communicationCoach TL/OCPs if necessaryCoordinate LC2LC partnerships establishing and realization

LC culture and environment

Develop and carry out reward and recognition system

Organize LC team-buildings and major social events/celebrations, etc.

Ensure AIESEC Way knowledge by LC members, LC following it

Support legal infrastructure (sign all the documents)

Control office infrastructure is in place


Areas description

Governance and Accountability

Carry out legislation meetings, control that all the decisions are

Implemented

Control that LC activities are done based on LC Compendium

Update LC Compendium based on the decisions taken

Develop membership system according to chosen strategy

Organize BoA meetings, prepare reports for these meetings

Organize elections/selections and dischargements for different Positions

Coordinate accountability-based coaching, regular performance assessment meetings

Transition

Prepare and carry out transition to next LCP

Prepare and execute overall transition plan

Support, coordinate and control functional areas transition done by

EB members


Areas description

LC Representation

Represent LC in local authorities, universities and at external events

Carry out communication and manage relations with alumni

Represent LC on national level by participating in national legislation process, be part of AIESEC Russia LCP team

Represent LC on international level through international conferences, participating in international team

Presidents team leading

To organize OCP team elections/selections

Establish clear expectations, rules, vision

Build and maintain dynamic team environment

If needed, educate and help OCPs in executing their tasks

Motivate, support and encourage OCPs

Coach, coordinate and control OCPs

Prepare and organize OCP meetings


Areas description

Numerical goals achieved for the term

% of LC and EB VPs plans realization

% of realized priorities

Meeting LC full membership criteria

Number and growth in leadership opportunities taken

Number of teams that have required infrastructure to be able to operate

Number of teams that have operating plan and budget

Number of EB members/OCPs applying for leadership positions or going on X

Amount of LC financial reserves

Recognition given to LC from national/international level

LCP JDs and requirementsLCP measurement of

success

Role

VPOGX is responsible for all processes in outgoing exchange in local

committee: planning of all pocket recruitments basing on supply and

Demand management and global exchange cycle, tracking of all the OGX projects

And coaching of their OCPs. Also VPOGX is responsible for LC members LC to

go for internship and providing them with all the needed tools. VPOGX

Should ensure that all the EPs are provided with qualify servicing: before, during

And after the internship. VPOGX is part of X team and should drive X culture in LC

Responsibilities

EB workAttending all EB and LC meetings and events

Preparing and facilitating at local conferences

Analyzing global and national FA* trends and GCPs

and introducing them to EB and LC

Planning, tracking and reporting on the FA work;

ensuring alignment with LC and other FA goals

and activities

* FA – functional area

VP OGX JD and requirements

VP OGX

Taking part in the development and realization of national FA initiatives, participating in national Task Forces, etc.Attending national meetings according to profilePreparing and carrying out FA transitionKnowledge Management (filing and storing all the necessary materials)Reporting to MC, filling in SONA and other surveys

OCP coaching

Be a coach of 2 or more projects in LC

Physical coaching meetings

Assist in planning

Track the progress

Report to LCP

Propose advice and consultancy

Ensure the projects alignment with local direction

Work with Returnee

Involving returnee into LC

Organize meetings and events with returnees

Exchange education

Providing trainings around exchange knowledge

Providing education for EPs: myaiesec.net

trainings, OPS

VP OGX JD and requirements

VP OGX

Exchange Growth

Local Exchange pipeline management (OGX part):

developing,

Updating and CONSTANT tracking

Supply and Demand management, LC2LC

cooperation establishment and management

Work with international CEEDers: involving them

into LC2LC cooperation

Coaching OGX Department

Matching Coordination

Forming OGX Department, packaging and

coordination

Work with OGX Department, providing them with

needed education

Tracking of OGX Department

Driving Matching Mania’s in LC

Tracking of EPs

Providing exchange culture in LC

Information transparency in X: LC knows about X goals, current state and has motivation to achieve it

Work with LC members as potential EPs

Motivating LC members to go for internship

Providing LC members all needed knowledge and tools for searching internship

Providing quality in X

Quality control of filled CVs and X-forms

Quality control of filled evaluations

Measurements of Success% of X pipeline goals realization

Absolute and relative growth in X opportunities

Retention rate of enablers

Quality of EP preparation and servicing

% of individual plan realization

VP OGX JDs and requirements

VP OGX

Role

VPOGM is responsible for recruitment processes in outgoing exchange in local committee: planning of all pocket recruitments basing on supply and demand management and global exchange cycle, tracking of all the OGX projects and coaching of their OCPs. Also VPOGM is responsible for external and internal promotion of AIESEC internships. VP OGM should ensure that all the EPs and external environment are perceiving AIESEC brand correctly. VPOGM is part of X team and should drive X culture in LC

Responsibilities







and activities


VP OGM JD and requirements

VP OGM


OCP coaching



Assist in planning

Track the progress

Report to LCP



External communication

Mass-media management (promotion of AIESEC

opportunities and events)

Info partnership establishment and servicing

External events participation and exchange promo

EP recruitment campaign creation and running

VP OGM JD and requirements

VP OGM

Exchange Growth

Local Exchange pipeline management (OGX part):

developing,

Updating and CONSTANT tracking

Supply and Demand management

Work with international CEEDers: involving them

into LC2LC cooperation

Coaching OGX Department

Selection Coordination

Forming selection principles, coordination

Work with OGX Department, providing them with

needed education

Tracking of OGX Department

Tracking of EPs (including contract signing)

Pocket Recruitment coaching

Providing all the activities in PoRs

Providing trainings around recruitment


Information transparency in X: LC knows about X goals, current state and has motivation to achieve it


Quality control of filled CVs and X-forms


Measurements of Success% of X pipeline goals realization

Absolute and relative growth in raised EP forms

Number of external events where AIESEC participated

Quality of EP preparation and servicing


VP OGM JDs and requirements

VP OGM

Role

VPER ensures that: LC is financially sustainable

LC has proper positioning of AIESEC in business sector

Partners are engaged AIESEC (they feel commitment to our goals and involved in LC)

He/She is also responsible for developing selling system in the LC

Responsibilities







and activities


VP ER JD and requirements

VP ER


OCP coaching

Be a coach of ER projects in LC


Assist in planning

Track the progress

Report to LCP


Ensure the projects alignment with

local direction

Coordination of all external events in LC

Maintaining ER Processes

Make market research for ER target creation

ER principles creation

Create ER principles in LC (sharing companies,

rules of work with partners, etc.)

Tracking ER principles implementation

Product development

Review existing product portfolio


VP ERCore work

Audit current products and activities, and ensure

their alignment with the brand

Review and develop pricing policy and partnership

structure

Marketing materials creation (proposals, product

sheets etc.)

Partnerships establishing

Creation & traking raising plan for the whole year

based on budget

Build new partnerships (Raising)

Extend the business, non-corporate and other

networks of LC E&G

Partnerships delivering

Sustain/expand current partnerships

Ensure of responsibilities execution of local and

national partners (partnership development plan

implementation)

ER Team Work

Coaching CRM

Assist in CRM in planning and tracking for the term

OC VP ER functional meetings

Coaching Alumni management

ER Knowledge Management

Providing necessary education in ER (trainings on selling,

networking, event management etc.)

Providing information about significant external events in

St.Petersburg and external trainings

Update CRM, NCM, OCs VP ER and other LC members with all

Up-to-date Global, Regional, National strategies, considerable changes,

innovative ideas, new possible products and all relevant information

in ER area

Creation and update storage for appropriate and needed knowledge

around ER, sales, product development etc.

Education for LC members in Sales

Driving of raising in LC

LC representation

Communicating regularly with MC, reporting to MC within FA

Attending functional meetings, other national and international meetings; participating in decision making process on the national level


VP ER

Measurements of success# of re-signed partnerships

# of new partners (money & in-kind)

Sum of money raised

# of external events organized (business

& students)

% of budget covering


Role

VP ICX-C is responsible for all processes in incoming exchange functional area in LC: planning of C-ICX projects basing on supply and demand management and global exchange cycle, tracking. VPICX-C should provide information transparency around goals and current state in X and regularly track ICX pipeline. VPICX-C should ensure that all the TN-takers are provided with qualify servicing and satisfied by work with AIESEC. VPICX-C should drive X culture in LC.

Responsibilities







and activities


VP ICX-C JD and requirements

VP ICX corporate


OCP of MT/TT/ET projects coaching



Assist in planning, track the progress

Report to LCP



C-ICX projects creation, packaging and coordination

Tracking all exchange processes in ICX projects of LC

Servicing of MT/TT/ET TNtakers

Developing of TN-takers servicing standards

Managing the accounts of all constant LC exchange

partners and providing all the services needed to be

delivered

Keep the history of contacts and relationships with

partners in on-line CRM system


VP ICX-CExchange Growth

Local exchange pipeline management: developing,

updating and constant tracking

Driving of LC raising booms


Work with international CEEDers

Raising Team driving

Preparing and holding meetings of Raising Team

Recruiting new members to Raising Team

Exchange education

Creation and update storage for appropriate and

needed knowledge around Exchange area


External Representative

External LC representation in X-affiliated events

Responsibility for creating and updating of

documentation for external environment


Information transparency in X: LC knows about X goal, current state

and has motivation to achieve it


Quality control of filled X-JDs and X-forms


Matching Coordinator

Tracking of TN-managers in LC

Driving of Matching Mania’s in LC


VP ICX-C

Measurements of success% of X pipeline goals realization



Quality of interns servicing


Role

VP ICX-NC is responsible for all processes in incoming exchange functional area in LC: planning of DT ICX projects basing on supply and demand management and global exchange cycle, tracking. VPICX-NC should provide information transparency around goals and current state in X and regularly track ICX pipeline. VPICX-NC should ensure that all the TN-takers are provided with qualify servicing and satisfied by work with AIESEC. VPICX-NC should drive X culture in LC.

Responsibilities







and activities


VP ICX-NC JD and requirements

VP ICX non-corporate


OCP of DT projects coaching

Be a coach of all DT projects in LC


Assist in planning and track the progress



ICX projects creation, packaging and coordination

Tracking of all exchange processes in ICX projects of LC

Exchange education

Creation and update storage for appropriate and

needed knowledge around Exchange area


Servicing of TN takers

Developing of DT TN-takers servicing standards

Managing the accounts of all LC exchange partners

Keep the history of contacts and relationships with

partners in on-line CRM system


VP ICX-NCExchange Growth

Local exchange pipeline management: developing,

updating and constant tracking

Driving of LC raising&matching booms


Work with international CEEDers


Information transparency in X: LC knows about X

goal, current state and has motivation to achieve it


Quality control of filled X-JDs and X-forms


External representative

External LC representation in X-affiliated events

Responsibility for creating and updating of documentation for

external environment

Matching Coordinator

Tracking of TN-managers in LC

Driving of Matching Mania’s in LC


VP ICX-NC

Measurements of success% of X pipeline goals realization



Quality of interns servicing


Role

The main role of VP Com is to ensure proper external communication by educating members on AIESEC Brand, managing media relations on local level, supporting promotion of AIESEC events and maintaining working communication channels, promoting AIESEC brand in Local Network. Also, VP Com is responsible for proper Myaiesec.net education, internal communication and information transparency in LC, LC positioning among AIESEC countries (exchange promotion), providing technical support in office and developing LC website.

Responsibilities







and activities


VP Com JD and requirements

VP Communication


OCP coaching

Be a coach of Recruitment projects in LC



Report to LCP



External communication

Mass-media management (promotion of AIESEC

opportunities and events)

Informational partnership establishment and servicing

Research of external events and promotion this

opportunities to LC

External events participation as representatives of

Leadership organization

Recruitment campaign creation and running

Exchange business promotion


VP ComInformation transparency

Student, Company Newsletter creation

Informing LC members on upcoming events, global

and national trends and decisions, other important issues in

AIESEC and outside of AIESEC

Communication in LC projects

Creation of promo strategies for each project

Information partnership relation in projects

Promo –materials creation

Media relations

Delivering press-releases to media according to media-list

Creating & developing media list

Press-clipping (collecting articles about AIESEC)

Involving mass media in PBOXes & other projects

Establishing and servicing media partnerships

Education in Communication

Training LC members on AIESEC Brand, branding and

positioning for external and internal target audiences.

Training and coaching OC Com

Supporting of other functional areas in com

Managing internal Communication

Internal newsletter creation 1 time per week

Providing news for national newsletter every week

Internal promo campaigns running

Developing different internal channels of communication

LC promotion in AIESEC globally

(through information booklets, myaiesec.net and

other channels)

Knowledge management

Reporting on EB work to the LC

Collecting all general official /educational materials,

useful for LC members, make them accessible and

ensure they are used in everyday life

Web site Management

Technical Development of LC website

Collect all information for the website

Increasing number of visits on the web-page

Technical LC support

Technical support in LC office

Raising of technical support and partnership in IT


VP ComMyAIESEC.net effective usage and supportProvide support and education for the Myaiesec.net platformmyAIESEC.net Content creation and support (wiki, classifieds, forums, files, news, surveys)Number of organizations that interact & recognize AIESEC for youth leadership developmentLevel of knowledge in branding in LCWeb-page is up-to-date, constantly updating (at least 1 time a week)LC positioning among AIESEC countries

Measurements of success

Number of applications on join-aiesecNumber of media coverage

Absolute and relative growth in info partners% of people who apply to join AIESEC with the

expectation of having leadership experienceNumber of external events where AIESEC

participated as representative of youth leadership

Role

The main role of VP TM is to ensure high quality of people joining AIESEC

and their ability to perform their job roles by efficient Talent Management,

as well as equal access of all AIESEC members to high quality AIESEC

Experiences by efficient Talent Development.

Responsibilities







and activities


VP TM JD and requirements

VP TM


OCP coaching




Report to LCP



Talent recruitment and allocation

Defining LC needs in people and (number and profile)

and recruitment goals – manpower planning

Coordination of recruitment process with VP Com

Preparing LC members involved in selection (assessors

And interviewers)

Involving externals in the talent selection process and

Preparing them

Developing a program of activities for induction process,

Coordinating its execution

Preparing OCPs for the induction process

Allocating people into teams according to their goals,

interests and suitability

Running LC members assessments before allocation

(including competency based assessment while

selection for LR)


VP TM

Talent Education and TrainingCollecting LC members interests and educational needsDeveloping edu cycle - local program of educational and learning activities (including local seminars) that corresponds to LC member needs and interestsRunning regular LC members assessments (developmentassessment centers) to ensure that they have necessary knowledge, skills and competencies for their current and future positionsCoordinating LC members’ education and trainingInvolving externals and alumni in local learning activities

Talent Tracking & Pipeline ManagementTracking members development (in terms of knowledge, skills, competencies and results achieved)Tracking members Personal Development PlansTracking LC members AIESEC career plansRunning Talent Review

Talent DevelopmentDeveloping special leadership development programs and coordinating their executionIdentifying possibilities for partner’s involvementBuilding educational partnerships and servicingIncoming and Outgoing, National and International CEEDManagement

Global Learning Environment Management

Running regular goal-setting, feedback, self-discovery

Assisting teams in developing their learning plans

Selecting, training and coordinating local mentors

Matching mentors and mentees

Tracking mentors

Promoting and coordinating Learning Circles

Preparing delegates before regional/national conferences

Promoting virtual spaces usage

Promoting various AIESEC and non-AIESEC opportunities

(internal and external events, CEEDs, TR, LR and X opportunities)

Education on Talent Management

Training LC members on AIESEC experience, GLE,

GCM, coaching and mentoring, JD development

and performance appraisal

Training and coaching OC Learning responsible


VP TMM and LR pipeline management

Re-allocating people when they don’t have a JDAssisting OCPs with developing proper

JDs for team membersCreating JDs and applications

Ensure covering of all needed positions

Measurements of success# of members

Retention rate of members# of members who have a mentor

# X+L% of individual plan realization

Role

The main role of Financial Director is to ensure high level of financial

sustainability of LCs via all possible tools of financial management, to

Develop and support legal side of AIESEC to guarantee it’s proper work.

Responsibilities

EB workAttending LC meetings and events

Facilitating at local conferences





and activities


Fin Dir JD and requirements

Financial Director


Financial Management

Developing LC’s budget, budget administration

Establishing and tracking pricing policies

Financial Policy provision

Periodical reports on financial situation for EB team,

LC members

Providing financial management of ICX side

(cost management)

Accounting

Attending trainings for accountant of NGOs

Managing documents circulation

Reporting to supervisory bodies and the bank

Consulting LC members on financial issues

Preparation and provision of Internal audit

Fin Dir JD and requirementsFinancial Director

Legal issues

Organizing legal structure (preparing templates for all

necessary documents)

Preparing documents and carrying out re-registration

Controlling all legal procedures (including control of all

contracts)

Consulting LC members on legal issues

Legalization of traineeships

Information and Knowledge management

Filing relevant documents and materials, updating them

when necessary

Providing Informational transparency in Financial

Sphere

Fundraising

Give support to members in applying for grants

(financial part)

Prepare all the necessary documents for a grant application

Prepare financial reports for grant providers

LC representation

Out of AIESEC:

Representing LC in supervisory bodies, the bank

Signing official documents (if relevant)

Within AIESEC:

Communicating regularly with MC, reporting to MC within the FA

Attending functional meetings, other national and international

meetings; participating in decision making process on the national

level

Fin Dir JD and requirements

Financial Director

Measurements of successNo debts

% of the budget secured from different sources

Legal viability (YES/NO)

Re-registration is done

Full transition is made

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