JD Fin and Projects 12-13

AIESEC Norway MC 2012 - 2013 application package Job Description: MC VP Finance & Projects

Current MC VP Finance Meda Corovei meda.corovei@aiesec.no

Position Role The role of the VP F is to ensure financial stability and transparency of all entities in AIESEC Norway. The MCVPF is responsible for planning and managing the finances in AIESEC Norway sustainably together with the MCP. MVCPF also has a key role in ensuring strategic investments of AIESEC Norway’s financial resources and in ensuring sustainable revenue generation through funds and grants applications.

In the Fredskorpset project the role of VP F is to assure the overall realization of the Fk project, as project manager and final responsible of the project. The VP F have to assure that all the grant requirement are meat and the overall goals of the project are achieved. In this process she/ he will work with the MC VP OGX, VP ICX NC, MCP of AIESEC Norway, project managers and MCPs of the partners countries.

Responsibilities Financial administration and managemant            

MC budgeting, tracking and revision Implement financial rules and principles within MC and towards LC’s Execute internal accounting Update book keeping on a monthly basis Calculation of monthly LC-MC balance Ensure transparency to all members of current finance situation by monthly updates Coordinating with auditor to ensure that the external audit is done on time Handling MC bank account and cash Invoicing all relevant stakeholders of AIESEC Norway and ensure payment Income tracking and invoicing follow up Prepare quarterly financial reports and forecasts to Board of Directors meetings Financial controlling of all MC projects

Legal administration  

Manage all contracts of AIESEC Norway Manage legal status of organization together with MCP towards Norwegian government

Strategic development of Finance in AIESEC Norway   

Ensure proper financial management is implemented in all LC’s and ensure LC’s have the tools available for this Analysis and evaluation of the financial model of AIESEC Norway Strategic management of reserves and investment of financial resources

Account Management System 

Ensure up to date CRM system and to educate LCs on CRM

Coaching 

Coach LCVPFs

JD MC VP Finance&Projects 12-13 AIESEC Norway. Page 1

Funds and grants     

Conduct research for different funds and grants relevant for AIESEC Norway Application and follow up of funds and grants through the year Maintain relations with the funding organizations Ensure all LCs have updated membership lists and paying members. Collect documentation for the same Continue and follow up the grants from 2011-2012 (EVS reporting, FK phase 3 of the project and reporting, LNU reporting)

Conference managemant (Finance)  

Constant communication with OCP/VPF before conference Ensure conference budget is well prepared and followed

Project Managemant of Fk project 12-13  

Ensure proper financial management of projects run in cooperation with externals, if any Conduct and manage the “follow-up activities” of the Fk project, including: communication with partner countries, communication with exchange participants both incoming and outgoing, assure that the reports are sent by participants and partner countries.

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Manage the Fk new project, starting from application form, communication with partner countries and participants, till the evaluation phase

     

Constant communication with VP OGX and VP ICX NC to assure that the project goals are met Constant communication with participants, partners and Fk representatives Overall responsible for the project implementation Final responsible for the financial management of the project Responsible for creation of ongoing documentation of project Will attend partner meetings in Norway/or abroad potentially two times a year

Project Managemant of Fk project 11-12  

Ensure proper financial management of projects run in cooperation with externals, if any Conduct and manage the “follow-up activities” of the Fk project, including: communication with partner countries, communication with exchange participants both incoming and outgoing, assure that the reports are sent by participants and partner countries.

    

Constant communication with participants, partners and Fk representatives Overall responsible for the project implementation Final responsible for the financial management of the project Responsible for creation of ongoing documentation of project Final responsible for submitting the narrative, financial and audit report for FK project 11-12

Exchange and Finance Synergies 

Weekly communication with MCVP OGX, MCVP GCDP ICX and MCVP CR to ensure immediate invoicing of exchange income

Involvement in goal setting for exchange with MCVP OGX, MCVP ICX and MCVP CR to ensure crucial input for budget creation and revision

Measures of Success       

Achievement of budget revenues while staying on track on expenses Prudent and austere financial management including financial control of MCP and MC Number of funds applied and granted and amounts received Financial stability and transparency on all levels in AIESEC Norway Number of funds applied and granted at LC level Achievement of Fk project goals Successful evaluation on Fk old project 11-12 JD MC VP Finance&Projects 12-13 AIESEC Norway. Page 2

Background, skills and experience required: Competencies

Personal Skills

Knowledge

Personal effectiveness

Communications skills

Finance or Economics Background

Resilience

Analytical skills

Norwegian Legalities on Taxation and Accounting [can be gained during transition]

Commitment to results

Punctuality

Financial Analysis and Planning

Flexible thinking

Patience

AIESEC Norway Compendium

Effective Communication

Conflict Management Skills

AIESEC Exchange Knowledge

Negotiation

The AIESEC Way

Facilitation

Accounting and bookkeeping theoretical knowledge and practical experience

Negotiation skills

Project management

Research and Identify Oppor-

Team management

tunities Excellent English Good Microsoft Excel skills

Experience required:      

OCP or Project Manager for an exchange project VP Finance or/ and OC Finance VP Project or/ and OC member Facilitator experience Accounting experience (in AIESEC or outside) Good knowledge of International Accounting Standards

Workload:      

8 hours/day Full time Transition period: 1st of February – 1st of May 2012 Work period: 1st of May 2012- 30th of June 2013 Availability on weekends for events Attend all national conferences JD MC VP Finance&Projects 12-13 AIESEC Norway. Page 3