Application Booklet - OC NLDS

Organizing Committee National Leadership Development Seminar

NLDS 2015.2 Application Booklet

NLDS 2015.2

OCP and OC Application

MC Mensage A national conference is always a challenge, as it involves a huge responsibility with the network, NLDS can be the first conference of many new members of each committee, this will be the first approach to the

organization.

Knowing it, this is a great challenge, I encourage you to leave your comfort zone and has to be part of this conference, which will impact all our

members, I encourage you to create a better version of yourself and be the AIESECer that Bolivia needs.

Join us in this adventure and build the golden age together.

1. The Event NLDS is an event that allows us to reconnect with the purpose of AIESEC, to show all members of the organization because we do what we do and the impact we expect cause.

In this event align expectations and we will have a lot of information of AIESEC in Latin America brought by the MC and LCPs how are attending the international event LatAm Summit Panama 2015.

Do not miss it, is part of #GoldenAge

2. The Host: Sucre Departament

https://www.youtube.com/watch?v=Z1HhaVZIjtc

3. All Applicants must Contain This Application has been divided into three parts, all of which have to be completed.

1. Personal Information; 2. General Questions that apply to all candidates; 3. Specific questions (please answer just those from the position you are applying for); If you are Spanish speaker, fill in the application in Spanish; If you’re another language speaker, fill in the application in English;

4. Timelines Application Deadlines: Application deadline is 27-08-2015 at 23:59h, Bolivian Time (-4 GMT); *Late applications will not be considered under any circumstance.

Interviews: The interviews for OCP will happen between 28/08/2015 and 29/08/2015.

The interviews for OC will happen between 30/08/2015 and 31/08/2015 The results will be released until 31/08/2015.

First Working Day: The OC is expected to arrive in Sucre on 16-10-2015.

5. OC Structure & Job Descriptions

OCP OC External Relations

OC Finance & Shop

OC Marketing & Delegates

Positions open to residents of Sucre

OC Logistics

OCP Job Description Role Overall – To plan, organize and run a successful NLDS with the assistance of the Organizing Committee Team and the MC Team.

OC Team Management

General Event Management

 Create role descriptions for interview and select the OC team with

 Assist

the Conference Manager;

organization of the conference;

 Guarantee that the Conference Plan is delivery in the deadlines and

 Manage the relationship with the hotel with the

with quality by all OC Members.

Conference Manager;

 Facilitate team direction;

 Ensure financial policy and procedures are

 Team Management;

maintained before, during and after the conference;

 Create, review and manage the conference plan, reporting regularly

 Track daily Shop sales together with OC Fin;

to the Conference Manager;

 Help on fundraising for the Conference;

 Hold team members accountable to team plans;

 Make a final report within 7 days the end of the

 Lead by example;

conference.

 Build and bond OC team;  Provide personal and professional development for OC team

members;  Build a positive working environment;  Be present at all time as the final responsible for the Conference

Organization

MC

representatives

with

logistical

OCP Job Description Communication with the Conference

Personal Skills and Qualities

 Constant Communication between OC and Conference Manager;

 Communication Skills;

 Agree with the Conference Manager timelines, with milestones to be

 Planning and Tracking;

achieved each week;

 Team Management;

 Provide updates to the conference manager on the progress of the

 Patience;

conference;

 Multifunctionality and flexibility;

 Attend scheduled coaching chats with the Conference Manager;

 Results & Solutions Orientation;

 Submit a Final Conference Report & Recommendations;

 Problem Solving Skills;

 Guarantee that the demands of the OC and the FACI are

 Quick response to demand;

communicated between then.

 Calm under pressure;  Analytical;  Easygoing.

OC External Relations Role and Responsibilities

 Determine the resources requirements to conduct the event, which can be obtained from our external environment and get the respective sponsors.  Create products and proposals to sell the event.

 Manage as many resources sponsored by external allies, seeking sustainability and financial growth for the conference.  Research on companies and partners/sponsors/supporters  Research and work on selling the conference as a product to partners and sponsors and creating a concept note in this view Contacting companies  Raising Money for conference to ensure sustainability of conference and grow finance of AIESEC  Work closely with OC Finance to achieve budget  Raise in-kinds and work in collaboration with OC Logistics and Communication  Ensure in-kind partnerships (synergy with logistics)

 Reports to OCP, Conference Manager for external actions

OC FIN & Shop Role and Responsibilities  Manage NLDS financial resources in the most effective way to support AIESEC in Bolivia financial sustainability and to ensure participation of its members in the conference.;  Design a real budget and keep track of it during the whole preparation and development of the conference;  Controlling merchandise inventory;  Controlling transport inventory;  Responsible for cash management relating to all congress spending budgeted and otherwise;  Responsible for damage assessment;  Check in (delegate and external guest);  Collecting and accounting for delegate fees;  Receipting and controlling all records of financial transactions during the congress with the hotel or external on a daily basis;

 Controlling financial policies and procedures and focus on cost cutting.  Daily meetings to review budgets.  Planning, developing and implementing the products of the shopping;

 Obtaining competitive prices from suppliers where appropriate, to ensure cost effectiveness, and ensure the products on the right time;  Be responsible to organize, sell them during the conference.

OC Marketing & Delegates Role and Responsibilities  Be responsible for the design of all materials of the conference (badges, T-shirts, folders, starting from the logo)  AIESEC, OC and MC brand position during all conference.

 Work with the Internal Promotion Strategy (Conference promotion, Online promotion etc.)  Taking Pictures, Make Videos, collect testimonials, make virtual and physical delegates interact  Captivate a great number of members to participate.  Communication with LCs during the conference (promote what is happening in the conference to people who are not attending in person (web, videos, twitter, blog...)  Final Responsible for Social Media Interaction and Virtual Environment of the Conference.  Communication with delegates;  Develop reception systems and work in close synergy with the OC Logistics

 Maintain delegate help desk during the event, provide assistance to delegates, being aware of all relevant information;  Ensure all systems are in place for delegates’ needs during the congress- health, personal, safety etc;  Ensuring that each delegate goes back with a WOW! Experience.

OC Logistics Role and Responsibilities  Ensure the overall logistics of the conference run smooth.

 Ensure the quality of the sessions – regarding materials and infra-structure.  Help every other teamster especially regarding logistical needs.  Ensure tools and resources are available to support building and training of the members.

 Make maps of the site and plenary.  Assume responsibility for heads of delegation full understanding of any special procedures inside the site.  Other OC Team related activities.  Negotiate with the staff of the hotel everything about the parties and the dinner, such as special meals, drinks available, available places.  Ensure transportation of Conference Team and Delegates.  Organize the allocation of the delegates in the hotel.  Plan and execute the flow of check-in of all the delegates (develop a clear strategy for a smooth and fast check-in).

 Manage delegate information pre, during, and post conference.  Answer the delegates' doubts (before, during and after the conference).  Responsible for managing all special and social events.

 Assure that the Official Dinner will be a great, successful event, will impress our partners, alumni and all the members.  Be observant to all details of the events, in order to avoid troubles and unexpected situations.

6. Application Link http://bit.ly/NLDSApplication

7. Others Important Information

1. The Candidates Guide above has attempted to answer most of your questions and concerns. If you still have any clarifications, please feel free to write to mc.bolivia@aiesec.net 2. Make sure you have read the Candidate's Guide thoroughly before filling out the application!

3. Talk with previous OC for inputs/sharings.

Let’s go!

Building the Golden Age Together