OCP + OC NatCo 2016.2 Application Booklet 2nd Round

NatCo OCP and OC Application

OCP DDL: 19/09, 23:59 GMT+2 OC DDL: 20/09, 23:59 GMT+2

1. You must answer all the general questions, plus the specific ones for the role you are applying. If you are applying to more than one position, you have to answer the specific questions of both.

2. All questions must be answered completely. If it is incomplete or in blank, the application will not be accepted.

Release of application: 13/09

Deadline for OCP: 19/09 Deadline for OC: 20/09

3. All questions must be answered in English.

Interviews: from 19 to 22/09 4. Your application must be in .PDF and it must be sent to hugo.munarini@aiesec.net by the deadline.

19th

5. The deadline to send the application is September for OCP and 20th for OC. Late applications will not be accepted under any circumstances.

6. You will receive an email of confirmation within 24 hours after the deadline.

Selection/results of OCP: 21/09 Selection/results of OC: 23/09

NatCo: 1st weekend of Dec. (03 and 04/12)

OC ER**

OC FIN/Shop

*OC Structure may change after election of OCP. **OC ER will be one of the members from the National Sales Force.

OC Log/Materials

OC COMM

Job Description

Personal Skills

OC Team Management - Guarantee that the Conference Plan is delivery in the deadlines and with quality by all OC members.

- Facilitate team direction; - Team Management; - Create, review and manage the conference plan, and report regularly to the Conference Manager; - Hold team members accountable to team plans; - Lead by example; - 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

Planning and Tracking; Team Management; Patient; Multifunctional and flexible; Results & Solution Oriented; Problem Solving Skills; Quick response to demand; Calm under pressure; Analytical; Easygoing.

General Event Management - Assist MC representatives with logistical organization of the conference; - Manage the relationship with the hotel with the Conference Manager; - Ensure financial policy and procedures are maintained before, during and after the conference; - Track daily Shop sales together with OC Fin; - Help on fundraising for the Conference;

Make a final report with in 15 days the end of the conference.

Job Description - Manage the financial resources in the most effective way to ensure financial sustainability - 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 externals 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 shop; - Obtaining competitive prices from suppliers where appropriate, to ensure cost effectiveness, and ensure the products are made on the right time.

- Ensure all the suppliers payment; - Be responsible to organize, sell what is left of the shop during the conference; - Tracking the online shopping; - Tracking and ensure shopping payment; - Create and implement sales strategies for online shopping and for the conference.

Personal Skills Ability to deal with multiple tasks; Work well under pressure, and resistant to stress; Results oriented; Quick-responding; Patient; Focus; Budget and Finance; Experience; Excel skills; Strategic thinking; Problem solving approach; Hardworking.

Job Description

- Be responsible for the design of all materials of the conference (badges, T-shirts, bracelets, folders, starting from the logo); - AIESEC, OC and MC brand position during all conference; - Work on the Internal Promotion Strategy (Conference promotion, online promotion etc.) ; - Taking Pictures, Make Videos, collect testimonials, - Make virtual and physical delegates Interact; - Create a nice and charming environment; - Communication with LCs during the conference (promote what is - happening in the conference to people who are not attending in person (web, videos, twitter, facebook...); - Final Responsible for Social Medias interaction and virtual environment of the Conference.

Personal Skills

Excellent communication skills - oral and written English; For this positions in particular is REQUIRED a good level of English because all the conference communication and materials will be in English; Resilient; Ability to manage virtual teams/work groups Ability and interest in working in multicultural environment; Deal with multiple tasks; Inter-personal and communication skills; Fast responding; Creative, open-minded; Ability with programs for crating and editing images and videos.

Job Description

- Look for possible venues for the conference; - Booking of the venue for the conference; - Ensure overall logistics of the conference run smooth; - Ensure the quality of the sessions, regarding materials and infrastructure; - Help every other teamster, 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 full understanding of any special procedures inside the venue; - 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 the delegates packages (if existent); - Ensure pleasant stay for the delegates.

Personal Skills

Planning and Tracking; Team Management; Patient; Multifunctional and flexible; Results & Solutions Oriented; Problem Solving Skills; Quick response to demand; Calm under pressure; Analytical; Easygoing.

Name Email

Your picture

LC

Role Phone Skype

Area/Software Microsoft Office Adobe (PS, AI, Premier, After Effects) Finances Sales Team management

Skill level (0 to 10)

Experiences

List your previous 2 experiences inside AIESEC Dates

Role

Activies

Results

List 2 of the most important events or conferences you have attended (inside or outside of AIESEC), and talk about how well they were organized.

Event

Dates

Role (delegate, OC...)

Organization of the event

(OCP Applicants)

Time 09:00 10:00 11:00 14:00 15:00 16:00 17:00 18:00

19/09

20/09

(OC Applicants)

21/09

22/09 1. Which position are you applying for? If you are interested in more than one position, rank it.

2. Why do you want to be OC of NatCo 2016.2? Why do you want to be a part of a team with MC Lumi? (max. 8 lines) 3. What is the importance of being solution oriented? Are you used to working under pressure? Share a team situation when you worked under pressure.

Ps.: remember the role you are applying. (max. 15 lines)

19:00 20:00 21:00 22:00

4. What are the main challenges to the OC Team of a national conference? How would you (and the OC) overcome them?

1. What is your motivation for being OCP of the next national conference?

2. How you see yourself as a leader of a team under pressure?

3. What will be your main focuses as an OCP? What are 2 factors that will make the conference a success? List and comment them.

1. What strategies do you have to promote the conference?

Create a timeline from the election of the OC until the conference itself.

2. How do you see the mood of the conference? What would you do, regarding you job description, to make the delegates feel it?

3. What are the main points of attention in the job description of the OC COMM? How would you overcome them?

1. What are your main ideas to have a sustainable conference?

2. What ideas to you have for an attractive and profitable shop?

What products could be offered and how to make payment in an easy way?

3. What are the main points of attention in the job description of the OC FIN/Shop? How would you overcome them?

1. What are the 3 main challenges and the 3 main learning points in the job description of the OC Log/Materials?

2. How do you think the OC Log/Materials is connected with the other OCs? What would be your main responsibilities and how would you work with the rest of the team? (Max. 8 lines) 3. Analyzing the logistics aspects of previous conferences (transportation, agenda, delegates, meals, breaks, etc.), what would you say were the main difficulties or problems and what are your ideas to avoid them or making them not happen during the conference?

Should you have any questions, feel free to contact me at: hugo.munarini@aiesec.net No application will be accepted if sent after the deadline.