ORGANIZING COMMITTEE JOB DESCRIPTION AIESEC in Babez
ORGANIZING COMMITTEE PRESIDENT
OCP Role
Elaborate, track and evaluate the action plan for OC Team 2015.
Weekly financial, logistics and external relations report to the executive board of LC Babez
Guide the team performance.
Ensuring that the event/ project; is organized properly: logistics, internal and external promotion, quality of agenda / speakers/ EPs, gaining sponsorship and budget tracking.
OCP Preferred Skills/Experience
Attended at least one previous AIESEC event
Prior project/event management experience
Coaching and tracking skills
Professional communication skills
Ability to work under pressure
High level of emotional intelligence: ability to work under pressure and maturity in giving and receiving feedback
OCP Expected Learning Points
Managing a high performing team
Project and event management
Networking inside and outside of AIESEC
ORGANIZING COMMITTEE VICE PRESIDENT DELEGATE SERVICING
OC VP DELEGATE SERVICING Role
Managing the delegates registration campaign both physically and virtually
Communication with delegates
Maintain delegate help desk and hotline 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
Managing the guests invitation, both physically and virtually
Ensuring the guests are updated and confirmed on timely basis of the Forum
Providing required reception and hospitality preparation for the guests, in close synergy with VP ER&F
Maintaining separate help desk and hotline before and during the event for providing assistance to guests
Deliver a final report of the work done by his/her sub area.
Track team member’s performance.
OC VP DELEGATE SERVICING Measurable Results Expected
% Delegates
% Forum partners and speakers
% of participants satisfied with the event
% of event partners satisfied
Sponsorship gained (financial and in-kind)
Profit gained
ORGANIZING COMMITTEE VICE PRESIDENT COMMUNICATION
OC VP COMM Role ď ľ
Engaging the target audience with the event/project (through both physical and virtual promotion)
ď ľ
Managing virtual channels (Facebook, LinkedIn, Twitter; YouTube), engaging local media (Public Relations - PR) and Live streaming/Recording Pictures during event.
OC VP COMM Required competencies/Skills
Design skills (PS, Corel Draw or other software) and good communication will be important for developing attractive and professional campaign.
communication related background
PR experience
ORGANIZING COMMITTEE VICE PRESIDENT FINANCE
OC VP FINANCE Role
Manage the cash inflows and outflows of the organizing committee.
Develop and tracking of the budget (with OCP and activities / agenda manager )
Make the final report and make the respective loan disbursement
Responsible for all the legal documents regarding to companies, local, payments, etc.
Responsible for devising a budget
Once the event / project start help the OCVP Logistics.
OC VP FINANCE Preferred Skills/Experience ď ľ
Experience with managing budgets or accounting
ď ľ
Organizational skills
OC VP FINANCE Key Takeaways
Budget management
Accounting
Revenue and expenditure tracking
Strategic planning and decision making
ORGANIZING COMMITTEE VICE PRESIDENT AGENDA/ACTIVITIES MANAGER
OC VP AGENDA Role
Whole event’s model from developing the theme and agenda to inviting the speakers and aligning the sessions’ content.
Create the planning of the project
Ensure the good processing of the agenda
OC VP AGENDA Required competencies/Skills
Systemic vision
Good communication and high execution level.
Previous experience or event organization (inside or outside AIESEC)
Computer skills
ORGANIZING COMMITTEE VICE PRESIDENT EP’s SERVICING
OC VP EP’s SERVICING Role
Is responsible for servicing of exchange participants on all stages of the program
Constant communication, coordination and support
Ensure the matching process of the Eps ( interview , accepting note …)
Provide EP house / host family