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Congress Committee Application
Proudly brought to you by ; AIESEC Tanzania I AIESEC Ethiopia I AIESEC Uganda I AIESEC Rwanda I AIESEC Kenya
7th East African Pioneers Congress, 2013 - Kenya
Dear Applicants The East African Pioneers Congress is an annual gathering of AIESEC members in the 5 member countries AIESEC in Tanzania, Ethiopia, Rwanda, Uganda & Kenya whose main objective is building responsible youth leadership for Africa’s future and fostering a solid cooperation in the region. It attracts delegates from East African and International University students who are empowered with valuable skills and qualities needed to have a positive impact on society. AIESEC provides you with many opportunities, and one of these is managing an AIESEC Conference, which provides you with an amazing leadership role, which is offered to all AIESEC members. It is one of the most challenging and amazing experiences that an AIESECer can have during their AIESEC experience. This is a position for a dedicated, enthusiastic individuals who are hard working and committed to seeing a successful conference. If you are up for the challenge and want to increase your skills and networks, apply now for one of the most gratifying positions AIESEC can offer you. All the Best in your Application
7th East African Pioneers Congress, 2013 - Kenya
Instructions: Each candidate must prepare in their application kit: 1. Application Questionnaire a. Answer all relevant questions in the questionnaire booklet b. Creative template is valued c. All events/conferences/skills/internships etc listed in this application should also be reflected in your profile on myAIESEC.net. 2. Curriculum Vitae a. Send your most recent CV b. Maximum 2 pages c. Include all relevant AIESEC and Non AIESEC Experience 3. Endorsement Letter a. team member of a team you have led. b. Can be presented in any format c. Must be signed and contain contact information
YOU must present the application kit zipped with all the PDF DOCUMENTS requested to maiyo.kipkemboi@aiesec.net by the
DEADLINE, 13th April, 2013 0000 hrs GMT +3.
JOB DESCRIPTIONS Congress Committee President: Your mail role will be to guide and coach your team the best way possible. You will be the congress responsible and you will get a team of approximately 5 people assigned to you, with whom you will cooperate. You will make sure that there’s a common understanding of the congress and that everyone from the CC knows his/her responsibilities. Main Responsibilities: Strategy outline and goals setting - evaluation • You are responsible for drawing up the goals and strategy of the congress • You will translate your goals into executable and manageable actions • You will communicate this to your team in an effective way • You are responsible for the complete follow up of the congress • You will adapt the strategy if goals are not realized
7th East African Pioneers Congress, 2013 - Kenya
Team coach and motivation • You will prepare and chair all meetings with your team • You will make sure that everyone knows his/her responsibilities • You will function as the main motivator for your team, make sure they do what they like to do Problem solving • Deal with unforeseen circumstances • Make sure you are informed about every step of the project • Make sure you brief everything towards your CC, this way they stay informed as well • You will be responsible for the communication between the CC and the MC Reporting to MC responsible • You will report on a regular basis to MC • He/she should be able to take over the congress in case you are unable to execute your responsibilities ( in case of illness or vacation ) • Your MC can help you making decisions • A sustainable flow of information should be guaranteed bottom-up CCVP Marketing & Communication Event Management Ensure that key corporate sponsors and speakers are secured for the conference Ensure that all marketing material is complete and ready before the conference starts Coordinate all sponsorship agreements with the CCP and MC Marketing, Promotion and Public Relations Use university, Local and National press to ensure event has long-run benefits from the exposure gained. Co-ordinate team activities to ensure cash and in-kind sponsorship is raised Creating marketing material for the conference Liaise with the MC to develop marketing material based on conference theme Use university, Local and National press to ensure event has long-run benefits from the exposure gained. CCVP Logistics Event Management
Assist the MC with logistical organization of the conference
7th East African Pioneers Congress, 2013 - Kenya
Find the conference site and sign agreement with conference venue Coordinate with the site administration leading up to, during and post conference Manage transportation for MC, facilitators and delegates from other LCs to and from the venue
CCVP Finance Financial Management
Handle all finances for the CC Responsible for coordinating with MC to issue all receipts and invoices during the conference Working with the MCVP Finance to ensure all transactions are made through proper banking channels Working with the MCVP Finance to ensure all transactions are recording using proper accounting software Follow MC Financial Policies Responsible for facilitating internal audit for CC finances after the conference
CCVP Delegates Servicing Delegate Management:
Co-ordinate team activities to ensure the conference is marketed and promoted to AIESEC East Africa members Marketing conference to all delegates Responsible for delegate registration Responsible for preparing and sending communications to delegates Mailings Ensure emergency systems are in place Hospital, fire, police knowledge Distribute information to delegates Nametags & photos Ensure systems are in place for delegate needs during conference Delegate packages Coordinate with the MC & LCPs to communicate key facts and details about the conference Delegate servicing for all delegates and conference management team (Chair, MC and facilitators)
7th East African Pioneers Congress, 2013 - Kenya
QUESTIONAIRE CONTACT INFORMATION First Name Surname Permanent Telephone Personal Email STUDIES AND WORKING EXPERIENCE 1. Please provide details of your highest academic level achieved, studies completed and other relevant academic backgrounds.
2. Please give details of all relevant practical and professional experience in chronological order (starting with the most recent). Indicate whether it was full-time, vacation work or another type of position. Dates
Work/Employer
Description
Responsibilities/ experience and knowledge gained
AIESEC EXPERIENCE 3. List all positions held and for which year. (If applicable) Dates
Position
Key Learning
4. Please list the National/International AIESEC conferences you have attended in the table below. (If applicable)
7th East African Pioneers Congress, 2013 - Kenya
Year
Meeting
Your Role (Delegate, OC, Facilitator etc.)
5. Rank the 3 main areas where you have had the most experience. Highlight briefly your experiences in each. Area
Describe briefly your experience
How would this benefit the position you are standing for?
6. What have been your main achievements in AIESEC? (If applicable)
Detailed Questions for CCP 1. Why have you decided to run for CCP for The East African Pioneers Conference? 2. What do you believe is the role of an CCP? Briefly explain how you see yourself fitting that role. 3. As CCP what are your five main priorities for ensuring a successful Conference? What strategies would you propose for each one and what results would you like to see in each of those areas? 4. As CCP how would you successfully coordinate with the Executive Body to run this conference? 5. Name three tools and strategies to promote Pioneers Regional Congress to AIESEC East Africa leaders? 6. Mention 3 of your strengths and 3 of your weaknesses and what you are doing to overcome them? Has AIESEC helped you in gaining any of the strengths or working on some of your weaknesses?
7th East African Pioneers Congress, 2013 - Kenya
7. Please explain any experiences you have had with coordinating an event, or the development of a project, and highlight your experiences in working with a team. 8. Imagine, you are two months down your term, and your conference partnerships are not working out, and the venue has just backed out. Adding onto this you are not enjoying your CCP term, not getting the learning you had expected and are under immense pressure from your parents, university, friends and AIESEC due to time constraints. You also have a team of 4 which is not performing. What are you going to do under such circumstances? 9. If you are not selected as the Congress Committee President, who will you blame and why? Detailed Questions for Congress Committee VP Team 10. Why have you decided to run for CCVP for East African Pioneers 2013? 11. As CCVP what are your three main priorities for ensuring a successful Pineers Regional Conference ? What strategies would you propose for each one and what results would you like to see in each of those areas? 12. Mention 3 of your strengths and 3 of your weaknesses and what you are doing to overcome them? Has AIESEC helped you in gaining any of the strengths or working on some of your weaknesses? 13. Please explain any experiences you have had with coordinating an event, or the development of a project, and highlight your experiences in working with a team. 14. If you are not selected as the Congress Committee Vice President, who will you blame and why?
7th East African Pioneers Congress, 2013 - Kenya
Role Specific Questions: Answer only for the role(s) you are applying for CCVP Logistics: 1. Why did you choose to apply for CCVP Logistics? 2. As CCVP Logistics, what are your five main priorities for ensuring that the East African Pioneers 2013 does not have any logistical hassles? What strategies would you propose for each one and what results would you like to see in each of those areas? 3. Scenario question: how would you deal with this situation? An international delegate arrives at the conference venue, frustrated and angry at the CC for not picking him up at the airport. He insists that he emailed you and informed you about his arrival timings but you do not have any record of his email. What do you do? 4. Would you also like to work on another portfolio than the one you applied for? If yes, which would that be?
CCVP Marketing & Communication: 1. Why did you choose to apply for CCVP Marketing & Communication? 2. As CCVP Marketing & Communication, what are your five main priorities for ensuring that the Pioneers Regional Conference has the maximum support of external partners? What strategies would you propose for each one and what results would you like to see in each of those areas? 3. As CCVP Marketing & Communication, what are your five main priorities for ensuring that the Pioneers Regional Conference is effectively marketed to all delegates? What strategies would you propose for each one and what results would you like to see in each of those areas? 4. Scenario question: How would you deal with this situation? A partner arrives at the venue to see if the KES 200,000 in sponsorship money his company donated was put to good use. He sees that his banner is not in a visible location to other corporate partners, his “product launch corner� is not being promoted to delegates and other original promises made during the original negotiations are not up to his standards. He is threatening to not
7th East African Pioneers Congress, 2013 - Kenya
pay the remainder of the sponsorship amount because he says he has not gotten what he paid for. What do you do? 5. Would you also like to work on another portfolio than the one you applied for? If yes, which would that be? CCVP Finance: 1. Why did you choose to apply for CCVP Finance? 2. As CCVP Finance, what are your five main priorities for ensuring effective financial management for the Pioneers Regional Congress? What strategies would you propose for each one and what results would you like to see in each of those areas? 3. Scenario question: How would you deal with this situation? During your nightly inventory checks for the CC stall, you notice that a number of items are missing. Upon re-calculating the income, you also realize that some money has obviously been taken. What do you do? 4. Would you also like to work on another portfolio than the one you applied for? If yes, which would that be? CCVP Delegate Servicing : 7. Why did you choose to apply for CCVP Delegate Servicing? 8. As CCVP Delegate Servicing , what are your five main priorities for ensuring that the Conference does not have any Delegate hassles? What strategies 9. Scenario question: how would you deal with this situation? There was a confusion with delegate registration and you have charged 5 delegates late fees for registering late for the conference. However, they insist that they registered before the deadline, whereas your record shows that it was registered after, but you are not sure. They are very upset and your argument has upset the hotel management. How would you deal with this situation? 10. Scenario question: How would you deal with this situation? A delegate arrives at the conference venue, frustrated and angry at the CC for not picking him up at the train station. You have no record
7th East African Pioneers Congress, 2013 - Kenya
of her/his delegate registration or any confirmation from her/his LC. In addition, she/he refuses to pay full delegate fee because the delegate spent a considerable amount of it on transportation while trying to find the conference venue. What do you do? 11. Would you also like to work on another portfolio than the one you applied for? If yes, Which would that be?
BEST OF LUCK
7th East African Pioneers Congress, 2013 - Kenya