Contents *Role and responsibilities *Project description *Experience and competences required *Presence *Application Form
Role The conference Manager is responsible for the overall success of the conference: conducting the application process for the Facilitators, communication with the OCP, tracking of the complete conference team, interface with the EBs, having an overview of all the processes. The main tasks during the conference are managing the conference team and all the expectations of different stakeholders (MC, Facilitators, OC, Chair, Externals) and supporting the OC and Chair.
Responsibilities OC Management ★ Tracking the OCP – regular communication (one meeting every 2 weeks in general, and 1 meeting every week before the conference) ★ Heaving a clear overview regarding the conferences timeline, DDLs and drive the OC towards them ★ attend OCMs during the conference (also before the conference from time to time) ★ reflection with the OC – team time ★ interface to Facilitator and Chair ★ transparency during the preparation of the conference (bringing updates every time when they are needed
Way of working with the MC ★ facilitating communication between OC promo and MCVP Marketing/ NST responsible regarding the conference team and all promo materials ★ keep in touch with the Agenda Manager responsible from the MC, keep track on the agenda timeline, ask for information
Responsibilities Crisis management ★ solving problems in conference team and heaving back up plan for every situation ★ approachable at all times ★ responsible in case of emergency before and during the conference
Overall conference management ★ ★ ★ ★ ★ ★ ★
heaving financial overview (2-3 scenarios) keep the LCPs and EBs updates (recommended to provide information to them) realize the conference and keep overview addressing the chair together with the MC responsible keep in contact with the Agenda Manager(s) and Chair regular updates and reminders to the OC knowledge and information management (centralize feedback, track the OC to do the evaluation in time, send it to the AIESEC Romania network) ★ collaborate with the LCVP TM of each organizing OC to create a development plan for the OC (ex. crisis management, project management) ★ responsible for sending the final report of the conference to AIESEC Romania network (makes sure the OC does the evaluation, and that the Agenda Manager is sending the outputs for the sessions)
Project description WinCo 2016 - 14/January -17/January SprinCo 2016 - 31/March - 3/April NC 2016 - 7/July -10/July iTtT 2016 - 28/August -31/August RockMe 2016 - 22/September - 25/September RYLF 2016 - 17/November -20/November ★Duration of the project: 12 months (1st of January – 31 of December 2016 + transition period: during RYLF 2015). ★Working time per week: 10-15h per week in general, 20h per week one month before conference.
Experience and competences required Experience ★ Required: current/ past EB experience, CC experience; at least one year AIESEC experience; OC experience at conferences. ★ preferred: conference/ agenda manager experiences.
Competences ★ Committed to results, good communication skills (facilitate the communication between the MC and OC and the LCP of the organizing LC. ★ Planning and organizing skills. ★ Time and self-management. ★ Efficient working. ★ Team management. ★ Efficient working with different kinds of software (Google Docs, MS Office, E-mail, Others).
Presence ★ The CM will work closer to the MC. ★ The CM will have to: ✴ Participate to the conference meetings ✴ CM should check the location of each conference before the contract is signed and make sure it has everything required for the success of the agenda and overall success of the conference. ✴ Presence of each OCP election and brings inputs if necessary. ✴ Helps the OCP to make the structure of the OC. ★ Attend at least one team building and facilitates strategic meetings (ex. Feedback sessions, milestones meeting on sales, etc.).
What is provided? ★ Travel costs to and from conference venue. ★ Accommodation and meals during pre-meeting, conference and post-meeting. ★ One travel costs to each OC.
Application form A. Personal ★ Full name: ★ Current/ Last AIESEC position: ★ E-mail address: ★ Phone number: ★ Skype ID: ★ Date of birth: ★ Year of university: ★ When did you join AIESEC: ★ Languages and levels: (Listening, Reading, Writing, Speaking with the levels Basic, Good, Advanced, Native)
Application form B. Professional 1. Why have you applied to be the AIESEC in Romania National Conference Manager? 2. Please list your motivation and expectation towards this position. 3. What other commitments do you have from now until December 2016? 4. What is the most challenging experiece you had in managing a conference? How have you dealt with that situation? 5. Please submit 2 reference letters along with your application, from a person who coordinated you and from a person whom you coordinated, especially highlighting you experience in conference management. 6. What are your strongest skills and assets that you can bring to AIESEC in Romania? What are the skills you would like to develop? 7. Please list all the rolls and positions you’ve had in AIESEC including the date, duration, responsibilities and main achievements. 8. Please list all the AIESEC conference you have attended including name, location, date and role. 9. Please make a timeline for WinCo 2016 and SprinCo 2016 and attach it to the AF. 10.Please provide any further information you believe is important for the selection process.
For questions regarding the application process and about the position, contact Klaudia Mondek, National Conference Manager 2015. Please send you application to klaudia.mondek@aiesec.net and bogdan.manea@aiesec.net in PDF format named:
Name_Surname_ConferenceManager_Application_2016.pdf
The Deadline for sending your application is 2nd of November 2015, 23:59 PM
Good luck!