AIESEC Stockholm Job Descriptions by VP Communications

AIESEC Stockholm Leadership Team Job Descriptions 2011/2012

Table of Contents Table of Contents ......................................................................................... 2 Introduction ................................................................................................. 3 Glossary of terms ......................................................................................... 3 General expectations from the Local Committee Executive Board Members 2011/2012 ................................................................................................... 4 Local Committee President (LCP) .................................................................... 5 Vice President Finance (VPF) .......................................................................... 7 Vice President Communications (VP Comm) ..................................................... 9 Vice President of Talent Management (VP TM) ................................................ 11 Vice President External Relations (VPER) ....................................................... 13 Vice President Outgoing Exchange (VP OGX) .................................................. 15 Project Manager Outgoing Exchange (PM OGX) .............................................. 17 Vice President Incoming Exchange (VP ICX) ................................................... 18 Project Manager Incoming Exchange (PM ICX) ............................................... 20 Reception Manager (RecM) .......................................................................... 21

Introduction This booklet outlines the job descriptions of the Leadership Team of AIESEC Stockholm; however, they may vary according to the needs of current state of the Local Committee. The most important thing is that the leaders have clearly defined responsibilities and they cooperate to reach the goals of the organization.

Glossary of terms In AIESEC there are abbreviations used for the most commonly used terms. Here is a list of abbreviations used in this booklet.

MC Member Committee (National Committee) LC Local Committee P President VP Vice President PM Project Manager MCP Member Committee President LCP Local Committee President EB Executive Board (LCP and VP) LT Leadership Team (EB and PM) OC Organizing Committee TM Talent Management (Human Resource Management)

Comm Communications (Marketing) ER External Relations ICX Incoming Exchange (Corporate account Management) OGX Outgoing Exchange (Non-corporate account Management) F Finance XP Experience EP Exchange Participant (student or recent graduate) TN taker Company receiving an intern CEED Culture Envoy for Exchange Development (Internal Exchange)

General expectations from the Local Committee Executive Board Members 2011/2012 Attendance of local meetings: Leadership Team Local Committee Training sessions in the relevant functional area Attendance of all national conferences: Impact 2011 (Linkoping): May 5-8 ScaLDS 2011(Finland): August 4-7 Engage 2011 (Ume책): mid October National Presidents Meeting (for LCPs only): beginning of December Unite 2012: last week of January Impact 2012: first week of May For LCPs: attendance of EuroCO 2011 For LCVPs and PMs: attendance of WeGrow 2011 Execute duties from June 1st, 2011 to May 31, 2012 Ensure transition for the successors LCP workload: 20 hours per week LCVP and PM workload: 15 hours per week NB! Hours estimations is based on average and may vary on weekly basis, for example, due to a conference.

Local Committee President (LCP) Role The LCP is managing and coordinating the EB. He/she represents AIESEC on local, national and international level both internally and externally. The LCP together with the EB is responsible for the overall coordination and leading of AIESEC in his/her local chapter. Responsibilities  EB Team Management (chair meetings, evaluation and feedback, etc.) Coach of EB members Ensure common direction of EB Organize and coordinate team activities Create learning platform within the EB  Strategic Direction Manage and track local planning processes Align different areas towards a common LC direction and track the goal achievement Ensure long term perspective and vision of local chapter of AIESEC  Additional for projects Responsible for the strategic direction of projects on a local level o Communicate the strategic direction of projects on a national level o Set long term goals and measurements for success in projects together with VP ICX &OGX  Coordination Ensure alignment with national and international direction Coordinate LC activities, initiatives and teams Coordination of leadership body  Representation Represent the LC internally and externally Participate in meetings or events of high importance (together with VP ER and VP ICX) Positioning towards and cooperation with other student organizations  Legal / Financial Management Responsible for all legal actions within local chapter of AIESEC in Sweden (compendium, statutes, legislation) Responsible for budget management and financial compliance together with VP Finance

Represent local chapter of AIESEC in Sweden on local, national and international level (conferences, cooperation) Measures of Success ď ś Overall goal achievement of the LC ď ś General: # of members & retention rate, # of leadership positions, # of exchanges # of people with both exchange and leadership Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking Delegation Innovation & creativity

Knowledge Profound knowledge of the current and past organizational direction Organizational behavior National direction alignment The AIESEC Way Global Competency model Brand experience Financial Management

Workload -

12 months (from 1st of June 2011 until the 31st of May 2012); 20 hours a week; Availability on weekends for events; Attendance of all local and national conferences.

Vice President Finance (VPF) Role The Vice President Finance is responsible for proper short and long term financial management, accounting and financial transparency. Furthermore, he/she is in charge of support teams in other areas with financial planning and management. Responsibilities  Financial management and controlling obligations Support the LC to improve the financial management and sustainability Ensure proper financial documentation and accounting Constant cost and revenue control (budget and cash flow) Track all revenues from signed contracts Debt management (members and interns) Control and support OC and project teams with financial management Analysis of different financial issues (prioritization of expenses, project evaluation, scenario analysis) Long term financial management (track the payments and usage of the resources in the most effective way to allow the organization to grow its results) Manage allocation of all the financial resources for the LC Finding and realizing possibilities for saving expenses Developing strategies for income diversification  Grants Creates the strategy for grants at LC level (including research and application for national and international funds) Tracks all initiatives developed at local level together with project responsible  Legislation Prepare bi-annual report Direct work relationship with MC VP Finance Keep tracking of the finance membership criteria for the LC  Additionally Further implementation of Finance learning environment and knowledge management on local level Interaction with VP Fs of other LCs within Finance Commission Specific transition to next VP F

Measures of Success    

Positive audits, reports submitted Diligent conduction and transparency of the documents and documentation Fund applications sent out and success rate Budget adjustments, especially cost exceeding

Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking Delegation

Workload -

12 months (from 1st of June 2011 until the 31st of May 2012); 15 hours a week; Availability on weekends for events; Attendance of all local and national conferences

Vice President Communications (VP Comm) Role The VP Communication is the main responsible for creating a strong, brand aligned exposure and image for AIESEC amongst our stakeholder groups, managing the global brand in local chapter of AIESEC as well as external and internal communication issues. He/she is responsible for ensuring that AIESEC is profiled in local/national media. Furthermore, this person is overall responsible for managing online presence of AIESEC Stockholm. Responsibilities ď ś Marketing Team Management (coaching, evaluation and feedback) Support recruitment promotion Package all AIESEC activities in terms of visual design Assure that Talent Planning takes design and marketing skills into consideration when recruiting new members ď ś Planning, Tracking, Coaching and Reviewing Internal Communication o Information management within the LC (newsletter, googlegroup etc.) o Communication with the MCVP Comm o Specific transition to the next VP Comm o Knowledge management of the area and brand and communication education o Management of Marketing and Communication team members External Communication o Coordination of approaches towards media o Carry out PR and media activities o Identify, acquire media partners o Account management of existing media partners o Informing important stakeholders about our activities through newsletters o Creating an annual report as additional communication material o Represent local chapter of AIESEC on relevant external events o Maintaining representative online channels throughout the year

Measures of Success      

Number of media partners Number of media appearances Quantity and quality of newsletters to different audiences (internal & external) Number and quality of realised AIESEC-representation opportunities at events Average of applicants for VP Comm next term Average degree of online presence (measured by number of page visits / contribution)

Skills Team management Coaching Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking Delegation Innovation & creativity Meeting management Preferred: Web design Preferred: Graphic design

Workload -

12 months (from 1st of June 2011 until the 31st of May 2012); 15 hours a week; Availability on weekends for events; Attendance of all local and national conferences.

Vice President of Talent Management (VP TM) Role LC VP Talent Management is the final responsible for the implementation of the Talent Management processes and Talent Development programs (listed accordingly to the Talent Management System definition) at local level. The role of the LCVP TM is to guarantee these processes are happening smoothly in the LC, contributing to the recruitment, development, retention and performance of the members. Responsibilities  TM Team Management  Planning, Tracking, Coaching and Reviewing (final responsible for TM LC plan)  Implementation of the TM Processes: Talent Planning Open position marketing (in cooperation with VP Comm) Talent Selection Talent Induction Talent Goal Setting & Orientation (including Career Planning); Talent Allocation Talent Education & Training (responsible for communication of development opportunities – CEEDs, national and international Conferences, FACIs opportunities, trainings) Talent Coaching Talent Tracking & Pipeline Management Transition (provide support to LCP and assure LCVP TM transition) Talent Performance Assessment Talent motivation - Rewards & Recognition (prepares a budget for R&R along with the VP F; Supervision for the execution of the system)  Implement Talent Development Programs: Manage the learning environment education and support its set up in projects Coordinate the learning environment elements  Recruitment: Plan recruitment goals of new members according to the LC needs Cooperate with VP Comm and VP OGX in creating the concept and the recruitment plan  Further Global Competency Model and alignment of TM processes with it  Prepare JDs for all members in cooperation with the other VPs  Keep track of the achieved results of the LC members  Communication with the MCVP responsible to the area  Specific transition to the next VP TM 11

Measures of Success      

Number of active Local Committee Members Number of Members with Exchange + Leadership Experience Quality of @XP stages % of Job Descriptions outlining clear responsibilities for each position in the LC Retention rate of members Average of applicants for VP TM next term

Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking Delegation Innovation & creativity

Workload -

12 months (from 1st of June 2011 until the 31st of May 2012); 15 hours a week; Availability on weekends for events; Attendance of all local and national conferences.

Vice President External Relations (VPER) Role The VP External Relations is the main responsible for the stakeholder management including the representation of local chapter of AIESEC in Sweden. Additionally, he/she is in charge of selling activities, expanding accounts and developing new partnerships. Responsibilities  Selling Team Management (coaching, evaluation and feedback)  Planning, Tracking, Coaching and Reviewing  Stakeholder Management Ensure an ongoing communication with important stakeholders (entities) Engage different stakeholders in our activities Build up the communication basis with Alumni in order to capitalize on opportunities with them Ensure regular communication with partnering companies for identifying further cooperation possibilities Identifying interesting organizations for getting to know and to check possible cooperations  Sales Activities Weekly meeting with all the members of local chapter of AIESEC in Sweden involved in selling – no matter the area and the team – to ensure coordination of the sales activities as well as a structured and common workflow Identify & acquire new local partners Identify & acquire new local TN takers Review existing product portfolio & develop new products together with VP ICX Represent local chapter of AIESEC in Sweden on relevant external events together with VP ICX  Financial control of the area (budgeting)  Communication with the responsible MCVP  Specific transition to the next VP ER  Knowledge management of the area

Measures of Success     

Number Number Number Number Number

of of of of of

Partners & Supporters TN takers companies & organizations participating in local activities Alumni involved in local activities applicants for VP ER in the next term

Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking Delegation Sales

Workload -

12 months (from 1st of June 2011 until the 31st of May 2012); 15 hours a week; Availability on weekends for events; Attendance of all local and national conferences.

Vice President Outgoing Exchange (VP OGX) Role The Vice President Outgoing Exchange is the responsible of local chapter of AIESEC in Sweden regarding the strategies on the Exchange Participant (EP) side. She/he is responsible for raising and selecting suitable good quality EPs, as well as providing them with the necessary preparation and information to have a significant experience on the “Exchange” stage of their AIESEC XP. She/he should seek to implement international and national strategies, as well as to build international co-operations to increase the quantitative and qualitative performance of the LC. Furthermore, the VP OGX is responsible for developing strategies and controlling different projects in order to ensure growth in quality and quantity in all the project pillars. Responsibilities  Develop and implement strategies to ensure sustainable growth in Outgoing Exchange  Market segmentation, recruitment (promotion & selection), preparation, delivery and re-integration of Exchange Participants together with VP TM and VP Comm  Responsible for quality of all exchange-related processes on the EP side  Increase LC knowledge on exchange processes  Create year plan for the projects allocated to the area according to the national and local priorities together with LCP & VP ICX  Set long term goals and measurements for success in projects together with LCP and OGX Project Managers  Coordinate and track realization of projects  Track and Coach OGX Project Managers Team Leaders  Cooperation with exchange VPs on national level  Gather and promote best practices from international and national level on exchange  Guarantee a proper knowledge management, evaluation, pipeline & transition in the OGX area  Build & manage international co-operations that will lead to growth on OGX side  Financial control of the area (budgeting)  Communication with the MCVP responsible  Specific transition to the next VPOGX

Measures of Success     

Number of EPs raised, matched and realized Number of EPs realized through projects Quality of the exchange preparation and re-integration Retention rate of members in the teams Average number of applicants for VP OGX for next term

Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking Delegation

Workload -

12 months (from 1st of June 2011 until the 31st of May 2012); 15 hours a week; Availability on weekends for events; Attendance of all local and national conferences

Project Manager Outgoing Exchange (PM OGX) Role The Project Manager of Outgoing Exchange plays strategic leadership role in EP recruitment and realization in AIESEC Sweden for the particular project. The PM (OGX) responsibility is to provide leadership and guidance to his/her project team, in achieving the project objectives and goals. The PM OGX will work closely with the LC VP OGX and MC VP OGX to ensure quantity and quality exchanges. Responsibilities  Local strategic direction Align project goals and direction with AIESEC Sweden’s national focus areas Develop a project plan with clear activities, roles, responsibilities and deadlines and maintain year plan in order to accomplish short term goals  Outgoing exchange processes Conduct market research and segmentation Identify & acquire new project partners Recruit EPs according to the goals and focus area of the project through marketing activities, information meetings and review boards Ensure EP preparation for exchange and re-integration afterwards Make sure the internships are matched through the exchange module Visa and documentation support for project EPs Track outgoing exchange activities and results in the project Measures of Success  Number of EPs raised, matched and realized within project  Number of project partners  Number of EPs reintegrated Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking

Knowledge National direction alignment The AIESEC Way Global Competency model Brand XP Myaiesec.net Exchange processes Project management

Vice President Incoming Exchange (VP ICX) Role Vice President Incoming Exchange’s responsibility lays in the connection between the organizations which take AIESEC interns and AIESEC as an organization. Therefore, his/her tasks are delivery, quality management and reselling activities of the Incoming Exchange as well as developing strategies to ensure growth in quality and quantity in the exchanges. Responsibilities  Account Management Sustain/expand existing partnerships and ensure delivery on all levels Regular measurement of partner satisfaction Ongoing evaluation & promotion of involvement opportunities Review existing product portfolio & develop new products together with VP ER Represent local chapter of AIESEC in Sweden on all relevant events together with VP ER  Incoming Exchange Management Develop and implement strategies locally to ensure sustainable growth in Exchange (aligned to national direction) Local matching operations for Incoming Exchange Implement the measurement system for TNs and incoming interns  Projects Set long term goals and measurements for success in projects together with LCP Create project year plan on LC level according to the national and local priorities together with ICX Project Managers and LCP Confer the teams education and know-how support Coordinate and track realization of projects  Financial control of the area (budgeting) together with VPF  Communication with the MCVP responsible  Specific transition to the next VPICX

Measures of Success      

Number of incoming exchanges raised & realized % of realization of Exchange goals in the LC plan; Number of TNs raised; Realization rate of TNs; Growth in quality and quantity of exchange based on projects; Number of people applying for VP ICX next term

Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking Delegation

Workload -

12 months (from 1st of June 2011 until the 31st of May 2012); 15 hours a week; Availability on weekends for events; Attendance of all local and national conferences

Project Manager Incoming Exchange (PM ICX) Role The Project Manager of Incoming Exchange plays strategic leadership role in sales activities of local chapter of AIESEC Sweden for the particular project. The PM (ICX) responsibility is to provide leadership and guidance to his/her project team, in achieving the project objectives and goals. The PM ICX will work closely with the LCVPICX and MC VP ICX to ensure quantity and quality exchanges. Responsibilities  Local strategic direction Align project goals and direction with AIESEC Sweden’s national focus areas Develop a project plan with clear activities, roles, responsibilities and deadlines and maintain year plan in order to accomplish short term goals Incoming exchange processes Make market analysis and segmentation Book and attend company meetings together with project members Make sure that the TN contracts are signed Make sure the internships are matched through the exchange module Track incoming exchange activity and results of the project and hold team members accountable towards their commitments and responsibilities Coordinate the documentation needed together with Reception Manager Measures of Success  Number of TNs raised, matched and realized within project  Satisfaction level of TNs and arrived interns Skills Team management Coaching Planning & Tracking Presentation & Facilitation Leadership Interpersonal communication Negotiation Strategic & analytical thinking

Knowledge National direction alignment The AIESEC Way Global Competency model Brand XP Myaiesec.net Exchange processes Project management

Reception Manager (RecM) Role The Reception Manager plays very important role in ensuring the quality of the incoming exchange in AIESEC Stockholm. They ensure that the AIESEC promise of welcoming and support to the international trainees is fulfilled. Responsibilities  Communication process with the incoming trainee  Legal matters Visa application process Obtaining legal status from Swedish authorities  Housing management Arranging accommodation Tenant management  Reception and integration activities Measures of Success  Feedback and evaluation from the interns and TN takers  % of interns legally staying in Sweden  Vacancies in the intern apartment Skills Team management Coaching Planning & Tracking Leadership Interpersonal communication Negotiation Strategic & analytical thinking

Knowledge National direction alignment The AIESEC Way Global Competency model Brand XP Myaiesec.net Exchange processes Legal document processes for Incoming Exchange