Job Description Handbook Guideline Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
DEAR SENIOR MEMBERS,
TIGERS OF ASIA ARE LOOKING FOR 44 AMAZING INDIVIDUALS WHO HAVE WHAT IT TAKE TO CHALLENGE THEIRSELVES, BRAVE ENOUGH TO ADMIT THEIR PASSION, AND DRIVE THIS ORGANISATION IN MANAGEMENT BOARD LAYER. THROUGH THIS HANDBOOK GUIDELINE, WE WANT TO ENSURE THAT YOU HAVE DEEP UNDERSTANDING OF ALL THE POSITIONS, TAKE THE POSITION THAT YOU LOVE AND YOU ARE NOT
GOING TO REGRET FOR THE REST OF YOUR LIFE. IF YOU DON’T FULLY UNDERSTAND THE POSITION, YOU CAN ASK US DIRECTLY. BECAUSE WE WANT PEOPLE WHO IS PASSIONATE TO DRIVE THIS ORGANISATION AND TAKE OVER THE WORLD WITH US. HOWEVER IF YOU THINK THAT THIS OPPORTUNITY WON’T TAKE YOU TO THE NEXT LEVEL THEN DON’T TAKE THIS OPPORTUNITY. IF YOU THINK THIS CHALLENGE IS WORTH IT, GRAB IT QUICK BECAUSE IF NOT, SOMEONE ELSE WILL TAKE IT FROM YOU. WE’LL SEE YOU ON THE TOP OF THE MOUNTAIN, TIGERS.
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
FINANCE AND GOVERNANCE
VICE PRESIDENT: ARINDHA PURWANDARI (082111290990) OPEN POSITION FOR 4 MANAGERS: ACCOUNTING MANAGER (Specific Requirement: Accounting Student) JOB DESCRIPTIONS: - Record LC’s daily transactions - Prepare and report LC’s transactions in form of financial reports periodically - Assist Vice President of Finance to create the Annual Financial Report - Documenting financial archives - Prepare and send external documentation (invoices) - Prepare report for external about LC financial condition - Prepare and report recommendation for LC’s activities based on variance analysis. - Contribute in making input of variance analysis of budgeted and realized expenses and revenues periodically - Support Controller in maintaining project quality CONTROLLING MANAGER (No specific requirement) JOB DESCRIPTIONS: - Develop and implement exchange functional tracking in term of exchange fee and target achievement - Develop and implement non exchange functional tracking in term of financial activities and performance - Supervise Legality of all functional - Supervise Governance of all functional GENERAL ADMINISTRATIVE MANAGER (No specific requirement) JOB DESCRIPTIONS: - Implement cash outflow activities through reimbursement, cash advance, and petty cash system - Develop and maintain sustainable LC’s asset and supplies management - Supply and maintain LC’s logistics and assets - Assist the LC merchandise team - Handle LC’s letterings and documentation - Supporting LC UI towards Internal Audit PROJECT MANAGER (No specific requirement) JOB DESCRIPTIONS: - Develop and implement project and event tracking in terms of financial - Supervise legality of project and event - Supervise Governance of project - Analyze and Evaluate Project Condition in terms of financial, governance, and legality
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
HUMAN RESOURCE MEMBER DEVELOPMENT VICE PRESIDENT: HERDIAN (087887436872) DIRECTOR: INDIRA W. (08175106510)
OPEN POSITION FOR 3 MANAGERS: MENTORSHIP AND DISCOVERY MANAGER (No Specific Requirement) JOB DESCRIPTIONS: Responsible for the implementation of Mentorship Program - Hold mentor recruitment after LC recruiting new members. - Ensure every member already have a mentor. - Create Mentoring Syllabus (together with LCD Member Development). - Conduct Mentor Briefing. - Ensure the mentorship in LC is well-implemented. - Conduct the evaluation for mentorship program. Responsible for Potential Members Discovery - Conduct Mentor Meeting once in every two months, to evaluate mentoring session and know more about members’ current condition through mentors. - Synergize with Tracking and Assessment Manager, to discover members’ current condition through mentorship and personal documents (Competencies Assessment Tools and Performance Appraisal) and process the result together with Educational & Motivational Manager. TRACKING AND ASSESSMENT MANAGER (No specific requirement) JOB DESCRIPTIONS: Responsible for the implementation of Talent Tracking - Create member pipelines for every new member. - Ensure every functional and project are having a team in myaiesec.net. - Ensure every team member both in functional and projects are assigned in a team in myaiesec.net. - Synergize with Recruitment Manager in Program Delivery Division, to update the database of member taking roles in every month. Responsible for the implementation of Talent Performance Assessments - Conduct Appraisal Meeting (used to be CAT Session) in the beginning of every quarter. - Ensure every member already filled their personal documents (Competencies Assessment Tools and Performance Appraisal) before the implementation of Appraisal Meeting. - Evaluate personal documents (Competencies Assessment Tools and Performance Appraisal) to know about members’ current condition together with Mentorship & Discovery Manager, and process the result together with Educational & Motivational Manager.
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
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Process the result of personal documents (Competencies Assessment Tools and Performance Appraisal) into Talent Review File in every quarter, and submit it to myaiesec.net.
EDUCATIONAL AND MOTIVATIONAL MANAGER (No specific requirement)
JOB DESCRIPTIONS: Responsible for the implementation of Talent Induction - Conduct Local Conference for new members. - Together with Recruitment Manager, recruit members to be Organizing Committees in order to implement Local Conference. - Conduct Learning Circle. Responsible for the implementation of Talent Education - Conduct trainings based on LC and other functional needs. - Synergize with Mentorship & Discovery Manager and Tracking & Assessment Manager, evaluate members’ current condition through mentoring session and personal documents (Competencies Assessment Tools and Performance Appraisal). - Process the evaluation of members’ current condition to the next step: trainings, bonding, or recognition. Responsible for the implementation of Talent Motivation - Conduct LC Bonding once in every semester. - Synergize with Communication and Finance & Governance and hold LC Meeting in every quarter to give reward and recognition for members who have outstanding performance according to members’ personal documents (Competencies Assessment Tools and Performance Appraisal).
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
HUMAN RESOURCE PROGRAM DELIVERY
VICE PRESIDENT: HERDIAN (087887436872) DIRECTOR: HANS D. (089653130201) OPEN POSITION FOR 4 MANAGERS: RECRUITMENT MANAGER (No Specific Requirement) JOB DESCRIPTIONS: - Responsible for managing evaluation tools for recruitment (internal and external) - Coordinating and responsible in managing recruitment during the whole process of recruitment for synergize means (internal and external) - Coordinate with other functions for talent planning - Responsible in engaging predecessor committee with prospective committee through online info session TEAM MEMBER-LEADER PROGRAM DELIVERY MANAGER (No specific requirement) JOB DESCRIPTIONS: - Responsible in making development catalogue for projects and supporting organizational needs - Responsible in conducting Quality Control in our TMP/TLP program delivery (project and functional wise) for Reward and Recognition (from making evaluation tools until recapping) - Responsible in making Organizational Development and Evaluation for TMP/TLP Program (from research, interview and recapping results) - Responsible in making strategic plans in every quarter and have functions meeting for supporter functions GLOBAL INTERNSHIP PROGRAM DELIVERY MANAGER
(Exchanger Background Preferred) JOB DESCRIPTIONS: - Responsible for evaluate and conduct Quality Control for exchanger functions (GIP) delivery for every stakeholders (from making evaluation tools until recapping) - Responsible in making development catalogue for exchangers (GIP) organizational needs - Responsible in conducting Quality Control and Evaluation of GIP exchange process (from research, interview and recapping results) - Responsible in making Organizational Development and Evaluation for GIP Program (from research, interview and recapping results) - Responsible in making strategic plans in every quarter and have functions meeting for exchanger functions (GIP)
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
GLOBAL COMMUNITY DEVELOPMENT PROGRAM DELIVERY MANAGER
(Exchanger Background Preferred) JOB DESCRIPTIONS: - Responsible for evaluate and conduct Quality Control for exchanger functions (GCDP) delivery for every stakeholders (from making evaluation tools until recapping) - Responsible in making development catalogue for exchangers (GCDP) organizational needs - Responsible in conducting Quality Control and Evaluation of GCDP exchange process (from research, interview and recapping results) - Responsible in making Organizational Development and Evaluation for GCDP Program (from research, interview and recapping results) - Responsible in making strategic plans in every quarter and have functions meeting for exchanger functions (GCDP)
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
EXPANSION AND EXCHANGE DEVELOPMENT VICE PRESIDENT: BILLY D. (085277244221)
OPEN POSITION FOR 3 MANAGERS: EXPANSION COORDINATOR (No Specific Requirement) JOB DESCRIPTIONS: - Responsible to mediate LC UI and LC UI’s expansion - Manage the coaching/training schedule - Updating the current condition of each LC UI’s Expansion - Analyze the LC expansion needs SPECIALISE UNIT COORDINATOR (No specific requirement) JOB DESCRIPTIONS: - Developing the LC UI’s Specialize Unit - Manage the coaching and training schedule of LC UI’s Specialize Unit - Analyze the current condition due to the number of target and quality of exchange of LC UI’s SU TRACKER MANAGER (Girl Preferred)
JOB DESCRIPTIONS: Responsible for tracking all the data that Expansion and SU’s have for internal audit
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
INCOMING EXCHANGE GLOBAL COMMUNITY DEVELOPMENT PROGRAM DIRECTOR: DITA C. a.k.a TITI (085692925161)
OPEN POSITION FOR 5 MANAGERS: PROCESS MANAGER (2 slots) (No Specific Requirement) JOB DESCRIPTIONS: - Responsible to raise TN - Maintain relationship with TN - Match TN with EP QUALITY AND SERVICE MANAGER (2 slots) (No specific requirement) JOB DESCRIPTIONS: - Responsible for EP arrival - Ensure EP’s exchange realization quality - Maintain relationship with EP RESEARCH AND PROMOTION MANAGER (No Specific Requirement)
JOB DESCRIPTIONS: - Responsible to create partnership with LC abroad - Conduct research to find potential LC partner - Create promotion strategy for LC partnership
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
INCOMING EXCHANGE GLOBAL INTERNSHIP PROGRAM DIRECTOR: GITA A. (081213283371)
OPEN POSITION FOR 4 MANAGERS: CURRENT MARKET CORPORATE MANAGER (No Specific Requirement) JOB DESCRIPTIONS: - Responsible to lead and manage ICX GIP team in order to achieve ICX GIP targets - Manage ICX GIP flow process - Responsible for raising TN takers and matching in the area of current market corporate - Responsible for TNs retention NEW MARKET CORPORATE MANAGER (No specific requirement) JOB DESCRIPTIONS: - Responsible to lead and manage ICX GIP team in order to achieve ICX GIP targets - Manage ICX GIP flow process - Responsible for raising TN takers and matching in the area of new market corporate. - Responsible for expanding ICX GIP market NON-CORPORATE MANAGER (No Specific Requirement)
JOB DESCRIPTIONS: - Responsible to lead and manage ICX GIP team in order to achieve ICX GIP targets - Manage ICX GIP flow process - Responsible for raising TN takers and matching in the area of non-corporate Responsible for TNs retention and expanding ICX GIP market in terms of noncorporate QUALITY AND DELIVERY MANAGER (No Specific Requirement)
JOB DESCRIPTIONS: - Responsible to lead and manage ICX GIP team in order to achieve ICX GIP targets - Manage ICX GIP flow process - Responsible for realizing EPs in all areas - Ensure high quality of the internships
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
OUTGOING EXCHANGE GLOBAL COMMUNITY DEVELOPMENT PROGRAM DIRECTOR: PANDU W. (085697757086)
OPEN POSITION FOR 4 MANAGERS: PROCESS DELIVERY MANAGER (3 slots) (No Specific Requirement) JOB DESCRIPTIONS: - Ensure RaMaRe process runs well - Build and strengthen LC to LC partnership - Help control staff and IR ambassador RESEARCH AND MARKET DEVELOPMENT MANAGER (No specific requirement) JOB DESCRIPTIONS: - Doing internal research along the term - Help to conduct OGX session to EP (OPS, Pre OPS, and Exchange Fair) - Help boost EP number
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
OUTGOING EXCHANGE GLOBAL INTERNSHIP PROGRAM DIRECTOR: SHABRINA V. a.k.a VINNY (081280886461)
OPEN POSITION FOR 4 MANAGERS: EXTERNAL RESEARCH AND RELATION MANAGER (No Specific Requirement) JOB DESCRIPTIONS: - Responsible to manage all promotion tools and process (Offline and Online) - Promote OGX GIP to External - Tap external new market by making cooperation with external - Do Market research (TN Market and External Market) - Conduct Student Review Board - Participate in LC program INTERNAL RESEARCH AND RELATION MANAGER (No specific requirement) JOB DESCRIPTIONS: - Responsible to manage all promotion tools and process (Offline and Online) - Promote OGX GIP to internal UI - Tap internal new market (faculties/major) by making cooperation with faculties or major related - Do Market research (TN Market and internal Market) - Conduct Student Review Board - Participate in LC program EXCHANGE PROCESS MANAGER (2 slots) (No Specific Requirement)
JOB DESCRIPTIONS: - Do and control Raise, Matching, and Realize process - Ensure exchange quality and quantity - Conduct OPS
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
EXTERNAL RELATION BUSINESS DEVELOPMENT VICE PRESIDENT: ARIZA S. (087888304924) DIRECTOR: CYNTHA D. (081298637350)
OPEN POSITION FOR 3 MANAGERS: CORPORATE RELATION MANAGER (2 slots) (No Specific Requirement) JOB DESCRIPTIONS: - Create partnership with companies - Research potential market - Maintain relationship between AIESEC and company partners - Support LC’s activity by having partnership with external - Synergize with ICX functional to tap companies which are potential to be our TN taker GOVERNMENT AND NON-CORPORATE RELATION MANAGER (No specific requirement) JOB DESCRIPTIONS: - Create partnership with government institutions and NGO - Research potential market - Make cooperation with our University (UI) - Maintain relationship between AIESEC and partners - Support LC’s activity by having partnership with external
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
EXTERNAL RELATION ALUMNI AND BOARD OF ADVISOR VICE PRESIDENT: ARIZA S. (087888304924) DIRECTOR: ADILLA S. (087878613090)
OPEN POSITION FOR 3 MANAGERS: ALUMNI RELATION MANAGER (No Specific Requirement) JOB DESCRIPTIONS: - Promote the mentorship program through social media, i.e. Facebook, LinkedIn, Twitter, and etc. - Contact alumni by calling and emailing Participate in Alumni Calling Night once a month - Be active on different social media, i.e. Facebook, LinkedIn, Twitter, and etc. - Attend at least 2‐3 coffee talks with alumni every month. - Follow up with different alumni talks to ensure alumni are being engaged - Regularly update alumni information on sales force for alumni tracking - Sending greeting cards for certain events (Christmas, eid, birthday) ALUMNI RESEARCH MANAGER (No specific requirement) JOB DESCRIPTIONS: - Creating a report system in order to attract alumni (i.e. sales force) - Organize and Follow up the alumni database - Research on potential alumnus - Synergize with other functional regarding to the existing contacts of alumnus itself BOARD OF ADVISOR ENGAGEMENT MANAGER (No specific requirement) JOB DESCRIPTIONS: - Attending BoA meetings - Make a progress report every meetings - Tracking the BoA - Allocating different BoA for the needs
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
MARKETING COMMUNICATION VICE PRESIDENT: INGRID A. (08176906420)
OPEN POSITION FOR 3 MANAGERS: PUBLIC RELATION MANAGER (No specific requirement) JOB DESCRIPTIONS: - Support the VP Marketing Communication in terms of relation with external stakeholder - Make a cooperation with other student body organization - Do research and development for LC’s activities YOUTH EVENT MANAGER (No Specific Requirement) JOB DESCRIPTIONS: Responsible to support the VP Marketing Communication for coordinate the LC’s EwA events. MEDIA RELATION MANAGER (No specific requirement) JOB DESCRIPTIONS: - Support the VP Marketing Communication in terms of relation with media partner - Responsible in LC’s appearance in media
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
INFORMATION MANAGEMENT AND BRANDING VICE PRESIDENT: INDIRA A. (08159518162)
OPEN POSITION FOR 4 MANAGERS: ARCHIVE MANAGER (No specific requirement) JOB DESCRIPTIONS: Being an archive musketeer means you are the heart of AIESEC UI. All source of information is in your palm. - Database (collect & update) - Database Integration with facebook, twitter and other media - Information tools (LC computers & LC Hard disc) shared asset with Finance - Myaiesec.net matters: o Myaiesec.net education o Teams in myaiesec.net o Uploading Files & Wikis to myaiesec.net - Creating LC Meetings and other LC activities such as Halloween Party BRAND MANAGER (Require to be advance in design & able to make good video) JOB DESCRIPTIONS: Brand musketeer is the right brain of AIESEC UI. This is where all the creativity sparks. Brand musketeer is the one who creates & make sure the consistency of AIESEC UI brand is right on track. - Creating templates for Power Points, Formal Letters and other formal documents needed - Fulfilling design demand for all AIESEC UI needs - Reviewing contents & designs - Creating event picture - Creating Video INTEL MANAGER (No specific requirement) JOB DESCRIPTIONS: An intel musketeer is the Hermes of AIESEC UI. This musketeer has a crucial part of delivering information. - Sending Email Buddy - Creating internal & external newsletter - Spreading internal & external newsletter - Updating signature - Maintaining Facebook Group - Maintaining Blackberry Broadcast Message - Documentations - Getting Testimonials
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia
VIRTUAL MANAGER (No Specific Requirement) JOB DESCRIPTIONS: Virtual Musketeer is the international ambassador of AIESEC UI in the fast-growing global virtual world. - Twitter (internal & externals) - Update during AIESEC UI events - Maintaining facebook fan page - Maintaining website - Maintaining youtube
Management Board Handbook Guideline Yours Truly, Executive Board 13/14 The Tiger of Asia