incoming exchange responsibilities & job descriptions CONTENTS: Incoming Exchange: Responsibilities Structure Job Descriptions: Vice President for Incoming Exchange Director for TN Sales and Raising Director for TN Management and Matching Exchange Coordinator Director for Service and Receptions Incoming Exchange Process Flow Chart Detailed explanation of processes
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INCOMING EXCHANGE RESPONSIBILITIES Assuring that all incoming exchange requirements of AIESEC Philippines are met, or better yet, exceeded. Foster partnerships with various companies, organizations and foundations in providing AIESEC trainees avenues in which they can spend their internships. Assuring that all organizations and companies, organizations and foundations we establish connections with share values with AIESEC. Fostering partnerships with foreign committees to provide trainees for various incoming exchange opportunities of AIESEC AdMU. Assuring the continuity of relationships between exchange partners. Assuring that the quality of exchange is always kept at its premier—traineeship for trainees, and the trainees for the TN partners. Assuring that members, applicants and other stakeholders have sufficient knowledge about the Global Internship Program. Assuring that members and applicants are active in exchange (members, contributing to the development of incoming exchange—providing TN partners, matching forms, providing service and receptions). Assuring that the brand image of AIESEC is always upheld and valued. Utilizing exchange as building the prestige of the organization.
INCOMING EXCHANGE STRUCTURE Vice President for Incoming Exchange
Director for TN Accounts Management and Matching
Director for TN Raising and MarkeRng
Exchange Coordinator
Director for Service and RecepRons
VICE PRESIDENT’S MAIN TASKS AND RESPONSIBILITIES
MAIN TASK
RESPONSIBILITIES Set the goals for LC for raising, matching and realizing
Ensure development of each ICX subsystem – to set goals and assure that all are followed
Deliver necessary tools that will ensure growth in quality and quantity of exchanges
Conduct market research and ensure its continuous update Set growth strategies for the LC that will ensure goals realization Regular tracking of progress in goals realization Ensure proper and effective processes management in the ICX department especially delivery of TNs and servicing trainees Ensure quality of account management in the system Ensure quality of service and receptions’ preparation Ensure proper and quality TN raising Build effective LC‐LC partnerships both nationally and globally
Represent your LC internally and externally through building effective partnerships
Track and execute LC‐LC partnerships Ensure proper positioning and LC brand creation internally in the AIESEC network and externally to exchange partners Ensure quality servicing of partnering LCs and countries Ensure proper preparation of members in terms of LC representation Create hype around exchange managing in your LC Ensure proper understanding of ICX area and exchange management
Foster and build culture of exchange in your local committee
Involve all stakeholders in X processes: applicants, members, officers, alumni, external partners Ensure proper and adequate education on exchange processes (with OGX) Ensure clear communication and constant information update about the exchange developments in the LC
VICE PRESIDENT’S MEASURE OF SUCCESS Number of TNs Raised, Matched and Realized TNs raised Percentage of new TN takers to Overall Number of TNs Number of Re‐raised TNs Percentage of Reraised TNs to Overall Number of TNs Member to Exchange Ratio Exchange contribution to AIESEC Philippines TN Diversity Amount of LC Revenue coming from ICX
COMPETENCIES AND SKILLS REQUIRED FOR THE VICE PRESIDENT
COMPETENCIES
Little Evidence
Some Evidence
Regular Evidence
Strong Evidence
Not in focus of observation at this stage
Average
Good
Excellent
Not in focus of observation at this stage
Self Awareness Personal Effectiveness Resilience Awareness of Others Inclusiveness Effective Communication Developing Others Stakeholder Focus Flexible Thinking Innovation Commitment to results
SKILLS Project Management Team Management Facilitating Training Skills Conference Management Exchange Process Management Partnership Development Evaluation and Measurement Systems MyAIESEC.net usage and management Computer (.doc, .xls, .ppt, GDocs, Social Networking, other WWW functions) Sales Negotiating Web Page Management Material Design Graphics Software Usage Conflict Management People Management Resource Management
VICE PRESIDENT’S WORK LOAD 12 Months, from 1 May 2010 to 30 April 2011 12 Hours per week (minimum) Attendance to trainings, planning seminars, and meetings during his/her term Attendance to weekly Officers Meetings Facilitation of periodic Department Meetings Attendance to monthly Local Committee Meetings Delegation and tracking of the departments’ officers and active members Saturday work (sometimes); must be available for AIESEC events during the weekend. Attendance to at all National Conferences Attendance to International Conferences, CEEDership, going on Exchange are all HIGHLY encouraged
DIRECTOR FOR TN SALES AND RAISING MAIN TASKS AND RESPONSIBILITIES
Main task: To acquire (raise) TN partners who are willing to take in foreign trainees into their companies To assure the continuity of the current partnerships of the local committee
Responsibilities: Conducting external market research on companies which are suitable for the available trainees Formulating a database of potential Trainee Nominees (companies, corporations, Non‐Government Organizations, Foundations, Schools, Universities) based on both the internal (by exchange coordinator) and external research conducted Communicating and setting up meetings with various potential Trainee Nominees (cold calls/ e‐mails/ informal conversations/ seminars/ conferences/ alumni etc.) Coordinating with External Relations Department in setting up appointments and company presentations to discuss more extensively the exchange program of AIESEC Following‐up various potential partnerships with corporations and organizations Signing a contract, completing the TN JQ of the acquired and current partners, and setting expectations with interested partners Transitioning communications with acquired partners to TN Management and Matching Renewal of partnerships with current partners to extending their contract with AIESEC (alongside with the TN Management and Matching) Upholding the brand image and AIESEC values at all times Managing and training the TN Sales and Raising Pool of members in the process of its function.
DIRECTOR FOR TN SALES AND RAISING MEASURE OF SUCCESS Number of TNs Raised Percentage of new TN takers to Overall Number of TNs Number of Reraised TNs Percentage of Reraised TNs to Overall Number of TNs TN Diversity Amount of TN Fees Received Number of trained members in the TN Sales and Marketing Pool
COMPETENCIES AND SKILLS REQUIRED FOR THE DIRECTOR FOR TN SALES AND RAISING
Little Evidence
COMPETENCIES Self Awareness Personal Effectiveness Resilience Awareness of Others Inclusiveness Effective Communication Developing Others Stakeholder Focus Flexible Thinking Innovation Commitment to results
Some Evidence
Regular Evidence
Not in focus of observation at this stage
Strong Evidence
SKILLS Project Management Team Management Facilitating Training Skills Conference Management Exchange Process Management Partnership Development Evaluation and Measurement Systems MyAIESEC.net usage and management Computer (.doc, .xls, .ppt, GDocs, Social Networking, other WWW functions) Sales Negotiating Web Page Management Material Design Graphics Software Usage Conflict Management People Management Resource Management
Average
Good
Excellent
Not in focus of observation at this stage
DIRECTOR FOR TN SALES AND RAISING’S WORKLOAD 12 Months, from 1 May 2010 to 30 April 2011 9 Hours per week (minimum) Attendance to trainings, planning seminars, and meetings during his/her term Attendance to weekly Officers Meetings Facilitation of periodic Department Meetings Attendance to monthly Local Committee Meetings Delegation and tracking of the departments’ officers and active members Saturday work (sometimes); must be available for AIESEC events during the weekend. Attendance to at least two (2) National Conferences (especially the Exchange Conference held during February) Attendance to International Conferences, CEEDership, going on Exchange are all HIGHLY encouraged
DIRECTOR FOR TN MGT. AND MATCHING MAIN TASKS & RESPONSIBILITIES
Main task: To assure that all accounts are well‐managed up until they are realized; To assure quality EPs that are matched to the TN accounts of the local committee
Responsibilities: Arranging the transition of communications with new and current partners from TN Sales and Raising Uploading the TN JQ of the current partners in AIESEC.net from TN Sales and Raising Looking for eligible trainees for the traineeships AIESEC AdMU is offering using tools such as DAAL files, Available Forms Trackers, EP Search Tools, etc. Managing TN forms and status on myaiesec.net and filling up the TN Search Tool to be forwarded to Exchange Coordinator Responding to applications of trainees who are interested to spend their internship TN Partners Compiling and sending the documents and forms of eligible and interested trainees for the TN Partners Closely working with the Exchange Coordinator to match forms as to fulfill partnerships Following up with TN partners regarding their interest in accepting the trainees Mediating communications with the potential EP’s and the current TN partner Finalizing the matches between the EPs and the TNs (accept the EP AN, accomplish and send in the TN AN) Setting expectations of both the EPs and the TNs of the internship that is going to take place Transitioning the communications of EPs to Service and Receptions in preparation for their arrival Assuring that all reasonable expectations of the TN are met during the internship of the trainee/s with their company or organization Renewal of contract with the current partners with AIESEC (alongside the TN Sales & Marketing) Managing and training members as TN managers in the process of its function.
DIRECTOR FOR TN MANAGEMENT AND MATCHING MEASURE OF SUCCESS Number of TN forms Raised in myaiesec.net Number of TN forms Matched and Realized with EPs Percentage of TN forms Raised to forms Matched and Realized Partnerships fufilled Number of trained members in EP Accounts Management and Matching Ratio of TNs to TN managers
COMPETENCIES AND SKILLS REQUIRED FOR THE DIRECTOR FOR TN MGT. & MATCHING
Little Evidence
COMPETENCIES Self Awareness Personal Effectiveness Resilience Awareness of Others Inclusiveness Effective Communication Developing Others Stakeholder Focus Flexible Thinking Innovation Commitment to results
Some Evidence
Regular Evidence
Not in focus of observation at this stage
Strong Evidence
SKILLS Project Management Team Management Facilitating Training Skills Conference Management Exchange Process Management Partnership Development Evaluation and Measurement Systems MyAIESEC.net usage and management Computer (.doc, .xls, .ppt, GDocs, Social Networking, other WWW functions) Sales Negotiating Web Page Management Material Design Graphics Software Usage Conflict Management People Management Resource Management
Average
Good
Excellent
Not in focus of observation at this stage
DIRECTOR FOR TN MANAGEMENT AND MATCHING’S WORKLOAD 12 Months, from 1 May 2010 to 30 April 2011 9 Hours per week (minimum) Attendance to trainings, planning seminars, and meetings during his/her term Attendance to weekly Officers Meetings Facilitation of periodic Department Meetings Attendance to monthly Local Committee Meetings Delegation and tracking of the departments’ officers and active members Saturday work (sometimes); must be available for AIESEC events during the weekend. Attendance to at least two (2) National Conferences (especially the Exchange Conference held during February) Attendance to International Conferences, CEEDership, going on Exchange are all HIGHLY encouraged
EXCHANGE COORDINATOR’S MAIN TASKS & RESPONSIBILITIES
Main task: To research on the Supply and Demand of EPs and TNs on myaiesec.net To foster country and LC partnerships in order to find eligible and suitable trainees who are interested in spending their internships with our current TN partners
Responsibilities: Researching on the internal market of AIESEC trainees Communicating the results of the research with the whole ICX team (esp. TN Sales & Raising and TN Management and Matching) Finding potential matches in the system for current TN Partners and closely coordinate with TN Management and Matching Fostering partnerships with foreign local committees to provide for the EP demands of current TN partners, and assuring that these are fulfilled Creating and disseminating promotional campaigns and TN Advertisements of the exchange opportunities available in the local committee (use TN Search Tools created by TN Management and Matching) Searching for EP Search Tools from other local committees and exchange search tools with other VPXs, and dissiminating this information to TN Management and Matching Creating and joining Matching Mania sessions with TN managers and/or ICX team
EXCHANGE COORDINATOR’S MEASURE OF SUCCESS Number of LC or country partnerships established Number of EPs matched from partnerships and/or matching mania sessions Percentage of TNs matched to TNs from partnerships to Overall Matches Number of Responses from TN Advertisements
COMPETENCIES AND SKILLS REQUIRED FOR THE EXCHANGE COORDINATOR
Little Evidence
COMPETENCIES Self Awareness Personal Effectiveness Resilience Awareness of Others Inclusiveness Effective Communication Developing Others Stakeholder Focus Flexible Thinking Innovation Commitment to results
Some Evidence
Regular Evidence
Not in focus of observation at this stage
Strong Evidence
SKILLS Project Management Team Management Facilitating Training Skills Conference Management Exchange Process Management Partnership Development Evaluation and Measurement Systems MyAIESEC.net usage and management Computer (.doc, .xls, .ppt, GDocs, Social Networking, other WWW functions) Sales Negotiating Web Page Management Material Design Graphics Software Usage Conflict Management People Management Resource Management
Average
Good
Excellent
Not in focus of observation at this stage
EXCHANGE COORDINATOR’S WORKLOAD 12 Months, from 1 May 2010 to 30 April 2011 9 Hours per week (minimum) Attendance to trainings, planning seminars, and meetings during his/her term Attendance to weekly Officers Meetings Facilitation of periodic Department Meetings Attendance to monthly Local Committee Meetings Delegation and tracking of the departments’ officers and active members Saturday work (sometimes); must be available for AIESEC events during the weekend. Attendance to at least two (2) National Conferences (especially the Exchange Conference held during February) Attendance to International Conferences, CEEDership, going on Exchange are all HIGHLY encouraged
DIRECTOR FOR SERVICE AND RECEPTION’S MAIN TASKS & RESPONSIBILITIES
Main task: To assure that all trainees of the local committee are well integrated to the country; To assure that all reasonable expectations of the trainees are met during their stay
Responsibilities: Preparing the arriving trainees for their internship in the country and publishing an extensive, efficient and easy‐to‐read/use Welcome Kit for the trainees Arranging all necessary documents (visas and working permits) for all trainees who are arriving in the country Fixing all necessary logistical arrangements for the trainees before their arrival (airport pick‐up, accommodations, welcome dinners, welcome kits, etc.) with LC member volunteers Ensuring the training of and coordination with members volunteering for Service and Receptions to fulfil following tasks: o
Picking up the trainee from the airport (or at least, assuring that upon their arrival, trainees are aware of how to get to his housing or to where ever they are supposed to go)
o
Integrating the trainee to the community through a welcome event for the trainee, for them to get to know our members, applicants, trainees and alumni
o
Giving the trainee his/her Welcome Kits and continually communicating with them throughout their stay
Continually servicing the trainees throughout their stay with our local committee—assuring that all reasonable expectations are met and provided for Assuring the validity of all necessary documents throughout their internship; and assisting the trainees in case of needing them to be processed further Continually integrating the trainees to the community though inviting them to various events that they may be able to participate in Responding to all emergency cases of the trainees in such fortuitous events Re‐integrating the trainees upon their departure through hosting a farewell event
DIRECTOR FOR SERVICE AND RECEPTION’S MEASURE OF SUCCESS Number of member volunteers for Service and Reception Number of activities initiated for trainees Number of trainees integrated in the local committee Member attendance during Welcome/Farewell events
COMPETENCIES AND SKILLS REQUIRED FOR THE DIR. FOR SERVICE AND RECEPTION
Little Evidence
COMPETENCIES Self Awareness Personal Effectiveness Resilience Awareness of Others Inclusiveness Effective Communication Developing Others Stakeholder Focus Flexible Thinking Innovation Commitment to results
Some Evidence
Regular Evidence
Not in focus of observation at this stage
Strong Evidence
SKILLS Project Management Team Management Facilitating Training Skills Conference Management Exchange Process Management Partnership Development Evaluation and Measurement Systems MyAIESEC.net usage and management Computer (.doc, .xls, .ppt, GDocs, Social Networking, other WWW functions) Sales Negotiating Web Page Management Material Design Graphics Software Usage Conflict Management People Management Resource Management
Average
Good
Excellent
Not in focus of observation at this stage
DIRECTOR FOR SERVICE AND RECEPTION’S WORKLOAD 12 Months, from 1 May 2010 to 30 April 2011 9 Hours per week (minimum) Attendance to trainings, planning seminars, and meetings during his/her term Attendance to weekly Officers Meetings Facilitation of periodic Department Meetings Attendance to monthly Local Committee Meetings Delegation and tracking of the departments’ officers and active members Saturday work (sometimes); must be available for AIESEC events during the weekend. Attendance to at least two (2) National Conferences (especially the Exchange Conference held during February) Attendance to International Conferences, CEEDership, going on Exchange are all HIGHLY encouraged
INCOMING EXCHANGE PROCESS FLOW
Internal Market Research and Segmentation AND Partnership Creation: Responsibility of EXCHANGE COORDINATOR • Research on the availability and trends of the trainee pool available on AIESEC.net. o What types of traineeships most in demand? o How long do trainees prefer to stay in the country? o When are the trainees interested in arriving in the Philippines? o Are there local committees who are interested to do pocket recruitment? • Foster partnerships with different local committees who are willing to send their trainees to the local committee. • All results of this research must be communicated with the whole incoming exchange team, especially to the TN Sales and Marketing. The information drawn from this is useful in targeting companies and organizations to participate in the exchange program. External Market Research: Responsibility of TN SALES AND RAISING • Given the information that the Exchange Coordinator has passed over regarding the internal market of the organization, the Director for TN Sales and Marketing is responsible for surveying the companies and organizations that AIESEC Ateneo de Manila University may partner with to serve the potential matches and realizations. Marketing: Responsibility of TN SALES AND RAISING • Once targeted companies and organizations have been established, create connections with these entities through: cold calls, electronic mail, conversations, seminars and all other available mediums. It is important to creatively sell the exchange program at this stage. o Always utilize the available connections (with the alumni, officers, members, applicants and other stakeholders) o Work with the External Relations Department (more specifically, the Director for Corporate Relations) in creating these connections o Send out marketing proposals to various entities • Once contact has been made, set‐up an appointment with them to further expand on the discussion of the exchange program. • Individuals doing the company call should have an adequate knowledge about exchange. Bring a confident and professional attitude, and dress appropriately. One should have at hand the following: o Hard copy of the Marketing Proposal o Hard copy of the TN Job Questionnaire (with the TN Contract) o TN Presentation o Other necessary promotional materials (i.e—brocuhure) • If the company or organization remains to be unsure of the program, be aggressive in always following up with the developments of the process in establishing the partnership. Contract Signing: Responsibility of TN SALES AND RAISING • Once matters have been discussed, establish a clear contract with the organization—the needs, demands and expectations of both parties should be clarified, and agreed upon by those concerned. Ask from the company a point person who shall be responsible in facilitating the partnership with AIESEC. • Ask the company to fill the TN Job Questionnaire. Assess whether their form is easy to match. Advise the company to alter some preferences if this is not so. • Turn over the accomplished TN Job Questionnaire, and the contact number of the point person in the company to the TN Account Management. Assure that this transition process is clear with all those concerned. Upload TN form: Responsibility of TN MANAGEMENT AND MATCHING Upload form in the system (use an e‐mail address which is frequently checked). Inform the Director for Matching of the new form that is available in the system.
Matching: Responsibility of TN MANAGEMENT AND MATCHING and EXCHANGE COORDINATOR TN Management and Matching should also assure that the form of the company is matchable and meets quality standards to the available trainees on the system. TN Account Management Exchange Coordinator and TN Managers The TN Accounts Manager receives Exchange Coordinator and TN Accounts applications from various trainees who are interested Managers search the system (tracker forms, website, in applying for the program in the e‐mail address that etc.) for eligible trainees for the TN partner. Once s/he used for the form. It is under the discretion of potential trainees have been found, contact these the director of whom which he/she deems to be trainees and offer them the program which they are eligible for the program. Reply to all applications that compatible with. All trainees who accept and have will be received—even if it means sending a letter of agreed upon the terms of the TN partner, forward all regret. necessary documents and contact information to the Director for TN Management and Matching. The TN Management and Matching Team with the Exchange Coordinator is responsible screening the potential trainees for the TN partner. Assure that these trainees are of quality and are able to meet the demands and expectations of the TN. Matching is also supposed to utilize all mediums available (AIESEC.net wiki and classifieds) in promoting the exchange opportunities with the local committee. S/he is responsible for maintaining and updating these avenues for promotions. Furthermore, s/he should also foster partnerships with other local committees so as to maximize the availability of exchange participants. TN Account Management then compiles all the necessary documents (Curriculum Vitae, Resume, Motivation Letter, Letter of Recommendation, EP Form, etc.) of the potential trainees. These are then to be forwarded to the contact person of the TN partner at a regular basis (weekly, bi‐monthly etc.) An initial screening will be done by the TN partner through the review of their documents. The results of this selection should be communicated with TN Account Management. It is the responsibility of the said officer to constantly follow‐up regarding this. All results should be communicated with the eligible trainees. Once the TN has selected trainees they would wish to have a second interview with, the TN Account Manager is going to be responsible for setting the appropriate time and medium for both parties to have the meeting. Once the TN has decided on accepting a particular trainee— TN Accounts Management ask from him/her or his/her EP manager to send their Exchange Participant Acceptance Note. When the EP AN has been received—send also the Trainee Nominee Acceptance Note to the EP manager and the EP. Remember that the TN AN requires the signature, organizational stamp and registration number of the contact in the company. Indicate in the Acceptance Note the following details: timeline, visa processing, accommodations, cost of living, culture, and other important details of the arrangements of the traineeship. Once AN’s have been exchanged, clarify again with both the EP his/her EP Manager is absolutely certain about the exchange opportunity they have applied for. Once this clarification has been communicated, change the status of the form to “matched”. Once the trainee has been officially matched, turnover the communications with the trainee to Service and Receptions. *Important note: the TN Account Manager should also, at all times, document all files and communications with both the TN and the EP. In case of any breech of the contract by any of these entities, these documents may serve as evidence.
Pre‐ Arrival Preparation: Responsibility of SERVICE AND RECEPTIONS Once a trainee has been officially matched to the local committee, it is the responsibility of Service and Receptions to prepare the trainee for his/her upcoming traineeship. Send an initial e‐mail OR a welcome packet introducing what the trainee should prepare for: o Visa application and Working Permits (send in all documents that the trainee would need) o Arrival (Ask for the time, date and flight number of their arrival. Also, remind the trainee that upon arrival, there should be two waiting areas, and they should go to the one situated on the ground floor, and not the upper floor) o Accommodation (will it be provided for? If not, how much will it cost? State also the living conditions that the trainee should expect in this environment) o Cost of living (it is advisable for the trainee to bring $ 1,000.00 USD per month, if housing is not provided for) o Clothing (suggest for the trainee to bring in attires appropriate for the nature of work and the weather in the country) o Culture (introduce common cultural practices in the Philippines) *Important note: It is recommended that Service and Receptions have a standardized toolkit that they may send to the trainee. There should also be a standardized form for the trainee to fill in their answers to the LC’s inquiries Accommodate all inquiries of the trainee about his/her traineeship. Consult with the TN Manager all job details. Also, ask the trainee of their expectations of their experience for their traineeship. Assure that all details have been ironed out before the arrival of the trainee. Airport pick‐up and accommodations should be primarily ready for the arrival of the trainee. Airport Pick‐Up: Responsibility of SERVICE and RECEPTIONS Given the date and time of the arrival of the trainee, be there at around 30 minutes after the arrival of their flight. Track the progress of the flight on this website: http://www.flightstats.com/go/Home/home.do It is advisable that two individuals do the airport pick up. Bring the trainee to their respective housing arrangements. *Important Note: Upon the arrival of the trainee in the country, inform the TN Account Manager to turn the status of the form into “Realized” Community Integration: Responsibility of SERVICE and RECEPTIONS The trainee should be well acquainted to the members of the various local committees in the country. To do this, arrange welcome dinners for all the trainees. For those whose arrivals are near each other, a joint‐dinner may be planned. Also contact other local committees for their welcome dinners so as to entice more people to attend. Prepare a welcome kit inclusive of the following materials: o Map of the city (or area of their work) o Prepaid Sim Card o Directory of officers‐in‐charge (LCP, VP ICX, Directors under ICX) o Philippine Delicacies and Souvenirs o Survival manual Arrange cultural trips and city orientation for the trainee. o Visit historical places o Taste Philippine Delicacies o Experience Public Transportation