Organizing Committee NatConf'17 applications

OC Application

Hello there fearless one!

NatConf‘17 is here calling on you, the fearlessly passionate one!! NatConf’17 being the second national conference of AIESEC in Kenya 16.17, is aiming to empower the members of AIESEC in Kenya with knowledge, skill and necessary tools to strategically plan for the year 2017. Placed just before the start of the LC/SU term, the conference shall be a platform to forge on the new terms’ direction towards turning passion into action while leading fearlessly.

With a purpose of passionately growing beyond limits to provide quality leadership experiences, AIESEC Kenya 16.17 hereby welcomes you to take on a fearless, challenging and intense team experience of leading the organizing committee of the conference.

Are you ready to unleash the lion in you and lead the pack? Then the journey begins by boldly filling in this application that shall see you exercise and further develop your leadership in a practical team experience from October 2016 to January 2017.

As you go through the application process, let your passion to lead fearlessly guide you as you strive to be the leader of a national conference organizing committee.

I wish you all the best as you take this opportunity to erupt, disrupt and grow yourself, others and NatConf’17.

On behalf of MC Volkeno; Lorraine Syumiti MCVP, Entity Development AIESEC in Kenya 16.17

Dear Applicant, First and foremost, allow me congratulate you for stepping up to this bold decision of applying for the OCP for this most awaited conference of the term in AIESEC in Kenya.

NatConf ’17 is a conference you don’t want to miss and being an OC member is a very constructive experience from which you’ll learn a lot and develop various aspects of yourself. It’s the most anticipated conference by all entities hence requires highly motivated and innovative individuals to make it happen. It even becomes as you experience this OC experience.

Before you fill in the application, I highly suggest that you carefully read through the application requirements especially your job description and look out to know more about your position. If you have any questions, do not hesitate to approach me or the previous OCVPs and Teamsters of NatConf’16.

As #TeamHellYeah leader, I’m confident that you are going to bring out your A-game while filling this application, during your selection process and making the conference happen.

Wilfred Omondi Conference Manager National Conference 2017 AIESEC in Kenya 16.17

Attention Points!

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Be keen on the details of the role, understand it well and give it your best Find herein the OC job descriptions and application questions.

Answer ALL questions under Your Profile, General Questions, You in the OC. Answer only the questions pertaining the specific role you are applying for under the Role-related questions section.

All members of AIESEC in Kenya and internationals are eligible to apply for a role on this organizing committee.

For support/ teamster roles, applicants are expected to answer the questions under the OCVP function.

The NatConf OC team is expected to be physically present in Nairobi to work in the months of months of October until February when the OC shall be discharged. Ensure that your schedule allows for this before you apply.

All OC members must be present for the OC training and team day.

Creativity is highly encouraged in your application. The application should be in PDF, font size 14 or 16 and named in the format NatConf2017_Role_Name.

For exampleNatConf2017_OCVP.ER_LorraineSyumiti Submit the application to lorraine.syumiti@aiesec.net with the email subject as above on or before Thursday 20 th October 2016 at 1800h GMT +3.Any submission after this time shall be rejected.

Timelines to note

OC Structure TEAMSTER

TEAMSTER

OCVP Sites and Logistics

OCVP External Relations

ORGANIZING COMMITTEE PRESIDENT OCVP Marketing and Communication TEAMSTER

OCVP Finance and Legal Administration

OCVP Delegate Servicing and Special Events

TEAMSTER

OC VP External Relations

Development Space & Requirements • BD/Partnerships background required • Attention to detail • Effective written and oral communication • Persistence • Negotiation skills • Presentation skills

• Creation, identification and tracking of pool of companies to be approached • Create content and write up of sponsorship/partnerships proposals with guidance of MCVP Partnerships

• Sign strategic conference partners for in-kind support for the conference • Partner servicing

• Ensure external support for most expenses • Liaise and co-operate with MCVP Partnerships • Consciously delegate and track OC VP ER teamster • Perform any other duty as may be assigned by conference manager, agenda manager or faci team.

Job Description

OC VP Marketing and Communication

Development Space & Requirements • Marketing and communications background required • Innovation and creativity • Brand alignment knowledge • Research based marketing • Graphic design skill development

• Create and develop effective marketing strategies • Design conference logo under MC Digital Experience Manager guidance • Design delegate mailer, conference session template and any other material • Ensure a minimum 400 sign ups for the conference • Research on customer (delegates) attraction and satisfaction points • Ensure brand alignment • Ensure online engagement of delegates and build momentum for the conference before the conference • Promote conference within AIESEC network regionally • Liaise and co-operate with MC Digital Experience manager • Perform any other duty as may be assigned by conference, agenda manager or faci team.

Job Description

OC VP Finance & Legal Administration

Development Space & Requirements • Basic budgeting and accounting knowledge preferred • Cost effective planning • Attention to detail • High integrity • Administration and legalities consciousness • Financial management

• Develop the budget and ensure constant tracking of all finances and proof of all payments • Periodical financial reports and updates to MC VP FLA • Manage funds as and when acquired by ER • Co-ordinate payment of delegates’ fee • Responsible for all administration and equipment to be used at the conference • Responsible for OC financial decision making in collaboration with OCP • Ensure signing of indemnity forms and collection of the same including all other matters legality • Draft MoU for all partnerships and contracts in collaboration with OCVP ER and upon approval by MCVP Partnerships • Draft OC contracts • Liaise and co-operate with MC VP FLA • Any other duty as may be assigned by conference manager, agenda manager(s) or faci team.

Job Description

OC VP Sites & Logistics

Development Space & Requirements • Previous AIESEC conference experience (either as delegate or OC) required • Flexible availability for site visits required • Attention to detail • Negotiation skills • Creativity and innovation

• Responsible for re-searching, identifying and securing an • appropriate and cost effective conference venue and logistics latest 3 weeks to conference date • Ensure conference venue offers the right environment for conference to thrive • Planning ,coordination and transport of all stakeholders and equipment during the entire period • Ensure all the logistical matters at the site are up to par and secured 3 weeks before the conference • Conduct site visits to highly potential conference venues identified • Liaise with OCP and OCVP FLA on creation of MoU and ensure signing of the MoU with conference venue hotel at least two weeks before the conference • Support OCVP delegates servicing and special events during the conference • Key communication channel between the hotel and the OC • Any other duty as may be assigned by the conference manager ,agenda managers or facilitators.

Job Description

OC VP Delegate Servicing and Special Events

Development Space & Requirements • Ability to withstand pressure required • Great interpersonal skills • Effective oral and written communication • Attention to detail • Organization and planning • Creativity and innovation • Budget conscious events management • Logistics conscious

• Conduct a survey on delegates needs for the conference to inform proper preparation and planning.

• Create and manage delegate data sheet.

• Create at least two delegates mailer content creatively.

• Co-ordinate with OC VP MaC in engaging delegates to build conference momentum.

• Co-ordinate room allocation of delegates in collaboration with the hotel and OCVP FLA. • Largely work under ER in fundraising up until the conference • Responsible for delegates and conference team well-being during the conference.

SPECIAL EVENTS • Create and organize all events at the conference • Creatively come up with social agenda themes • Ensure high participation of delegates in all events • Support ER in in-kind fund raising as and when required and • particularly to company that would be of support to the events of the conference

Job Description

Personal Profile

Insert a recent picture of yourself

Full name

Current AIESEC role

Previous AIESEC role

Email Address

Skype ID

Mobile Number

Link to any of your top 3 social media platforms

2. List all the roles you are applying for 3. In a tabular form, list all the AIESEC conferences you have attended and your role in the conference. (Strictly AIESEC conferences and year) 4. In a tabular form, indicate past positions you have held inside and outside AIESEC (Date, Organization, Position, Description of role, results achieved)

5. What are your commitments from October 2016 to early February 2017? Be detailed, honest and include location of commitment

General Questions 1. Why are you applying to be part of the NatConf 2017 OC? 2. Analyse, what are the opportunities awaiting NatConf 2017 and how can the OC capitalize on this.

3. What are the challenges that Natconf 2017 is likely to face. Highlight how the OC can minimize this.

4. What would make NatConf 2017 phenomenal?

You in the OC 1. What are your expectations of the OCP and OC team?

2. What role do you play in a team? ( e.g. the driver of results, the creative mind)

OCVP External Relations

Role-related Questions

1. What has been the biggest challenge on strategic securing conference partners?

2. How do you plan to overcome the above challenges?

3. Mention 10 companies you plan to approach as conference partners particularly for in-kind sponsorship for NatConf 2017. Under each, explain the value proposition you shall sell.

4. Highlight your most successful sales experience, either in or outside AIESEC and what exactly were you able to secure?

5. What gives you an edge in ensuring conference partnerships shall be sealed?

OCVP Marketing & Communications

Role-related Questions

1. Mention a conference whose marketing and communications were most impressive to you.

2. In your opinion, what attract delegates to register for a conference?

3. Design a promotional poster and a PowerPoint slide template for NatConf 2017.

Upload it on a shareable drive and share the link.

4. In what ways shall you engage delegates online to ensure the registrations convert to actual delegates?

5. Which graphic design skills do you possess? (E.g. Photoshop, Illustrator, Powerpoint). On a scale of 1-10, indicate your competencies in each.

6. What do your consider as your most successful achievement in marketing and communication?

OC VP Finance, Legal and Administration

Role-related Questions

1. What experience do you have in dealing with budgets?

2. What strategies will you use to ensure the conference operates on a budget that shall make no losses?

3. Draw up a detailed budget of NatConf 2017 having 250 delegates inclusive of the conference team 4. What do you consider as the key attributes you possess that would make you successful in this role?

5. What do you foresee posing as the main challenges of this role and how do you plan to overcome these challenges?

OC VP Sites and Logistics

Role-related Questions

1. Highlight the key things that you will be looking out for when searching for a conference venue.

2. Mention a minimum of 10 conference venues that you will explore within the first 3 weeks.

3. What conference partners can you leverage on to help secure a suitable conference venue in collaboration with E.R? Elaborate on why you chose of the aforementioned companies.

4. In what ways will you avoid double-booking by the chosen hotel?

5. What challenges do you foresee facing in this role and how do you plan to overcome them?

OC VP Delegate Servicing and Special Events

Role-related Questions

1. What activities shall you undertake in the first one month of your role?

2. Mention any experience(s) you have had in managing people?

3. Describe your opinion of a competent OCVP delegates servicing?

4. Outline four out-of-the box social agendas that you will have?

5. What companies or organizations do you plan to involve for success of theme nights?

Outline the reason for each.

6. What measures will you use to ensure all delegates and conference team actively participate in the social agendas to make them successful?

7. Highlight creative ways that your role in the conference will contribute towards unification of delegates across different LCs 8. How can an OCVP Delegates Servicing ensure that delegates avoid or are held liable for damages to the hotel?

Do not hesitate to inquire for any clarification at the above contact, if need be.

Good Luck!