AIE SE C in COL OMBIA Manual of Functions Back O ffice As leader of the area: Team member’s goal setting and orientation Team member’s Education & Training Team member’s Tracking Team member’s Rewards & recognition – Motivation Team member’s Performance Assessment Talent review and Fast track Transition Succession Planning Usage of It system Internal Promotion for TL and TM opportunities offered Internal Promotion for Global Internship Program and Global Community Development Review Organizational structure Specific Knowledge o o o o o o o o
AIESEC Way AIESEC 2015 Team Management (Building, Training, Motivating and Tracking) National compendium and strategy Global Competency Model National finance system AIESEC as a System Financial Subsystem Key Processes – Local Execution
Software o o o o o o o
Microsoft Office (Word, Excel, Power Point, Access) PODIO Internet START Platform GIS Wiziq Google Basic tools (Mail, Calendar, Docs)
Finance & Management Position LCVP Finance & Management Report to MCVP Finance & Management, Local Committee President Timeframe December 2014 – December 2015 Hours 25 hours per week
Job Description: The finance and management local Vice-president is responsible for Lead, plan, execute, control, evaluate and manage the finance and legal strategy at local level, based in the national strategic plan, the national compendium, national and international policies; in order to guarantee the sustainability in all the activities generating continuity in the local entity and capacity to deliver more high Quality AIESEC Experiences.
Main Functions 1. Financial Management Focus: Financial management is a complex cycle. Local Committee Vice-President must ensure that all the cycle its running at local level and that this information is been used in the local Committee for decision making ensuring sustainability and capacity for all operations: Financial information management: -Budget and Financial plan. -Monthly accounting. -Local Financial model - Distribution of Operative, -Development and Reserves Fund – Incomes and -Outcomes management. -Financial Monthly report to Entity’s Assembly and -Member Committee. -Collection management at the local level. -Cash flow and executed Budget. -Local Events Finances tracking. -Financial evaluation and decision making. -Financial Inputs for EB actions and LCP plan execution. -Financial Report by Q.
Organization Performance: -Support the increase of entity performance by giving conclusions and advices after the financial report. -Historical and present analysis of financial results, to propose local investments and projects. -Create the local structure aligned with national advices for the financial area. Local Financial Capacity: -Support product development at local level. -Ensure the sustainability of all local events and activities by budget review and control plus ensuring fundraising when required. 2. Governance and Accountability Focus: Compendium management: -Ensure the management of the entity according with National compendium. -Follow up the national minimums membership criteria for the entity. -Create/implement the entity’s compendium in coherency with the national compendium. -Follow up of local minimums membership criteria for entity’s members. Assemblies and accountability management: -Ensure that local legislative assemblies are executed according with National and Entity’s compendiums. -Review the local Vice-Presidents reports for Q and tracking of minimum Quality conditions of these reports, its presentation, discussion and approval in the entity’s Assembly. -To Create and support the local financial audit group and delivery their quarterly report to entity’s assembly and member committee. Exchange operative support focus: -Define and execute the local level, auditing agreements for TN takers and contracts With EPs. -F&M must ensure use start platform. -Ensure tracking of all EP Flow in terms of agreements, payments and Post-match documents. -Define and execute the local trainee service strategy, leading the total legalization of trainees in Colombia and accomplishment of quality standards in service to the TN taker and trainee
Reporting o Direct communication and accountability to the AIESEC in Colombia MCVP Finance and Management during planning and execution. o Send reports every quarter to the MCVP Finance and management. o Send accou nting information monthly to National Office. o Local committee president.
Critical Success Factors o o o o o o o
Recruitment and induction Managing talent and information. Giving the right opportunity. Quality of AIESEC experiences of team members Financial Sustainability of the Local Committee Execution of Local strategies High Quality Management of operational activities
Approved by Jorge Luis Moreno de la Cruz Position MC VP Finances and Management
Talent Management Position LCVP Talent Management Report to MCVP Talent Management, Local Committee President Timeframe December 2014 – December 2015 Hours 25 hours per week Job Description: To manage, coordinate, control, evaluate, execute and improve the local strategies and processes for Team Member Program (TMP) and Team Leader Program (TLP) implementation and up -selling. Ensuring the alignment with the national and local Strategic Plan and the national guidelines for TMP and TLP, in order to improve quality and increase the efficiency and number of delivered experiences in the programs. Main Functions 1. Manage Team Member Program and Team Leader Program: -Supply and demand management -New products packaging, sales and delivery -Programs participants’ recruitment -Assessment of performance and development -Plan and execute the LEAD and the Education and Training Cycle for TMP & TLP -Plan and execute the Sales Development Program
-Targeting and getting Training and Learning Partners -Plan and execute the Integrated Experience (IXP) strategy -Guiding and coaching project managers and team members, seeking the highest standards possible in the execution of the processes -Participation at national and regional meetings and conferences. -Ensuring the proper documentation of talent management processes at local level, and the development of GCP documents to share at national and international level. -Ensure the transition process with your successor elected -Manage, execute, control, evaluate and align talent management processes according to 2015 vision and national guidelines
Reporting o Direct communication and accountability to the AIESEC in Colombia MCVP Talent Management during planning and execution. o Send reports every quarter to the MCVP Talent Management. o Local committee president. Critical Success Factors o o o o o o
Recruitment and induction Managing talent and information. Giving the right opportunity. Quality of AIESEC experiences of team members Execution of Local strategies High Quality Management of operational activities
Specific KPIs: o o o o o o o o o o
# of TMP/TLP experiences Standardized and high quality team programs delivery flows % Implementation of LEAD Retention rate of members % of Productivity in the LC # Active Sellers in the LC # Integrated Experiences (IXP) % Members allocated in areas with the right profile Accomplishment of the minimums in TXP (TMP + TLP experiences) % Active members in the LC
Approved by EstefanĂa Cuartas Position MC VP Talent Management
Marketing Position LCVP Marketing Report to MCVP Marketing, Local Committee President Timeframe December 2014 – December 2015 Hours 25 hours per week Job Description: To coordinate, implement, control, evaluate and improve the marketing processes at local level, increasing positioning of AIESEC through our stakeholders, support and improve our core processes based on sustainable relations, in order to contribute to the National and Global initiatives. The Internal Communication Manager is responsible for Lead, plan, execute, control, evaluate and manage the Internal Communications at local level, based in the national strategic plan, the national compendium, national and international policies; in order to guarantee the correct flow of information in all the activities generating continuity in the local entity and capacity to deliver more high Quality AIESEC Experiences. Main Functions 1. Strategic Planning: -To lead the local Marketing Team, and the local initiatives related with the area. -To accomplish specific requirements delegated by the MCVP Marketing. -To work aligned with the National Marketing Structure, in order to support the National Initiatives -To define a Local Media Plan, a Local Marketing Plan and a Local Public Relations Plan. -To structure and implement marketing strategies at local level. -To verify constantly brand awareness in each stakeholder. 2. Customer focus: -Lead the Costumer Focus strategy for the Programs of the Experiential Leadership Stage. -Ensure the Local Product Development and Packing of the Experiential Leadership Stage programs -To develop the Local Sales Plan2, based in Segmentation (result of the local Marketing Research). -Lead the Program Managers Team. -To lead the Brand Management of every one of the programs A sales plan contains objectives, assigned sales representatives, what products they are authorized to sell, list of sales roles, responsibilities, and territories.
3. Showcase impact: -Plan and track showcasing strategies to position program’s portfolio for youth -Generate PR plans to position products and organization’s brand -To generate strategies of showcasing experiences -To guarantee relevant content production for engaging youth -To generate endorsement strategies to verify our products 4. Engagement: -To develop the engagement with AIESEC strategy. -Lead the strategy to approach new market segments and engage new costumers. -To create all the local engagement with AIESEC activities. -To implement and develop the national initiatives to increase the engagement of young people with AIESEC -To lead the positioning process of AIESEC in the region Lead the strategy youth to business to local level. 5. Events management: -To manage Local External Events calendar to capitalize Market opportunities -To co-create/engage in external events for brand and projects positioning 6. Brand positioning: -To create and execute a Public Relations plan for Media partners -To create and execute PR plan for partners (enablers and supporters) management and track -To generate brand awareness in focused segments -Guarantee sales material and portfolio alignment with sales strategies -To develop communication channels strategies for product positioning and partners follow upe region -Lead the strategy youth to business to local level.
Communication Job Description: The Communications Manager is responsible for Leading, planning, executing, controlling, evaluating and managing the Internal Communications at local level, based in the national strategic plan, the national compendium, national and international policies; in order to guarantee the correct flow of information in all the activities generating continuity in the local entity and capacity to deliver more Quality-Driven AIESEC Experiences.
1. Internal Communication -To apply the Comm model completely aligned between the local and national levels to get a professionalism and strong area -To lead the Knowledge Management Project in order to save the gained knowledge in the local entity -Lead the organizational communication strategy, working alongside with both the lcp and TM area. -Ensure the transition process with his/her successor elected -To implement the Brand Experience and Internal Communication for AIESEC in Colombia. It means Brand Effectiveness, Brand Audit, Defining Channels, Internal Communication, culture and organizational climate, etc. Reporting o Direct communication and accountability to the AIESEC in Colombia MCVP Marketing during planning and execution. o Send reports every quarter to the MCVP Marketing. o Direct communication and accountability to the AIESEC in Colombia MCVP IM&COMM during planning and execution. o Send reports every quarter to the MCVP IM&COMM. o Send reports every quarter to the Local Committee President Critical Success Factors o Partners portfolio management o Market Analysis o Managing Information o Relationship management. o Giving the right opportunity o Capitalizing on networks, markets and issues o External Positioning to Organizations o Recruitment and induction o Managing talent and information. o Giving the right opportunity. o Quality of AIESEC experiences of team members o Execution of Local strategies o High Quality Management of operational activities Approved by Margarita Gutierrez Position MC VP Marketing