AIESEC in COLOMBIA Manual of Functions Fron t Office 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 AIESEC Way o AIESEC 2015 o Team Management (Building, Training, Motivating and Tracking) o National compendium and strategy o Global Competency Model o National finance system o AIESEC as a System o Financial Subsystem Key Processes – Local Execution Software o Microsoft Office (Word, Excel, Power Point, Access) o PODIO o Internet o START Platform o GIS o Wiziq o Google Basic tools (Mail, Calendar, Docs)
iGCDP Position LCVP Incoming Global Community Development Program Report to MCVP Incoming Global Community Development Program, Local Committee President Timeframe December 2014 – December 2015 Hours 25 hours per week Job Description: To manage a local ICX GCDP team which plans and execute goals and objectives for Incoming Exchange Area according to Local Strategic Plan and National Strategic Plan. Responsible for guiding, training and building a team that will ensure the execution of the selling process and increase the levels of TN raising in GCDP in order to implement international cooperation, strategies based on market research, external trends of each city and global AIESEC demand and supply. To drive sustainable, and supervise the correct implementation of the administrative procedures at local level in the sales process, trainee delivery and TN Management.
Main Functions 1. Market Research and Pre-Selling Process: -Make a strategic market research based on social project, global issues that will ensure the management of high quality and volume of Exchanges in each city. -Guarantee the implementation of the pre selling process (marketing strategies, Account Management) in each LC. -Make and communicate supply and demand analysis of the exchange trends to offer the best quality to our stakeholders. -Structure plans based on projects considering weekly key performance indicators, physical, human and financial resources to achieve RAMA-RE goals. 2. Sales Meetings and follow up: -Make a weekly follow up to local iGCDP teams in sales operations to guarantee the execution and the TN Raising in order to the local goals and objectives -Develop and support sales strategies in order to promote correctly AIESEC brand. -Take advantage of the alumni network to improve the approach with the local companies with the support of the National Alumni Coordinator -Have continuous meetings with the VP of marketing and Communications to improve the marketing
3. Administrative procedures supervision: Ensure the correct implementation of the next administrative procedures: START and PODIO usage. Pricing policy knowledge Agreement and JQ Generation Visa procedures Post-match legalization documents 4. Trainings: -Develop effective and continuous trainings for the IGCDP teams in the next topics: -IGCDP/TN Flow (Sales preparation, selling, matching, delivery, Re-Raising) -Market research specific in social projects and external trends of each city and global AIESEC supply. -Administrative procedures -Synergy work with strategic areas -Soft & hard skills -IGCDP Tools usage 5. Satisfaction of stakeholders: -Ensure the implementation of the evaluation of stakeholder satisfaction through GIS, PODIO and NPS tools. -Review and support the LC strategies to improve the satisfaction. -Generate strategies of re-raising and incentives for current local partners 6. International Cooperation: -Building the local strategy with MCVP ICX GCDP for International Cooperation -Monthly report to MCVP ICX GCDP about performance -Analyze the offers and demands of AIESEC in Colombia to build strategic LC to LC cooperation with MCVP ICX GCDP. -Coordinate cooperation with countries in the AIESEC network, constant communication with contacts in other countries, define the framework of the cooperation, set goals and action plans. -Coordinating all the local activity for building and follow up an international cooperation strategy -Guarantee TN Raising and matching according to the national timeline Reporting o Direct communication and accountability to the AIESEC in Colombia National Incoming GCDP Director during planning and execution. o Supporting the search and development of National Supply and demand analysis. o Send reports every quarter to the MCVP ICX GCDP
Critical Success Factors o Increasing Exchange XPs. o Market Analysis o Relationship Management with stakeholders o Capitalizing on Networks, Markets and Issues. Approved by Daniela Zapata Position MC VP Incoming Global Community Development Program
ogcdp Position LCVP Outgoing Community Development Program Report to MCVP Outgoing Community Development Program, Local Committee President Timeframe December 2014 – December 2015 Hours 25 hours per week Job Description: To manage, coordinate, control, evaluate and execute the local strategies and processes for Outgoing Global Community Development Program (GCDP) and upselling. Ensuring the alignment with the national and local Strategic Plan and the national guidelines for GCDP, in order to improve quality and increase the number of delivered experiences into this program. Main Functions 1. Manage Experiential Exchange program – Global Internship Program: -Working consistently in the outgoing exchange GCDP delivery strategy, developing an international network of AIESEC LC partners around the network. -Supporting the outgoing exchange process planning and execution. -Product packaging, sales and delivery -Guiding and coaching project managers and team members, seeking the highest standards possible in the outgoing exchange flow. -Participation at national meetings and conferences. -Ensuring quality of the Outgoing Exchange GCDP delivery as one of AIESEC core work. -Managing the exchange membership pipeline through a synergic work with the -Marketing and Talent Management team. -Ensuring the proper documentation of outgoing exchange processes at local level, and the development of GCPs documents to share at national and international level. -Leading transition for subsequent Outgoing exchange team leader. -Guarantee the growth of the programm through focused strategies -Make International Cooperations in order to guarantee the quality of EP's experiences.
2. Manage, execute, control, evaluate and align exchange management processes according to 2015 vision and national guidelines: Planning Promotion Market Research & Segmentation Product Development Marketing/Selling Delivery Process EPIC Implementation at local level EPAdaptation and Integration Customer Relationship Management (AIESEC involvement and outgoing support during the internship) Quality Measurement Reintegration Manage & align talent management processes with GCDP execution 3. Complete and Quality Experiences: To ensure the upselling of the programs in joint work with Marketing and Talent Management Vice Presidents. To assure the delivery of the programs’ value proposition To guarantee a quality induction and preparation for members joining GCDP. Reporting o Direct communication and accountability to the AIESEC in Colombia MCVP OGCDP during planning and execution. o Send reports every quarter to the MCVP OGCDP. o Local committee president. Critical Success Factors o Number of Global Community Development Program experiences o Quality of delivered experiences o Managing talent o Managing information o Giving the right opportunity o Increasing exchange experiences o Generating Leadership experiences o Quality AIESEC experiences Approved by Mohammed el Sawy Position MC VP Outgoing Global Community Development Program
igip Position LCVP Incoming Global Internship Program Report to MCVP Incoming Global Internship Program, Local Committee President Timeframe December 2014 – December 2015 Hours 25 hours per week Job Description: To manage a local ICX GIP team which plans and execute goals and objectives for Incoming Exchange Area according to Local Strategic Plan and National Strategic Plan. Responsible for guiding, training and building a team that will ensure the execution of the selling process and increase the levels of TN raising in GIP in order to implement international cooperation, strategies based on market research, external trends of each city and global AIESEC demand and supply. To drive sustainable, and supervise the correct implementation of the administrative procedures at local level in the sales process, trainee delivery and TN Management. Main Functions 1. Market Research and Pre-Selling Process: -Make a strategic market research based on industry sectors that will ensure the management of high quality and volume of Exchanges in each city. -Guarantee the implementation of the pre selling process (marketing strategies, Account Management) in each LC. -Make and communicate supply and demand analysis of the exchange trends to offer the best quality to our stakeholders. -Structure plans based on sales considering weekly key performance indicators, physical, human and financial resources to achieve RAMA-RE goals. 2. Sales Meetings and follow up: -Make a weekly follow up to local IGIP teams in sales operations to guarantee the execution and the TN Raising in order to the local goals and objectives -Develop and support sales strategies in order to promote correctly AIESEC brand. -Take advantage of the alumni network to improve the approach with the local companies with the support of the National Alumni Coordinator -Have continuous meetings with the VP of marketing and Communications to improve the marketing
3. Administrative procedures supervision: Ensure the correct implementation of the next administrative procedures: START and PODIO usage. Pricing policy knowledge Agreement and JQ Generation Visa procedures Post-match legalization documents 4. Trainings: -Develop effective and continuous trainings for the IGIP teams in the next topics: -IGIP/TN Flow (Sales preparation, selling, matching, delivery, Re-Raising) -Market research specific in industry sectors and external trends of each city and global AIESEC supply. -Administrative procedures -Synergy work with strategic areas -Soft & hard skills -IGIP Tools usage 5. Satisfaction of stakeholders: -Ensure the implementation of the evaluation of stakeholder satisfaction through GIS, PODIO and NPS tools. -Review and support the LC strategies to improve the satisfaction. -Generate strategies of re-raising and incentives for current local partners 6. International Cooperation: -Building the local strategy with MCVP ICX GIP for International Cooperation -Monthly report to MCVP ICX GIP about performance -Coordinate cooperation with countries in the AIESEC network, constant communication with contacts in other countries, define the framework of the cooperation, set goals and action plans. -Coordinating all the local activity for building and follow up an international cooperation strategy -Guarantee TN Raising and matching according to the national timeline 7. CLO certification -Guarantee CLO certification -Work in sinergy with BD team -Accomplish the minimums to keep the CLO Certification -Train the team in National ER Policies
Reporting o Direct communication and accountability to the AIESEC inColombia National Incoming GIP Director during planning and execution. o Supporting the search and development of National Supply and demand analysis. o Send reports every quarter to the MCVP ICX GIP Critical Success Factors o Increasing Exchange XPs. o Market Analysis o Relationship Management with stakeholders o Capitalizing on Networks, Markets and Issues. Approved by Diego Tibamoso Position MC VP Incoming Global Internship Program
ogip Position LCVP Outgoing Global Internship Program Report to MCVP Outgoing Global Internship Program, Local Committee President Timeframe December 2014 – December 2015 Hours 25 hours per week Job Description: To manage, coordinate, control, evaluate and execute the local strategies and processes for Outgoing Global Internship Program (GIP) and scale up. Ensuring the alignment with the national and local Strategic Plan and the national guidelines for GIP, in order to improve quality and increase the number of delivered experiences into those programs. Main Functions 1. Manage Experiential Exchange program – Global Internship Program: -Working consistently in the outgoing exchange GIP delivery strategy, developing an international network of AIESEC LC partners around the network. -Supporting the outgoing exchange process planning and execution. -Product packaging, sales and delivery -Guiding and coaching project managers and team members, seeking the highest standards possible in the outgoing exchange flow.
-Participation at national meetings and conferences. -Ensuring quality of the Outgoing Exchange GIP delivery as one of AIESEC core work. -Managing the exchange membership pipeline through a synergic work with the Talent Management team. -Ensuring the proper documentation of outgoing exchange processes at local level, and the development of GCPs documents to share at national and international level. -Leading transition for subsequent Outgoing exchange team leader. -Taking part in National Cooperations, doing promotion and matching. -Using Podio, in order to centralize the information and ensure a good tracking from the MC. 2. Manage, execute, control, evaluate and align exchange management processes according to 2015 vision and national guidelines: Planning Promotion Market Research & Segmentation Product Development Marketing/Selling Delivery Process Internship Preparation Tracking Adaptation and Integration Customer Relationship Management (AIESEC involvement and outgoing support during the internship) Quality Measurement Reintegration Manage & align talent management processes with GIP execution 3. Complete and Quality Experiences: To ensure the scale up of the programs in joint work with Marketing and Talent Management VPs. To assure the delivery of the programs’ value proposition To guarantee a quality induction and preparation for members joining GIP. To ensure the closing GIP. Reporting o Direct communication and accountability to the AIESEC in Colombia MCVP OGIP during planning and execution. o Send reports every quarter to the MCVP OGIP. o Local committee president.
Critical Success Factors o Number of Global Internship Program experiences o Quality of delivered experiences o Managing talent o Managing information o Giving the right opportunity o Increasing exchange experiences o Generating Leadership experiences o Quality AIESEC experiences Approved by Milena Restrepo Position MC VP Outgoing Global Internship Program