Mof back office

Executive Board Manual of Functions Booklet 2016

AIESEC in Colombia Manual of Functions Back Office

Specific Knowledge ▶︎ AIESEC Way ▶︎ AIESEC 2015 - 2020 ▶︎ EB 2016 – Strategic Framework ▶︎ Team Management (Building, Training, Motivating and Tracking) ▶︎ AIESEC as a system

▶︎ GIS ▶︎ Google Basic tools (Mail, Calendar, Docs) ▶︎ Basic Designing

As a team leader ▶︎ Team member’s goal setting and orientation

▶︎ TM Growth model

▶︎ Team member’s Education & Training

▶︎ Membership national politics ▶︎ BAM movement framework

▶︎ Team member’s Tracking

▶︎ National compendium

▶︎ Team member’s Rewards & recognition – Motivation ▶︎ Team member’s Performance Assessment

▶︎ Marketing Basics ▶︎ Logistic skills

▶︎ Talent review and Fast track

▶︎ LEADERSHIP DEVELOPMENT PROGRAM

▶︎ Succession Planning ▶︎ Usage of It system

SOFTWARE

▶︎ Internet ▶︎ START Platform

▶︎ Transition

▶︎ Internal Promotion for TL and TM opportunities

▶︎ Software ▶︎ Microsoft Office (Word, Excel, Power Point,

offered ▶︎ Internal Promotion for Global Internship Program

Access)

and Global Community Development

▶︎ PODIO

▶︎ Review Organizational structure

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LCVP Finance, Legality & Administration Timeframe: December 2015 – December 2016 Report to: Local committee president MCVP Finance & Management Weekly Hours: Approx. 20

Job Description The finance, legality & administration local Vice-president is responsible to Lead, plan, execute, control, evaluate and manage the finance and legal strategy at local level, must ensure that all activities are developed with transparency, according to the National strategic plan, national Compendium and all its policies, international financial policies and Colombian laws; 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 in AIESEC in COLOMBIA.

The Local Vice-President is responsible for the excellent management and decision making of Physical and financial resources of AIESEC, plan and execute functional training and leadership development of the FLA Members and Local Committee members.

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LCVP Finance, Legality & Administration 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 • • •

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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.

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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.

▶︎ Organizational Performance •

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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.

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LCVP Finance, Legality & Administration •

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.

• Fo l low u p t h e n at i o n a l m i n i m u m s membership criteria for the entity.

• Create/implement the entity’s compendium i n c o h e r e n c y w i t h t h e n at i o n a l compendium.

• Follow up of local minimums membership criteria for entity’s members. ▶ A s s e m b l i e s a n d a c c o u n ta b i l i t y management: • Ensure that local legislative assemblies are executed according with National and Entity’s compendiums.

Reporting ▶ Direct communication and accountability to the AIESEC in Colombia MCVP Finance and Management during planning and execution. ▶ Send reports every quarter to the MCVP Finance and management. ▶ Send accounting information monthly to National Office. ▶ Local committee president.

Critical Success Factors ▶ 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

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LCVP Standards & Satisfaction Timeframe: December 2015 – December 2016 Report to: Local committee president MCVP iGCDP Weekly Hours: Approx. 20

Job Description The job of the Vice President for Delivery is to ensure the well-being of iGCDP and iGIP trainees, the Quality-Driven Responses from all exchange programs via NPS and the strengthening of the Delivery processes inside the LC. The Vice President for Delivery is in charge of every ICX process that has to do with the relationship between AIESEC and the trainee from the match and onwards, except the visa procedures. This means that the VP and his area are in charge of the “Familias Globales” project, the legalization procedures, the pick-up and the trainee service that the LC offers and, in the process, works continuously towards an everlasting improvement of the NPS Score of our Exchange Programs.

Finally, the Vice President for Delivery is in charge of the feedback process that comes out of the NPS analysis (ICX & OGX), and it is also in charge of tracking the necessary changes that both the Operation Team and the Strategic Team have to implement from the moment it is received onwards.

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LCVP Standards & Satisfaction Main Functions 1.

As the Delivery Director for GCDP

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Tr ac k a n d I m p l e m e n t t h e “ Fa m i l i a s Globales”, “EP Managers”, “Buddies” project.

S e l l t h e “ Fa m i l i a s G l o b a l e s ” , “ E P Managers” and “Buddies” opportunities to our current market (students, friends, universities).

Sell the opportunities to new markets (schools, churches/religious groups, local newspapers and university radio stations, consulates, etc.).

Elaborate a detailed plan aiming towards d i f f e r e n t i at e d t r a i n e e s e rv i c e f o r different types of trainees.

Track and respond for the minimum quality standards and documentation set in the National Compendium and the XPP. Translate GCDP feedback into operations Track NPS for both ICX and OGX GCDP.

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2. As the Delivery Director for GIP • Track and Implement the temporal housing initiative.

• Enlarge the existing database of accommodation possibilities.

• Elaborate a detailed plan aiming towards differentiated trainee service for different types of trainees.

• Track and respond for the minimum quality standards and documentation set in the • National Compendium and the XPP. • Track and work with synergy with the iGIP manager and ensure a stable relationship • • •

between AIESEC and the trainee.

Create a Trainee Service plan for GIP Trainees Translate GIP feedback into operations Track NPS for both ICX and OGX GIP.

3. General • Prepare lead sessions for EP’s and trainees • Ensure the S&S measure to all stakeholders.

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LCVP Standards & Satisfaction Reporting ▶ Direct communication with AIESEC in Colombia iGCDP and iGIP Directors. ▶ Send reports every quarter to the MCVP ICX GCDP, GIP and the Local Committee. ▶ Local committee president.

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LCVP MARKETING Timeframe: December 2015 – December 2016 Report to: Local committee president MCVP Marketing Weekly Hours: Approx. 20

Job Description The LCVP Marketing is responsible to position AIESEC in the local market, being in charge of the attraction in the youth target, for the outgoing programs, talent management + IXP, housing program and university relations; as working close with the MCVP MKT guaranteeing the implementation and accuracy on the campaigns at a local level.

In addition, LCVP MKT must ensure the correct usage of the Brand Management and must develop the strategy of detractors and promoters based on showcasing stories.

In general, LCVP MKT will coordinate, implement, control, evaluate and improve the marketing processes at local level, increasing the position of AIESEC through our stakeholders, as supporting and improving our core processes based on sustainable relations, in order to contribute to the National and Global initiatives.

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Main Functions

LCVP MARKETING •

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Strategic Planning:

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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.

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2. Customer focus: • Lead the Costumer Focus strategy for the Programs of the Experiential Leadership Stage.

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Ensure the Local Product Development and Packing of the Experiential Leadership Stage programs To develop the Local Sales Plan, 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

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LCVP MARKETING • •

To guarantee relevant content production for engaging youth To generate endorsement strategies to verify our products

6. Brand positioning: • •

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.

5. Events management: • •

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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 partnerships.

Lead the strategy youth speak to local level.

To manage Local External Events calendar to capitalize Market opportunities.

To co-create/engage in external events for brand and projects positioning. e Board v i t u c e x E

LCVP MARKETING Reporting ▶ Direct communication with AIESEC in Colombia Brand Positioning corner. ▶ Send reports every quarter to the MCVP MKT and the Local Committee. ▶ Local committee president.

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LCVP Talent Management& Internal Comm Timeframe: December 2015 – December 2016 Report to: Local committee president MCVP Talent Management Weekly Hours: Approx. 20

Job Description As the LCVP Talent Management you are responsible of strategic guidance in the implementation of talent management processes. The most important about being EB is being conscious that LC members are volunteers that need to align their personal goals/purpose with the vision of our organization, that’s the reason why as LCVP TM your work needs to be focused on Team Member and Team Leader Programs value delivery.

In addition, the LCVP TM & Internal Comm is responsible of 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 high Quality AIESEC Experiences.

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LCVP Talent Management& Internal Comm Main Functions 1.

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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.

P l a n a n d e x e c u t e t h e I n t e g r at e d Experience (IXP) strategy Participation at national and regional meetings and conferences.

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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 a l i g n ta l e n t m a n ag e m e n t p r o c e s s e s according to 2015 vision and national guidelines.

Guiding and coaching project managers and team members, seeking the highest standards possible in the execution of the processes.

Reporting ▶ Direct communication and accountability to the AIESEC in Colombia MCVP Talent. ▶ Management during planning and execution. ▶Send reports every quarter to the MCVP Talent Management. o Local committee president.

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LCVP Talent Management& Internal Comm Critical Success Factors ▶ Recruitment and induction. ▶ Managing talent and information. ▶ Giving the right opportunity. ▶ Quality of AIESEC experiences of team members o Execution of Local strategies. ▶ High Quality Management of operational activities. ▶ Managing talent ▶ Managing information

Specific KPIs: ▶ # 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 ▶ # of bulletins sent

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EB Divergent is here to support this challenging and learning process to all those who decide to start with the brave actions.

Feel free to contact any of us, in case you need any advice, powerful talk or any doubt you may have along this process.

Good luck and enjoy your process!!

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