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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
 
 



 


1
 1



 
 
 
 


2‐4
 5‐7
 8‐10
 11‐13
 14‐16



 


17
 18‐20


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
 



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