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AIESEC TALLINN TEAM LEADER AND LOCAL SUPPORT TEAM 2011/2012 CANDIDATES’ INFORMATION BOOKLET

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CONTENTS Introduction............................................................................................................................................. 3 Time schedule.......................................................................................................................................... 4 th

7 May 2011 23:59 EST - Application deadline ................................................................................................. 4 th

8 May 2011 - Candidates are announced ........................................................................................................ 4 th

th

8 - 10 May 2011 - Interviews with candidates ................................................................................................ 4 th

10 May 2011 – Results are announced ............................................................................................................ 4 th -

12

th

th

15 May 2011 – National Planning Meeting ............................................................................................. 4 th

16 – 31 May 2011 – Transition for team leaders............................................................................................. 4 1 June 2010 – New team leaders and Local Support Team start their term...................................................... 4

Requirements and benefits for the candidates....................................................................................... 5 Background ........................................................................................................................................................ 5 Skills and competencies ..................................................................................................................................... 5 Conference and training opportunities .............................................................................................................. 5 Benefits .............................................................................................................................................................. 5

Application............................................................................................................................................... 6 1.

Questionnaire ............................................................................................................................................ 6

2.

CV............................................................................................................................................................... 6

Available positions................................................................................................................................... 7 Team leader (TL) positions ................................................................................................................................ 7 Local Support Team (LST) positions .................................................................................................................. 7

Team leaders’ job descriptions: .............................................................................................................. 8 Local Support Team job descriptions .................................................................................................... 11

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INTRODUCTION Dear member of LC Tallinn! This booklet is for you and only for you! One term is about to end and it’s the time to think, what is happening next. The time to take the lead and let everyone know, who are you and what you can achieve, because I know I have a lot of faith in you and I am sure you can accomplish a lot. The opportunity is here, knocking on your door and waiting for you to take the challenge. It’s up to you, whether to answer the door today, tomorrow or sometime in the future. You just have to realise that, if you are not answering the door right away, the opportunity might not be there, because someone else was brave, opened the door and took it away. In this booklet, there are a lot of different opportunities, which might challenge you in one way or another, but think about the things, which would help you achieve your own goals in the future. If you put aside all other factors, which are stopping you, then what do you want? When you are reading this booklet, then remember that everything unattempt is impossible! So I encourage you to try and make an attempt to make it all possible. If you have any questions , then we are here to support you and giving the answers you want to get. Remember that you have already people, who are supporting you

On behalf of the Executive Board of LC Tallinn 2011/2012 Birgit, Elina, Liisi, Meelika, Valle and Mari

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TIME SCHEDULE 7th May 2011 23:59 EST - Application deadline Application (see below) has to be sent to current and elected LCP no later than 7 May 2011 23:59 Estonian time. You can find job descriptions for all positions from files together with this booklet.

8th May 2011 - Candidates are announced Candidates will be announced in LC list.

8th- 10th May 2011 - Interviews with candidates Interviews will be held by the Selection Committee. Selection committee consists of current and elected EB members.

10th May 2011 – Results are announced Selection Committee final results will be announced in LC list.

12th - 15th May 2011 – National Planning Meeting National Planning Meeting where national priorities and goals for the next term will be set, is mainly for all current and elected MC, EB, LST members and team leaders. Exceptions can be made for other members as well.

16th – 31th May 2011 – Transition for team leaders Elected members will go through transition period consisting of individual meetings with their predecessor. Transition in most parts should finish by the end of May. June can be used for additional transition meetings and trainings.

1 June 2010 – New team leaders and Local Support Team start their term First half of the term will end in 31st December 2011

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REQUIREMENTS AND BENEFITS FOR THE CANDIDATES Background      

At least 2 months of AIESEC experience (joined AIESEC latest in spring 2011) Understanding of AIESEC as an organization Some functional knowledge Awareness and understanding of the reality of LC Tallinn Required to have good written and spoken English Previous team experience

Skills and competencies     

Experience in dealing with difficult situations Good time-management skills Delegation skills Good communication skills Results oriented

Conference and training opportunities          

Autumn and Spring Seminar Leadership Development Program (e.g. Fastleader, Vain&Partners, Hansapank, Mercuri International) I’m a Leader Campaign STARTER Annual Conference National Planning Meeting Synergy NaLDS, BeLDS, MeLDS (or any other LDS – Leadership Development Seminar) Any TtT (Train the Trainers) or TtAT (Train the Advanced Trainers) Other international (functional) conferences.

Benefits            

Teamwork experience Network building Managerial experience Good functional understanding/knowledge Better communication skills Better facilitating, coaching and mentoring skills Better negotiation skills Better public speaking skills More financial support for conferences and trainings Crisis management Self confidence Chance to be a role model for all LC members

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APPLICATION Because we want to provide more people leadership experience, team leader positions are half year long instead of the one year. This makes the position more efficient, flexible and of course team leader can also apply for the second half of the year. If you have any questions about the length of the positions, then please don’t hesitate to contact any EB member. You have to send the whole application package to Ott Niggulis(ott.niggulis@aiesec.net) and Mari Sarapuu(mari.sarapuu@aiesec.net) by 7th May 2011 23:59 Estonian time. Your application package has to contain 2 .pdf documents named in the following way: 1. Questionnaire – your full name 2. CV – your full name

1. Questionnaire Feel free to go as specific or general as you feel relevant. The answers should not exceed 2 pages! It is up to you how you design the document. It is important that the document is easy to read and follow. Please also include the questions with numbers before your answers.

2. CV CV should not exceed 2 pages. It should contain at least the following information:     

Contact details (primary e-mail, Skype, phone number) Academic background Relevant job experience Positions held in AIESEC Major conferences and trainings attended

It is up to you to design the .pdf documents. The appearance of the application tells everybody about you, your attitude and diligence. All candidates have to answer the following questions: 1. Which position are you applying for and why? 2. How would you like to develop yourself in the position you are applying for? 3. Please analyse one of the current team leaders in LC Tallinn in terms of leading a team. What has this person done well and what needs to be improved? 4. List your strengths and weaknesses in the terms of the concrete position you are applying for? 5. Please describe your vision for the period on the position you are applying for? 6. How would you as a team leader contribute towards keeping your members motivated? 7. What challenges have you faced when working in teams in the past? What did you learn from these? 8. What are your plans for the summer? Local Support Team candidates have to answer also to two extra questions: 1. How will you ensure communication and cooperation with EB? 2. Which are top 2-3 biggest challenges and opportunities in the responsibility areas you want to work with in LST? Describe solutions briefly!

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AVAILABLE POSITIONS Team leader (TL) positions Team leaders will be leading a team of 3-7 people on daily basis. They are in closest contact with all members of the LC and therefore have a big influence on the experience the members will have in AIESEC. The available team leader positions:       

ICX team 1 ICX team 2 Trainings team Member Support team OGX (Global Community Development Program) team leader OGX (Global Internship Program) team leader Communications team

Expansion LC is officially separately from the bigger LC and in Tallinn University there will be one ICX team and one OGX team. The available team leader positions in TLU:  

ICX team OGX team (all traineeship pools)

Local Support Team (LST) positions As LC Tallinn is growing bigger, all responsibility areas cannot be covered by EB members. Otherwise the team would get too big. LST members are responsible for those areas that are not represented in the EB and therefore work more closely with the EB team – they can attend some EB meetings for example. LST members may also have a team of 3-7 members, but not necessarily. The available team leader positions are:    

External Relations External Events manager Information Systems coordinator Projects

Team leaders, LST and EB members will form the Leadership team of LC Tallinn.

You will find detailed job descriptions for all positions from files together with this booklet. If you have any doubts or questions, feel absolutely free to turn to any team leader or EB member.

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TEAM LEADERS’ JOB DESCRIPTIONS:

ICX team Team leader of Incoming Exchange is responsible for managing the team in the local committee – planning, delivery, tracking and evaluation of exchange processes (raising, matching, realizing, reception, account management). Main responsibilities:  Increasing the quality and quantity of incoming exchange  Create functional plan and revises it according to the needs.  Integration (reception and communication between intern and company; revisit intern learning and set intern expectations with company)  ICX delivery management  Contacting organisations, consulting and selling the Internship Programme  Cooperation with umbrella organisations  Attending networking events  Managing the Customer Relations Manager  Matching raised TNs  Educating team members about sales and exchange area  Creates together with his team members the identity of the team including vision, principles and way of working

OGX (Global Community Development Program) Main responsibility is leading OGX team and mananing the outgoing exchange platform in local committe level- planning, delivery, tracking and evaluation of OGX processes in cooperation with other functions. The team will be responsible for the OGX knowledge of EPs- help with the process of applying. The team is responsible for coaching, supporting and gathering feedback before and after exchange. Main responsibilities:  

Developing OGX(Global Community Development Program) together with VP OGX Creating a functional team plan and revising it according to needs

      

Delivering OGX recruitment campaigns Delivering promotional events for MT, TT and ET traineeship Managing internal promotion of outgoing exchange Attending other external promotional events Ensuring the quality of EPs-matching and realising them Implementing and tracking EP manager system in a team and supporting EP manager Organising events about OGX knowledge and opportunities to EPs and LC members

Creates together with his team members the identity of the team including vision, principles and way of working

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OGX (Global Internship Program) Main responsibility is leading OGX team and mananing the outgoing exchange platform in local committe level- planning, delivery, tracking and evaluation of OGX processes in cooperation with other functions. The team will be responsible for the OGX knowledge of EPs- help with the process of applying. The team is responsible for coaching, supporting and gathering feedback before and after exchange. Main responsibilities:   

       

Working closely with VP OGX Creating a functional team plan, revising it according to needs and tracking

Delivering OGX recruitment campaigns Delivering promotional events for DT traineeship Managing internal promotion of outgoing exchange Attending other external promotional events Ensuring the quality of EPs-matching and realising them Implementing and tracking EP manager system in a team and supporting EP manager Finding opportunities for cooperation projects with LCs abroad together with VP OGX Organising events about OGX knowledge to EPs and LC members Creates together with his team members the identity of the team including vision, principles and way of working

Trainings team Trainings team leader in talent management function is responsible for bringing high quality people into the organization and helping them to develop through trainings and learning circles. Main responsibilities:        

Constant communication with LC VP TM Creating the functional team plan together with LC VP TM Responsible for carrying out planned trainings and learning circles Cooperation with other teams according to their needs Creates together with his team members the identity of the team including vision, principles and way of working Managing and tracking the training team members Storing the knowledge, data and feedback collected and gained during the term Taking part and helping with the team in the member recruitment events

Member Support team Member support team leader in talent management function is responsible for bringing high quality people into the organization and supporting them and their development in AIESEC. Main responsibilities:  

Constant communication with LC VP TM Creating the functional team plan together with LC VP TM and tracking it AIESEC Tallinn | www.aiesec.ee/tallinn | tallinn.ee@gmail.com 9/ 12


      

Carrying forward buddy system and coaching/mentoring in LC Tallinn EP allocation and development in cooperation with OGX teams Competency assessment and competency development among members Supporting team leaders –motivating them to evaluate their team members and assess their development. Creates together with his team members the identity of the team including vision, principles and way of working Managing and tracking team members Responsible of planning the recruitment together with VP TM and Comm team leader.

Communications team Communication is responsible for running the communication team in the local committee - internal and external communication, media positioning and recruitment. Main responsibilities: • • • • • • • • • •

Constant communication with LC VP Com Creates functional plan and revises it according to the needs together with LC VP Comm Coordinate the update of the social media environment Keeping and creating new relationships with media publications Releasing press releases Writing articles, stories to student newspapers Coordinate the organizing and implementing of member recruitment and supporting EP recruitment (promotion materials, info evenings, promotion events). Improving g internal communication in the LC Coordinate the compiling of LC newsletter Realising the Communication team goals for the term 11/12

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LOCAL SUPPORT TEAM JOB DESCRIPTIONS

External Relations LST ER will coordinate all ER activities in the different functions of the LC . The team leader will have the challenge to build it up from scratch and make a structure that will ensure that the function will work smoothly. His main responsibilities will be coordinating his team members and working together with other people connected with ER. Main responsibilities: • Creating the basis of ER in LC Tallinn • Leading ER team in the LC • Managing, creating and keeping relations with partners, acting as official representative of AIESEC Coordinating projects ER • Partnership raising • Partner servicing – guaranteeing respectable and trustworthy relations with external partners by overlooking and consulting all contacts (follow-ups, contacts, in-kind etc) • Working out diverse products for partners • Coordinating ER in OCs • Events ER • Other ER related activities in the LC (e.g. in-kind for R&R, office supplies and so on) • Team leader will be responsible for creating ER plan in cooperation with MC VP ER

External Events coordinator The aim of the team is to create open (educational) educational events for the general public (students) and making AIESEC in Tallinn more visible. The team leader will be responsible for creating an interactive learning environment with the strong cooperation with LC VP Com and together with other organisations and using their opportunities. Main responsibilities: • • • • • • • •

Constant communication with LC VP Com Making research, what events could be organised Finding opportunities, where AIESEC Tallin could be represented Organising events (together with other organisations if needed) Developing external events consept Promotional and advertising activities Creating project plan and budget Finding performers to events

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Information Systems coordinator Information Systems coordinator is responsible for educating members on currently used information systems and developing them further. It concerns myaiesec.net, CRM, AIESEC webpages, Google Applications, Merit software etc. This person does not need deep knowledge of IT nor programming skills but a good overview of different IS solutions available on the market . Main responsibilities: • •

• • • • • •

Managing and tracking current systems. Administrating and developing:  AIESEC web pages  LC Tallinn wikis  LC Tallinn social media spaces. Creating a structure for information flow and choosing the best channels/systems for that. Creating a plan for which IT solutions to use in LC Tallinn. Improving the performance of each function by introducing new IT solutions. Educating members on each system. Close cooperation with LCP, EB, national IS coordinator and MC. Leading the small IS team(if needed)

Projects coordinator LST Projects will be the final responsibility in terms of projects and will be leading a team of project managers and being constantly connected with other project leaders. Main responsibilities:     

Co-operation with National projects responsible Coordinating projects teams at LC level Helping project managers to find funding to projects Coaching project managers Making sure other functions (ER, F, Communications) are helping projects

Luck is when opportunity meets preparation.

Good luck! AIESEC Tallinn | www.aiesec.ee/tallinn | tallinn.ee@gmail.com 12/ 12


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