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ICX PROCESS. SESSION OBJECTIVES. To provide an overview of the whole ICX processes. THREE MAIN PROCESSES. RAISE. REALIZE. RA – MA – RE. MATCH. TN Sales and Raising. TN Management and Matching. Service and Receptions. THREE B ASIC FUNCTIONS. RAISE. REALIZE. RA – MA – RE. - PowerPoint PPT Presentation
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ICXPROCESS
SESSIONOBJECTIVES• To provide an overview of the whole
ICX processes
THREEMAINPROCESSES
RA – MA – RE RAISE
MATCH
REALIZE
TN Sales and Raising
TN Management and Matching
Service and Receptions
THREEBASICFUNCTIONS
RA – MA – RE RAISE
MATCH
REALIZE
TN Sales and Raising
TN Management and Matching
Service and Receptions
STRUCTURE
ICXPROCESSES
• Research on the availability and trends of the trainee pool available on AIESEC.net. – What types of traineeships most in
demand?– How long do trainees prefer to stay in
the country?– When are the trainees interested in
arriving in the Philippines?– Are there local committees who are
interested to do pocket recruitment?• All results of this research must be
communicated with the whole incoming exchange team, especially to the TN Sales and Marketing.
RESPONSIBILITY OF
EXCHANGE COORDINATOR
Useful Tools:1)AIESEC.net2)DAAL Files3)Search Tools
• surveying the companies and organizations that AIESEC to serve the potential matches and realizations.
RESPONSIBILITY OF
TN SALES and MARKETING
Useful Tools:1)Internet2)BOA / Alumni3)Academics4)News5)Surveys6)Personal Contacts
• Consolidate all research materials in order to target the right countries and corporations/organizations to partnership up with
RESPONSIBILITY OF
EXCHANGE COORDINATORTN SALES and MARKETING
• Foster partnerships with different local committees and/or countries who are willing to send their trainees to your local committee.
RESPONSIBILITY OF
EXCHANGE COORDINATOR
Useful Tools:1)LC/CY partnership contract
• Creating connections with targeted companies (personal contacts, social media, cold/warm calls, job fairs, alumni)
• Setting up company calls• Presenting the GIP to the
company/organization• Following up the potential
partnership• Signing the MOA and the TN JQ• Assigning a point person from the
company to respond to you regarding the partnership
RESPONSIBILITY OF
TN SALES and MARKETING
Useful Tools:1)Internet2)Marketing Letter3)Presentation4)Promotional Materials5)MOA6)TN Job Questionnaire
• Uploading the TN JQ in the system• Double check that the Job
Description is attractive and matchable
RESPONSIBILITY OF
TN MGT. and MATCHING
Useful Tools:1)Internet2)Accomplished TN JQ3)AIESEC.net
RESPONSIBILITY OFTN MGT. and MATCHINGEXCHANGE COORDINATOR
Useful Tools:1)Internet2)AIESEC.net3)DAAL4)Search Tools
TN MGT. And MATCHING EXCHANGE COORDINATOR
-Receive and respond to applications from interested trainees-Look for eligible trainees and invite them to the TN
-Conducting initial interviews to see if the trainee is truly eligible -Communicate with the TN regarding the potential matches And their own screening process
-Utilize partnerships to provide trainees to TNs- Create promotional materials to entice trainees to go to your TNs
RESPONSIBILITY OFTN MGT. and MATCHINGEXCHANGE COORDINATOR
Useful Tools:1)TN Acceptance Note2)EP Acceptance Note
TN MGT. And MATCHING EXCHANGE COORDINATOR
-Once the TN approves an interested applicant, ask for an acceptance note from the EP
-Once the EP AN has been sent, send a TN AN (signed by the TN) and turn the form status in myAIESEC.net into MATCHED!
-File all legal and important files for future use
RESPONSIBILITY OFTN MGT. and MATCHINGEXCHANGE COORDINATOR
Useful Tools:1)TN Acceptance Note2)EP Acceptance Note
TN MGT. And MATCHING EXCHANGE COORDINATOR
-Once the TN approves an interested applicant, ask for an acceptance note from the EP
-Once the EP AN has been sent, send a TN AN (signed by the TN) and turn the form status in myAIESEC.net into MATCHED!
-File all legal and important files for future use
• Communicate with the incoming trainee and set reasonable expectations
• Respond to all inquiries of the trainee regarding the country and his/her traineeship
• Inform him/her of necessary preparations:– Visa Applications / Working Permits– Accommodations– Airport Pick-Up– Cost of living– Clothes– Culture– ETC.
RESPONSIBILITY OF
SERVICE and RECEPTIONS
Useful Tools:1)Internet2)Welcome toolkit3)Flight Tracker4)Social Media
RE: VISA APPLICATIONS
• It is advisable that a trainee comes in the Philippines already with a valid visa throughout his/her stay
• If ever this is not the case, any citizen (except Chinese and Indian) may enter the Philippines for an initial EOC of 21 days, and may be extended upon arrival (P3,030 for 60 days)
• Prepare welcome events for the trainees. Provide for them a welcome kit inclusive of necessary materials (sim card, map, emergency numbers etc.)
• Provide a city orientation for them (commuting, important establishments)
• Assuring that they are well integrated with the LC (invite them to events)
• Respond to their needs and emergencies
RESPONSIBILITY OF
SERVICE and RECEPTIONS
Useful Tools:1)Flight Tracker2)Toolkit
• Assuring that both the TN and the trainee are meeting their reasonable expectations from each other and from the hosting LC
• If ever this is not the case, conduct an investigation and come up with a fair and reasonable action for all parties
RESPONSIBILITY OF
SERVICE and RECEPTIONSTN MGT. and MATCHING
Useful Tools:1)MyAIESEC.net2)Google Docs.
• Assuring that the trainee has been sufficiently immersed into our culture and prepared to share his/her learning experience here back to his/her country
RESPONSIBILITY OF
SERVICE and RECEPTIONS
ICXJOBDESCRIPTIONS
VP’S ROLES&RESPONSIBILITIES• Ensure the development of each ICX
subsystem – set goals and assure that all are followed
• Deliver necessary tools that will ensure growth in quality and quantity of exchanges
• Represent your LC internally and externally through building effective partnerships
• Foster and build a culture of exchange
JD: EXCHANGE COORDINATOR• Research the supply and demand of
EPs on myaiesec.net
• Fostering country and LC partnerships to provide a sustainable supply of trainees for TN partners
• Creating and disseminating promotional campaigns and Matching Mania sessions for all TNs and EPs
JD: TN SALES AND RAISING• Acquire TN partners who are willing to
take in trainees from AIESEC• Assure continuity of current partnerships• Conducting external market research on
which companies are suitable for GIP• Create a database of potential TNs• Setting up meetings and presenting to
TNs• Signing a MOA and the TN JQ
JD: TN MGT. AND MATCHING• Uploading the TN JQ of current
partners• Managing forms (promoting and
receiving applications) • Looking for eligible trainees for TNs• Communicating with the TN re: all
applications• Finalizing matches between the EPs
and the TNs
JD: SERVICE&RECEPTIONS• Ensuring that all trainees are well
integrated in the country• Preparing the arriving trainees for their
traineeships and expectation setting• Arranging legal and logistical
requirements of the trainee• Continuously servicing all the trainees
throughout their stay• Reintegrating the trainees prior to their
departure