Vp Application booklet 2016

VP Application BookletAIESEC in Uppsala

2016

Dear applicant,

"If not now, when? If not you, then who?"

If you are reading this you are taking the first step towards one of the most exciting,challenging and rewarding experiences you can have at university. So like EmmaWatson once said – why not YOU and why not NOW!

Even though the task of being a VP might seem daunting at first glance, do not letfear guide your decision. No-one feels ready or fully prepared – I certainly did not,but truth be told, you will never even come close to feeling ready if you never try. That is the beauty of AIESEC: we strive to develop young leaders - to provide a safeenvironment where you get a chance to learn, develop and most importantly can failbut then be able to try again. AIESEC is the perfect platform to test your wings!

To me life is about taking chances and challenging myself in order to learn newthings. Over a year ago I was in your shoes.. I did not feel ready, but I still took theplunge. Looking back, I am so happy that I did.Being a VP is a very different experience from being a team member. I have gotten tosee how I can impact more as an EB member and at the same time coordinate theoperations in my team to make us as efficient as possible.I have also learned to keep track of many projects at the same time, which has alsohelped me in my day to day life.

One thing that I have realized, is that I am never alone in success or downfalls,because I have a network of people that want AIESEC to succeed just as much as Ido. On tough days, there is always someone that can pick me up and make me lookat the situation from a different perspective. Also, as a VP you get to introduce andteach new members our operations – that is the best part in my opinion.During my time as a VP, I learned how to coach, how to deal with conflicts, how toplan meetings and how to give and take constructive feedback. The most importantthing is how to delegate – something that many people find difficult in thebeginning, but very useful when they have mastered the task. Essentially, delegationteaches you to trust in other people – that is your team mates.All this, I think will be invaluable to my future professional and personal life.

This experience has and still is a roller coaster. One day you do not know how to goforward and the next you are floating on cloud nine. It has certainly made mysometimes dull university life a lot more exciting!

Lastly, I have learned to believe in myself. I had never imagined myself to be a leader,but the thing that I have realized is that I, like you, can be a leader in my own way.The difference between a leader and person that lacks leadership, is that the leaderdares to try something new, even without any guarantees of success.

So, without any further ado: The applications for VP 2016 for AIESEC in Uppsala isnow opened! Don't miss out on a chance of a life time!

Like Emma Watson once said: If not now, when? If not you, then who?

Best of luck,

Julia SöderbergLCP 15/16

Application Process

To apply for the position as Vice President OGX, ICX, COMM, FIN, or TM for AIESEC inUppsala you need to submit an application consisting of the following documents:

• Resume• Motivational letter in English (max 600 words)• Questionnaire (please find attached questions in the booklet)

Please place all documents into ONE pdf-document and sent it to [email protected]. All documents should be sent to the email abovebefore February 6th. Applications will be available and sent out through email after deadline.

Elections will be held on February 15th. During the election process all candidates will be expected to:

• Present themselves• Hold a motivational speech about their vision (5 min)• Participate in a Q&A session

The candidate will have an interview with the review board on one occasionbetween the 9th-12th of February. Think of it as a job interview.Elections will be conducted closed and the vote of confidence will be announcedafter the election day. The LCPe thereafter announce his or her elected EB for 2016.

TIMELINE

January 2nd: Application open

February 6th: Application close

January 31st : Applications available

February 9-12 : Review Board

February 15th: Vote of Confidence

mailto:[email protected]

TransitionAfter the elections of the executive board, the LCPe will host the first team meeting within 1-2 weeks, in order to get the transition started. During the spring, the current EB will host both functional and board transition meetings in order to prepare the new EB for their term. Please note that these meetings will be on top of your ordinary team activities.

Since this term is shorter than normal, the EBe is expected to (along with the help of EBc) to finalize the planning of their term before the 1st of June so that the operations can be ongoing during the summer.

At the beginning of June, Empower will take place: Empower is a EB conference to finalize the transition along with the new MC. Please make sure to attend as it will help you understand your role better.

VP Job Descriptions

Duration: 1st of June 2016 – 31st of December 2016 with a possible extension of one year.

General Organisational ResponsibilitiesAll Vice Presidents are part of the Executive Board of AIESEC in Uppsala. This responsibility includes:

• Attend board meetings every second week• Be part of the strategic planning in the LC• Make a strategic, annual plan for your function• Attend all national conferences and functional summits• Represent your function in AIESEC in Sweden at monthly national meetings• Prepare team member job descriptions

For team specific responsibilities please see down below:

• Incoming Exchange• Talent Management• Communication• Finance• Outgoing Exchange

AIESEC in Sweden 15.16 Vice President for Incoming Global Internship Program Job DescriptionPosition Role

The Role of Local Committee Vice President Incoming Global Internship Program (iGIP) is

to deliver the core program of AIESEC- exchange by bringing international interns to

contribute to Swedish business’s growth. In other words, LCVP iGIP needs to manage and

develop his/her own team; deliver meaningful and responsible experiences to related

stakeholders of the program (here is referred to Business Partners- TN takers and

Exchange Participant- EP/Trainee/Intern)

Measures of Success

• # of iGIP Raise – Match – Realize

• % growth of iGIP Raise - Match – Realize

• % of new partners raise and old partners retained

• % of plan realization

• % of processes implemented

• % stakeholder satisfaction delivery

• % member’s retention

Main Responsibilities:

Exchange planning

- Conducting functional performance plan with the duration of 12 months.

- Applied backward planning technique for the realistic yet ambitious exchange goal &

timeline.

Implementing program’s processes

- Conducting iGIP processes from Raise – Match – Realize.

- On-going review and adjust for better performance and goal realization.

Ensuring meaningful experiences delivery to TN takers and EPs

- Conducting national Standard & Satisfaction process.

- On-going review and adjust for better performance and goal realization.

Building – Managing – Developing Sales team

- Synergize with TM for team recruitment – management – development process, skills

and knowledge.

- Constant review and evaluate sales quality of members for better and customized

development plan.

- Conducting team meeting, training, coaching and bonding activities.

Implementing national sales initiatives

- Using national PODIO sales workspace as sales tracker and follow its’ regulations.

- Merge national sales standard and satisfaction & sales education program into LC’s iGIP

plan.

- Actively feedback, review and propose national initiatives for better sales community

connection and growth.

Reporting to MCVP iGIP&BD

- Submit functional plan at the beginning of the term (July) and adjusted plan after 6

months of operations (January)

- Attend monthly coaching with MCVP as well as iGIP community meeting.

Background, Skills and Experience Required

Competencies: team management, stakeholder management, graphic design,

implementation ability, conflict management, project management, customer

management, effective communication, emotional intelligence.

LDM: solution - oriented, empowering others, self-aware, global citizen.

Personal Skills: action-oriented, resilient, teamwork, optimistic, embrace challenges,

problem solving, task and time management, emotional intelligence, self leadership,

presentation skills.

Knowledge:

The AIESEC Way, LC membership criteria, AIESEC programmes, LC Communication,

Exchange Processes, Local Committee Compendium, AIESEC Leadership Development

Model

Skills Development

• Practical sales skill

• Network utilization and management

• Practical leadership experience

• Sales Strategic Planning

• Decision making under pressure

• Team Management skills

• Personal Management skills

• Task and time management skills

Workload

• 15 to 20 hours/week

• Transition period: March – May

• Position period: 1st June 2015 to 31st Dec 2016

• Availability in weekends for events

• Attend all Local and National Conferences

• Attend National iGIP meetings and summits (required)

AIESEC in Sweden 15.16 Vice-President Talent Management Job DescriptionPosition Role

The role of the Vice-President for Talent Management (VP TM) is to lead the functional ™

tram to reach organizational goals, while ensuring sustainable growth. The VP TM is

overall responsible for the creation, customisation and implementation of the following

processes: talent recruitment (talent planning, talent induction, talent selection, talent

allocation, talent marketing), talent development (talent career planning, talent education,

talent goal setting, talent mentoring/coaching) and talent retention (talent pipeline

management, talent R&R, talent tracking and talent succession planning). The VP TM is

also responsible for member satisfaction, assuring retention rate and proper talent

capacity throughout the term being sustainable and planning talent legacy for next term as

well.

Main Objectives

• Achievement of organizational goals through functional TM goals

• Ensure growth in operational results with support from TM function

• Ensure financial, operational and organizational sustainability of the LC from

perspective of TM function

• Implementation of Global and National Direction in TM area in the LC

Measures of Success



• % of Retention rate (>70%)

• Quality of TM experiences

• % of Member Satisfaction (>90%)

• # Member Efficiency (>o.9)

• # of LC team bonding events

• # of LC meetings per month

• # of applicants for LCP 16.17

• # of applicants for EB 16.17

• # of applicants for TL positions

• # of applicants for OCP/OC positions

• # of delegates on national conference Engage

• # of delegates on subregional conference NORLDS

• # of delegates attending international/national conferences out of AIESEC in

Sweden

• # of members applying for national/international opportunities (NST, CEED, etc)

• quality of selection process (CV, motivation letter, application form, preliminary

interview, assessment center, functional interview)

• quality of induction process (delivery of all 6 blocks)

• quality of talent planning (LC structure and JDs based on member efficiency)

• % of members having PDP

• quality of educational cycle (downscaled from the MC, adopted to the LC, and

executed throughout the term)

• # of educations/workshops from educational cycle delivered on monthly basis

• quality of mentoring program (each member has a mentor with meetings on a

monthly basis)

• quality of R&R system (frequency, concept, results)

• % of team minimums implementation

• # of teams that satisfy team minimum (VP + 3 members)

• % of VPs that have individual plan

• % of members that a JD

• quality of tracking system

• quality of evaluation and reflection

Responsibilities

EB & LC Planning

• Plan, review & track LC TM goals alignment with the National plan

• Create, adapt and implement TM strategies on Local level

• Adapt & customize LC structure and Job Description to deliver the plan

•TM Team Management

• Develop or adapt and implement tools for tracking, identity creation, team

planning, etc.

• Run weekly TM meetings

• Organize and run TM team days

• Have individual monthly tracking and coaching meetings with TM team

•Talent Management Overview

• Ensure recruitment for Exchange and leadership development

• Track indicators of members, leadership and quality of experiences delivery

• Ensure EB pipeline (succession planning)

• Alumni Management

• EB Motivation through team days, evaluations, transition, coaching, etc.

Talent Recruitment

• Talent planning - create/adapt LC talent plan to ensure talent capacity for each

function

• Talent marketing - create/decide/deliver to VP Comm general idea and member

profile of the recruitment for proper talent attraction

• internal talent marketing - deliver to VP Comm opportunities from the

network (local, national, international) for internal promotion

• Talent selection - conduct selection process for LC applicants to assure proper

member profile in the LC in each function

• implement personality tests for members (DISC, Belbin Team Role test) to

take their personality into consideration as well

• Talent allocation - conduct allocation process in not longer than a week based on

their preferences and evaluation from the selection process

• Talent induction - conduct induction process with no longer than a month,

deliverying the proposed blocks

Talent Development

• Talent Career Planning - include Talent Career Planning into PDP

• Talent Goal Setting - set PDP (Personal Development Plan) with each member

after the recruitment so you can track what they need to develop and how AIESEC

can develop them

• Talent Education - create/adapt and implement educational cycle and plan of

delivery in the teams and LC meetings

• Talent mentoring/coaching - create/adapt mentoring for members from the

side of EB so the members can be supported from the EB as well

Talent Retention

• Pipeline management - ensure proper number of people in each function

according to their peak workloads

• R&R - create and implement local R&R concept in order to award your most skilled

and devoted members

• Succession planning - ensure sufficient number of applicants for LCP/EB/TLP

positions

• Talent Tracking - create/adapt and implement talent tracking system in order to

track which members are being efficient

Team minimums

• Plan - have an individual plan as VP TM and TM functional plan

• JD - create/adapt JD for each member of your team

• support other VPs in co-creation/adaptation of JDs for their members

• Team - invest effort in creating teams with VP+3 members whenever possible

(team leader cannot be a person without a team)

• Training - have educational plan and track each VP on a monthly basis regarding

their delivery of functional educational cycle

• Tracking and Coaching - track your members on a weekly, bi-weekly, monthly

basis according to their functional TO DOs

• coaching - have a coaching meeting with your members once per month

• track other VPs to have coaching with their members as well

• Evaluation and reflection

• have a monthly or quarterly evaluation of your TM and Individual plan

• have a monthly evaluation of your members

• reflection: provide space for your members in the team and yourself to reflect

on experience you had so far

• Member Satisfaction

• conduct quarterly satisfaction survey for your LC members to evaluate their

satisfaction with their experience, teams and team leaders

• evaluate member responses and create report for the LC

• based on the survey create concrete actions steps how to improve member

satisfaction


Competencies: TM process knowledge and understanding, change management,

strategic thinking and implementation, performance management,

LDM: solution - oriented, empowering others, self-aware

Personal Skills: Team Management, Analytical capacity, planning and tracking,

coaching and facilitation, people management, interpersonal skills, intercultural

communication skills

Knowledge: The AIESEC Way, LC membership criteria, AIESEC programmes, Talent

Management Processes, AIESEC in Sweden Compendium, Local Committee Compendium,

AIESEC Leadership Development Model, LEAD, Cross-functional understanding

Skills Development

• How to run an HR team and HR planning


• HR management

• Strategic Planning

• Decision making under certainty

• Network creation and maintenance

• Team Management skills

• Personal Management skills

• Time management skills

Workload

• 15 to 20 hours/week

• Transition period: October to December

• Position period: 1st June 2015 to 31st December 2016

• Availability in weekends for events

• Attend all Local and National Conferences

• Attend National TM meetings (Required)

• Attend TM Summit (Optional)

AIESEC in Sweden 15.16 Vice President for Communications Job Description

Position Role

The Role of Local Committee Vice President Communications is to develop the marketing

and communication area locally and ensure external positioning and branding within the

local reality. It also includes LC members’ education, planning and tracking. He/she is

responsible to manage PR relations on a local level, support promotion of all important

events in the LC, ensure that communication channels within the LC are working. JD

includes exchange promotion, both outgoing and incoming, and bringing global and

national initiatives to a local level.

Main Objectives

• Achievement of organizational goals through functional Comm goals

• Ensure growth in operational results with back office support from Comm

• Ensure financial, operational and organizational sustainability of the LC together

with the EB and from perspective of Comm function

• Implementation of Global and national direction in Comm area in the LC

Measures of Success



• # of stakeholders of the local committee

• # of organizations that interact & recognize AIESEC for youth leadership

development

• # of people who apply to join AIESEC for TMP

• # of people who apply for Global Citizen

• # of people who apply for Global Talent

• # of people who sign up for AIESEC for TMP

• # of people who sign up for Global Citizen

• # of people who sign up for Global Talent

• # of brand aligned documents developed

• # of users on EXPA

• Quality of education

• # of local newsletters per year

• % of growth in social media networks per network

Responsibilities

EB & LC Planning

• Plan, review & track LC Comm goals alignment with the National Comm plan

• Create, adapt and implement Comm strategies on Local level

• Adapt & customize LC and Comm structure and Job Description to deliver the plan

Comm Team Management

• Develop or adapt and implement tools for tracking, identity creation, team

planning, etc.

• Run weekly Comm meetings

• Organize and run Comm team days

• Have individual monthly tracking and coaching meetings with Comm team

Brand Implementation and Management

• Brand Implementation and Management

• Design (with VP TM) Induction materials and Education packages for members

(Brand related)

• Responsible for the Local Materials’ alignment to the brand (from posters, flyers to

sales materials)

Public Relations and Stakeholder Management

• Develop and implement Local Communications Plan with reach on all stakeholders

• Develop External Partnerships at local level

• Create materials and content about AIESEC, such as reports, media releases, articles

• In charge of promotion plan for TMP Recruitment (Future Leaders)

• In charge of promotion plan for Global Citizen

• In charge of promotion plan for Global Talent

Marketing

• Responsible for Marketing campaigns development

• Responsible for Marketing campaign implementation and tracking

• Responsible for Marketing campaign evaluation

WEB Presence

• Responsible for content of LC page on national page

• Quality control for LC page on national page

Social Media Management

• Creating strategy for social media

• Social media marketing

• Social media implementation

• Social media expansion

Internal Communication

• Coordinate local Newsletters

• Prepare Quarterly Reports

• Prepare Annual Report

Ensuring National Alignment

• Responsible to coordinate local activities in accordance with national guidelines set,

• Responsible for clear and constant communication with MC VP Comm&TM and

National Comm team

• Active participation in national meetings and trainings

Visual design creation

• Support in developing visual identities for local programs, as well as, materials to

support all functional areas

Web site and EXPA management:

• make sure that the blog is updated

• make sure all the members are on EXPA and everybody is assigned in the teams

Office infrastructure maintenance:

• assure the maintenance of hardware and software in the office, as well as, regular

access to internet


Competencies: marketing management, stakeholder management, graphic design,

implementation ability, conflict management, project management, customer

management, effective communication, emotional intelligence, Comm knowledge and

understanding

LDM: solution - oriented, empowering others, self-aware

Personal Skills: responsible, teamwork, optimistic, likes challenges, independent,

creative thinking, logical thinking, problem solving, stress management, leadership,

presentation skills,

Knowledge:

The AIESEC Way, LC membership criteria, AIESEC programmes, LC Communication,

Exchange Processes, Local Committee Compendium, AIESEC Leadership Development

Model, cross-functional understanding

Skills Development

• How to run Communications Department


• Marketing Strategic Planning

AIESEC in Sweden 15.16 Vice President for Finance Job Description

Responsible for the financial management and legalities at Local Committee (LC). Ensure

the financial sustainability of LC by being consultant and evaluating risks of the

costs/investments.

Minimum JD:

Financial Responsibilities:

• Creation of the budget with the Executive Board (EB)

• Follow up of the budget

• Risk assessment of the LC plan and LC projects

• Risk evaluation and analysis of alternative opportunities for cost and incomes

• Financial updates to LC

• Accounting

• Reporting (quarterly & annually)

• Financial Management (invoicing, following up on invoices)

• Fund-raising & sponsorships (grants, funds from university)

• Financial sustainability of the LC

Legal Responsibilities:

• Make sure that compendiums and XPP are followed (Local, National and

International)

• Co-Signer of the LC

• Legal consultant

• Contract reviews

Minimum Monthly Operations:

• Ensure that the bookkeeping is up to date by the end of the month

• Follow up on the budget monthly

• Analyze the ROI of investments of the LC

• Analyze the financial situation of the LC

• Evaluate the financial health of the LC and present possible threats and

opportunities to the EB

AIESEC in Sweden 15.16 Vice President for Outgoing Exchange Job Description

Questionnaire

Please answer these questions as short and concrete as possible. Feel free to contactthe current Executive Board or any other AIESECers when answering questions.

Individual perspective (max 2 pages)

• Describe yourself

• Describe a situation where you have had to resolve a conflict in order to achieve results

• Where do you see yourself in five years?

Team perspective (max 2 pages)

• What role do you usually take in a team? (please exemplify)

• From your point of view, what makes a team successful? (please exemplify)

• From your point of view, what makes a team unsuccessful? (please exemplify)

Local perspective (max 4 pages)

• Please do a SWOT (Strengths, weaknesses, opportunities, threats) analysis of AIESEC in Uppsala ICX, OGX, COMM, TM or Fin (depending on what position you are applying for).

• Based on the SWOT analysis, please suggest priorities, actions and/or solutions for your team and for the LC in general.

National perspective (max 2 pages)

• From your point of view, what is AIESEC in Uppsala's role and responsibility…

◦ ...in Uppsala?◦ ...in AIESEC in Sweden?◦ ...towards the Member Committee?◦ ...towards AIESEC International?

Future perspective (max 1 page)

• Given previous answers, what do you believe is the role of the Vice President? (be creative and explain thorougly)

• Imagine a world with no obstacles – where would you want to take your team and AIESEC in Uppsala?

Many thanks for yourapplication!

Documents

Vp Application booklet 2016