Aiesec Melbourne Role Descriptions 2011
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Transcript of Aiesec Melbourne Role Descriptions 2011
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AIESEC Melbourne
Portfolio Descriptions andRole Descriptions
Contents
Business Development ........................................................................................... 2
Business Development Officer (6 positions)................................................... 3
< .............................................................................................................................. 4
Outgoing Exchange (OGX) ...................................................................................... 4
Exchange Participant Officers (6 positions) .................................................... 5
Finance ................................................................................................................... 6
Finance Officer (4 positions) ........................................................................... 7
University Relations................................................................................................ 8
Project/Event Managers (2 positions) ............................................................ 9Partnership Development and Accounts Managers (2 positions) ................ 10
OnCampus Communications Manager (1 position)..................................... 11
Sponsorship Manager (1 position)................................................................ 12
Talent Management ............................................................................................. 13
HR Managers (4 positions)............................................................................ 14
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Business Development
Are you looking for a practical experience in business development, marketing &
international HRM?
Do you want to further develop your business skills in a challenging environment?
AIESEC Melbourne has two main sources of income coming from our Global
Internship Program: the fees collected from sending students overseas for exchange
and the fees charged to companies in Australia when they take on an international
AIESEC intern. The Business Development (BD) Portfolio facilitates the process of
matching companies needs with appropriate AIESEC interns.
The BD Portfolio focuses on building AIESECs presence in both the wider and
business community. As part of the portfolio, members are exposed to opportunities
to work in a team driven environment, develop their business acumen,
communication skills, sales knowledge, and project management skills. By taking
part in directly marketing to our prospective partners, you will be able to interact
with influential figures in national and international organisations.
Business Development members undergo regular technical and skills training to
ensure member development. The skills you will acquire during your time in AIESEC
will be beneficial to your personal and professional development. AIESEC committee
members are given a head start to develop their skills during University which is
invaluable to kick start your career in any field.
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Business Development Officer (6 positions)
Role Overall Business Development Officers work on a team basis, as the external face of AIESECMelbourne. Their work aims to match companies needs with AIESEC interns, and to
extend the business network of AIESEC Melbourne.
Main Responsibilities There are five key activities that underpin the sales nature of the BD portfolio to assist
the development of our organisation:
Sales activities: coldcalling, building client relationships through email, phone and
meeting communication, organising the signing of client contracts
Broadening AIESECs network by attending networking events and conducting
market research to scope out areas of growth and prospective clients
Service clients/partners & sponsors
Human resource activities: members will be involved in the delivery processes of
interns from overseas to our Australian clients and the continuing servicing of
these candidates to ensure they are having a comfortable stay in
Australia. The majority of your role will encompass recruitment and selection,
international relocation and reception logistics with the aim of exceeding the
expectations of our clients.
Time Required 510 Hours a week (depending on the number of clients to service)
Responsible to Director of Business Development
Results Number of partnerships and internships raised
Satisfaction of external clients
Satisfaction of incoming intern
Expectations Attend weekly team meetings and committee meetings
Organise and attend sales blitzes
Attend conferences
Able to work efficiently and effectively as an individual or as a team
Clear communication and effective reporting to Director
Qualities we look for Commitment and drive
Strong organisation skills
Initiative
Positive attitude and energy
Excellent communication skills
Benefits Experience in a sales, logistics and partner delivery role;
Development of business etiquette and language;
Expansion of your existing industry networks and contacts;
Increased personal ability to design and tailor a business case;
Direct contact with & experience in International HRM; &
Develop your global network by meeting interns who will work with your partners.
Who can apply Anyone regardless of what you study or your experience!
AIESECs Business Development portfolio aims to recruit a diverse range of members
from all faculties you do NOT have to be a Commerce student. This is because the
clients we deal with and the organisations we approach are from all industries including
media, agriculture and education.Although prior sales or relevant experience is
preferable, you do not have to have prior experience as long as you are committed to
learn. AIESECs mission is to offer young people the opportunity to be global citizens,
change the world, and to get experiences and skills that matter today.
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Exchange Participant Officers (6 positions)
Role Overall To recruit and service exchange participants.
Main
Responsibilities
Promoting AIESEC Melbourne to students.
1. Exchange Planning
High TN country research
Segmenting and targeting markets
Partnership planning
Positioning and approaching
2. Communication and Promotion
Adapt marketing materials to suit target
Develop promotional strategy to suit target
3. Delivery Handle the online processing of the exchange participant forms
4. Preparation
Ensure exchange participant expectations are set.
5. Reintegration
Ensure exchange participants fulfil reintegration requirements
Responsible to Director of Outgoing Exchange
Results Number of students undertaking international internships
Expectations Attend weekly team meetings and committee meetings
Able to work efficiently and effectively as an individual or as a team
Clear communication and effective reporting to Director of Outgoing Exchange
Knowledge Thorough understanding partner LCs and their TNs Preferred: appreciation of challenges of living and working overseas
Qualities we
look for
Open and approachable
Organized
Passionate
Result focussed
Take initiatives
Time management
Excellent English speaking and writing skills
Benefits Learning to work in a team environment
Working within deadlines and timeframes and managing time
Growing your international AIESEC network
Gain practical handson marketing experience
Time Required 58 hours per week
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Finance
Are you looking for handson experience in the financial operations of an
organisation?
Do you wish to develop your knowledge of how resources are allocated, and how
organisations invest in growth?
AIESECers are dedicated to acting transparently and with integrity, and this helps
to contribute to the financial stability of our organisation. Serving to monitor and
track our resources, as well as distribute them throughout the portfolios; members
of Finance are also able to engage in developing and actioning strategies for short
and longterm growth. Members get exposed and gain practical experience in the
financial planning and management of the organisation from the ground up. Part
salespersons, part financial planners, part accountants, and part control freaks, these
individuals ensure that AIESEC Melbourne as an organisation meet its rigorous goals
and requirements.
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Finance Officer (4 positions)
Role Overall There will be 4 Finance Officers, each with a shared (Growth Strategy) and specific (Governanc
or Accounting) responsibilities. Finance Officers ensure transparency and educate portfolios on
their financial responsibilities. Responsible for providing financial support, cost marketing and
budget maintenance services. This will encourage successful interdependent relationships
between portfolios.
Main Responsibilities Growth
Strategy (all
officers
undertake this
role)
Identifying and provisioning the finance of investment
opportunities based on financial viability (e.g. NPV analysis)
Investigating and applying for grants and sponsorships
Management of existing investments
Identify areas where expenses can be limited Fostering growth by providing monetary incentives for
committee members
Control and
Governance (2
officers
undertake this,
at the same
time as Growth
Strategy)
Developing the annual budget for each portfolio, and thus
for the organisation as a whole
Tracking budgets on a quarterly basis
Reforecasting the annual budget based on historical and
potential growth
Educating and enforcing the committee for issues such as
financial policy and procedure.
Generating and issuing invoices
Ensuring deadlines and the quality of work set by AIESEC
Australia and the compendium are met , to avoid fines
Accounting (2
officers
undertake this
at the same
time as Growth
Strategy)
Management of AIESEC Melbournes QuickBooks file
Keeping all accounts up to date
Generating financial reports on request
Ensuring there is a paper and/or electronic trail for all
transactions
Preparing documents for external audit
Ensuring all paperwork has been filed and recorded
Stocktake of physical assets excluding cash
Collecting and depositing money into bank account
Time Required 58 Hours a week
Responsible to Treasurer
Expectations Attend weekly team meetings and committee meetings
Attend conferences
Responsible and diligent handling of committees finances
Qualities we look for High attention to detail
Responsible and diligent
Strong organisation skills
Finance/accounting background preferred
Benefits Experience work in a professional team environment
Acquire accounting skills, including use of QuickBooks
Develop risk management skills
Develop sales skills
Lean about financial budgeting and tracking Acquire experience in auditing
Honing research skills (e.g researching for corporate sponsors, auditors)
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University Relations
Members of the University Relations portfolio are responsible for developing
partnerships with the various faculties, departments and student associations of the
University of Melbourne. In addition to the coordination of oncampus marketing
and events, the University Relations team aims to develop, promote and provide
new opportunities for professional and personal development to students through
effective partnerships within the university. Members in this portfolio gain extensive
practical experience in professional communication, marketing and project
management and have the additional opportunity to pursue particular areas of social
interest.
Roles available in University Relations include:
Project / Event Managers (2)
Partnership Development and Accounts Managers (2)
Sponsorship Manager
OnCampus Communications Manager
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Project/Event Managers (2 positions)
Role Overall To develop and coordinate the logistics and promotion of oncampus events.
Main Responsibilities Organisation of Events
Marketing:
Design marketing materials for events
Ensure promotion for events is timely and effective
Project Management:
Approach potential event partners and be responsible for liaising with partners
throughout project
Ensure all logistics of events are organised
Coordinate promotional materials for sponsors and partners
Conduct events reports
Events may include:
Professional workshops
Issuesbased forums / lectures
Time Required 58 Hours a week (will vary according events timeline)
Responsible to Director of University Relations
Key Performance
Indicators
Feedback from partners/event hosts/attendees
Number of attendees
Expectations Commitment to time requirement
Attend weekly team meeting and committee meeting
Able to work efficiently and effectively as an individual or as a team
Clear communication and effective reporting to Director
Attend conferences for personal development
Qualities we look for Commitment and drive
Strong organisation skills
Initiative
Positive attitude and energy
Excellent communication skills
Experience in events management (preferred but not required)
Benefits Attain of Business Acumen
Strategic and Analytical thinking
Developing leadership and communication skills
Working in a professional team environment
Expand personal and professional network Understanding and appreciation of relationship building
Practical experience in:
Project and Event Management
Marketing
Public Speaking
Business Planning and Strategy
Time Management
Writing articles and editing for publications
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Partnership Development and Accounts Managers (2 positions)
Role Overall To deliver highquality services to existing partners, and develop new partnerships with the
various departments, faculties and student societies of the University
Main Responsibilities Developing relationships and effective partnerships with faculties, departments and
student societies within the university
Strategic planning within the University; research potential partners oncampus
Servicing existing partners within the University
Developing new contacts and relationships
Developing valueadding services for partners
Draft partnership proposals
Service interns on international internships at the University of Melbourne
Assist in organisation and/or facilitation of events with partners
Time Required 6 hours a week minimum (excluding committee and portfolio meetings)
Responsible to Director of University Relations
Results Feedback from existing partners Number of new partnerships
Number of partners involved in AIESEC events
Expectations Commitment to time requirement
Attend weekly committee and portfolio meetings
Able to work efficiently and effectively as an individual or as a team
Clear communication and effective reporting to Director
Attend conferences for personal development
Qualities we look for Commitment and drive
Strong organisation skills
Initiative
Positive attitude and energy
Excellent communication skills
Experience in Sales (preferred but not required)
Benefits Attainment of Business Acumen
Strategic and Analytical thinking
Developing leadership and communication skills
Working in a professional team environment
Expand personal professional network
Understanding and appreciation of relationship building
Practical experience in:
Project and Event Management
Marketing
Public Speaking Business Planning and Strategy
Sales
Time Management
Writing articles and editing for publication
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On Campus Communications Manager (1 position)
Role Overall To implement and maintain effective marketing strategy to improve AIESECs presence on
campus amongst students and university faculties. Produce quality publications that promote
AIESEC values and services.
Main Responsibilities Improve AIESECs presence oncampus amongst students and university faculties
Strategic Marketing Planning and Implementation:
Liaise with other portfolios to ascertain their marketing requirements
Identify target market (faculty/student group)
Create & distribute marketing materials
Marketing and Publications:
Conduct brand audits
Develop marketing materials to promote AIESEC Melbourne
Utilise University Media to promote AIESEC programs and events
Coordinate publication of AIESEC Opportunities Newsletter
Work with other student societies and university faculties to produce Opportunities
newsletter and promote AIESEC programs and events
Attend Faculty Representatives and Partners meeting
Maintain webpage and social media
Time Required 6 hours per week minimum (excluding portfolio and committee meetings)
Responsible to Director of University Relations
Results Number of event attendees
Feedback from faculties/ partners
Brand Awareness on campus
Number of Opportunities Newsletters produced
Expectations Commitment to time requirement
Attend weekly committee and portfolio meetings
Able to work efficiently and effectively as an individual or as a team
Clear communication and effective reporting to Director
Attend conferences for personal development
Qualities we look for Commitment and drive
Strong organisation skills
Initiative
Positive attitude and energy
Excellent communication skills
Interest in global issues
Experience in Public Relations or Marketing (preferred but not required)Benefits Attainment of Business Acumen
Strategic and Analytical thinking
Developing leadership and communication skills
Working in a professional team environment
Expand personal professional network
Understanding and appreciation of relationship building
Practical experience in:
Project Management
Marketing and Brand Management
Public Speaking
Business Planning and Strategy
Time Management Writing articles and editing for publication
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Sponsorship Manager (1 position)
Role Overall To develop sponsorship packages and service sponsors
Main
Responsibilities
To improve brand positioning of AIESEC Melbourne and attain corporate sponsorship
Identify and research possible sponsors / partners
Adapt marketing materials to suit target
Develop sponsorship packages tailored to client
Draft and cosign sponsorship agreements
Involve sponsors with all AIESEC activities and develop longterm partnership plan
Record clientservicing activities on Customer Relationship Management System (CRM)
Time Required Minimum of 6 hours a week (excluding committee and portfolio meetings)
Responsible to Director of University Relations
Results Number of corporate sponsorships attained
Total financial value of sponsorship attained
Expectations Commitment to time requirement
Attend weekly committee and portfolio meetings
Able to work efficiently and effectively as an individual or as a team
Clear communication and effective reporting to Director
Attend conferences for personal development
Qualities we look for Commitment and drive
Strong organisation skills
Initiative
Positive attitude and energy
Excellent communication skills
Experience in Sales (preferred but not required)
Benefits Attainment of Business Acumen
Strategic and Analytical thinking
Developing leadership and communication skills
Working in a professional team environment
Expand personal professional network
Understanding and appreciation of relationship building
Practical experience in:
Project and Event Management
Marketing
Public Speaking
Business Planning and Strategy
Sales Time Management
Writing articles and editing for publication
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Talent Management
Talent Management is based on the idea of Human Resources management
that is, managing people, giving them development opportunities and tracking theirdevelopment as they enter our organisation. It is all about attracting, developing
and retaining the people with the right aptitude and abilities to meet AIESECs
current and future needs.
Key functions that are within TMs area of responsibility include: recruitment,
selection, HR planning, induction, education & training, performance management,
building AIESECs culture and rewards & recognition.
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HR Managers (4 positions)
Role Overall
To support the Director of Talent Management in implementing best
practice HR processes within each portfolio. Responsibilities are shared or
delegated within the Talent Management portfolio on a team basis.
Main
Responsibilities
Develop rapport with members in a portfolio, and undertake
performance and motivation tacking.
Understand and appreciate the AIESEC portfolio area assigned to
you, and address any personnel issues as they arise.
Liaise with portfolio Directors to overcome any issues in member
performance and motivation
Provide workshops and training sessions to support other portfolios
Prepare for weekly committee meetings
Create/maintain organisational culture by organising social events,
updating Facebook page, weekly newsletter.
Ensure smooth running of all social events, as well as marketing and
promotion to committee members. Manage the financial members database, ensure member
engagement.
Key Performance
Indicators
Performance of the portfolio (you are assigned to) as a team
A cohesive portfolio team, and the number of portfolio members retained
Time Required68 hours per week
Accountable toDirector of Talent Management
Job Specifications
Peopleoriented
Friendly and approachable
Excellent communication skills Empathetic
Organised
Motivated
Experience in roles similar to that of other portfolio functions
(sales/marketing). This is preferred, but not required
Interest in HR related functions.
Benefits &
Potential Careers
Strategic HR management
Teaching, Mentoring and Development
Competencies Developed:
Empathy
Adaptability
Developing Others Effective Communication
Integrity
Self Confidence
Organisational Understanding