ORGANIZING COMMITTEE

JOB DESCRIPTION AIESEC in Babez

ORGANIZING COMMITTEE

PRESIDENT

OCP Role Elaborate, track and evaluate the action plan for OC Team 2015.

Weekly financial, logistics and external relations report to the executive

board of LC Babez

Guide the team performance.

Ensuring that the event/ project; is organized properly: logistics, internal and

external promotion, quality of agenda / speakers/ EPs, gaining sponsorship

and budget tracking.

Preferred Skills/Experience Attended at least one previous AIESEC event

Prior project/event management experience

Coaching and tracking skills

Professional communication skills

Ability to work under pressure

High level of emotional intelligence: ability to work under pressure and

maturity in giving and receiving feedback

OCP

Expected Learning Points Managing a high performing team

Project and event management

Networking inside and outside of AIESEC

OCP

ORGANIZING COMMITTEE VICE PRESIDENT DELEGATE SERVICING

Role Managing the delegates registration campaign both physically and virtually

Communication with delegates

Maintain delegate help desk and hotline during the event, provide assistance to delegates, being aware of all relevant information

Ensure all systems are in place for delegates’ needs during the congress- health, personal, safety etc…

Ensuring that each delegate goes back with a WOW! Experience

Managing the guests invitation, both physically and virtually

Ensuring the guests are updated and confirmed on timely basis of the Forum

Providing required reception and hospitality preparation for the guests, in close synergy with VP ER&F

Maintaining separate help desk and hotline before and during the event for providing assistance to guests

Deliver a final report of the work done by his/her sub area.

Track team member’s performance.

OC VP DELEGATE SERVICING

Measurable Results Expected % Delegates

% Forum partners and speakers

% of participants satisfied with the event

% of event partners satisfied

Sponsorship gained (financial and in-kind)

Profit gained

OC VP DELEGATE SERVICING

ORGANIZING COMMITTEE VICE PRESIDENT

COMMUNICATION

Role Engaging the target audience with the event/project (through both physical

and virtual promotion)

Managing virtual channels (Facebook, LinkedIn, Twitter; YouTube), engaging

local media (Public Relations - PR) and Live streaming/Recording Pictures

during event.

OC VP COMM

Required competencies/Skills Design skills (PS, Corel Draw or other software) and good communication will

be important for developing attractive and professional campaign.

communication related background

PR experience

OC VP COMM

ORGANIZING COMMITTEE VICE PRESIDENT

FINANCE

Role Manage the cash inflows and outflows of the organizing committee.

Develop and tracking of the budget (with OCP and activities / agenda manager )

Make the final report and make the respective loan disbursement

Responsible for all the legal documents regarding to companies, local, payments, etc.

Responsible for devising a budget

Once the event / project start help the OCVP Logistics.

OC VP FINANCE

Preferred Skills/Experience Experience with managing budgets or accounting

Organizational skills

OC VP FINANCE

Key Takeaways Budget management

Accounting

Revenue and expenditure tracking

Strategic planning and decision making

OC VP FINANCE

ORGANIZING COMMITTEE VICE PRESIDENT

AGENDA/ACTIVITIES MANAGER

Role Whole event’s model from developing the theme and agenda to inviting the

speakers and aligning the sessions’ content.

Create the planning of the project

Ensure the good processing of the agenda

OC VP AGENDA

Required competencies/Skills Systemic vision

Good communication and high execution level.

Previous experience or event organization (inside or outside AIESEC)

Computer skills

OC VP AGENDA

ORGANIZING COMMITTEE VICE PRESIDENT

EP’s SERVICING

Role Is responsible for servicing of exchange participants on all stages of the

program

Constant communication, coordination and support

Ensure the matching process of the Eps ( interview , accepting note …)

Provide EP house / host family

OC VP EP’s SERVICING