Organizing Committee: Job Description

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Organizing Committee
Job Description
International TRAIN the TRAINERS 2014
The iTtT brings AIESEC`s delegates from all over the world in the same place to learn how to be a good trainer; it aims to enable the delegates from AIESEC to discover the secrets of the teaching techniques, and how to maintain a group of people focused on what you want to tell them.
OC Finance OC Locistics OCP OCVP SALES
OC Sales
OC Sales
OC Promo OC Promo
OCVP COMM
AIESEC Brasov Application Form

Organizational Committee of iTtT
OBJECTIVES
Between 120 and 150 delegates - 20% roumanians; Delegates from 15 to 20 countries ; Profit between 1500 euro and 1900 euro ; 8 OC members. No of TMs applying for a TL position: 3 90% possitive feedback
Time-line :
From April to August : Sales From May to August : Promo Last week of August : The actual Conference First 2 weeks of September : Evaluation
General Responsibilities (for all the OC)

Attend the OC meetings (regular meetings weekly ) Attend the preparation organized for the OC Attend the organized events in the project (public events, trainings, etc.) Respect the deadlines established with the OCP for the given tasks Communicate effectively with the OCP Promote the project All the members of the OC will be OC Logistics, OC Reception, OC Sales, OC Promo, when needed (at the organized events, when going to selling meetings for accommodation, etc.). Evaluate his area of work at the end of the project Ask for any needed material in order to get his/hers tasks done (from the OCP, EB, LCP, MC) Ask for help from the EB when needed

Responsibilities for
OC VP Sales
It is responsible for tracking and coordinating the activity of the OC Sales and also the activity that the OC Sales has.
OC Sales
Is responsible to create the sales materials that will apply for the Conference (with the other OC Sales) OC Sales ensures the financial support for the project by selling product packages to companies before the conference . Targets the companies and assigns them, together with the other OC Sales (if necessary); Accomplishes the assignments that the OCP gives regarding: Companies to be called; Meetings to be attended; Results on every meeting Number of contracts to be signed; Works with OC FIN regarding financial issues During the conference: Becomes account manager for the companies and hotel manager; Ensures that the terms of the contract(s) signed are fulfilled; Is responsible for the accommodation of company representatives; After the conference, is responsible to create and deliver together with the sales team a report to the company engaged in the Sales campaign by him/her. Obtain in-kinds for the project
OC VP Promo
It is responsible for tracking and coordinating the activity of the OC Promo and also the activity that the OC Promo has

OC Promo
During the conference they will be the OC Reception Create a promo schedule Creates the site for the conference Creates the communication plan of the project Promotes the project and the organized events (online, offline, media, in the LC) Create together with the OC the promo materials (designs, promo movies, etc) Use only brand aligned materials for the internal and external environment Find and implement new ways of promoting the project Thinks and creates the message of the promo campaign and the conference theme together with the other Promo Responsible Is responsible for creating the texts for the AFs and the promotion of the OC External positions Is the final responsible for the teasing strategy
OC Finance
Predicts the budget (forecasted), updates it among the project and at the end Tracks any income or expense realised Collects the fee and takes account of it Does research until the start of the project on any mean of finance to apply for (grantsif the project can be financeable and apply for grants with help if possible) Keeps track of all the financial documents (invoices, receipts) Makes sure that the balance between expenses and incomes is always on zero or plus Have personal meetings for reviewing the financial status of the conference

OC Logistics
Responsible for the existance of required materials at trainings (logistics + stationary, for ex.: videoprojector, flipcharts, markers etc.)and events (coffee breaks - protocol) in collaboration with one of the Responsables on Sales & Inkinds Calculates the necessary resources for each track; Keeps track and control of every material and financial resource (phone, fax, A4 sheets, prints, copies, inkinds, transport, etc.); Does a daily report on the resources used (materials, money and inkinds and communicates it to the OCP; Ensures that all the logistics are running properly before, during and after the conference; Ensures that the necessary logistics is met, by closely collaborating with the Facis; It is responsible for providing information to the delegates and all the necessary documents in order to obtain de visa ( where is needed )
Background, Skills and Experience required

Good understanding of AIESEC and AIESECs strategy; Medium negotiation skills; Basic overview of local business issues; Understanding operations of the corporate sector; Team work; Participant at a regional/national conference; Organizing skills.
Measures of Success
Ensuring the amount of income necessary to provide sustainability of the project (with the other OC Sales Team); Delivering one final report to the partner which he/she is account manager (OC Sales) Number of participants at the conference (OC Comm) Insuring that the delegates obtain the visa in time (if needed)

Time availability required:

Before the conference: 12 hours / week During the conference: 10 hours / day After the conference: 5 hours / week For the OC Sales available during the first part of the day (for meetings with companies)
Accountable to :
OCP iTtT VP Finance of AIESEC Brasov Conference Manager
In order to apply to the ITtT please send an email with your motivation and and answer to the following questions :
Describe your AIESEC activities & experiences until now. What is the role of the OC? How do you think this position will help you as for personal development? Please provide a summary of your strategy in order to achieve the objectives of the project? According to your strategy you mentioned above, please make a risk analysis and provide solutions to it. What other activities do you have outside AIESEC?

How do you see this conference to be successful one? What recommends you to be right person for this position? List your top 3 strengths and top 3 weaknesses -
Send to:
OCP bogdan.bartusica@gmail.com LC VP HR Brasov radu.iebv@gmail.com DDL: 22.03.2014 hour 23:59


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OC Finance OC Locistics OCP OCVP SALES

AIESEC Brasov Application Form

General Responsibilities (for all the OC)

AIESEC Brasov Application Form

AIESEC Brasov Application Form

AIESEC Brasov Application Form

Background, Skills and Experience required

AIESEC Brasov Application Form

Time availability required:

AIESEC Brasov Application Form

AIESEC Brasov Application Form

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