Dear Applicant,

We thank and congratulate you on your decision to apply to be part of the organizing committee for next year’s national Achievers Conference and Career Fair. We believe this is a platform for you to learn and develop your leadership skills and will lead to personal growth and development for you as an individual.

We also believe it is a step to the next level of your AIESEC experience and also in terms of career development. An OC experience connects you to the network, exposes you to the external world and removes you from your comfort zone.We are glad to have you on board and we look forward to working with you in ensuring these two events are a success. Yours AIESECly,MC Prime.

OC STRUCTURE FOR ACHIEVERS CONFERENCE

OCP

OCVP FinanceOCVP

Delegates Servicing

OCVP sites and Logistics

OCVP Business

Development

OCVP Communicati

ons/ IM

Conference Managers: Dickson Luhikula, MCVP Finance Rehema Julius, MCVP OGX

OCP

OCVP Finance

OCVP Sites and Logistics

OCVP Sales

(Corporate)

OCVP Sales (Non

Corporate)

Event Manager: Brenda Njeri, MCVP BD

OC STRUCTURE FOR CAREER FAIR

Tracking and Rewards system• This team will be tracked by the MC EB responsible. (Conference

Managers and Events Managers)• The team will have to give a report of their activities every week to

the MC responsible and will have meetings at least once in a fortnight as well.

• Upon success of each the events, each of the members of the team shall be given a reccomendation letter from the Member Committe President of AIESEC in Tanzania.

Benefits of joining this O.C.• You shall gain a lot of skills inclusive of Events Management,

Stakeholder focus, Selling and Fund raising, and also personal skills such as Self- Awareness, Self- Effectiveness.

• Networks- You will expand your network base through this event as it will eventually lead you to meeting alot of Alumni during the organizing and execution of the event.

• A reccommendation letter, this you can present to potential employers in the future.

Important Dates to noteDeadline:

Saturday 6th December 2014 2359hrs

Late submissions will not be accepted.

Reviews: Tuesday 9th December 2014.

Generals Requrements and Responsibilities • Motivation, Commitment and Availability• Attendance to all required meetings• Accountability and regular reporting to the respective CCVP • Cooperation and proper communication with the CC.• Proactiveness and Efficiency in ones given duties• Support each other on delivery of what is required for the

success of the events

ORGANANISING COMMITTEE PRESIDENT

Job Descriptions• Create a tracking template with weekly actions to co-

ordinate team’s performance. • Submission of weekly reports to the MCEB responsible.• Coordinate creation of a budget and reports. • Chair weekly meetings and ensure output is shared with

MC• Organize trainings on current needs of the team internally

or externals.• Overall in charge of financial responsibility.• Building and maintaining team culture. • Selling and promotion of the event both internally and

externally

COMPETENCIES NEEDED SKILLS NEEDEDOrganizational understanding Understanding the organization and its purpose will enhance your

motivation and brand identity.-A fluent understanding makes it easier to sell the conference to all stakeholders.

Results oriented -Performance management.-Contribution to organizations overall performance.

Inclusiveness -Including the team in the decision making process.-Creating a team culture whereby all members feel a part of a unit. -Respect for all members of the team.-Team synergy, match how each members strengths compliment others weaknesses.

COMPETENCIES GAINED SKILLS GAINEDResource management - Managing all resource components to ensure you have

maximized output.- Sustainability of resources.

Stakeholder focus - Including all stakeholders in one part of the conference.- Servicing all stakeholders with the right product. - Partnership management. Follow up on externals after the

conference.

Developing others - Ensure your team members have filled in competency development model.

- Track their individual performance by periodic appraisal.

Competency Development

ORGANISING COMMITTE VICE PRESIDENT, FINANCE

Job Descriptions• Ensure financial sustainability of the conference.• Record keeping (receipts, invoices must be accounted for by

the end of the conference).• Create a budget which you will submit to the EB responsible

and VP F&A.• Collection of delegate’s fee and issuing of receipts.• Creation of a financial report after the conference. • Selling and promotion of the event both internally and

externally

COMPETENCIES NEEDED SKILLS Integrity - demonstrate a sense of responsibility and

commitment 

Accountability - Accepts responsibility for actions and results. Set goals which are clear measurable

 

COMPETENCIES GAINED SKILLSPersonal Effectiveness - Managing your time and resources to enable

you to give optimal output.Communication - Effectively communicating to members about

delegate’s fee.- Working with the team pushing your agenda

for financial sustainability of the conference.

Resilience - Maintaining self motivation even when things are bleak.

 

Competency Development

ORGANISING COMMITTEE VICE PRESIDENT DELEGATES SERVICING

Job Description• Responsible for delegate’s registration, sending of invitation

letters those that require from school or parents for approval and coordinating of check in and checkouts

• Delegates package and merchandise provision at the conference.

• Constant communication with chief delegates from LCs/ respective entities to ensure all delegates travel arrangements and collection of delegates fee

• Creating delegates mailer, promotion videos and carrying out any other marketing strategy that will create awareness about Achievers Conference

COMPETENCIES NEEDED SKILLSNegotiation - Working with others in order to reach an

agreement. A successful negotiation is one where all parties are satisfied with the agreement

Self confidence - Confidence in oneself and one’s own abilities. Managing and continually improving one’s own performance

Ability to Listen - Delegates need to be listened to most the time because they are not as familiar to the environment as you

COMPETENCIES GAINED SKILLSResilience - Persistence to find the right venue for the

conference.  

Awareness of others - Having a balanced and honest view of your own personality, and often an ability to interact with others frankly and confidently

 

Stakeholder focus - Taking every participant into account and ensure delegates are well catered for.

Competency Development

ORGANISING COMMITTEE VICE PRESIDENT, SITES AND LOGISTICS

Job Descriptions• Getting the best site for the conference with a focus on

creating a lasting partnership.• Ensuring the caterers provide the best diet at the best price at

the best time• Organizing transport to and from the site at the best possible

price.• Keeping track of banners and organizing for their collection

and return• Keeping track of all equipment that is transported to and from

the site

COMPETENCIES NEEDED SKILLSNegotiation - Working with others in order to reach an

agreement. A successful negotiation is one where all parties are satisfied with the agreement

Self confidence - Confidence in oneself and one’s own abilities. Managing and continually improving one’s own performance

Resource management - managing internal and external resources in a sustainable manner

COMPETENCIES GAINED SKILLSResilience - Persistence to find the right venue for the

conference.  

Awareness of others - Having a balanced and honest view of your own personality, and often an ability to interact with others frankly and confidently

 

Stakeholder focus - Taking every player into account and ensure the logistics around them is catered for.

Competency Development

ORGANISING COMMITTE VICE PRESIDENT BUSINESS DEVELOPMENT AND SALES(CORPORATE/ NON CORPORATE)

Job Descriptions• Create specialized product packages around the conference/

event• Coordinating fundraising activities for the conference. • Creation of standard proposals with the correct brand alignment.• Put to use customer service models to ensure partnership

management of all external stakeholders• Liaise with MCVP BD to get company listings.• Ensure creation of conference/fair branded merchandise. • Selling and promotion of the conference/event both internally and

externally• Corporate Sales fully incharge of research, product packaging and

sales of profit related companies while non corporate sales fully in charges of sales within NGOs, government offices, media and learning institutions

COMPETENCIES NEEDED SKILLSCommunication - Constant communication of updates to

externals about progress of the conference/events

Organization understanding - To ensure the brand is sold uniformly a clear understanding of the brand is needed.

COMPETENCIES GAINED SKILLS

Innovation and creativity - Innovative products created for partners. - Implementation of new ideas.

Stakeholder focus - Have a plan of servicing all stakeholders and creation of a pipeline.

Commitment to results - Implementing resource plan and have a percentage of tasks achieved.

Competency Development

ORGANISING COMMITTE VICER PRESIDENT COMMUNICATION/ INFORMATION MANAGEMENT

Job Description• Publicizing the conference to all the relevant stakeholders• Developing and maintaining channels of communication

to all stakeholders• Getting all the materials necessary for promotion• Selling and promotion of the event both internally and

externally

COMPETENCIES NEEDED SKILLSEffective communication - Be Aware and make use of the various

communication channels stakeholders use.- Constant periodic communication with all

stakeholders.

Adaptability - to be able to adjust easily to changes and new conditions e.g. new communication tools, new games to use.

COMPETENCIES GAINED SKILLSInnovation and creativity - New ideas on how to attract members to

apply for the conference.

Stakeholder focus - There are multiple players you are servicing. (Faci’s, delegates, externals). Ensure they are getting the right information.

Commitment to results - Poor information flow and communicate will harm to the conference success.

Competency Development

APPLICATION PROCESSThis application questions are divided into two parts general questions and specific questions in which you will fill the position you want.

Specify which event you are applying for.

READ Through the application and pick a position that suite the competencies you have and the ones you hope to gain.

Answer all questions relevant to youSubmit your application in pdf, rar or zip form like this: {NAME}_(EVENT APPLYING FOR)_(POSITION) APPLICATION

SEND YOUR APPLICATION TO brenda.njeri@aiesec.net, dickson.luhikula@aiesec.net. rehema.julius@aiesec.net

PS: Late submission shall not be accepted.ALL THE BEST

Name  

Date of Birth, Nationality  

Mobile Number  

LC  

Email address  

Skype  

Current Role in AIESEC  

A General QuestionsQuestion 1:

Year Stage Position Held Entity

       

       

       

Year Conference (Name and Description)

Location  

Your role (delegate, OC or Faci)

       

       

       

       

Question 2:a)Your AIESEC Experience

b) Your AIESEC Conference Experience

Area   Experience How would this help

     

     

     

3) Describe two main areas in AIESEC where you have had most experience in and how will it help you in fulfillment in your role in the Organizing Committee

4) Mention 2 strengths and 2 weaknesses that you possess and say how your strengths will enable you in delivery of this congress and also how you will improve on your weaknesses

5) Mention 3 skills or competencies that you have, that will assist in delivery of this conference

B) SPECIFIC QUESTIONS1 a) Are you applying for OC Achievers Conference or Career Fair 2015and why?

Organizing Committee President1. Describe the difference between a boss and a leader?2. Project management is used throughout our lives. From start to

finish of the conference/ event simulate a work plan of how things will be executed to who will be responsible in the team for each task?

3. How will you ensure your team produces results and develop themselves simultaneously?

4. What traits do you possess to make you ideal for this position?5. Give 3 strengths and 3 weaknesses you have and describe how

they will affect team synergy?6. How do you plan to remain motivated and ensure that motivation

is passed down to the team? 7. What is your vision for this conference?8. What do you hope to gain after this experience?

Organizing Committee Vice President Finance

1. Have you had any experience dealing with money with any organization?

2. What qualities do you possess that make you an ideal candidate for this position?

3. Create a 3 draft budget of the conference: realistic, optimistic, and pessimistic according to sponsorship availability.

4. Give 3 strengths and 3 weaknesses that you possess and how they would affect the synergy of the team.

5. It is 1 week to the conference, your team has been working very hard but no payments have been made by the members you had approached, which has led the OC getting de-motivated. What would you do?

6. What key strategies would you implement to ensure the financial sustainability of the conference?

7. Clearly describe the link between this role, the competencies you will develop and your next role.

8. What is your vision for this conference?

Organizing Committee Vice President Delegates Servicing

1. Why have you decided to apply for the role delegates servicing?2. Please evaluate yourself on a scale from 1 to 5 [1 being poor, 5 being

excellent] in terms of stress and crisis management? How do you think that will affect your performance in delegate servicing?

3. What will be your personal contribution to ensure that delegates, facis and chair all have an amazing experience and what will be your strategies towards achieving a successful conference? (Give 3 strategies)

4. What will be your 3 priorities/ strategies and results expected5. Please evaluate Delegate Servicing at the last AIESEC conference you

attended. What did you like and would want to implement at Pioneers and what didn’t you like and you would want to work towards not seeing a repeat of the same occurrence.

6. In case delegates get critically ill or are involved in an accident during the conference what actions would you take as delegates servicing

7. Clearly describe the link between this role, the competencies you will develop and your next role

Organizing Committee Vice President Sites and Logistics  1. Describe personal qualities that make you the best candidate for

this position.2. What is the core work of AIESEC and how would you relate it to this

position?3. Given 4 weeks to organize the conference, create a resource plan

for yourself with the job description provided.4. Give 3 strengths and 3 weaknesses you possess and how they

would affect the working of the team.5. It is 2 weeks to the conference; you have been working very hard

which has led to you being demotivated. What strategies would you employ to ensure that you carry out the remainder of the plan and achieve result

6. What would be your key strategy to ensure that the caterers deliver on their promises every time? Clearly describe the link between this role, the competencies you will develop and your ext role.

Organizing Committee Vice President Business Development And Sales

1. Describe personal qualities that make you the best candidate for this position.

2. What is the core work of AIESEC and how is it related to this position?3. Given 4 weeks to organize the conference, create a marketing call task

plan and specialized product packages for the organizing committee with the job descriptions provided.

4. Give 3 strengths and 3 weaknesses you possess and how they would affect the working of the team.

5. It is 4 weeks to the conference; your team has been working very hard which has led to the OC getting de-motivated because no money is coming in. What strategies would you employ to ensure that they carry out the marketing call task plan and achieve results?

6. List and explain various ways in which you would ensure that the database of companies approached for the conference are retained and meet external relations criteria?

7. Clearly describe the link between this role, the competencies you will develop and your next role.

Organizing Committee Vice President Communication and Information Management

 1. Describe personal traits that make you the best candidate for this position.2. How would you deal with this situation? A partner from your respective

country sponsors the event. He gives money to print his company banners which are going to brand the main conference. What are the main steps you would take to ensure he smiles when he visits the conference venue/ event site?

3. Give 3 strengths and weakness you possess and how they affect team synergy.

4. As a Communications and IM, what are your five main priorities for ensuring that the Conference or Event is effectively marketed to all delegates/ students attending? What strategies would you propose for each one and what results would you like to see in each of those areas?

5. It is 4 weeks to the conference; your team has been working very hard which has led to the OC getting de-motivated. What strategies would you employ to ensure that they carry out the communication plan and achieve results?

6. Clearly describe the link between this role, the competencies you will develop and your next role.