Aiesec Melbourne Role Descriptions 2011

8/4/2019 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



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


Attend conferences

Responsible and diligent handling of committees finances

Qualities we look for High attention to detail

Responsible and diligent


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



Attend conferences for personal development



Initiative



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)


Results Feedback from existing partners Number of new partnerships

Number of partners involved in AIESEC events


Attend weekly committee and portfolio meetings






Initiative



Experience in Sales (preferred but not required)

Benefits Attainment of Business Acumen




Expand personal professional network

Understanding and appreciation of relationship building



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)


Results Number of event attendees

Feedback from faculties/ partners

Brand Awareness on campus

Number of Opportunities Newsletters produced








Initiative



Interest in global issues

Experience in Public Relations or Marketing (preferred but not required)Benefits Attainment of Business Acumen







Project Management

Marketing and Brand Management

Public Speaking


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)


Results Number of corporate sponsorships attained

Total financial value of sponsorship attained








Initiative



Experience in Sales (preferred but not required)

Benefits Attainment of Business Acumen








Marketing

Public Speaking


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

Aiesec Melbourne Role Descriptions 2011

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