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TRANSCRIPT
Content• Page. 3 Overview
• Page. 4 Keywords
• Page. 6 Step-1: Open the opportunity
• Page. 9 Step-2: Promotion in the AIESEC network
• Page. 11 Step-3: EP application
• Page. 14 Step-4: Shortlist
• Page. 18 Step-5: Selection
• Page. 20 Step-6: Arrange pickup & bureaucracy
• Page. 25 Contacts
• Page. 27 Premium Partners Searchtool
• Page. 28 List of Abbreviations
Overview
Open the opportunity.
Promotion within network
EP Application
Shortlisting
Selection
Arrange pickup and bureaucracy
within 48 hours 10 working days 72 hours
The EP is visiting the Opportunity Portal and is accessing the opportunities there.
The EP is applying to the opportunities and is going through the selection process.
The EP is selected and officially engaged to one opportunity.
EP Status: It is the way the customer is identified in our internal platform (EXPA) withinthe different profiles, which helps us do data analysis and metrics to follow-up for ouroperations
The EP is physically in the company and starts working
Keywords
OPEN
IN PROGRESS
MATCHED
REALIZED
How does it work?
Step 1
• In the Company
• On EXPA
• On Podio
Open the opportunity
Open the opportunity: In the company
Global/Regional Coordinator for AIESEC Partnership is responsible to open the position in the company.She/he needs to ask to the hiring manager to fill the job description template (not all Global Partners has aJD template but they will have it soon!) and send it to:
1. AI BD Manager responsible for the account.
2. MCVP BD/iGIP from the Entity of Realization.
GST is informed once the opportunity is open on EXPA.
Open the opportunity: On EXPA and Podio
1. MC of Entity of Realization is responsible to create the opportunity on EXPA.2. After the opportunity is created on EXPA, MCVP responsible for it needs to notify via email to AI BD
Manager and GST responsible(s) for opening the account.3. GST will add the opportunity on Podio.
Step 1: Open the opportunity • In the company
• On EXPA
• On Podio
The whole process of opening the opportunity needs to last no morethan 48 hours (working days only) from the first email sent from theGlobal Coordinator.
Step 2Promotion in the AIESEC network
Step 2: Promotion in the AIESEC network
After that the opportunity is open, the promotion and target research of it is a GST responsibility.Nevertheless, MC of Entity of Realization is warmly invited to add it to any kind of GIP promotion they arerunning with Entity Partners and MCVP oGIP from target Entity will be invited to share their search tools/EPlists with GST team to make the promotion smoother.
How is the promotion run?
GST researches EP on Open Status on EXPA whose profile matches positions requirements. Promotionemails with details about the company and position is send during the whole duration of the application time.
Promotion timeline:
Every position is left open on EXPA for 10 working days. During these days, the promotion activities are runby GST team and this in the time during which EPs will be able to apply.
Step 3EP Application
Step 3: EP Application
There is one and only way to be considered for GEP opportunities shortlists:
Step 1: Submit your application package at www.bit.ly/GEP_Apply - There you will have to fill a simple form and then upload yourapplication package. It should consist of:
-Updated CV (tailored for this specific opportunity, highlighting why you would be a good fit). Maximum: 2 pages.
-Cover Letter (motivation and qualifications that make you a good fit for this very specific opportunity). Maximum: 1 page.
Important: All the documents must be enclosed together as a single PDF file. If you submit more than one file, or if the documents aren’ttailored for this opportunity as requested, your application won’t be considered valid.
Step 2: Go to the opportunity’s page and apply using the “Apply Now” button. If it is deactivated for you then you must contact your
local AIESEC office after following the Step 1.
You can use this e-mail template to notify all the candidates about the right procedure to apply to a Premium PartnerOpportunity.
THESE INSTRUCTIONS MUST BE PRESENT IN EVERY EXPA OPPORTUNITY DESCRIPTION.
The whole process needs to happen before the application deadline (indicated on EXPA opportunity page).
Step 3: EP Application
During the 10 days of opening of every opportunity, all the applications received are checked, both onEXPA and Podio, and a reminder/thank you email is sent to every applicant.
In the email, there is a reminder of the right application procedure for GEP and the link to GEPbooklet: http://www.bit.ly/GEP_Booklet
During the 10 days opening of every opportunity also, GST responsible for the account is the oneanswering to applicants’ questions via email and the one who redirect them to Podio link in case ofapplications via email.
N.B: New EXPA features will be implemented. EP willbe able to upload their CV directly on theOpportunity Portal by the end of the year. New infobooklet will be delivered soon with new simplifiedprocedures.
Step 4Shortlist
Step 4: Shortlist
Shortlisting is done only on Podio applications. EXPA applications are not considered in this phase. Weask applicants to apply also via EXPA to make smoother the matching process once a candidate isselected and to keep a track of applications status.
Based on the partnership agreements, the shortlist on Podio can be done by:
• Global/Regional Coordinator.
• GST responsible for the account.
Step 4: Shortlist - Responsibility of GC
For most of the accounts, the GC has access to Podio applications and does the shortlist right after theclosing of application. The GST role is done - the GC sends the list of candidates suiting the positiondirectly to the Hiring Manager.
After that the shortlist is sent to the Hiring Manager, GC is responsible for the whole follow up of theprocess, that is completely handled inside of the company.
In this case, also communication with all applicants, both shortlisted and not shortlisted, is a GCresponsibility.
Step 4: Shortlist - Responsibility of GSTIn case the shortlist is a GST responsibility, it will be sent by the GST to the Global/Regional Coordinator and to the AI BDManager within 72 hours from the closing of the application.
Here, the follow up on the selection process is done by the GC and reported to AI BD Manager and the GST. The firstcommunication on AI shortlist is done by the GST. Following communications with applicants are done by the GC.
In any case, the MC of Entity of Realization is not directly involved in the process and has no direct responsibility.Based on the agreements, the MC Member responsible for managing the account in the Entity can be CCed in theemails.
Step 5Selection
Step 5: Selection
Once there is a candidate selected, the company will notify it to him and to the not selectedones.
Here, the MC of Entity of Realization will be notified about the selection and, based onrequirements for visa/work permits, the Global/Regional Coordinator will provide the neededdocuments to the MC to allow the start of arrival procedures.
MC of Entity of Realization is responsible for the Matching procedures on EXPA.
Step 6Arrange pickup & bureaucracy
Step 6: Arrange pick up and bureaucracy
Outgoing and Incoming Entities need to make sure that all the following standards for Logistics, Experience & Learning, Job and Living are respected for the whole duration of the experience, from the match until the end of the realization.
Logistics:1. AIESEC provides in written format all the information required to arrange any document, visa
or work permit that may be required in order to be sure that the intern can legally enter the country/territory and perform the activities stated in the JD
2. Before the intern arrives, AIESEC will provide written information to the intern on any domestic transportation required to arrive at pickup point .
3. The intern will be picked up ( the final place of the pick up will be arranged with the intern) 4. AIESEC will offer in written format information on how to depart from the country two
weeks before the end of the internship.
These materials needs to be delivered, with a relative education if it is not done yet, to the LC responsible for GEPreception (and also to the others who are running exchange activities).
Step 6: Arrange pick up and bureaucracy
Experience & Learning:1. AIESEC will provide information about the AIESEC purpose, and the role of an exchange. 2. AIESEC will provide the AIESEC standards and the XPP in written format to the intern.3. AIESEC will provide basic information regarding the country/territory of their internship in a written
format including as a minimum information on culture, political situation, safety, living standards, home and host contacts (phone number and email).
4. AIESEC will provide a “buddy system” to the interns to ensure they have a first reference with AIESEC5. AIESEC will prepare cultural and leisure plans and will invite the interns to be part of them 6. AIESEC will offer leadership spaces and opportunities facilitated by AIESEC before, during and after the
internship7. AIESEC must offer at least one facilitated space on leadership development to the intern during his/her
experience done by AIESEC or an AIESEC Partner
These materials needs to be delivered, with a relative education if it is not done yet, to the LC responsible for GEP reception (and also to the others who are running exchange activities).
Step 6: Arrange pick up and bureaucracy
Job:
1. AIESEC will be sure that the Job Description executed by the intern corresponds with the Job Description submitted by the
company.
2. A representative of AIESEC accompanies the intern to the place of work on the first day of the internship.
3. AIESEC will be in charge of the invoicing and payment track.
Living:
1. AIESEC will track that the intern has a valid insurance policy to cover basic medical costs.
2. AIESEC will support the intern getting an appropriate accommodation.
These materials needs to be delivered, with a relative education if it is not done yet, to the LC responsible for GEP reception (and
also to the others who are running exchange activities).
Step 6: Arrange pick up and bureaucracy
S&S List
AI roles
MC roles
ContactAI BD
ManagerEmail
Premium Partners
GST Talent Sourcing Manager
EmailAIESEC Partnership Global Coordinator
Chiara Gianola [email protected]
Alcatel LucentNarayanan
[email protected] Marija Milanovic
DP DHL GroupNarayanan
[email protected] Daniel Plesa [email protected]
Wings on BoardNarayanan
[email protected] Alba Blesa Soler
International SOSNarayanan
[email protected] Ryo Enda
UCB Mariavittoria Pesce [email protected] Barbara Cossu [email protected]
Federico Restrepo
Asian Development Bank NA NA Jessica Herrera [email protected]
IE Business School NA NA NA NA
Mindvalley Petros [email protected]
NA NA
Unilever NA NA NA NA
ContactAI BD Manager Email
Premium Partners
GST Talent Sourcing Manager
EmailAIESEC Partnership Global Coordinator
Joan Manuel Sanchez
Electrolux Petros [email protected]
Carla [email protected]
e
Husqvarna Group
Petros [email protected]
Zuzana Jancovicovazuzana.jancovicova@hus
qvarnagroup.com
Microsoft NA NA NA NA
Nexans Petros [email protected]
NA NA
Tata Consultancy
ServicesNA NA Abraham Briseno [email protected]
Mona Pan [email protected]
Bacardi NA NA NA NA
EF Education NA NA Ines Vento [email protected]
Euromoney NA NA NA NA
Natalia Farfan [email protected]
GMAC NA NA NA NA
ING Karolina Kujawa [email protected] Catalina [email protected]
tApple (not signed yet)
Eze Ikechukwueze.fridayikechukwu@aiesec
.netNA NA
Stephan Luecke [email protected] PwC NA NA Theodor Asiei [email protected]
List of Abbreviations:A
AI AIESEC International
B
BD Business Development
C
CV Curriculum Vitae
E
ECB Entity Control Board
EP Exchange Participant
EXPA Experience AIESEC portal (experience.aiesec.org)
G
GC Global Coordinator
GEP Global Exchange Partner
GIP Global Internship Program
GST Global Support Team
I
ICB Internal Control Board
iGIP Incoming Global Internship Program
List of Abbreviations:J
JD Job Description
L
LC Local Committee
M
MC Member Committee
MCVP Member Committee Vice President
N
NA Not Available
NPS Net Promoter Score
O
oGIP Outgoing Global Internship Program
P
PDF Portable Document Format
X
XPP Exchange Program Policies
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