gip icx session presentation
DESCRIPTION
This session was made by Mita Veloso, Director for Global Internship Program accounts management for the Incoming Exchange Department of AIESEC Ateneo de Manila University.The contents of this presentation is for the initial Functional Training of members from the Incoming Exchange department of AIESEC ADMU.TRANSCRIPT
The Wheels of Professional
Development A functional training session for the Global
Internship Program Division of the Incoming Exchange Department of AIESEC Ateneo de Manila
University
The Incoming Exchange (ICX)Department
0 WHAT WE DO0 Facilitate opportunities
through GCDP and GIP0 HOW WE DO IT
0 Raise, Match and Realize!0 HOW WE MEASURE
PERFORMANCE0 Number of exchanges, quality
of experience
Creating Opportunities
AIESEC’s Global Internship Program (GIP)0 Unique experience offered to the youth (ages 13 – 30)0 Experience of a new culture0 Self-development0 Skills training0 Real, professional
experience0 Preparation for the
future
TN - trainee nomineeEP - exchange participantGCDP- Global Community Development ProgramGIP – Global Internship ProgramJQ - Job Questionnaire
DT, MT, ET, TT- Development, Management, Education and Technical Traineeships
AIESEC Jargon
Getting Started
0 Your AIESEC e-mail address0 [email protected]
0 Your Skype ID0 Ra – Ma – Re and XPP (Exchange Program Policies)
Knowledge0 Access to Exchange Documents
0 Acceptance Note (AN), Invitation Letter, Visa Manual, etc.0 Contact Details of Officers0 Research on Exchange Performance and Characteristics
of Different AIESEC Countries
cool, right?
Understanding the Corporate World
0 Exhibiting a professional and mature attitude0 Demonstrating consistency and promptness0 Coordinating with officers of corporations0 Maintaining positive
relationships0 Planning efficiently in
order to meet deadlines0 Thinking creatively and
resourcefully
Raise, Match and Realize!The Three Steps to Facilitating Every Exchange Experience
Ra - Ma - ReRAISE
Make a TN available
MATCH Accept an EP to the
TN
REALIZEThe trainee reports for duty
Ra - Ma - ReRaising, Matching and Realizing
Job Description Development Contact Signing Uploading of
TN Form
Matching the TN Form
Expectation Setting
Pre-Arrival Preparations
Integration & Constant
Communication
Evaluation and Exit Interviews
Contract Renewal
Raising: Job Description Development0 Research: Know your TN (Research)0 Supply and Demand: Know your exchange market0 Prepare: Know your LC Capacity0 Coordinate with External Relations
0 VP – External Relations and Director for TN Accounts0 Meet the company representatives0 Guide the representatives in creating the job
description
ra
Raising: Contract Signing
0 The Job Questionnaire (JQ)0 Payment Scheme
ra
Raising: Uploading the TN Form
Becoming a TN Manager (TNM)0 Partnership (CRM) Tab – Add Organization0 myaiesec.net0 Input the details of the JQ onto the TN Form0 Clone the form if applicable0 Wait for the MC (Member Committee) to change the
status of your form/s from “New” to “Available”0 Keep your company contact posted
CRM: Corporate Relations Management
0 Initial Contact0 Constant Coordination through Updates0 Delivering Results0 Money Matters
0 Finance0 Three – Way Evaluation
0 Company0 Trainee0 ICX
Matching:Promoting Your TN
0 Online Networking0 E-mail0 Facebook0 Skype
0 Country-Country or LC-LC Partnerships
0 Matching Manias0 myaiesec.net
MA
Matching:Useful Tools
0 myaiesec.net 0 Exchange tab0 Supply and Demand
0 DAALData Analysis for Advanced Leverage
0 AFTAvailable Forms Tracker
MA
The Screening ProcessDetermining who will be a
good fit for your TN
The Screening Process
Step 1: Paper Screening0 Does the applicant
match the qualifications of the TN?
0 Country, Languages, Degree, Duration, etc.
0 Resume and/or Motivation Letter
MA
Skype
Interview and Expectation Setting
You: Hi Nelie! Of course, let’s start the interview now. Is your mic ready?
Nelie: Hi, it’s me Nelie from Mainland China.. I sent you my questionnaire last night. Should we begin? >.<
ma
The Screening Process
Step 2: Interview0 Some companies facilitate interviews themselves0 If you are asked to conduct the interview, make sure
to ask the company for guidelines and specific questions to be asked.
0 Other Important Considerations0 Working in a team0 Preparedness to immerse in the Filipino culture0 Versatility and independence
ma
Expectation Setting
0 New culture and environment0 Weather0 Culture-specific changes for the trainee
0 Living conditions0 Job description requirements0 Third-world discomforts
0 Transportation0 Financial costs and spending
MA
Acceptance Notes
If the company decides to accept the trainee, you may proceed to the exchanging of Acceptance Notes
0 A formal contract between Local Committees (LCs)0 Two kinds: EP AN and the TN AN0 EP AN is submitted to the TN Manager first0 TN AN must be submitted within ten (10) days
0Usually sent together with the Invitation Letter0Two kinds: Invitation Letter with pass / without pass
0 The VP ICX makes the match official on the system (myaiesec.net)
MA
Visa Preparation
0 Type of Visa0 Depends on the duration of the internship
0 Prepare as early as possible0 Government sectors involved
0 Usually, the DOJ and the Bureau of Immigration0 Expect some difficulty, but nothing that cannot be
remedied0 Make sure the trainee prepares all the requirements0 Support from Service and Reception (S&R) Team0 Refer to Visa Manual
MA
Realization
0 Airport Pickup0 Use the airport pickup Google spreadsheets form0 Coordinate with S&R
0 Housing0 Should be prepared at least 2 weeks before arrival0 Explain ALL conditions, including costs to the trainee
0 Inform the Company0 Re-Expectation Setting
0 Final reminders especially for visa and JD requirements
re
Realization
0 Integration0 Into the LC0 Into the Company0 Into the Country
0 Constant Coordination0 Feedback and support
0 Evaluation
re
Being a TN Manager
means always being there for your
trainee.
You are the first person responsible for your trainee.
Support0 Your Vice President for Incoming Exchange
0 Claire Fuerte – [email protected] Your Director for the Global Internship Program
0 Mita Veloso – [email protected] The EB
0 Kat Kho, LCP – [email protected] Kat Sanchez, VP Projects – [email protected]
0 The MCEB0 Feliz, Chris
0 Use the Facebook Groups!
Expectation Setting
0 Work load0 6 – 10 hours a week or as needed
0 Communication lines0 Contacting the right people
0 Possible challenges0 CRM0 Supply and Demand0 Visa Preparations
0 Skills and Opportunities
The Wheels of Professional
Development A functional training session for the Global
Internship Program Division of the Incoming Exchange Department of AIESEC Ateneo de Manila
University