The document outlines the structures and roles for teams involved in organizing an Exchange Fair to recruit Exchange Participants (EPs) for AIESEC Indonesia's summer program. It describes 7 roles on the Exchange Fair team from January to April, including Marketing/PR, Talent Management, Event Management, Finance, and others. Each role has responsibilities, key performance indicators, and learning needs outlined. It also describes the Matching team structure from March to June which matches EPs to opportunities. EP Managers are broken down by region or country and are responsible for 5-10 EPs each. The document emphasizes that these structures aim to provide better experiences for members and more opportunities for EPs.

1. AIESEC Indonesia
oGCDP Structures
for Summer

2. Exchange Fair

3. Exchange Fair: Structure
Exchange Fair and Raising OC Team
Details for the team:
Duration: 10 January - 30 April
Commitment Required: 7-10 hours per week
Expected Development:
Project Management, Team Management,
Good opportunity to prepare for EB etc.
OCP
Maximum 7 in the team, Suggested
structure is shown.
Special L&D Needs:
1.Need to understand the product
2.Understanding of GCM for selection
3.OGX Process
4.OGX timeline
5.Project Management
6.Time Management
7.Self Efficiency
Note: Each exchange fair and raising team
can be used for each exchange fair. If you
have more than one exchange fair running in
more than one university - you may have
more than one team.
OC Exchange Fair
Marketing/PR
OC Exchange Fair
Talent Management
(Selection)
OC Exchange Fair
Event Management/
Logistics x 3
OC Exchange Fair
Finance

4. Exchange Fair: JD
OC Exchange Fair Marketing/PR
Name of Role:
Duration:
Time Commitment
Description
OC Exchange Fair Talent Management (Selection)
Name of Role:
Duration:
Time Commitment
Description
Accountable to:
Cooperations
Competencies Required
OC Exchange Fair Marketing and Communications
10 January - 30 April
10 Hours per week
This individual is in charge of the campaigns, main designs and
strategies of the Marketing and positioning of the the oGCDP
product to the outlined targets and markets.
1. To generate innovative ideas for the delivery of marketing
campaigns and product provided by MCVP MAC/COMM
2. Develop marketing strategy to deliver product to proposed
segments
3. Oversee implementation of marketing strategies
4. Certify and Design campaign materials - in coordination with
MCVP MARK and branding guidelines
1, # of Raises
Conversion of Event Attendance/Application etc. to RA
# of forms sold
# of people engaged with AIESEC (# of EWA)
The OCP
LCVP MAC, MCVP MAC, OCP
Entrepreneurial Outlook:
Accountable to:
Cooperations
Competencies Required
Competencies Developed
Comes up with innovative ideas to increase the performance of MAC
in Exchange Fair
Works to achieve the goals, despite challenges
Looks at environment for opportunities and challenges to improve
performance
Entrepreneurial Outlook:
OC Exchange Fair Talent Management
10 January - 30 April
10 Hours per week
This individual is in charge of the EP recruitment process and to
track the Exchange Fair team on HR capacity.
1. To ensure GCM is strictly adhered to throughout the EP
recruitment process through the appropriate HR policies and
learning and development needs.
2. To oversee EP recruitment process
3. To ensure marketing campaigns and messaging attracts and
reflects the GCM characteristics for EPs
4. To support the HR capacity of the Exchange Fair team - ensuring
the learning and development needs of the team etc.
5. To deliver trainings and development to the team and other
stakeholders (eg. members selling oGCDP)
1. Conversion rate of Applications to pass Interviews
2. Number of trainings held
3. Satisfaction of EF team with experience
4. Satisfaction of TMP with EF training
1. Length of EP Recruitment Process
2. Overall conversion of sign ups for offline marketing to RA
The OCP
LCVP TM, MCVP TM
Proactive Learning
Competencies Developed
Able to support the development of others
Facilitation Skills
Entrepreneurial Outlook:
Responsibilities
KPIs
Responsibilities
KPIs
See Above
Learning and Development
Needs
Social Responsibility:
Accept responsibility for outcomes
Make decisions keeping in mind long-term outcomes such as RAMA-RE timeline and branding on campus
Demonstrate personal commitment to task
1. GCM: Entrepreneurial Outlook
2. GCM: Social Responsibility
3. Marketing Strategy
4. Branding Guidelines
5. AIESEC Indonesia National Off-Peak and Summer Strategy
6. Time Management
7. Project Management
8. Team Management
9. Resilience
Look at challenges and overcome
Able to scan the environment, look at inconsistencies and areas of
improvement
Emotional Intelligence
Learning and Development
Needs
Walk the Talk
Establishes good interpersonal skills to assist achievement of KPIs
and JD
Ability to empathize and understand the team and their needs
1. GCM: Entrepreneurial Outlook
2. GCM: Emotional Intelligence
3. Facilitation Skills
4. Team Management
5. Analysis of Data
6. Critical Thinking

5. Exchange Fair: JD
OC Exchange Fair Event Management/Logistics x 3
Name of Role:
Duration:
Time Commitment
Description
Responsibilities
KPIs
Accountable to:
Cooperations
Competencies Required
Competencies Developed
OC Exchange Fair Event Management/Logistics
10 January - 30 April
10 Hours per week
This individual contributes to the planning, tracking, execution and
tools for the recruitment process.
1. Tracking and following up Recruitment planning, activities and
results
2. Ahead thinking of logistic problems and challenges
3. Run events as part of the Exchange Fair
4. Manage resources and people for successful execution of events
5. University Relations
1, # of Raises
Conversion of Event Attendance/Application etc. to RA
# of forms sold
# of people engaged with AIESEC (# of EWA)
% of plan completed on time
The OCP
LCVP oGCDP, MAC, MCVP MAC, oGCDP
Social Responsibility:
1.Personal accountability for the goals and KPIs outlined in the JD
Self Efficiency and Time Management
Identifies and acts keeping in mind the bigger picture, the project
and the various stakeholders involved.
Social Responsibility:
See Above
OC Exchange Fair Finance
Name of Role:
Duration:
Time Commitment
Description
Responsibilities
KPIs
Accountable to:
Cooperations
Competencies Required
Competencies Developed
Entrepreneurial Outlook
Learning and Development
Needs
Scans environment for opportunities to improve, increase
performance etc.
Thinks ahead for the project
Innovation and project management
1. GCM: Entrepreneurial Outlook
2. GCM: Social Responsibility
3. AIESEC Indonesia National Off-Peak and Summer Strategy
4. Time Management
5. Project Management
6. Resource and Risk Management
OC Exchange Fair Finance
10 January - 30 April
10 Hours per week
This individual contributes to the Exchange Fair through
management and tracking of the budget and ensuring financial
sustainability throughout the project
1. Development and tracking of the budget through the Exchange
Fair execution
2. Develop appropriate financial tools to ensure the project
optimization
3. Evaluate each event/Exchange Fairs MOS and ROI, create reports
outlining financial viability of each project and how it can be
improved.
4. Cash Flow Management
5. Monitor sponsorship
1. Profit made from Exchange Fair
2. Budget vs. Actuals
The OCP
LCVP FN, MCVP FN
Social Responsibility:
1.Personal accountability for the goals and KPIs outlined in the JD
Self Efficiency and Time Management
Identifies and acts keeping in mind the bigger picture, the project
and the various stakeholders involved.
Social Responsibility:
See Above
Entrepreneurial Outlook
Learning and Development
Needs
Scans environment for opportunities to improve, increase
performance etc.
Thinks ahead for the project
Innovation about financial tool management
1. GCM: Entrepreneurial Outlook
2. GCM: Social Responsibility
3. Financial Systems
4. Time Management
5. Project Management
6. Resource and Risk Management

6. Exchange Fair: Timeline
Key Activities
Raising
Matching
Realisation
January
February
March
April
May
June

7. Matching &
Realisation

8. Cluster 2: Structure
Matching Team
Details for the team:
OCP/
MB/TL
Duration: March - June
Maximum 7 in the team,
Suggested structure is shown.
Special L&D Needs:
1.Understand the country
partners
2.Capable of Supply and
Demand Analysis
3.Relationship building with
EPs
EP Managers can manage
between 5-10 EPs.
EP Manager
-region/
country
EP Manager
- Country
Partner
EP Manager
- Country
Partner
EP Manager
- Country
Partner
EP Manager
- Country
Partner
EP Manager
- Country
Partner
EP Manager
- Country
Partner

9. Cluster 2: JD
EP Manager TMP

10. These structures
will enable more
efficient and effective
oGCDP in
AIESEC
INDONESIA

11. Providing better experiences for
your members and more
experiences for EPs.

12. 2015

13. If you have any questions please email:
MCVP TM: christina.kelman@aiesec.net
MCVP oGCDP: ignatius.rieza@aiesec.net