INCOMING

EXCHANGE
RESPONSIBILITIES AND JOB
DESCRIPTIONS
Content:
Department Responsibilities
Structure
Vice President’s Main Tasks and Responsibilities
Directors’ Main Task and Responsibilities
Process flow of Incoming Exchange
Competencies and Development Opportunities
INCOMING EXCHANGE RESPONSIBILITIES

 Assuring that all incoming exchange requirements of AIESEC Philippines are

met, or better yet, exceeded
 Foster partnerships with various companies, organizations and
foundations in providing AIESEC trainees avenues in which they can spend
their internships.
 Assuring that all organizations and companies, organizations and foundations
we establish connections with share values with AIESEC
 Fostering partnerships with foreign committees to provide trainees for
various incoming exchange opportunities of AIESEC AdMU
 Assuring the continuity of relationships between exchange partners
 Assuring that the quality of exchange is always kept at its premier—
traineeship for trainees, and the trainees for the TN partners
 Assuring that members, applicants and other stakeholders have sufficient
knowledge about the International Exchange Program
 Assuring that members and applicants are active in exchange (members,
contributing to the development of incoming exchange—providing TN partners,
matching forms, providing service and receptions)
 Assuring that the brand image of AIESEC is always upheld and valued
 Utilizing exchange as building the prestige of the organization

INCOMING EXCHANGE STRUCTURE

VICE PRESIDENT’S MAIN TASKS AND RESPONSIBILITIES
MAIN TASK
Ensure development of each
ICX subsystem – to set goals
and assure that all are
followed
Deliver necessary tools that
will ensure growth in quality
and quantity of exchanges
Represent your LC internally
and externally through
building effective
partnerships
Foster and build culture of
exchange in your local
committee
RESPONSIBILITIES
Set the goals for local committee for raising, matching and
realizing
Conduct market research and ensure its continuous update
Set growth strategy for local committee that will ensure goals
realization
Regular tracking of progress in goals realization
Ensure proper and effective processes management in the ICX
area especially delivery of TNs
Ensure quality of account management in the system
Ensure quality of service and receptions’ preparation
Ensure proper and quality TN raising
Build effective LC-LC partnerships both nationally and globally
Track and execute LC-LC partnerships
Ensure proper positioning and LC brand creation internally in
the network and externally
Ensure quality servicing of partnering LCs and countries
Ensure proper preparation of members in terms of LC
representation
Create hype around exchange managing in your LC
Ensure proper understanding of ICX area and exchange
management
Involve all stakeholders in X processes: applicants, members,
officers, alumni, external partners
Ensure proper and adequate education on exchange
processes (with OGX)
Ensure clear communication and constant information update
about the exchange developments in the LC
DIRECTORIAL RESPONSIBILITIES

DIRECTOR FOR TN SALES AND MARKETING

Main task:
To acquire (raise) TN partners who are willing to take in foreign trainees into their companies

Responsibilities:
1. Formulating a database of potential Trainee Nominees (companies, corporations, Non-Government
Organizations, Foundations, Schools, Universities)
2. Communicating with various potential Trainee Nominees (cold calls/ e-mails/ informal
conversations/ seminars/ conferences)
3. Setting up appointments and company presentations to discuss more extensively the exchange
program of AIESEC
4. Following-up various potential partnerships with corporations and organizations
5. Signing a contract and setting expectations with interested partners
6. Transitioning communications with acquired partners to TN Accounts Management
6. Re-signing with current partners to extending their contract with AIESEC (alongside with the TN
Account Management)
7. Upholding the brand image and AIESEC values at all times

DIRECTOR FOR TN ACCOUNT MANAGEMENT

Main Task:
To assure that all accounts are well-managed up until they are realized;
To assure the continuity of the current partnerships of the local committee

Responsibilities:
1. Arranging the transition of communications with current partners from TN Sales and Marketing
2. Uploading the TN JQ of the current partners in AIESEC.net
3. Responding to applications of trainees who are interested to spend their internship with the
current partners of AIESEC AdMU
4. Working with Matching in looking for eligible trainees for the traineeships AIESEC AdMU is offering
5. Compiling the documents and forms of eligible and interested trainees for the TN Partners
6. Sending in the compiled documents of eligible and interested trainees for the TN Partners
7. Following up with TN partners regarding their interest in accepting the trainees
8. Mediating communications with the potential EP’s and the current TN partner
9. Finalizing the matches between the EP’s and the TN’s (accept the EP AN, accomplish and send in
the TN AN)
10. Setting expectations of both the EP’s and the TN‘s of the internship that is going to take place
11. Transitioning the communications of EP’s to Service and Receptions in preparation for the their
arrival
12. Assuring that all reasonable expectations of the TN are met during the internship of the trainee/s
with their company or organization
13. Re-signing a contract with the current partners with AIESEC (alongside the TN Sales & Marketing)
 DIRECTOR FOR M AT C H I N G

Main Task:
To look for eligible and suitable trainees who are interested in spending their internships with our
current TN partners

Responsibilities:
1. Researching on the internal market of AIESEC trainees
2. Communicating the results of the research with the whole ICX team (esp. TN Sales & Marketing)
3. Finding potential matches in the system for current TN Partners
4. Fostering partnerships with foreign local committees to provide for the EP demands of current TN
partners
5. Creating promotional campaigns of the exchange opportunities available in the local committee

DIRECTOR FOR SERVICE AND RECEPTIONS

Main Task:
To assure that all trainees of the local committee are well integrated to the country;
To assure that all reasonable expectations of the trainees are met during their stay

Responsibilities:
1. Preparing the arriving trainees for their internship in the country
2. Arranging all necessary documents (visas and working permits) for all trainees who are arriving in
the country
3. Fixing all necessary logistical arrangements for the trainees before their arrival (airport pick-up,
accommodations, welcome dinners, welcome kits, etc.)
4. Picking up the trainee from the airport (or at least, assuring that upon their arrival, trainees are
aware of how to get to his housing or to where ever they are supposed to go)
5. Integrating the trainee to the community through a welcome event for the trainee, for them to get
to know our members, applicants, trainees and alumni
6. Continually servicing the trainees through out their stay with our local committee—assuring that
all reasonable expectations are met and provided for
7. Assuring the validity of all necessary documents throughout their internship; and assisting the
trainees in case of needing them to be processed further
8. Continually integrating the trainees to the community though inviting them to various events that
they may be able to participate in
9. Responding to all emergency cases of the trainees in such fortuitous events
10. Re-integrating the trainees upon their departure through hosting a farewell event
INCOMING EXCHANGE PROCESS FLOW
*Refer to the succeeding pages for more detailed explanation of each process

Companies TNs Realized TNs Realized Trainee events

Measurabl

contacted TNs re-raised LC Partnerships Number of

e Results

TNs Raised Number of Promotions participants per

TNs re-raised members created event
Amount of participating in Number of Learning Activities
income exchange members Number of
Number of Quality of participating in members
members Exchange for TN exchange participating in
participating in Partners exchange
exchange Quality of
Exchange for
Trainees
 Internal Market Research and Segmentation:
Responsibility of MATCHING
• Research on the availability and trends of the trainee pool available on AIESEC.net.
o What types of traineeships most in demand?
o How long do trainees prefer to stay in the country?
o When are the trainees interested in arriving in the Philippines?
o Are there local committees who are interested to do pocket recruitment?
• Foster partnerships with different local committees who are willing to send their trainees to
the local committee.
• All results of this research must be communicated with the whole incoming exchange
team, especially to the TN Sales and Marketing. The information drawn from this is useful
in targeting companies and organizations to participate in the exchange program.

External Market Research:

Responsibility of TN SALES AND MARKETING
• Given the information that the Director for Matching has passed over regarding the internal
market of the organization, the Director for TN Sales and Marketing is responsible for
surveying the companies and organizations that AIESEC Ateneo de Manila
University may partner with to serve the potential matches and realizations.

Marketing:
Responsibility of TN SALES AND MARKETING
• Once targeted companies and organizations have been established, create connections
with these entities through: cold calls, electronic mail, conversations, seminars and all
other available mediums. It is important to creatively sell the exchange program at this
stage.
o Always utilize the available connections (with the alumni, officers, members,
applicants and other stakeholders)
o Work with the External Relations Department (more specifically, the Director for
Corporate Relations) in creating these connections
o Send out marketing proposals to various entities
• Once contact has been made, set-up an appointment with them to further expand on the
discussion of the exchange program.
• Individuals doing the company call should have an adequate knowledge about exchange.
Bring a confident and professional attitude, and dress appropriately. One should have at hand
the following:
o Hard copy of the Marketing Proposal
o Hard copy of the TN Job Questionnaire (with the TN Contract)
o TN Presentation
o Other necessary promotional materials (i.e—brochures, AIESEC Promotional Video)
• If the company or organization remains to be unsure of the program, be aggressive in
always following up with the developments of the process in establishing the partnership.

Contract Signing:
Responsibility of TN SALES AND MARKETING
• Once matters have been discussed, establish a clear contract with the organization—
the needs, demands and expectations of both parties should be clarified, and agreed upon by
those concerned. Ask from the company a point person who shall be responsible in
facilitating the partnership with AIESEC.
• Ask the company to fill the TN Job Questionnaire. Assess whether their form is easy to
match. Advise the company to alter some preferences if this is not so.
 • Turn over the accomplished TN Job Questionnaire, and the contact number of the
point person in the company to the TN Account Management. Assure that this transition
process is clear with all those concerned.

Upload TN form:
Responsibility of TN ACCOUNT MANAGEMENT
 Upload form in the system (use an e-mail address which is frequently checked).
 Inform the Director for Matching of the new form that is available in the system.

Matching:
Responsibility of TN ACCOUNT MANAGEMENT and MATCHING
 Both TN Account Management and Matching should also assure that the form of the
company is matchable and meets quality standards to the available trainees on the
system.
TN Account Management Matching
The TN Accounts Manager receives The Director for Matching searches
applications from various trainees who the system (tracker forms, quick match,
are interested in applying for the program etc.) for eligible trainees for the TN partner.
in the e-mail address that s/he used for the Once potential trainees have been found,
form. It is under the discretion of the contact these trainees and offer them
director of whom which he/she deems to be the program which they are compatible
eligible for the program. Reply to all with. For all trainees who accept and have
applications that will be received—even if agreed upon the terms of the TN partner,
it means sending a letter of regret. forward all their necessary documents
and contact information to the Director
for Accounts Management.
Both the TN Accounts Manager and Director for Matching are responsible
screening the potential trainees for the TN partner. Assure that these trainees are of
quality and are able to meet the demands and expectations of the TN.

 MATCHING is also supposed to utilize all mediums available (AIESEC.net wiki and classifieds)
in promoting the exchange opportunities with the local committee. S/he is responsible for
maintaining and updating these avenues for promotions. Furthermore, s/he should also foster
partnerships with other local committees so as to maximize the availability of exchange
participants.
 TN ACCOUNT MANAGEMENT then compiles all the necessary documents (Curriculum
Vitae, Resume, Motivation Letter, Letter of Recommendation, EP Form, etc.) of the potential
trainees. These are then to be forwarded to the contact person of the TN partner at a regular
basis (weekly, bi-monthly etc.)
 An initial screening will be done by the TN partner through the review of their documents.
The results of this selection should be communicated with TN Account Management. It is the
responsibility of the said officer to constantly follow-up regarding this matter.
 All results should be communicated with the eligible trainees.
 Once the TN has selected trainees they would wish to have a second interview with, the TN
Account Manager is going to be responsible for setting the appropriate time and medium
for both parties to have the meeting.
 Once the TN has decided on accepting a particular trainee— TN Accounts Management ask
from him/her or his/her EP manager to send their Exchange Participant Acceptance Note.
 When the EP AN has been received—send also the Trainee Nominee Acceptance Note to
the EP manager and the EP. Remember that the TN AN requires the signature, organizational
stamp and registration number of the contact in the company. Indicate in the Acceptance Note
the following details: timeline, visa processing, accommodations, cost of living, culture, and
other important details of the arrangements of the traineeship.
 Once AN’s have been exchanged, clarify again with both the EP his/her EP Manager is
absolutely certain about the exchange opportunity they have applied for. Once this clarification
has been communicated, change the status of the form to “Matched”.
 Once the trainee has been officially matched, turnover the communications with the
trainee to Service and Receptions.
*Important note: the TN Account Manager should also, at all times, document all files
and communications with both the TN and the EP. In case of any breech of the
contract by any of these entities, these documents may serve as sufficient evidence
to compensate for such cases.
Pre- Arrival Preparation:
Responsibility of SERVICE AND RECEPTIONS
 Once a trainee has been officially matched to the local committee, it is the responsibility of
Service and Receptions to prepare the trainee for his/her upcoming traineeship. Send
an initial e-mail introducing what the trainee should prepare for:
o Visa application and Working Permits (send in all documents that the trainee
would need)
o Arrival (Ask for the time, date and flight number of their arrival. Also, remind the
trainee that upon arrival, there should be two waiting areas, and they should go to the
one situated on the ground floor, and not the one on the upper floor)
o Accommodation (will it be provided for? If not, how much will it cost? State also the
living conditions that the trainee should expect in this environment)
o Cost of living (it is advisable for the trainee to bring $ 1,000.00 USD per month, if
housing is not provided for)
o Clothing (suggest for the trainee to bring in attires appropriate for the nature of work
and the weather in the country)
o Culture (introduce common cultural practices in the Philippines)
*Important note: It is recommended that Service and Receptions have a
standardized toolkit that they may send to the trainee. There should also be a
standardized form for the trainee to fill in their answers to the LC’s inquiries
 Accommodate all inquiries of the trainee about his/her traineeship. Consult with the TN
Manager all job details. Also, ask the trainee of their expectations of their experience for
their traineeship.
 Assure that all details have been ironed out before the arrival of the trainee. Airport
pick-up and accommodations should be primarily ready for the arrival of the trainee.

Airport Pick-Up:
Responsibility of SERVICE and RECEPTIONS
 Given the date and time of the arrival of the trainee, be there at around 30 minutes after the
arrival of their flight. Track the progress of the flight on this website:
http://www.flightstats.com/go/Home/home.do
 It is advisable that two individuals do the airport pick up.
 Bring the trainee to their respective housing arrangements.
*Important Note: Upon the arrival of the trainee in the country, inform the TN Account
Manager to turn the status of the form into “Realized”

Community Integration:
Responsibility of SERVICE and RECEPTIONS
 The trainee should be well acquainted to the members of the various local committees in the
country. To do this, arrange welcome dinners for all the trainees. For those whose arrivals are
near each other, a joint-dinner may be planned. Also contact other local committees for their
welcome dinners so as to entice more people to attend.
 Prepare a welcome kit inclusive of the following materials:
o Map of the city (or area of their work)
o Prepaid Sim Card
o Directory of officers-in-charge (LCP, VP ICX, Directors under ICX)
o Philippine Delicacies and Souvenirs
o Survival manual
 Arrange cultural trips and city orientations for the trainee.
o Visit historical places
o Taste Philippine Delicacies
o Experience Public Transportation
Continuous Servicing:
Responsibility of SERVICE and RECEPTIONS
 During the stay of the trainee, Service and Receptions should assure that the trainees are
having an optimum AIESEC exchange experience. Always check up on the trainee of their
status and their needs. Assure that their reasonable expectations are met.
 Service and receptions should attend to all emergencies. Inform the team and all those
concerned in case of such fortuitous events.
 Invite the trainees to all the activities that they may participate in: learning activities,
cultural presentations, STAMM, and other events that. Contact also other local committees of
their events.
*Important note: Assign a buddy system (applicant/member and a trainee) to follow-
up on the trainees’ developments
 It is also important for Service and Receptions to assure that the visa of the trainee is
valid throughout their stay. They are responsible for arranging any processes that may be
required to extend the validity of the trainees’ stay in the country.

Internship Progress:
Responsibility of TN ACCOUNT MANAGEMENT and TN Sales and Marketing
 TN Account Management should remain in contact with the TN Partner that each trainee is
working for. Assure that all their reasonable expectations are met during the duration of
the exchange internship.
 In times that the trainee would have a chance to participate in an AIESEC event that may come
against the schedule of their jobs, TN Accounts Management should request for the TN
partner to excuse them of their duties during the particular time duration.

Re-Integration
Responsibility of SERVICE and RECEPTIONS
 A farewell dinner, or another event that may replace such, should be in order. All members,
applicants, officers and other trainees should be invited as well (like the welcome dinner).
 It is advisable for the LC to provide a farewell gift for the departing trainee.
 Airport servicing is also advised for the trainees’ departure.

Re-signing contract:
Responsibility of TN ACCOUNT MANAGEMENT
 After the trainee has left after their internship, assess with the hosting TN the
performance of the trainee and their experience. Also, discuss with the TN partner
the possibility of hosting other trainees into their company.
 Draft another contract and fill another TN job questionnaire if it is needed.

COMPETENCIES AND DEVELOPMENT OPPORTUNITIES

TN Sales and TN Accounts Service and
Matching
Marketing Management Receptions
Team Management Team Management Team Management Team Management
Market Research Effective Internal Research Effective
Business Strategy Communication Business Strategy Communication
Networking International International International
Marketing and Sales Relations Relations relations
Meeting Facilitation Corporate Relations People Management Conflict
Presentation Skills Commitment to Target Marketing Management
Corporate Relations results Promotions Resource
People Management Networking Management
Conflict Facilitating Skills
Management People Management
Negotiation Skills Networking