AIESEC

Malaysia

Talent

Capacity

1415AN INITIATIVE BY OD & TM, SUPPORTED BY ALL FUNCTIONS

DRIVING QUALITY AIESEC EXPERIENCES

Content

WHY Talent Capacity

Background Stories

Challenges of Past Term

Potentials of Standardised Talent Capacity

Proposed Departmental Structure and Job Description

What’s Next

How do I implement this?

Roles of MC

Roles of LC EB Team

WHYTalent Capacity

BACKGROUND STORIES

CHALLENGES OF PAST

TERM

POTENTIALS OF

STANDARDISED TALENT

CAPACITY

Why Talent Capacity- Background Stories

Job AnalysisBuilding Structure

Job Description

Creation

Structure and JD

Consolidation

Talent Capacity

Delivery and Implementatio

n

How we build Talent Capacity

Purposeful Collaborative Impact-Driven

Our general findings based on Job Analysis on past term TMP & TLP

Experience done in July 2014 can be summarised below:

No standardisedTalent Structure across entities

No standardised JD

•TLP – non-strategic JD

•TMP – JD not contributing to goals

No standardisedway of running

processes across entities

Low exchange per member ratio

Learning promises under-delivered &

Members do not see AIESEC as exchange

organisation

Why Talent Capacity- Background Stories

Findings are based on Job Analysis on past term TMP & TLP Experience done in July 2014.

Why Talent Capacity- Background Stories

Position Director

Functional Area MarComm

Which LC are you from? A B C

How many hours you work per week?

42 24 28

Describe your job responsibility/duty 1

To make AIESEC more visible in the LC.

to do market researchORGANISING COMMITTEE PRESIDENT for Recruitment Drive

Describe your job responsibility/duty 2

Ensure we brand AIESEC positively in the LC

approach targets

MONTHLY INTERNAL NEWSLETTER- Producing monthly internal newsletter unfolding my LC's progress,news,events and other relatable issues. - Drafting newsletter content monthly.- Producing a prompt timeline in sending out newsletters.

Describe your job responsibility/duty 3

Support the front line department

organize events and workshops

MARKETING AND COMMUNICATIONS- Assist in marketing for local events(LEAD,GCDP Promotions,Workshops,etc.)- Assistance in the form of producing marketing materials,planning marketing strategy,brandchecking.- Monitoring communications of virtual platform(Facebook Group).

Other minor or occasional activities

Do posters and booklets to support activities

provide trainings for EPs- Initiating brand guideline for LC.- Initiating marketing guideline for LC.

No standardised Talent Structure across entities

- Same role in the same function has different JDs in different LCs

Findings are based on Job Analysis on past term TMP & TLP Experience done in July 2014.

Why Talent Capacity- Background Stories

No standardised JD

- TLP has no strategic JD

PositionDirector (or Middle Management)

LCVP Director (or Middle Management)

Functional Area ER TM iGCDP (PM)

Which LC are you from?

A B C

How many hours you work per week?

24 10 30

Describe your job responsibility/duty 1

Raise sponsor for eventManaging talent recruitment process

Monitor overall project progression. Delegates job and strategy planning with team members.

Describe your job responsibility/duty 2

guide junior executiveManaging Learning and Development of the LC

Filling up trackers and writing project biweekly report to SOLS

Describe your job responsibility/duty 3

teamwork in management team and ER team

Managing information and database in LC

Project budget planning

Other minor or occasional activities

No Informal bonding with members. Members education

Findings are based on Job Analysis on past term TMP & TLP Experience done in July 2014.

Why Talent Capacity- Background Stories

No standardised JD

- TMP has JD not contributing to goalsPosition Junior Executive Junior Executive Junior Executive Junior Executive

Functional Area iGCDP (PM + NCR) iGIP FL iGCDP (NCR)

Which LC are you from?

A B C D

How many hours

you work per week?42 5 10 2 or 3

Describe your job responsibility/duty 1

Handle exchange participant (RaMaRe)EP Servicing

Market research and market segmentation.

Attend and complete tasks assigned

Research on the available NGOs to list down the potential NGOs that AIESEC can engage with for project expansion

Describe your job responsibility/duty 2

Spam mailsAttending company meetings.

OC for AIESEC events

Contact with those listed NGOs and sell iGCDP to them

Describe your job responsibility/duty 3

Run events None. -Collect feedback from both EPs and NGOs

Other minor or occasional activities

Out campus activities, cold call, budget for

events, admin job for events, come out agenda

None.help other departments with events

Assist the intern management team with intern servicingActive participation in LC events

Findings are based on Job Analysis on past term TMP & TLP Experience done in July 2014.

Why Talent Capacity- Background Stories

No standardised way of running processes across entities- Same role in the same function has different ways to run the programme in different LCs.

Position Junior Executive

Functional Area iGCDP (PM)

Which LC are you from?

A B C D

How many hours you work per week?

20 30 depending 4

Describe your job responsibility/duty 1

In charge of the learning of EP.Communicate with EP regarding their JD and monitor their progress

Take care EP Intern servicing

understand iGCDP department, help in keeping department functional (project management works)

Describe your job responsibility/duty 2

Planning for new initiatives for project

Make sure all the program run smoothly

Taking care of EP house

help leader manage project

in mind to provide a good experience for EP, their learning and leadership development

Describe your job responsibility/duty 3

Meet up with learning partners

EP Buddy Finance of project

execute tasks given by

leader on time, share some workload of leader

Other minor or occasional

activitiesDriver & EP servicing - AIESEC activity

help in intern party, join AIESEC activities/workshops, take part in LEAD

Why Talent Capacity- Background Stories

Low exchange per member ratio

- In term 1314, AIESEC Malaysia achievement:

873 X : 1182 TXP

0.74 X : 1 TXP

oGCDP: 395 Ma; iGIP: 41 Re; iGCDP: 423 Re; oGIP: 14 ReTXP = Total number of members and leaders

We believe these TXPs contributed to the X results.

Why Talent Capacity- Background Stories

Low exchange per member ratio

- In term 1314, AIESEC Malaysia achievement:

oGCDP

1 : 1.53

iGIP

1 : 0.34

iGCDP

1 : 1.28

oGIP

1 : 0.74oGCDP: 395 Ma; iGIP: 41 Re; iGCDP: 423 Re; oGIP: 14 Re

TXP = Total number of members and leadersWe believe these TXPs contributed to the X results.

oGCDP iGIP iGCDP oGIP

LC A 4.5 0.1 1.7 0

LC B 2.0 0.5 2.0 0

LC C 0.5 0.1 2.9 0.3

LC D 0.8 0.8 1.2 0

Why Talent Capacity- Background Stories

Low exchange per member ratio

- In term 1314, LCs achievements:

Findings are based on Job Analysis on past term TMP & TLP Experience done in July 2014.

Why Talent Capacity- Background Stories

Learning promises under-delivered & Members do not see AIESEC as exchange

organisation

JE – iGIP

Well, basically I did nothing

much throughout my term as

JE.I was not assigned any task

and though I was from CR

department, I did not attend

any corporate meeting nor had

any corporate exposure. I did

not have the experience that

was promised by AIESEC.

Hence, I don't really know what

to answer.

Director – FL

I would like to have more

interactions with humans.

JE – FL

IF POSSIBLE PLEASE put JEs in

exchange departments. It is

much easier for them to see

other relevance and purpose in

AIESEC. Much more effective

than verbal coaching. Hands on

experience is always impactful

and less resource consuming

then verbal education.

JE – iGCDP

I saw the relevance of AIESEC to

a university students. I hope more

and more people realise the

importance of self development

and I hope to empower more

people in this term.

JE – iGCDP

We need to always know the

purpose of why we are doing

something. Leader should always

motivate and inspire us.

JE - TM

Sometime, member who in

support department will lose

direction and obtain few

learning points. And member

from support department

cannot see the relevant of their

department to the exchange

number. So, I suggest TM could

delivery very clear synergy of

the support department and

exchange department or

create some activities let the

support department have

chance to know more what is

exchange department are

doing.

Inefficient and difficulties in tracking your

performance and development

Difficulties in educating and implementing

national strategies

Inefficient synergy initiatives

Leaders burnout due to lack of

empowerment to members

Why Talent Capacity- Challenges of Past Terms

StandardisedMember Education

Cycle

Standardisedperformance and

development tracking

Promote synergy

Clear TMP and TLP roles

MC support system developed based

on the standardised Talent

Capacity

Why Talent Capacity- Potentials of Standardisation

ProposedDepartmental

Structure and Job

Description

oGCDP MarComm

iGIP TM

iGCDP FL

oGIP BD

Click on the box for more information.

What’s next

HOW DO I IMPLEMENT

THIS?

ROLES OF MC

ROLES OF LC EB TEAM

10 DAYS CHALLENGE

(REFER TO WEBSITE)

How do I implement this?

oGCDP MarComm iGIP TM

iGCDP FL oGIP BD

Coordinator: LCP

Final Responsible: LCVP TM

In collaboration with: ALL LC EB

1. Review Talent Capacity (Structure & JD) with LC EB Team

2. Review LC Structure by LCP.

3. Finalise Talent Planning by LCVP before 12th August 2014.

What’s Next

- Role of MC

Drive down and communicate talent structure of respective functional

department to LCVPs.

Guide and advise respective LCVPs to review current plans to incorporate

proposed structure and JD.

IMPLEMENT ASAP after review.

Evaluate operation efficiency and performance consistently.

Arrange meeting with MC TM team to discuss and give feedback to

suggestion given on “Learning & Development”. *soon*

What’s Next

- Role of LC EB Team

Read through AIESEC Malaysia Talent Capacity 1415.

Find the right performance cluster and compare current state to the

suggestions.

Find respective MCVP to discuss anything you do not understand and

create plans for next step.

Adopt the right suggested structure and elaborate on the minimum Job

Descriptions provided to suit the programme strategies while incorporating

back office supporting activities.

LCP to review the organisational structure with the EB team to align

organisational operations with LC goals and strategies.

”

“We develop action-

driven youth leaders

towards a united

Malaysia.

AIESEC Malaysia Talent Capacity 1415

Purposeful . Collaborative . Impact-Driven