WLC 2011 Volunteer Youth Organising Committee Roles & Responsibilities

Our Youth. Our Future.

Society Reg. No: ROS326/2002Charity Reg. No: 1739

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environmental challenge organisation (singapore)known as ECO Singapore

World Leadership Conference 2011 Call for Volunteers

World Leadership Conference 2011: Asia-Pacific towards Rio+20

The World Leadership Conference 2011 is a unique 5-day preparatory conference which aims to re-kindle the “spirit of Rio” by enabling youths of today with the skills and knowledge required to be effective leaders in creating change, especially towards climate change and sustainable development. Youth from the Asia-Pacific are particularly encouraged to engage in lively debate and think critically about the issues that are facing the region today. It is also a great occasion to meet like-minded peers from around Asia-Pacific and to establish lasting friendships and associations with students and volunteers from environmental organizations in the region.

The World Leadership Conference 2011 reflects the highest ideals of ECO Singapore in bringing together motivated and proactive youth from the Asia-Pacific to focus on pertinent issues surrounding climate change and to develop leadership qualities which would best prepare participants for Rio+20. It is set to be held in Singapore from the 5th

to the 9th of June 2011 in conjunction with ECO Singapore’s celebration of World Environment Day.

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695http://www.eco-singapore.org I Tel: (65) 6333 5543 I Fax: (65) 6333 5537

Registered Address: 10 Anson Road, International Plaza, #15-14 Singapore 079903

Contact Person : Melissa LowExecutive

Contact No. : (65) 6333 5543Email : [email protected]



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Volunteer Youth Organizing Committee (YOC)

The YOC is responsible for the operations of the event with guidance and support from both ECO Singapore staff and an Advisory Board that will provide content advice. The full committee will comprise of 28-committed young leaders who are self driven and able to work under both pressure and minimal supervision.

The volunteers in the YOC are divided into two tiers:

1. Executive Committee (EXCO)They are the key leaders and drives the various team that comes together once a month to update on the current state of play of the organizing of the event. They will also trash out any key decision that needs to be made.

2. Sub Committee (Sub Com)The team reports to a leader that sits on the EXCO. They are responsible for the respective expectation and operational roles as described in this document.

Team Scopes

All teams require a team leader, who must possess the necessary interpersonal skills, team work and leadership qualities that would enable him/her to take-charge and are responsible for planning and operations. Volunteers need not have a background in environment but should have a keen interest in learning and capacity building in the areas to be covered in the World Leadership Conference 2011 Program.

Chairperson





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Role To oversee all levels of conceptualization,

planning, and execution of the WLC 2011 Report directly to the organization directly under a staff

advisory Be responsible for the outcome of the event Priority in ensuring the event gets market well and funded

Requirements To commit fully until end of June 2011 (after WLC 2011 report

is out) Possess excellent interpersonal skills Be resourceful and work well in a team To motivate volunteer team Be responsive over phone and emails Must be able to handle stress well and commit more hours

than the rest of the team combined Adaptable and able to respond to situation change

Expectations Assign tasks to the departments of treasury, programs,

logistics, manpower and volunteer management, marketing and public relations

Provide timely monthly updates through physical meeting with ECO Staff and Advisory Committee

Anticipate problems and develop preliminary solutions To be notified of any financial in and outflows, logistical

correspondences, program updates and changes, manpower and volunteer tasks and work delegation, marketing matters and all aspects of public relations through means of regular updates during weekly/fortnightly meetings and/or being copied in email correspondence with parties involved and if not notified, must deal with the respective team leaders

To liaise with partners, sponsors, speakers, participants and relevant media for the purpose of upholding the reputation of the WLC 2011 and subsequently direct each one to the various teams for follow ups

Co-chairperson

Role





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To support the chairperson in decision making Be responsible for the outcome of the event Priority in ensuring the operations well planned

and executed


is out) Possess excellent interpersonal skills Be resourceful and work well in a team Able to motivate volunteer team Be responsive over phone and emails Must be able to handle stress well and commit more hours

than the rest of the team combined Adaptable and able to respond to situation change Good eye on details and ability to identify operational flaws in

advance

Expectations Oversee tasks to the departments of treasury, programs,

logistics, manpower and volunteer management, marketing and public relations assigned by the chairperson

Oversee all aspects of recording and documentation (see Secretary)

Provide monthly update on team performance (till December 2010)

Provide fortnightly update (from Jan 2011 onwards) May be required to fill in for the Chairperson should he/she be

made unavailable due to unforeseen circumstances

Treasurer

Role Primarily in charge of WLC 2011 finances





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Responsible for the financial report (to be submitted at end of WLC 2011)

Final approval of fund usage within the team


is out) Be responsive over phone and emails Must be able to handle stress well and commit more hours

than the rest of the team combined Able to manage funds in a responsible and organized manner

(funds must be accurately identified, recorded and filed)

Expectations Introduce and manage proper accounting procedures of the

project Ensure that expenses are paid on time The person is held fully responsible and held liable for any

misuse of funds The person is required to work closely with the marketing and

logistics teams to develop strategies to bring in necessary funds for various aspects of the WLC 2011 and to disburse them in an efficient and effective manner

The team must inform the Chairperson, Co-chairperson about all amount of fund movement before final approval





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Secretary

Role In-charge of documenting and recording aspects of the

planning and execution so as to keep accurate records of the entire conference

Assist in developing Standard Operating Procedure (SOP) for the organizing of the event

In charge of the Post event report


is out) Be responsive over phone and emails Must be able to handle stress well and commit more hours

than the rest of the team combined The secretary should be proficient with Microsoft Office

programs Have good interpersonal and organizational skills Possess initiative in improving documentation of process Provide good secretarial support Be capable in managing administrative needs of team leaders

and members

Expectations To develop strategies and templates for filing, documenting,

taking minutes and reporting all aspects of planning and execution

All documentation must be easily accessible (in terms of writing and presentation style and availability to teams)

Provide support to the Chairperson and Co-Chairperson and be the linking bridge between teams and the executive committee

Manages the volunteer hours for Chairman, Co-chairman, Secretary, Treasurer and respective head of departments





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Programs Committee

Role To organize and execute the program of the WLC 2011 in an

effective manner


is out) Possess excellent interpersonal skills Be resourceful and work well in a team Be responsive over phone and emails Must be able to handle stress well and commit more hours

than the rest of the team combined Adaptable and able to respond to situation change Good eye on details and ability to identify operational flaws in

advance Possess excellent organizational skills and experience in

events management

Expectations Designate rooms for the various sessions, workshops and

exhibitions scheduled Allocate holding areas and VIP seating for Guest-of-Honors,

speakers and presenters of the WLC 2011 Draw up a contingency plan and submit it to the Chairperson

and co-chairperson prior to the WLC 2011 Liaise with speakers/guests for their allocated sessions In charge of documentation of each session In charge of facilitating compiling the final documentation and

policy out come of the conference

Additional notes: The programs committee will be made up of a team leader and 5 day-leaders who will be the to-go person for the daily schedule of the WLC 2011, which is set to run over 5 days in June of 2011.





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Admin & Logistics Committee

Role In the initial planning phase, the team is required to look into

the managing of volunteer details, information and key information of the conference with aprties such as following up with emails.

The more critical phase of planning from Jan 2011 onwards To facilitate the flow of information and resources in order to

meet the needs of the WLC 2011 Seek to integrate the information, transportation, material

handling, packaging and occasional security of all the teams involved

Requirements To commit fully until end of June 2011 (after WLC 2011 report is out) Possess excellent interpersonal skills Be resourceful and work well in a team Be responsive over phone and emails Good eye on details

Expectations To follow up on all necessary administrative issues such as

drawing up for proposals, plans, strategies, making phone calls to partners and associates of the WLC 2011

Each member of the logistics team will be attached to any of the following teams: Treasurer, Programs, Logistics, Manpower & Volunteer Management, Marketing and Public Relations to help with operations prior to the WLC 2011 and during actual operations in June 2011





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Manpower & Volunteer Management Committee

Role To issue calls for volunteers, interviews, allocation of suitable

volunteers to respective working teams Responsible for the training and orientation of all volunteers


is out) Possess excellent interpersonal skills Be resourceful and work well in a team Able to motivate volunteer team Be responsive over phone and emails Possess excellent interpersonal and behavioral judgment skills Able to adapt to changes promptly

Expectations Develop and implement volunteer orientation package Recruit and train volunteer liaison officers Create schedule of respective volunteer roles to manage

volunteer movement during conference session To work closely with the marketing team to develop strategy to

issue call for volunteers and management Work with the existing team scopes to allocate volunteers Be responsible for all volunteers and manpower involved in the

WLC 2011 Report to the Chairperson and Co-chairperson if there are any

problems with volunteers or manpower during the course of planning, execution and operations of the WLC 2011

Required to work on short notice is teams are short on volunteer and manpower





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Marketing & Sponsorship Committee

Role To effectively market, create awareness and opportunities for

exposure of the WLC 2011 To generate sponsorship and inflow of funds for the purpose of

planning and operations To garner support for the event and increase number of

participants for the WLC 2011, especially from the Asia-Pacific region


is out) Possess excellent interpersonal skills Be resourceful and work well in a team Be responsive over phone and emails Adaptable and able to respond to promptly to situation change A background in marketing, advertising or business strategies

and/or design, web-design (applicants who have both will have an advantage)

Possess good networking skills Good design sense and skill (such as Photoshop or freehand)

Expectations Develop and implement publicity & marketing strategies of

WLC Develop and implement sponsorship packages Manage trade fair area of WLC Main liaison with sponsors and partners Ensure WLC 2011 website is up by November 2010 latest Maintain website and its information promptly. Ensure website is running up to 6-months after the event is

over





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Team Selection Process



Documents

WLC 2011 Volunteer Youth Organising Committee Roles & Responsibilities