Position descriptions

Who are we looking for?

Are you the one who always gets things going and a natural organizer? Are you passionate about international affairs and sustainable growth? Fed up with your “theory only” studies and eager to find an outlet for your entrepreneurial energy? Then we are looking for you!

What we offer

Experience: Get a chance to put into practice the theory of strategic management in a highly committed team and gain responsibilities such as team management, fundraising, marketing, public relations, accounting, recruitment, logistics and events.

Pimp your CV: Add a unique experience to your CV and secure an advantage for your future job applications.

Networking: Meet like-minded and engaged youth from all over the world and expand your network like never before.

Interaction: Meet and interact with high-level academics and professionals from Universities and International Organizations.

General Information

All applicants for the listed positions of the MILMUN 2018 Executive Committee (ExCom) and Secretariat have to be in Milan, Italy, for the 2017/2018 academic year (unless otherwise specified in the description of a given position). They are expected to fill out the online application form, attaching a CV and a motivation letter (max 1 page).

The selection process is carried out on a rolling basis until suitable candidates have been found for all vacant positions. Applicants will be kept informed on the status of their application, and successful ones will be invited for a Recruitment Workshop to take place in late September/early October. Prior MILMUN experience either as participant or organizer is a plus.

Structure of the MILMUN Association and 2018 ExCom

exstructure

The Advisory Board serves as a supervision and strategic guidance body to the Association. It is composed of senior students and professionals who are elected for the duration of one year.

The Executive Committee is responsible for the organization of the annual MILMUN conference, dealing with matters that range from funding to event planning. It is a group of students selected for a year.

Conference Manager (CM)

Reports to: MILMUN Association Advisory Board

Purpose: Ensure a successful annual MILMUN conference in accordance with agreed plans

Key Responsibilities:

  • Ensure that all assigned tasks are carried out and deadlines met
  • Chair Executive Committee (ExCom) meetings, within which: to ensure orderly conduct; fair and appropriate opportunity for all to contribute; suitable time allocation per item; determining order of agenda; directing discussion towards consensus; write and disseminate complete minutes of the meetings
  • Monitor performance of ExCom members according to agreed standards and take necessary action to communicate/advise/assist
  • Plan, develop and implement strategy for operational management and development of the conference so as to meet agreed performance plans within agreed budgets and timescales; closely supervises the catering selection and negotiation processes, including discussions throughout the delivery phase of the services and post-delivery (e.g. managing payments and invoices)
  • Manage and control the conference budget in accordance with the Association’s Treasurer
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed plans
  • Ensure that all necessary post-conference steps are taken, including: provide detailed post-conference feedback from all ExCom members and write the bilingual conference report for external stakeholders
  • Send thank-you  letters and the conference report to all stakeholders

Personality
Self-driven, results-oriented with a positive outlook, and a clear focus on high quality. A natural forward planner who critically assesses own performance. Mature, credible, and comfortable in dealing with senior executives of external partners. Reliable, tolerant, and determined. Empathic communicator, able to see things from the other person’s point of view. Well presented and businesslike. Keen for new experience, responsibility and accountability. Able to get on with others, dedicated team-player and team-spirit builder.

Specific skills required:

  • Able to lead and motivate a team of several people
  • Must be an excellent face-to-face, email and telephone communicator and able to demonstrate success and experience managing external contacts
  • Must have at least one prior MUN organization experience
  • Must be well organized and able to work according to set timescales and under pressure
  • Must have good Italian oral and basic writing skills

Computer Skills
Must be adept in use of Excel and Word, and familiar with web based cooperation tools, such as Google Docs & Spreadsheets, Internet and email.

Literacy & Numeracy
Able to understand profit and loss calculations and business finance. Must be a competent writer of business letters, quotations and proposals.

Secretary-General (SG)

Reports to: MILMUN Association Advisory Board
Purpose: Ensure the academic quality and content of the annual conference
Key Responsibilities:

  • Recruit, manage and monitor the performance of the conference Chairs and the Editor-in-Chief of the MILMUN Chronicle according to agreed standards, and take necessary action to communicate/advise/assist
  • Plan, develop and implement strategies for the conference content, including an overall theme and committee specific guidelines
  • Manage invitations and relations to academic and professional Guest Speakers for the conference (opening ceremony, closing ceremony and committees) and lecture events throughout the year
  • Liaise and co-operate with the Human Resources Team, responsible for recruitment of conference participants, as well as with the Association President and Conference Manager for conference content
  • Prepare relevant website content
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed association plans
  • Provide detailed post-conference feedback and assist with the writing of the bilingual conference report for external stakeholders
  • Ensure that all chairs provide post-conference feedback and all passed resolutions are properly formatted and collected
  • Send thank you letters and the conference report to all Guest Speakers

Personality
Passionate, self-assured and creative. Knowledgeable and a with clear focus on high academic quality. Mature, credible, reliable, tolerant, and determined. Good interpersonal skills.

Specific skills required
Able to communicate and motivate in written media and orally (both English and Italian)
Must be extremely well organized and able to work according to set timescales and under pressure
Must have extensive MUN experience as delegate and chair

Computer Skills
Must be adept in use of MS Office and familiar with web based cooperation tools, such as Google Docs & Spreadsheets, Internet and email.

Literacy & Numeracy
Must be a competent writer of invitation letters.

Under-Secretary General (USG)

Reports to: Secretary-General
Purpose: Ensure the academic quality and content of the annual conference
Key Responsibilities:

  • Assist the SG in his/her assigned tasks
  • Plan, develop and implement an operational plan for the chairs and chair assistants during the conference to ensure an unobstructed workflow
  • Assist the Guest Speakers during the conference
  • Provide relevant website content
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed association plans
  • Provide detailed post-conference feedback and assist with the writing of the bilingual conference report for external stakeholders
  • Ensure that all passed resolutions are properly formatted and collected during the conference

Personality
Passionate, self-assured and creative. Knowledgeable and a with clear focus on high academic quality. Mature, credible, reliable, tolerant, and determined. Good interpersonal skills.

Specific Skills required
Able to work under close supervision of the SG
Able to communicate and motivate in written media and orally (both English and Italian)
Must be extremely well organized and able to work according to set timescales and under pressure
Must have extensive MUN experience as delegate and chair

Computer Skills
Must be adept in use of MS Office and familiar with web based cooperation tools, such as Google Docs & Spreadsheets, Internet and email.

Literacy & Numeracy
Must be a competent writer of invitation letters.

Human Resources (HR)

Reports to: Conference Manager
Purpose: Ensure high quality conference participation and support of participants
Key Responsibilities:

  • Manage and control the delegate application process (database, payment registration)
  • Communicate with and support participants before, during and after the conference via email
  • Assist with participant accommodation
  • Liaise with Conference Manager and Secretary-General and ensure they are fully informed of application status, as well as payments and preparation of participants
  • Liaise with chairpersons of all committees (i.e. sharing online spreadsheets with data on applications process per committee)
  • Assist the Fundraising & Press Relations responsible
    Assist the Logistics & Events responsible with the preparation of the delegate resources, such as welcome bags etc.
  • Provide relevant website content
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed association plans
  • Provide detailed post-conference feedback and assist with the writing of the bilingual conference report for external stakeholders

Personality:
Extremely responsible and meticulous. Attention to detail.

Specific skills required
Able to assess a large amount of conference applications in a limited amount of time according to set standards
Must be extremely well organized and able to work according to set timescales and under strong pressure
Able to communicate in written media and orally (mostly English, but Italian is a plus)

Computer Skills
Extremely familiar with web based cooperation tools, such as Google Docs & Spreadsheets, Internet and email. Experience in database management is preferred.

Literacy & Numeracy
Must be a competent writer of formal emails.

 

Fundraising & Press Relations (FPR)

Reports to: Conference Manager
Purpose: Ensure good relations with Partners and Sponsors
Key Responsibilities:

  • Manage and control the fundraising activities for the conference and raise appropriate funds for the annual conference
  • Attract new partners and sponsors, both institutional and commercial by applying to grants and calls for applications as well as sending and presenting sponsors packages
  • Maintain and develop existing partner and sponsor relations
  • Represent association image and reputation towards partners and sponsors
  • Update existing or devise new information and promotion material in cooperation with the Marketing and IT & Design responsible, including an information brochure, posters, flyers, press booklet and conference factsheet
  • Manage relations with the media and press and secure broad coverage of the MILMUN conference
  • Provide relevant website content
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed association plans
  • Provide detailed post-conference feedback and assist with the writing of the bilingual conference report for external stakeholders

Personality
Dynamic, extrovert and enthusiastic. Self-assured and motivated.  Reliable, tolerant, and determined, well-presented and businesslike.

Specific skills required
Able to write applications for grants
Able to communicate in written media and orally (English and Italian)
Must be an excellent face-to-face, email and telephone communicator
Must possess good interpersonal skills and able to demonstrate success and experience managing external contacts
Able to create appealing presentation and information material
Must be well organized and able to work according to set timescales and under pressure
Must have excellent Italian language and culture knowledge

Computer Skills
Must be adept in use of MS Office, particularly PowerPoint and Word, and familiar with web based cooperation tools, such as Google Docs & Spreadsheets, Internet and email.

Literacy & Numeracy
Able to understand profit and loss calculations and basic business finance. Must be a very competent writer of business letters, quotations and proposals.

 

Marketing (MK)

Reports to: Conference Manager
Purpose: Ensure high quality MILMUN promotion and awareness.
Key Responsibilities:

  • Plan and implement a marketing strategy, including advertising and PR activities
  • Manage social media (Facebook, Instagram and Twitter)
  • Update existing or devise new information and promotion material in cooperation with the Fundraising & Public
  • Relations responsible, including an information brochure, posters, flyers, press booklet and conference factsheet
  • Conduct market researches as requested by the other ExCom members (e.g. dates of other MUNs, target groups etc.)
  • Attract new partners and sponsors in cooperation with the Fundraising & Public Relations responsible
  • Provide relevant website content
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed association plans
  • Provide detailed post-conference feedback and assist with the writing of the bilingual conference report for stakeholders

Personality
Sociable, extrovert and with good interpersonal skills.

Specific skills required
Able to communicate in written media and orally (English and Italian)
Familiarity with social media
Basic knowledge of graphic design software a plus
Able to create appealing presentation and information material
Must be well organized and able to work according to set timescales and under pressure
Must have basic Italian oral and written skills

Computer skills
Must be adept in use MS Office, particularly PowerPoint and Word, and familiar with web based cooperation tools, such as Google Docs & Spreadsheets, Internet and email. Photoshop is a plus.

Literacy & Numeracy
Ability to write short advertisement-like texts and press releases.

 

IT & Design (ITD)

Reports to: Conference Manager
Purpose: Ensure an appealing and up to date website as well as design all graphical material
Key Responsibilities:

  • Update existing or devise new information and promotion material in cooperation with Fundraising & Press Relations and Marketing responsible, including an information brochure, posters, flyers, press booklet and conference factsheet
  • Maintain and update the MILMUN website regularly
  • Serve, if desired, as the MILMUN Chronicle Layout Editor during the conference and support the Chief Editor with the graphics and layout of the MILMUN newspaper
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed association plans
  • Provide detailed post-conference feedback and assist with the writing of the bilingual conference report for external stakeholders

Personality
Creative and innovative

Specific Skills required:
Able to work with graphic design software
Familiar with website editing, especially WordPress
Able to create appealing graphical presentation and information material
Able to communicate in written media and orally
Must be well organized and able to work according to set timescales and under pressure
Must have basic Italian oral and written skills

Computer Skills
Must be adept in use of Photoshop and MS Office and be familiar with web based cooperation tools, such as Google Docs & Spreadsheets, CMS, Internet and email.

Literacy & Numeracy
Must be able to write descriptions and short introductory texts.

Logistics & Events (LE)

Reports to: Conference Manager
Purpose: Ensure high quality conference venues, overall service and events
Key Responsibilities:

  • Plan, develop and implement an operational plan for the logistics of the conference, including venue, committee room preparation, transportation, catering, evening and cultural events, delegate resources, printing, merchandise (e.g. flags), list of daily tasks etc.
  • Maintain and develop relations with relevant third parties, such as venue partner, transportation companies, caterer, copy shops, etc.
  • Assist in the preparation of all relevant conference resources, such as delegate welcome bags, legal waivers, certificates etc.
  • Monitor and report on relevant activities
  • Assist with the organization of additional events carried out in accordance with the agreed association plans
  • Provide detailed post-conference feedback and assist with the writing of the bilingual conference report for external stakeholders

Personality:
Sociable and outgoing. Responsible.

Specific skills required:
Good bargaining skills
Able to communicate in written media and orally (English and Italian)
Must be a good face-to-face, email and telephone communicator
Must be well organized and able to work according to set timescales and under pressure
Must have good Italian oral and basic written skills

Computer Skills
Must be adept in use of MS Office, particularly Word, and familiar with web based cooperation tools, such as Google Docs & Spreadsheets, Internet and email.

Literacy & Numeracy
Able to understand profit and loss calculations and basic business finance. Must be a competent writer of business letters, quotations and proposals.

Other
Driving license is recommended.