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environmental challenge organisation (singapore)

World Leadership Conference 2011 known as ECO Singapore

Contact Person : Melissa Low


Executive
Contact No. : (65) 6333 5543 Our Youth. Our Future.
Email : Melissa.Low@eco-singapore.org Society Reg. No: ROS326/2002
Charity Reg. No: 1739

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 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Volunteer Youth Organizing Committee (YOC) Our Youth. Our Future.


Society Reg. No: ROS326/2002
The YOC is responsible for the operations of the event Charity Reg. No: 1739

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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Role Our Youth. Our Future.


• To oversee all levels of conceptualization, Society Reg. No: ROS326/2002
Charity Reg. No: 1739
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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Role Our Youth. Our Future.


• To support the chairperson in decision making Society Reg. No: ROS326/2002
Charity Reg. No: 1739
• Be responsible for the outcome of the event
• Priority in ensuring the operations well planned and executed

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
• 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
ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695
http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

• Primarily in charge of WLC 2011 finances Our Youth. Our Future.


• Responsible for the financial report (to be Society Reg. No: ROS326/2002
Charity Reg. No: 1739
submitted at end of WLC 2011)
• Final approval of fund usage within the team

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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Secretary Our Youth. Our Future.


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

• 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

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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Programs Committee Our Youth. Our Future.


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

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


effective manner

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
• 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.

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Admin & Logistics Committee Our Youth. Our Future.


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

• 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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Manpower & Volunteer Management Committee Our Youth. Our Future.


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

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


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

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
• 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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Marketing & Sponsorship Committee Our Youth. Our Future.


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

• 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

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
• 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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Our Youth. Our Future.


Team Selection Process Society Reg. No: ROS326/2002
Charity Reg. No: 1739

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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
environmental challenge organisation (singapore)
World Leadership Conference 2011 known as ECO Singapore

Our Youth. Our Future.


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

ECOSPHERE, 87 Beach Road, Chye Sing Building, #06-01 Singapore 189695


http://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