ESN Uni Helsinki is looking for new board members!

Hi, you!

We are excited that you have found our page! ESN Uni Helsinki is a section in the Erasmus Student Network and one of the four ESN sections in the Helsinki metropolitan area. We are mainly responsible for exchange students studying at the University of Helsinki, but students from other universities as well as trainees are warmly welcome to participate in our events. Most of our volunteers are students at the University of Helsinki, but that is not a requirement for joining our happy ESN family. 
 
The mandate of our current board is starting to near its end, and we are recruiting a new board for the academic year 2021-2022. In other words, we are looking for new volunteers to keep our section going in the future as well. The work of the board is supported by active members of ESN Uni Helsinki who help with events and excursions. After the new board has been elected, the members of the 2020-21 board will make sure that all the relevant information and best practices are shared with the new board. The members of the old board will always be just one message away when advice is needed. We also have a big WhatsApp group where questions can always be asked! 

Why should you apply?

You can apply for a role which suits your interests and would thus support you in developing your skills and learning new ones. You get to help in making exchange students' time in Helsinki unforgettable, which is a very rewarding experience. You get excellent experience to add to your resume and have a chance to tone up your English skills (by the way, perfect English skills are not required though we mostly communicate in English). You meet new people and make new friends as the board and the active members of ESN Uni Helsinki tend to do a lot of stuff together. 
 
Each board does things their way. There are some matters that should always be taken care of, but otherwise you can e.g. choose which events you want to organise. This means there is a ton of room for creativity! New ideas are always appreciated and welcomed.
 
You can find the open positions below. If you feel like you do not fulfil all the requirements, do not feel discouraged. We really encourage to apply if you are enthusiastic about a position and have a willingness to learn new things. 

Application process

Please fill in our application form if you want to apply for a position. Application deadline is the 18th of April at 11:59 PM.

The new board will be elected in our Annual Spring Meeting on the 19th of April at 6:00 PM. Attendance in the Annual Spring Meeting is expected of the applicants.

You can also come and meet us online before making a decision to apply! We have a meeting on the 7th of April at 6:00 PM on Skype. We will be discussing what is going on in our section and if there are any news from the national or international levels of ESN. Joining the meeting is a good chance to get a peak to the more administrative side of ESN Uni Helsinki. 

Open positons

In addition to their individual tasks, all board members are expected to attend meetings and events regularly, volunteer as group leaders when needed, help with promotion and assist in planning activities, events and the action plan for each semester. In return, ESN Uni Helsinki offers amazing opportunities to improve different skills (both practical and interpersonal) and to participate in memorable trips and events. As an ESN Uni Helsinki volunteer, you do not only become a member of the ESN Uni Helsinki family, but also a member of an international community.

President

  • Plans the agendas for the meetings, sends the invites and chairs the meetings
  • Makes sure that everything is running smoothly; informs and motivates the members of the section
  • Is ultimately responsible for the sections’ image, events, documents etc.
  • Makes sure that the rules of ESN Uni Helsinki are being followed
  • Keeps in touch with the Student Union HYY, the University of Helsinki, ESN Finland and other ESN sections
  • Collects the annual report and sends it to the auditors a month before the Association Meeting in the autumn
  • Collects the annual plan before the Association Meeting in the autumn
  • Represents the section on different occasions together with the Local Representative and other board members
  • Follows the president's email and different Facebook groups

Requirements for the position of President

  • Dedication and time
  • Good organising skills
  • People management and communication skills
  • Ability to make decisions
  • General knowledge of ESN and ESN Uni Helsinki
  • General knowledge of student organisations' structure and routine will be useful

Vice President

  • Works in cooperation with the President; helps them by sharing responsibilities and tasks
  • Chairs meetings and takes care of the President's tasks if the President is absent
  • Manages the partnerships of ESN Uni Helsinki
  • Makes sure that data protection regulations are followed (GDPR)
  • Makes sure everything is running smoothly in the section
  • Chooses one of the six causes of ESN and manages projects related to the cause
  • Is in charge of internal training together with the HR coordinator
  • Is the Code of Conduct contact person in case nobody else from the board is found to be more suitable

Requirements for the position of Vice President

  • Dedication and time
  • Good organising and planning skills
  • People management and communication skills
  • Ability to make decisions
  • General knowledge of student organisations' structure and routine will be useful, but not required
  • General knowledge of ESN as an organisation will be useful, but not required

Secretary

  • Makes the meeting arrangements (books the meeting place, picks up the snacks and the key)
  • Writes the minutes of the meetings
  • Sends the minutes of the previous meeting to the chairperson and scrutinizers within two weeks of the meeting and gathers the signatures
  • Makes sure that the membership registry is up to date

Requirements for the positions of Secretary

  • Fast typing
  • Good oral and written English skills
  • Attendance at every meeting

Local Representative

  • Represents ESN Uni Helsinki in different events by e.g. ESN Finland or ESN International
  • Participates in the monthly Council of Local Representatives 
  • Shares information given by ESN Finland and ESN International with the board
  • Keeps ESN Uni Helsinki updated about ongoing issues

Requirements for the position of Local Representative

  • Good cooperation and communication skills
  • Ability to attend events occasionally on e.g. weekends in other cities
  • Interest in not only local ESN matters but also national and international

Treasurer

  • Is in charge of financial matters
  • Updates the accounting books
  • Weekly duties include paying invoices and reimbursements for the actives; depositing cash in the bank occasionally
  • Monitors incomes and expenses in accordance with the budget
  • Takes care of money-related applications (e.g. Timetravels commissions; Timetravels is our partner company)
  • Sends the financial statements (income statement, balance sheet, accounting books, receipts, invoices etc.) to the auditors three weeks before the association meeting in the autumn
  • Presents the financial statements (income statement, balance sheet) at the association meeting in the autumn and plans a budget for the financial year

Requirements for the position of Treasurer

  • Accounting or business experience or strong interest
  • Punctuality
  • Regular weekly commitment for updating the accounting books

Communications Manager

  • Is in charge of ESN Uni Helsinki's social media accounts and promotion
  • Creates the content for the social media posts
  • Answers to the messages ESN Uni Helsinki receives on social media and via email
  • Takes care of the recruitment campaign
  • Cooperates with other board members when trips, events or parties need to be promoted
  • Prepares statements if needed
  • Makes sure that ESN Uni Helsinki's content follows the visual guidelines of ESN
  • (Not mandatory, but encouraged): Executes a communications campaign around a topic relevant for ESN

Requirements for the position of Communications Manager:

  • Good writing and marketing skills
  • Good skills in English
  • Social media knowledge (Facebook and Instagram are mandatory)
  • Experience of photo editing

Trip Coordinator

  • Keeps in touch with Timetravels (travel agency) and if possible takes part in Timetravels’ educational weekends/trips
  • Creates the Facebook events for the trips
  • Is in charge of promoting the trips to students
  • Makes sure the group leaders know their tasks
  • Acts as a coordinator for the Pirates of the Baltic Sea (PoBS) cruise. PoBS is a biannual pirate-themed cruise to Stockholm which gathers 1000–1600 international students from all over Finland and the Baltic countries. More information can be found on the PoBS website.

Requirements for the position of Trip Coordinator

  • Good communication skills
  • Good marketing skills
  • Basic social media knowledge (especially Facebook)

Events Coordinator

  • Is in general responsible of all ESN Uni Helsinki's events
  • Finds organisers and helpers for events; makes sure that ESN actives know what to do at events
  • Makes sure that everything runs smoothly
  • Participation in all the events is not required, but supervising the planning process is a must
  • Promotes events together with the Communications Manager
  • Creates sign-up forms and sends relevant information to the participants (or helps the organisers with these tasks if needed)
  • Keeps track of all organised events to be able to send a yearly events calendar to HYY
  • Comes up with ideas for events
  • Works together with the other coordinators (SocialErasmus, ExchangeAbility, ResponsibleParty, Parties, Trips, Buddy Project)
  • During COVID-19, an enthusiasm to organise online events would be much appreciated!

Requirements for the position of Events Coordinator

  • Dedication and time
  • Good organising and planning skills
  • People management and communication skills
  • Ability to consider the expectations of the students
  • Cooperation skills
  • Basic IT knowledge:
    • Google Forms and Facebook events are a must (...but they are also easy to learn, if you do not have prior experience!)
    • Knowledge of Photoshop or some other photo editor (e.g. Canva) is a plus

Party Coordinator

  • Keeps in touch with NPG (our partner) and is in charge of the parties organised with them
  • Keeps actively in touch with other ESN sections in the Helsinki metropolitan area and organises parties together with them
  • Organises occasional parties just for the Uni Helsinki section
  • Follows the partnership contracts with NPG and renews the contract annually
  • Is in general responsible for the monthly parties and the tickets and posters for them
  • Promotes the parties actively
  • Makes sure the planning process before parties goes smoothly and enough ticket sales are arranged
  • Attends the parties and makes sure everything runs smoothly

Requirements for the positions of Party Coordinator

  • Time and interest in organising, promoting and participating in parties
  • Good organising and planning skills
  • Great co-operation skills
  • Great negotiation skills when dealing with NPG clubs and other Helsinki sections

Board assisting positions

We also have board assisting positions, but those can only be filled if we get enough board members. You can find descriptions of the board assisting positions on our board positions page.

Contact

We are happy to answer any questions you might have regarding the application process, responsibilities of a board member or anything else! You can contact us on Facebook, Instagram or by email info@esnunihelsinki.com