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Co-Head, Venue Management

Venue Management Department
Operation Area:
Apply by:
10 Mar 2024

Role Description

 Job title: Co-Head of Department, Venue Management, Jamboree Planning Team

Nature of engagement: Volunteer contract

Duration: From March 2024 until the end of the project in December 2027.

Team size: To be determined in the course of the work

The mission of the Department is to coordinate operations of  Jamboree Venues effectively, ensuring that venues are thoroughly, well-equipped, safe, staffed properly and ready to deliver its functions.

The two heads of the Venue Management Department will collaborate with the Jamboree Management Team and the other Head of Departments.

Co-Heads of Department will work together to co-ordinate efforts of different teams to be sure that all Jamboree Venues inside and outside of the Jamboree Site are prepared and operate properly. This role is similar to Subcamp Management but focused on venues such as Plaza, Jamboree HQ, Check-In Centre, IPC, etc.

The Core functions of the team are as follow:

  • Creating and owning the concepts of shared venues
  • Cooperation with external partners
  • Logistical and operational delivery of venues.
  • Regularly inspecting and maintaining the facilities and infrastructure of venues to ensure they remain in good condition throughout the Jamboree.
  • Facilitating smooth coordination between VM Department and other Jamboree departments, ensuring alignment in activities and protocols.

The ideal candidates for the Co-Heads of Department, Venue Management, will possess a unique blend of skills, experience, and personal attributes that enable them to effectively lead and manage the venue operations for the 26th World Scout Jamboree.

Applicant Profile

Personal Attributes:

  • Team Player: Ability to work collaboratively as a co-head, sharing responsibilities and decision-making.
  • Adaptability: Flexibility to adapt to changing circumstances and ability to work under pressure.
  • Innovative Thinking: Creativity in developing new ideas for community building and participant engagement.
  • Attention to Detail: Meticulous attention to detail in planning and execution phases.
  • Commitment: Strong commitment to the values and goals of the scouting movement and the Jamboree.
  • Cultural Sensitivity: Awareness and respect for cultural diversity, fostering an inclusive environment.

Applicants from Poland for this role should meet the following requirements:

  • membership of the Polish Scouting & Guiding Association (ZHP)
  • completed leader’s service in the previous year and an opinion of the relevant Regional Commissioner or Chief Commissioner
  • positive experience of projects at least at regional level (domestic)
  • ability to communicate freely in spoken and written English

Applicants from abroad for this role should meet the following requirements:

  • membership of one of the organizations belonging to the World Organization of the Scout Movement (WOSM).
  • a favourable opinion from the International Commissioner (an endorsement)
  • positive experience of projects at international level .
  • ability to communicate freely in spoken and written English.

General  Management Principles:

  • Understanding of large-scale event planning and execution.
  • Scouting Ethos and Practices: Familiarity with scouting principles and activities.
  • Safety and Risk Management: Knowledge of safety protocols and risk management in event settings.
  • Resource Management: Understanding of resource allocation and logistics.
  • Cultural Awareness: Awareness of cultural diversity and inclusivity practices.
  • Leadership and Team Management: Ability to lead and manage a diverse team effectively.
  • Strategic Planning: Skills in developing and implementing strategic plans.
  • Problem-Solving: Aptitude for creative and effective problem-solving.
  • Communication: Strong verbal and written communication skills.
  • Organizational Abilities: Proficiency in organizing and coordinating multiple tasks.
  • Interpersonal Skills: Ability to engage with a diverse range of people effectively.
  • Adaptability: Flexibility to adapt to changing situations and challenges.
  • Attention to Detail: Meticulousness in overseeing operational details.
  • Availability to travel to Jamboree site/Poland (min. 2 times/year),or attend the JMT meeting

IMPORTANT!
Candidate who will be selected for this role is expected to participate in the next JPT Meeting, which will take place in Gdansk between 19-21 April 2024.

Knowledge and Skills

  • Logistics Skills: strong logistics skills, including the ability to plan, organize, and coordinate various activities and resources within the Venues Department.
    This involves managing supplies, equipment, and facilities efficiently, as well as ensuring smooth operations during the event.
  • Excellent Planning Abilities: ability to develop detailed plans for setting up and managing the venues, taking into account factors such as space requirements, safety regulations, crowd management, and accessibility.
  • Leadership Experience: Proven ability in leading teams, preferably in a scouting or event management context.
  • Event Management Skills: Experience in organizing large-scale events, including planning, execution, and post-event analysis.
  • Operational Management: Experience in managing operations, including resource  allocation, maintenance, and coordination.
  • Problem-Solving Abilities: Strong analytical and problem-solving skills, with the ability to handle complex logistical challenges.
  • Communication Skills: High communication and interpersonal skills, capable of working with a diverse team and managing external relationships.
  • Scouting Knowledge: Familiarity with scouting principles and experience in scout events is highly desirable.
  • previous experience with WeTrack software or similar project management tools.
  • knowledge of Outlook 365, MS Word, Excel, operation of SharePoint.

How to Apply

The application should be submitted through the platform no later than 23:59 CET (UTC+01:00) on 25th February 2024 and should include:

  • Curriculum Vitae in Europass standard (https://europa.eu/europass/en), indicating the candidate’s date of birth, e-mail and mobile contact details.
  • A cover letter of no more than 4 paragraphs describing your experience, skills and the rationale for your application (in English).
  • An endorsement letter from your International Commissioner sharing their favourable opinion on your profile and application for this role.

All candidates who sent in their application correctly and on time will be contacted after the application deadline. A decision on the composition of the team is expected no later than the end of March 2024

Click the button below to access the recruitment platform and submit your application. If you have any questions regarding the recruitment, please don’t hesitate to take contact at [email protected].

After clicking the 'Submit your application' button, you will be taken to the Jamboree Planning Team recruitment platform at engage.wsj2027.org. Scouting is an inclusive, values-based Movement under the Scout Promise and Law. Applying for positions in the Jamboree Planning Team is open to all young people and adults who accept our fundamental values. The Jamboree Organisation stands against discrimination of any kind, including race, colour, nationality, age, gender, sexual orientation, language, religion, social background, or political beliefs - so long as they are consistent with Scouting values. Respecting and valuing the diversity of all volunteers and employees involved in organising the World Scout Jamboree ensures that we maximise the potential of all young people and adults by creating better, fairer, safer working environments. Your personal data will be treated with utmost confidentiality in compliance with GDPR regulations, and will be used solely for this recruitment process. We store your information securely and will not share it with third parties without your prior consent. By submitting your application, you agree to the processing of your data in accordance with these terms.
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As we get ready for the World Scout Jamboree, we pledge to follow ethical standards, norms, laws, and the internal regulations of the Polish Scouting & Guiding Association (ZHP) and the World Organization of the Scout Movement. All these principles are based on fundamental values - the Scout Promise and Law.
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Pictures: © World Scout Bureau, Inc.; Getty Images; Pexels GmbH; ZHP/Zuzanna Gałczyńska, Karolina Pośnik, Matylda Hojnor, Karolina Piotrowska, Patryk Sikora, Weronika Małachowska, Agnieszka Madetko-Kurczab, Piotr Rodzoch, Karolina Pośnik, Arkadiusz Wydro, Sebastian Strachowski, Kamil Jasiński, Konrad Kmieć.

Contact

Organising Committee for the
26th World Scout Jamboree

Za murami 2-10
80-823 Gdańsk, Poland
[email protected]

Contact

Organising Committee for
the 26th World Scout Jamboree

Za murami 2-10, 80-823 Gdańsk, Poland
[email protected]
The Organising Committee for the XXVI World Scout Jamboree has been established by Związek Harcerstwa Polskiego as a foundation under the Host Organisation Agreement, providing a legal entity for the planning and delivery of the World Scout Jamboree Poland 2027. The foundation is registered in the National Court Register held by the District Court Gdańsk-Północ in Gdańsk under the number KRS 0001022285. It has a tax identification number of PL-583-347-28-08 and a statistical number REGON 52467170500000. The foundation’s legal seat is located at Za murami 2-10, 80-823 Gdańsk, Poland.