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Co-Lead of Job Assignment Section, IST Support Department

IST Support Department
Operation Area:
Apply by:
20 Jul 2024

Role Description

Job title: Co-Lead of Job Assignment Section, IST Support Department, Jamboree Planning Team 

Nature of engagement: Volunteer contract 

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

Department description  

The International Service Team Support (IST) is responsible for aiding the International Service Team with resources and activities that help them effectively contribute to the Jamboree’s success, while fostering personal growth, community, and enjoyment. 

Section description 

The Job Assignment Section (JAS) primary responsibility revolves around ensuring that each IST member is assigned to a job and well-informed about its specifics regarding time and location. JAS is responsible for actively resolving any job-related challenges that may arise throughout the course of the Jamboree. 

What you should expect

Responsibilities 

  • Establishing and maintaining high standards of work with all IST members, including adherence to policies and best practices relevant to their roles. 
  • Creating the IST job catalogue, ensuring accuracy and clarity in job descriptions and assignments. 
  • Assigning jobs to IST members, taking into account their preferences, skills and expertise. 
  • Managing job-related inquiries and issues during the Jamboree, operating a help desk to provide timely support and assistance to IST members as needed. 
  • Planning and coordinating the creation of the IST Kits, serving as a welcoming package for IST members, providing essential resources and information to enhance their experience at the Jamboree. 
  • Liaising with other Departments to ensure seamless coordination and collaboration across various teams within the Jamboree organization. 

Commitments 

  • Attending IST Support Department Meetings, which will be mostly virtual.  
  • Attending JPT meetings – about two in-person meetings per year, and several virtual meetings. 
  • Following up promptly to communication by email and Slack. 
  • Arriving at the Jamboree site several days before the event and staying one or more days after IST’s leave. 

Applicant Profile

Knowledge and skills 

  • Strong communication skills: The ability to effectively communicate, negotiate, and actively listen to understand the needs and concerns of IST members. 
  • Attention to detail: Capable of comprehensively understanding issues, finding solutions, and following up with IST members and other departments. 
  • Client-service orientation: A commitment to treating IST members as valued resources and partners, demonstrating empathy, responsiveness, and dedication to meeting their needs. 
  • Proficiency with communication and collaboration tools: Experience or the ability to effectively utilize platforms such as Slack, SharePoint, and Whatsapp for efficient communication, task management, and collaboration within the team. 
  • Collaboration skills: The capacity to work harmoniously with other members of the IST Support department, especially other section co-leads, sharing information, ideas, and solutions to enhance team effectiveness and achieve common goals. 
  • Positive attitude and teamwork: Demonstrating a positive demeanor, a collaborative mindset, and a good sense of humor to foster a supportive and inclusive team environment. 
  • Language proficiency: Fluency in English and proficiency in one or more languages commonly spoken in the region to facilitate communication with international contingents effectively. 
  • Personal characteristics: Possessing traits such as creativity, resilience, persistence, friendliness, trustworthiness, and courtesy to adapt to diverse situations, overcome challenges, build rapport with stakeholders, and uphold professionalism in interactions. 

 Background Experience 

  • The ideal candidate should grasp the challenges encountered by both IST members and the departments they serve, recognizing the significance of this insight in effectively supporting their needs. Therefore, candidates with personal experience as IST members or who have previously worked in teams responsible for managing ISTs (adult volunteers) during events like the World Scout Jamboree, Regional Jamboree, or similar large international gatherings would be highly valued. 
  • Candidates with experience in volunteer management, HR, customer service, and problem-solving roles, whether gained professionally, through involvement in Scouting, or other NGO work, are also preferred. 
  • Moreover, familiarity with one’s own region, including knowledge of its culture, language, and expectations regarding the Jamboree and organizing large-scale international events, is advantageous. 

Formal requirements 

We welcome applicants from both within Poland and abroad, each with their respective requirements: 

Applicants from Poland should meet the following requirements:  

  • active membership in 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 (Komendant Hufca / Komendant Chorągwi / Naczelnik ZHP) 
  • positive experience of projects at least at regional level (domestic)  
  • ability to communicate freely in spoken and written English  

Applicants from abroad should meet the following requirements:  

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

Why get involved

As a member of the Jamboree Planning Team (JPT), you’ll be vital to creating this exceptional scout event. We’re dedicated to supporting you fully, providing: 

  • comprehensive support from the People Department for personal and professional growth, including access to JPT Academy sessions and workshops 
  • a volunteer agreement outlining your contributions and responsibilities 
  • arrangements for in-person meetings in Poland, covering transportation, accommodation, and visa costs 
  • a jamboree-specific email address and access to tools like Microsoft 365 and Slack for effective communication 
  • a Planning Team kit including scarf, T-shirt and other jamboree related merch 
  • a volunteer certificate at the end of your volunteer journey, acknowledging your contribution and dedication 

How to Apply

The application should be submitted through the platform no later than 23:59 CET (UTC+02:00) on 20.07.2024and should include: 

  • A Curriculum Vitae that includes both your professional and scouting experience. The CV should be in English and indicate the candidate’s e-mail and mobile contact details. We recommend using the Europass standard format (https://europa.eu/europass/en). 
  • 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 that includes their favorable opinion on your profile and application for this role. Candidates from Poland should request endorsement from the Regional Commissioner or Chief Commissioner (Pełnomocnik ds. Zagranicznych oraz Komendant Hufca / Komendant Chorągwi / Naczelnik ZHP). 

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 31.08.2024. 

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 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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Jamboree driven by values

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.
Copyright © 2019-2024 Związek Harcerstwa Polskiego & Organising Committee for the 26th World Scout Jamboree Poland 2027. All rights reserved. The World Scout Emblem is a registered trademark of the World Scout Bureau, Inc.

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.