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Information Management Coordinator

Contingent Relations Department
Operation Area:
Apply by:
25 Feb 2024

Role Description

Job title: Information Management Coordinator, Contingent Relations Department

Nature of engagement: Volunteer contract 

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

The Contingent Relations Team (CRE) is responsible for establishing and maintaining strong relationships with all national contingents, ensuring their needs are met and their experiences are positive and enriching.  The CRE Information Management Coordinator (CRE-IMC) is part of the Contingent Relations team, and will be responsible for gathering, managing, and maintaining data and information to support our mission of serving contingents as they prepare for and attend the Jamboree.   

The CRE-IMC will work closely with the CRE Team, Knowledge Management Team (KMT), Communications Team, the Jamboree professional staff, and other Jamboree Planning Team members. 

Applicant Profile

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 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

Responsibilities 

The Information Management Coordinator (IMC) will ensure that the Contingent Relations Team has accurate information about our clients, the Contingents and their leaders, facilitating communication by email, messaging, phone, and other channels.  The IMC will work with other teams, such as KMT and Communications, to assure that we are using technology and other resources effectively to serve our clients. Specifically, the IMC will: 

  • Manage the HOC/CMT contact database, assuring that the contact information we have on our clients and partners is accurate and up to date. 
  • Manage the CRE related slack channels, assuring that the channels are fulfilling their purpose, monitored, and engaged by the appropriate CRE or JPT leaders. 
  • Manage the help desk ticketing system for CRE, assuring that it efficiently supports the team in responding to our clients’ questions and issues.   
  • Manage and support the project management efforts of the CRE team, updating the project management tracking system, and coordinating with the CRE team leaders on progress towards key goals and benchmarks.   Make recommendations on process improvement.  
  • Be the “knowledge champion”, documenting policies and processes used by the CRE Team for knowledge transfer to future WSJ hosts.  This will require coordination with both the CRE and KM Teams. 

 

Commitment  

The IMC will be expected to: 

  • Attend CRE Team Meetings, which will be mostly virtual. Because of the global nature of the CRE team, some of these meetings may be held at inconvenient times. 
  • Attend JPT meetings – about two in-person meetings per year, and several virtual meetings annually. 
  • Be responsive to team and client communication 
  • Arrive at the Jamboree site several days before the event and stay one or more days after contingents leave to assure safe arrival and departure of contingents. 
  • Contrbute  to the post-event report, and coordinate with future Jamboree CRE Teams about the policies, processes, and project management approach used in 2027 for future learning and adoption.  
  • Teach the CRE Team a song and cheer from their native NSO.  Lead team ice-breaker activities. 

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

The successful candidate will have all or some of the following skills: 

  • Detail-oriented, especially in the areas of contact and information management. 
  • English language skills 
  • Strong communication, collaboration, problem solving, and advocacy skills 
  • Ability to work with a diverse team, between teams, and independently on technology, data management, and knowledge management projects. 
  • Understanding of the project management process, and how to support the team to achieve our goals and benchmarks. 
  • A positive attitude, be a team-player, and a great sense of humor 

Experience and Background 

The IMC is a unique position, requiring a range of skills from database management to project management.  The successful candidate will have all or some of the following experience: 

  • Experience managing data with a CRM (customer relationship management) system. 
  • Experience using or managing a help desk information system, such as Jira or Zendesk, or similar customer service platforms. 
  • Experience working with project management tracking systems. 
  • Experience in project management and assisting teams and leaders to achieve established goals and benchmarks. 
  • Experience working with Slack, and creating and monitoring effective groups 
  • Experience working with various teams and individuals across the enterprise to efficiently implement customer service technologies. 

How to Apply

The application should be submitted through the platform no later than 23:59 CET (UTC+01:00) on 25 February 2024 and 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 the endorsement from the Regional Commissioner or Chief Commissioner. 
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.