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Lead of Off-Site Program Section, IST Support Department

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

Role Description

Job title: Lead of Off-Site Program 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 Off-Site Program Section primary responsibility is to design, develop, and oversee the implementation of engaging and inclusive activities and programs for IST members off-site of the Jamboree. 

What you should expect

Responsibilities 

  • Develop and design engaging and educational off-site program for IST members. 
  • Coordinate with On-Site Program Lead to ensure a cohesive and integrated event experience. 
  • Work closely with the Programme Department to align off-site program for ISTs with overall event schedules and off-site program for participants. If needed, coordinate with local attractions, historical sites, and cultural institutions to organize visits and activities. 
  • Manage the scheduling and logistics of all off-site trips, including transportation, meal arrangements, and activity bookings. 
  • Develop and implement safety protocols and emergency procedures for off-site activities. 
  • Communicate with participants to provide information about off-site program. 
  • Develop and manage the budget for off-site program activities, ensuring cost-effectiveness and adherence to financial guidelines. 

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 

  • Planning and Management: Proficiency in planning and managing activities e.g. excursions and trips, cultural events, city games. 
  • Knowledge of the region: In-depth knowledge of the Tricity region (Gdańsk, Gdynia, Sopot), including local attractions, cultural institutions, and logistics networks. 
  • Intercultural Communication: Ability to communicate effectively with individuals from diverse cultural backgrounds, facilitating understanding and cooperation among IST members. 
  • Program Development: Capability to design and develop programs and activities tailored to the needs and interests of IST members. 
  • Organizational Abilities: Strong organizational skills to manage multiple tasks and priorities effectively, ensuring the successful implementation of off-site programs and activities. Strong logistical planning skills, including transportation, scheduling, and resource allocation. 
  • Safety and Risk Management: Understanding of safety protocols and emergency procedures. 
  • Budget Management: Competence in budget planning and financial management. Ability to track expenses, manage costs, and adhere to financial guidelines. 
  • Interpersonal Skills: Excellent interpersonal skills to build positive relationships with IST members and collaborators, fostering a supportive and inclusive environment. 
  • Cross-Cultural Competence: Understanding of cultural diversity and sensitivity to cultural differences, ensuring activities are respectful and inclusive of all participants.  

Background Experience 

  • The ideal candidate should have a background in event planning or coordination, preferably with experience in organizing activities or programs for diverse groups of people. Experience in intercultural communication or working with international teams would be beneficial. 
  • Moreover, familiarity with one’s own region, including knowledge of its culture, language, and expectations regarding the Jamboree as well as cultural sensitivity relevant to the event’s participants, would also be advantageous. 
  • Hands-on experience in organizing and managing logistics for large groups, including transportation and activity coordination. 

Formal requirements  

We welcome applicants from Poland or polish speaking foreigners who are based in Poland (living in Tricity would be an asset). 

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

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.