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Lead of Organisation, Subcamp Management Department

Subcamp Management Department
Operation Area:
Apply by:
20 Jul 2024

Role Description

Job title: Organisation Coordinator, Subcamp Management Department  

Nature of engagement: Volunteer contract  

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

Department description: The mission of the Department is to manage the subcamps effectively, ensuring they are well-equipped, safe, and foster a sense of community among participants. 

What you should expect

Responsibilities 

  • Be an active member of the Subcamp Management Department’s Central Team (core team managing the Department).  
  • Be responsible for the organizational aspects of the subcamps daily operations (planning and executing; for example: scope and procedures of the functioning of the subcamp offices; daily meetings with unit leaders; check-in and check-out procedure…). 
  • Work closely with the Hubs Leaders and Subcamps Leaders and their teams providing support and overseeing organizational aspects of the hubs and subcamps functioning.   
  • Act as the primary point of contact with other Departments regarding organizational aspects of the subcamps operations. 

Commitments

  • Work closely with other members of the Subcamp Management Team, including hubs teams and subcamps teams, to ensure effective, well organised and orderly hubs and subcamps functioning.  
  • Attend regular Subcamp Management Team meetings, which will be mostly virtual with one/two in-person meetings per year. 
  • Attend JPT meetings – about two in-person meetings per year, and several virtual meetings.  
  • (if necessary) Attend HOC meetings, both virtual and in-person. 
  • Follow up promptly to communication by email and Slack. 
  • Have multiple hours available during the week on multiple days. The workload will increase in the run up to the event.   
  • Arrive at the Jamboree site several days before the event and stay couple of more days after Contingents leave.  
  • Be committed to work in multicultural, fast-paced environment. 

 

Applicant Profile

Knowledge and skills  

  • Scouting Knowledge: Familiarity with scouting principles and experience in Scout events is highly desirable.  
  • Management skills: Excellent organisational and management skills.  
  • Communication Skills: Excellent communication and interpersonal skills, capable of working with a diverse team.  
  • Problem-Solving Abilities: Strong analytical and problem-solving skills, with the ability to handle complex logistical challenges. High attention to details. 
  • Team Player: Ability to work collaboratively as a coordinator, sharing responsibilities and decision-making within the Subcamp Management Department’s central team. 
  • Knowledge of Outlook 365, MS Word, Excel, SharePoint operation 

Background Experience 

  • Leadership Experience: Proven ability in leading teams, preferably in a scouting or event management context. 
  • Community Building: Demonstrated ability in organizing activities and events that promote interaction and a sense of belonging. 
  • Experience in Scout events is highly desirable, especially in the fields relevant for subcamp operations. 

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 CEST (UTC+2:00) on 20/07/2024 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 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 15/09/2024. 

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.