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Regional Representative, Asia-Pacific Region

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

Role Description

Job title: Regional Representative, Asia-Pacific Region, 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 Contingent Relations Regional Representative (CRRR) will be the primary point of contact for Heads of Contingents (HOCs) and their Contingent Management Teams (CMTs) in their region.  Each region will have one or two CRRRs.  CRRRs will report to the Heads of Contingent Relations (HCRE). 

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 CRRR plays an important role in the Contingent Relations Team and the Jamboree Planning Team. The CRRR’s main goal is to help the contingents in their region be prepared for the Jamboree, and to help them with the wide range of specific needs they may have before, during, and after the event.   

  • Be the primary point of contact for HOCs, CMTs, and NSOs in their region. 
  • Be a problem solver, using the network of Jamboree Planning Team (JPT), Jamboree Management Team (JMT) and other resources to find answers and provide resources to resolve questions and issues as they arise. 
  • Be proactive in building relationships with HOCs and CMTs in their region so that they can anticipate issues early on, and work with the CRE Team and JPT to make necessary changes or accommodations. 
  • Communicate with contingents in their region and follow up on critical deadlines and information.   
  • Staff the CRE office on the Jamboree site and be available to contingent leaders to assure a safe and positive Jamboree experience. 
  • Attend the HOC and other meetings both in preperation of the event as during the event and communicate with the contingent leaders in their region during the event. 
  • Assist with planning and management of HOC virtual and live meetings before the event. 

Commitment

CRRRs 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. 
  • Attend HOC meetings, both virtual and in-person 
  • Follow up promptly to communication by email, slack and tickets 
  • 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 one or more days after contingents leave to assure safe arrival and departure of contingents. 
  • Bring sweets from their home country to share at live CRE Team meetings.  
  • Teach how to sing “Happy Birthday” in your native language to the CRE Team. 

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

  • Strong communication skills to clearly communicate, negotiate, and actively listen.   
  • Attention to detail skills, able to clearly understand an issue, find a solution, communicate with various stakeholders, and follow up with our contingents. 
  • A strong client-service attitude and orientation, so that we may treat our contingents as clients and partners.  
  • Experience or the ability to use communication and collaboration tools such as Slack, SharePoint, and Jira (ticketing) 
  • To work in collaboration with the other members of the CRE Team, especially the other CRRRs to share information and solutions. 
  • A positive attitude, be a team-player, and a great sense of humor 
  • Language skills of English, and one or more languages common in your region.  
  • Characteristics such as creativity, resilience, persistence, friendliness, trustworthiness, and courtesy.   

Background Experience  

Having a clear understanding of issues faced by HOCs and CMTs in the planning and management of a contingent is important in the role of CRRR.  As such, candidates who have experience as an HOC or CMT of a World Scout Jamboree, Regional Jamboree, or similar large, international event would be a plus. 

Experience within one’s own region, and knowledge of the culture, language, and expectations regarding the Jamboree and planning world events is a plus.  

Experience with customer-service, problem-solving, and facilitation roles, either professionally, in Scouting, or other NGO work, is a plus.   

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.
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.