Job Description Post Title Organisation Salary Location Line Manager Publication ICS Programme Coordinator – Volunteer Pre-Departure Challenges Worldwide - International Citizens Service – Youth & Enterprise Development £18,000 full-time, dependent on qualifications and experience Edinburgh, UK UK Programme Manager 16 March 2015 Context Challenges Worldwide (CWW) is not-for-profit social enterprise. We support entrepreneurs and enterprises to strengthen their skills and abilities, helping them grow businesses that generate income, sustainable economic growth and impact. We believe that by supporting the development of fair and inclusive local economies we can help alleviate poverty and bring a lasting positive impact to communities in low- and middle-income countries. Challenges Worldwide is delivering the DFID funded, International Citizens Service (ICS) programme. We select and place volunteers to work in the role of junior consultant for 10 week placements. CWW has incorporated our experience and expertise in private sector development into the ICS programme creating a unique project that embeds youth in local business and enterprises. Challenges’ is currently delivering ICS in Ghana, Zambia and Uganda and is entering the second year of delivery which includes expansion of the programme. Specifically, the ICS Programme Coordinator – Volunteer Pre-Departure will be responsible for delivering a high level of programme quality through managing the pre-departure logistics of the young people selected to participate in ICS. This will include the management and organisation of sensitive information. Essential Skills, Experience and Personal Qualities Main Duties 1. Duties Bachelor’s Degree or equivalent work experience in a relevant field preferable (e.g., international development, youth work, learning and development, travel and tourism etc.) Experience of coordinating and working with volunteers Excellent written and verbal communication skills Excellent organisation and reporting skills Flexible and adaptable with an ability to prioritise tasks and meet deadlines Responsible and able to manage sensitive and private information with respect and confidentiality High level of motivation and ability to work independently as well as part of a team Fluent written and spoken English An interest and commitment to international development and the leading role of young people in development Competence in MS Word, Excel and PowerPoint, Competency in CRM systems (Salesforce or similar) or Microsoft Access (desirable) Further detail on duties below 1. Manage volunteers throughout all pre-departure preparations and support upon return; 2. Follow and implement ICSE policies and procedures on volunteer safeguarding and volunteer Disclosures and Barring Service (DBS) checks; 3. Coordinate all aspect of volunteer travel, including insurance, visa and flights; 4. Maintain and update all volunteer records; 5. Other duties as required, sometimes requiring work on weekends. Manage volunteers throughout all pre-departure preparations and support upon return; Keep in regular contact with each individual volunteer through email and phone calls Hold safe-guarding calls with all selected volunteers, escalate any cases to UK Programme Manager that need additional staff support (training will be provided) Manage the Disclosures and Barring Service (DBS) process for volunteers Monitor the fundraising process; hold weekly phone meetings with external Fundraising Support Officer Ensure that all volunteers are receive ongoing pastoral support in line with Challenges Worldwide © 2015 Challenges Worldwide Limited ALL RIGHTS RESERVED Copyright in the whole and every part of this manual belongs to Challenges Worldwide Limited (the "Owner") and may not be used, sold, transferred, copied or reproduced in whole or in part in any manner or form or in or on any media to any person without the prior written consent of the Owner. Job Description 2. Follow and implement ICSE policies and procedures on volunteer safeguarding and volunteer Disclosures and Barring Service (DBS) checks; Duties 3. 4. 5. Adhere to all travel policies and procedures Keep up to date on Country situations in relation to UK volunteers – Political Un-rest / Health Issues / Threat of violence or natural disasters Register volunteers on the CWW insurance policy Contact travel agents and co-ordinate travel arrangements for all volunteers Communicate with Country Managers during initial handover period for safe/smooth volunteer arrival Operational planning, management and administration in conjunction with the Challenges Worldwide UK office Maintain and update all volunteer records; Duties Act as a volunteer selector and interviewer when necessary (training provided); Act as an ID checker at volunteer selection days and then submit DBS forms to the online counter signatory service for successful volunteers Arrange appointments with successful candidates to understand the volunteer’s personal circumstances and any health or DBS declarations With the UKPM discuss any higher level risks and complete DBS risk assessment inline with ICS and CW policies and procedures Maintain confidentiality of volunteer’s personal and private information at all times Maintain regular communication with colleagues in UK ensuring consistent flow of information Ensure that all volunteers are guaranteed ongoing pastoral support in line with Challenges Worldwide and ICS support policies Monitor and maintain the UK emergency support phone in tandem with other team members. Coordinate all aspects of volunteer travel Duties and ICS support policies Work with ICSE Regional Manager and other Challenges Worldwide team members to make country allocation decisions for volunteers Work with the ICSE Learning Officer to prepare and deliver the pre-departure training Attend external meetings relevant to role as necessary Report back to CWW ICSE delivery team over progress weekly Ensure programme feedback from participants, partners and standard reports are collated and disseminated across the UK and In-country teams Update Volunteer’s online record on Salesforce CRM’s JobScience, including updates to postselection and volunteer return Maintain organised hard copy records where necessary – including sensitive and confidential information Maintain organised soft copy records where necessary for access by ICSE team Contribute to weekly, quarterly and annual reporting requirements. Prepare ad-hoc reports on specific volunteer cases Other duties as required, sometimes requiring work on weekends. © 2015 Challenges Worldwide Limited ALL RIGHTS RESERVED Copyright in the whole and every part of this manual belongs to Challenges Worldwide Limited (the "Owner") and may not be used, sold, transferred, copied or reproduced in whole or in part in any manner or form or in or on any media to any person without the prior written consent of the Owner.
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