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
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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;
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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
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2.
Follow and implement ICSE policies and procedures on volunteer safeguarding and volunteer Disclosures and
Barring Service (DBS) checks;
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Duties
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3.
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4.
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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;
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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
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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.