Job Description: ICS Volunteer Coordinator
Job Description: ICS Volunteer Coordinator Title: Location: Relationships: Lattitude Global Volunteering ICS Volunteer Coordinator 42 Queens Road, Reading, Berkshire, RG1 4BB Responsible to the ICS Assistant Programme Manager and working in close liaison with relevant staff in the UK and overseas Starting salary: £21,000 per annum (pro rata) Hours: 35 hours per week Holidays: 25 days plus bank holidays (pro rata) Contract: Fixed term contract until September 2015, with the possibility of extension to 2018, subject to funding Job Purpose: To support and prepare young people from the UK who are participating in the International Citizen Service (ICS) programme delivered by Lattitude Global Volunteering. This will include coordinating the transition of volunteers from application through selection, training, departure and some post-placement activities. Background Lattitude Global Volunteering, an international youth development charity established in 1972, arranges and supports overseas volunteering opportunities for young people aged 17 to 25 worldwide. ICS is a UK government funded programme sponsored by DFID to enable young people between the ages of 18-25 years to contribute towards a programme of international development and global citizenship in selected countries across the world. The purpose of the programme is to give young people an opportunity to learn and understand the context of international development by taking part in specific volunteering projects that create long term benefit and change for some of the poorest communities in developing countries across the world. As part of a greater journey of learning and discovery, ICS volunteers are expected to continue volunteering and/or participate in further citizenship activities following their return to the UK. Lattitude delivers ICS projects in Malawi, Ghana and South Africa. Teams of UK and local volunteers will work together in-country for approximately 10-12 weeks to deliver projects that contribute towards specific development outcomes and objectives identified by Lattitude Global Volunteering and our programme partners. The ICS Volunteer Coordinator plays an essential role in supporting young people through selection, pre-placement and departure and is also involved in some returned volunteer activities. Page 1 of 4 The Volunteer Coordinator will work closely with young people, colleagues throughout Lattitude and staff in the ICS Hub. Specific responsibilities: 1. Coordinate the ICS volunteer application and selection process 2. Coordinate the processes and support volunteers from selection to being placed overseas for a caseload of volunteers. 3. Participate in volunteer trainings, including pre-programme (Engage) and return volunteer (Empower) events 4. Support the flow of information between relevant staff, volunteers and external organisations in accordance rules and protocols. 5. Undertake other duties and responsibilities as appropriate Coordinate the ICS Volunteer application and selection process Work with the ICS Hub to ensure applications are received and processed accordingly and in a timely manner Book candidates onto assessment days and liaise with candidates prior to their assessment day, booking any necessary transport or accommodation. Participate as a selector at ICS assessment days Take part in/ facilitate ICS assessment days and end of day evaluation and selection. Participate in the matching of volunteers to appropriate projects Coordinate the processes and support volunteers from selection to being placed overseas for a caseload of volunteers. Build appropriate and empowering relationships with volunteers; including providing support, feedback and challenge as required Handle all administration, arrangements and enquiries connected to pre-departure support for a ‘caseload’ of volunteers, supporting them through the process to ensure deadlines are met and they are fully supported and prepared for their overseas placement Effectively co-ordinate paperwork and documentation for caseload, updating records appropriately and in a timely manner and passing relevant information to ICS Programme Manager for further action Coordinate logistics and pre-departure arrangements for caseloads of volunteers (visas, travel) Take the lead role within the team on some aspects of the volunteer pre-departure journey e.g medical clearance, insurance, flights. Meet volunteers at the airport to support ‘caseload’ through the final stage of their predeparture journey Participate in volunteer trainings, including pre-programme and returned volunteer events Attend and facilitate sessions at pre-departure (Engage) training for caseload of volunteers Attend and facilitate sessions at the returned volunteer (Empower) event. Page 2 of 4 Support the flow of information between relevant staff, volunteers and external organisations in accordance with rules and protocols. Maintain accurate records on the ICS database Maintain contact and liaise with relevant external agencies Maintain contact and good relations with the ICS Hub including Fundraising Officers and Application Officers Provide statistics and input into reporting and monitoring reports as required Monitor feedback and recommend operational improvements accordingly Undertake other duties and responsibilities as appropriate As a small team, all ICS staff must be prepared to work together flexibly to achieve aims and objectives of the programme. This will mean working outside standard office hours and away from home at times and taking on additional responsibilities as assigned by the ICS Assistant Programme Manager, including providing cover for other ICS staff absences. All staff members need to be proactive in monitoring and reviewing how we work and what we achieve and share their learning in order to support the organisation’s continuous improvement. Person Specification: Essential Demonstrable interest in and knowledge of working with young people Ability to manage and prioritise workloads to meet deadlines Sound organisational and administrative skills with high level of accuracy and speed of working Good level of IT skills including database management and Microsoft Office Excellent written and verbal communication skills and an ability to communicate effectively with a wide range of people and organisations Effective team working and strong interpersonal skills Flexible working, some occasional weekends/ out of office hours Commitment to high customer service standards Desirable Experience of youth development First-hand knowledge of volunteering/overseas development or working abroad Experience of working with young people, parents and carers Data handling and reporting Experience of coordinating events, overseas travel and logistics Experience of delivering training to groups Lattitude is an equal opportunities employer. Page 3 of 4 Applicants must have the existing right to work in the UK. Lattitude Global Volunteering - March 2015 Page 4 of 4
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