Job Description: ICS VolunteerCoordinator

Title:Lattitude Global Volunteering ICS Volunteer Coordinator

Location:42 Queens Road, Reading, Berkshire, RG1 4BB

Relationships: Responsible to the ICS Programme Manager and working in close liaison with relevant staff in the UK

Starting salary:£21,000 pro-rata

Hours:35 hours per week

Holidays:25 days pro-rata + 3 days between Christmas/New Year

Contract:6 month fixed term contractwith possibility of extension

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 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 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, departure and on their return.

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. Coordinatethe processesfrom selection to being placed overseas for a caseload of volunteers.
  3. Coordinate and participate in volunteer trainings, including pre-programme and return volunteer 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
  • Set up and organise assessment days including liaison with candidates, assessors and organisation of venues and facilities.
  • 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 from selection to being placed overseas for a caseload of volunteers.

  • 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 forcaseload, 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 (e.g flights, insurance, visas, travel)
  • Meet volunteers at the airport to support ‘caseload’ through the final stage of their pre-departure journey

Coordinate and participate in volunteer trainings, including pre-programme and returned volunteer events

  • Set up and organise pre-departure training events including liaison with volunteers and trainers and organisations of venues and logistics.
  • Attend and supportpre-departure training for caseload of volunteers
  • Set up and organise post-placement debriefing and training events for returned volunteers including liaison with volunteers and trainers, and organisation of venues and logistics
  • Attend and support the returned volunteer event and work with volunteers to support them through the Action at Home stage

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 (e.g.embassies, travel agents)
  • Maintain contact and good relations with the ICS Hub including Fundraising Officers and Application Officers
  • Provide monthly 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 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

  • Ability to manage and prioritise workloads to meet deadlines
  • Sound organisationaland 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 anability 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

  • Understanding of youth volunteering and 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 for groups

Lattitude is an equal opportunities employer.

Lattitude Global Volunteering

February 2014

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