Co-Head, Guest Services

Role Description

Job title: Co-Head, Guest Services (2 positions)

Nature of engagement: Volunteer contract

Duration: From March 2025 until the end of the project in December 2027

Department description

The Guest Services (GES) department ensures outstanding service and support for all Jamboree guests, creating a welcoming and memorable experience. It is responsible for accommodation, ensuring proper lodging and transport for guests. The department also manages Day Visitors by facilitating entry, guided tours, and security. GES oversees general guest relations, resource allocation, and staff training to maintain high service standards. Additionally, it handles protocol, ensuring VIP management, ceremonial functions, and formal courtesies for distinguished guests.

The Head of Guest Services plays a key role in overseeing the department’s operations, ensuring seamless coordination across all GES functions. They work closely with the Jamboree Management Team to uphold service quality and guest satisfaction.

What you should expect

Responsibilities

Defining the overall vision and strategy for Guest Services at the Jamboree.
Ensuring all GES functions have the necessary resources, including staff, equipment, and expertise, to operate effectively.
Overseeing guest accommodation, both on-site and off-site, to ensure comfort and efficiency.
Managing Day Visitors, including the registration and entry system, as well as coordinating guided tours.
Building and maintaining strong relationships with guests, addressing their needs and concerns.
Organizing training sessions to equip the Guest Services team with the necessary skills and knowledge.
Overseeing formalities and courtesies related to protocol.

Commitments

Collaborate with other members of the Jamboree Planning Team to ensure the efficient and well-organized operation of hubs and subcamps.
Oversee the design and setup of the GES Department, including team structure and resource allocation.
Participate in JPT meetings, including approximately two in-person meetings per year and several virtual meetings.
Organize in-person meetings for the GES Department.
Attend HOC meetings, both virtual and in-person, if required.
Respond promptly to communications via email and Slack.
Be available for multiple hours on multiple days per week, with an increasing workload leading up to the event.
Demonstrate commitment to working in a multicultural, fast-paced environment.

Applicant Profile

Knowledge and skills

Scouting Knowledge: Familiarity with scouting principles and experience in Scout events is highly desirable.
Management skills: Excellent organisational and management skills.
Communication Skills: Excellent communication and interpersonal skills, capable of working with a diverse team.
Problem-Solving Abilities: Strong analytical and problem-solving skills, with the ability to handle complex logistical challenges. High attention to details.
Team Player: Ability to work collaboratively as a coordinator, sharing responsibilities and decision-making within the Subcamp Management Department’s team.
Knowledge of Outlook 365, MS Word, Excel, SharePoint operation

Background Experience

Professional experience in similar large-scale events.
Leadership experience with a proven ability to lead teams, preferably in a scouting or event management context.
Strong community-building skills, with experience in organizing activities and events that foster interaction and a sense of belonging.
Experience in Scout events is highly desirable, particularly in the field of guest services.

Formal requirements

We welcome applicants from both within Poland and abroad, each with their respective requirements:

Applicants from Poland should meet the following requirements:

active membership in 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 (Komendant Hufca / Komendant Chorągwi / Naczelnik ZHP)
positive experience of projects at least at regional level (domestic)
ability to communicate freely in spoken and written English

Applicants from abroad should meet the following requirements:

active membership in 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

Why get involved

As a member of the Jamboree Planning Team (JPT), you’ll be vital to creating this exceptional scout event. We’re dedicated to supporting you fully, providing:

comprehensive support from the People Department for personal and professional growth, including access to JPT Academy sessions and workshops
a volunteer agreement outlining your contributions and responsibilities
arrangements for in-person meetings in Poland, covering transportation, accommodation, and visa costs
a jamboree-specific email address and access to tools like Microsoft 365 and Slack for effective communication
a Planning Team kit including scarf, T-shirt and other jamboree related merch
a volunteer certificate at the end of your volunteer journey, acknowledging your contribution and dedication

How to Apply

The application should be submitted through the platform no later than 23:59 CET (UTC+02:00) on 0n 15 March 2025 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. Candidates from Poland should request endorsement from the Regional Commissioner or Chief Commissioner (Pełnomocnik ds. Zagranicznych oraz Komendant Hufca / Komendant Chorągwi / Naczelnik ZHP).

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 30 March 2025.

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 contact at [email protected].

Submit your application

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.

Role Description

What you should expect

Applicant Profile

Why get involved

How to Apply

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