Co-Head, Knowledge Management & Transfer Dep. (ZHP Only)

Role Description

Note: This position is open for ZHP members only.

Job title: Co-Head of Knowledge Management & Transfer Department

Nature of engagement: Volunteer contract

Duration: From March 2025 until the end of the project in December 2027 (minimum commitment to December 2026)

Department description

The task of the Department of Management and Knowledge Transfer is to establish and implement a strategy for the acquisition and management of the information and knowledge required to run the Jamboree and to create an environment in which members of the Jamboree organisational team can improve their skills on a daily basis, thereby enhancing the capacity of the organisation and promoting communication throughout the organisation.

The department includes a technical support team. The department is also tasked with carrying out the knowledge transfer process from the organisers of previous World Scout Jamborees and with preparing and carrying out the knowledge transfer process to the World Scout Bureau and the organisers of the next World Scout Jamboree. In addition, it is important to implement the knowledge gained into the ZHP after the event is over.

This volunteer role is an unique opportunity to contribute to the World Scout Jamboree 2027 by being involved in the Knowledge Management and Transfer Department.

What you should expect

Responsibilities

Develop and implement a strategy for acquiring, managing, and utilizing information and knowledge necessary for organizing the Jamboree.
Foster an environment that supports skill development for the Jamboree organizational team, enhancing overall organizational capacity.
Support and promote effective communication across the organization.
Oversee and coordinate the technical support team within the department.
Manage the knowledge transfer process from the organizers of previous World Scout Jamborees.
Prepare and execute the knowledge transfer process to the World Scout Bureau and future Jamboree organizers.
Ensure the implementation of acquired knowledge into the ZHP after the event.
Collaborate with various teams to facilitate the smooth exchange of information and best practices.
Contribute as a volunteer to the success of the World Scout Jamboree 2027 through involvement in the Knowledge Management and Transfer Department.

Commitments

Attending Department Meetings, which will be mostly virtual.
Attending JPT meetings – about two in-person meetings per year, and several virtual meetings.
Following up promptly to communication by email and Slack.

Applicant Profile

Knowledge and skills

Familiarity with good practices in project and risk management
Ability to synthesise complex information and present it in an accessible and actionable manner
Strong facilitation and presentation skills
Knowledge of World Scouting operations and previous World Scout Jamborees
Ability to work with diverse teams and adapt quickly to the changing needs of the Jamboree Planning Team.

Background Experience

Experience in project management, preferably in event management or large-scale projects
Knowledge of risk management methodologies and assessment tools
Strong analytical and critical thinking background
Proven experience in facilitating group discussions and workshops
Background in working collaboratively within teams and taking a proactive approach
Familiarity with the critical path method and its application in project planning
Experience in conducting audits and evaluations
Previous involvement in Scouting or a strong understanding of its values and principles (preferred)

Formal requirements

We welcome applicants only from Poland with their respective 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

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 30 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).
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 15 April 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.