Co-Lead Warehouse Management, Jamboree Site Department

Role Description

Job Title: Co-Lead, Warehouse Management Section, Jamboree Site Department
Nature of Engagement: Volunteer Contract
Duration: January 2025 – December 2027

As the Co-Lead of the Warehouse Management Section, you will be instrumental in overseeing the efficient and effective management of all warehouse operations for the World Scout Jamboree on Sobieszewo Island, Gdańsk. You will work in close collaboration with the Jamboree architect, industry specialists, and other departments to ensure the seamless planning and execution of the event’s storage and logistics needs.

The Jamboree Site Department is responsible for spatial planning, ensuring the site is prepared, operated, and decommissioned in accordance with WOSM guidelines. Your work will contribute significantly to meeting the Jamboree Organization’s environmental commitments, with warehouses playing a key role in managing resources efficiently during the build, run, and decommissioning phases of the event.

This role focuses on critical areas such as inventory control, storage solutions, and logistics coordination, ensuring the smooth flow of materials essential for the event’s success.

What you should expect

As a Warehouse Management Section Leader, you will play a crucial role in the smooth execution of the World Scout Jamboree, ensuring the efficient storage, distribution, and management of supplies and equipment. Your responsibilities will directly contribute to the logistical success of the event and help create a seamless experience for all participants.

Here’s what you’ll be doing:

Inventory and Storage Management: Oversee the proper storage and organization of all supplies and equipment. You’ll ensure everything is in its designated place and easily accessible when needed, helping streamline operations throughout the event.

Distribution Coordination: Manage the distribution of supplies to various departments and teams. You’ll ensure timely delivery and accurate tracking, minimizing delays and ensuring the right resources reach the right places at the right time.

Collaboration with Other Departments: Work closely with other sections and teams to ensure logistical needs are met efficiently. You’ll help synchronize efforts, ensuring smooth operations and the success of the Jamboree.

Monitoring and Reporting: Keep track of inventory levels and report any discrepancies or potential issues. You’ll be proactive in resolving problems and maintaining an up-to-date overview of resources.

Problem-Solving and Efficiency: Troubleshoot any logistical challenges that arise during the event and find effective solutions. Your ability to adapt and think on your feet will be key to maintaining smooth operations.

Applicant Profile

The ideal candidate for the Warehouse Management Section Leader role in the Jamboree Site Department should demonstrate the following skills, experience, and qualities:

Key Qualifications and Skills:

Warehouse Management Plans: Proven experience in developing and implementing detailed plans for inventory control, storage solutions, and distribution strategies.
Supply Coordination: Expertise in coordinating the receipt, storage, and distribution of supplies and equipment to ensure the timely and accurate movement of resources.
Inventory Tracking: Strong skills in maintaining accurate inventory tracking and reporting to ensure accountability and transparency.
Inventory Management Systems: Knowledge of inventory management systems and best practices for efficiently managing logistics operations.
Departmental Collaboration: Ability to collaborate with other departments to meet their logistical needs and support the successful operation of the event.
Warehouse Safety and Organization: Experience in maintaining a safe, organized, and efficient warehouse environment, with a focus on safety protocols and best practices.
Previous Warehouse Management Experience: A proven background in warehouse management, logistics, or a related field is essential.
Departmental Knowledge: Familiarity with the Jamboree Site Department’s operational areas (Water, Power, Network, Waste, Warehouse, Tents, and Site Layout) is a plus.
Procurement and Tender Processes: Experience in procurement and managing tender processes is valuable in ensuring efficient resource acquisition and distribution.
Temporary Event Management: Experience in managing logistics for large-scale, temporary events will be beneficial in adapting to the dynamic Jamboree environment.
Competence and Professionalism: Demonstrates a high level of competence, integrity, and professionalism in all aspects of work.
Volunteer and Staff Collaboration: Ability to work effectively with both volunteers and staff, fostering positive working relationships across diverse teams.
Team Collaboration: A strong collaborator who can build effective relationships with colleagues and help foster teamwork.
Group Work: Proven ability to work effectively within a team and contribute to collective objectives.
Objective Achievement: A demonstrated history of meeting goals and successfully delivering results in complex logistics operations.
Technical Proficiency: Proficiency in tools such as Outlook 365, MS Word, Excel, and SharePoint for communication and task management.
Organizational Skills: Excellent organizational skills to manage multiple tasks and responsibilities efficiently and effectively.
Distributed Team Experience: Experience working in distributed teams across multiple locations will be an asset.
International Environment Experience: A track record of adapting and thriving in fast-paced, international environments.
People-Oriented Approach: A people-first mindset to effectively manage and motivate team members and participants.

Additional Requirements for Polish Applicants:

Membership in the Polish Scouting & Guiding Association (ZHP).
Completion of leader’s service in the previous year, supported by an opinion from the relevant Regional Commissioner or Chief Commissioner.
Positive experience in projects at the regional level (domestic).
Proficiency in spoken and written English.

Additional Requirements for International Applicants:

- Membership in one of the organizations belonging to the World Organization of the Scout Movement (WOSM).
- A favorable recommendation from their International Commissioner.
- Positive experience in managing major international events.
- Proficiency 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 a scarf, T-shirt, and other Jamboree-related merchandise.
A volunteer certificate at the end of your journey, acknowledging your contribution and dedication.

How to Apply

The application should be submitted through the platform no later than 23:59 CET on 14 December 2024, including:

A Curriculum Vitae in English that includes both your professional and scouting experience, with contact details. We recommend using the Europass standard format (https://europa.eu/europass/en).
A cover letter in English (no more than four paragraphs) describing your experience, skills, and motivation for applying.
An endorsement letter from your International Commissioner (for international candidates) or from the Regional Commissioner or Chief Commissioner (for Polish candidates).

All candidates who submit 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 10 January 2025

Click the button below to access the recruitment platform and submit your application. If you have any questions regarding the recruitment, please contact us 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.