Administrative Specialist, Procurement, Food and Commercial Operations [Professional Staff] [PL]

Role Description

Position: Administrative Specialist, Procurement, Food and Commercial Operations, Jamboree Office

Type of Engagement: Contract of mandate or contract of employment

Duration: May/June 2025 through December 2027 with probation period of 3 months in case if contract of employment is agreed as a preferable modality.

This position is based in the Gdańsk Office.

Oversight of procurement processes, including: drafting terms of reference, announcing tenders, correspondence with contractors, providing secretarial support to the tender committees, formal evaluation of bids, drafting requests for clarifications, corrections or exclusions, announcing results, and preparing all documentation required by law and internal regulations;
Cooperation with heads of organisational teams;
Collaboration with clients, consortium partners, and subcontractors;
Preparing cost calculations and competitive analysis;
Producing reports and tender documentation;
Preparing documentation and providing responses for internal and external audits;
Cooperation with the Finance Department, Legal Advisor, and subject matter experts in the field of public procurement;
Responsibility for all formal actions related to the organisation of catering during the Jamboree and supervision of these activities throughout the event (including catering for volunteers and participants, as well as oversight of food service providers such as food trucks and food houses).

What you should expect

As a staff member, you’ll become part of an international and one-of-a-kind project at the heart of the global Scouting movement. You’ll work closely with colleagues from around the world, including teams from the World Scout Bureau and its regional offices, as well as National Scout Organizations (NSOs), national and local partners, and civil society organisations (CSOs). Expect a dynamic, mission-driven environment, meaningful responsibilities, and opportunities to engage with high-level international and intergovernmental stakeholders. This role offers a unique chance to grow, collaborate, and contribute to an unforgettable global event.

Applicant Profile

At least 3 years of experience in a similar position.
Knowledge of the national legislation in the area of work.
Proficiency in using the MS Office suite.
Strong communication skills and ability to work in a team.
Accuracy and attention to detail.
Independence and good work organisation.
Ability to work under pressure and meet deadlines.
Willingness to work flexible hours – including participation in weekend volunteer meetings.
Familiarity with the organisation’s specifics – an additional requirement.
Minimum communicative level of English language proficiency.
Fluency in Polish.

Why get involved

Being part of this journey means more than just supporting an event — it’s about shaping a life-changing experience for thousands of young people from across the globe. You’ll build valuable skills, form lasting friendships, and gain behind-the-scenes insight into the organisation of a major international gathering. Most importantly, you’ll help deliver something truly impactful, inspiring a new generation of leaders and changemakers.

How to Apply

Please submit your application by e-mail to Co-Head of People Department [email protected] by 23:59 (CEST) on 21 April 2025. Your application should include:

A Curriculum Vitae in English, following the Europass standard (https://europa.eu/europass/pl). Your CV should specify your date of birth, contact telephone number.
A covering letter in English, up to four paragraphs, showcasing your relevant experience, skills, and explaining why you’re interested in this professional opportunity.
Contact details to two individuals who can give recommendation about your past experience.

The Jamboree Organisation will connect with candidates who have successfully submitted a comprehensive and timely application.

Scouting is an inclusive, values-based Movement under the Scout Promise and Law.

The Organising Committee for the 26th World Scout Jamboree, as an organisation established to host the Jamboree, 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 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.

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.