IST Coordinator for Jamboree Site Department, Jamboree Site Department

Role Description

Job Title: IST Coordinator, Jamboree Site Department
Nature of Engagement: Volunteer Contract
Duration: January 2025 – December 2027 (or earlier, depending on project timeline)

As the IST (International Service Team) Coordinator for the Jamboree Site Department, you will play a critical role in supporting the planning, execution, and management of the World Scout Jamboree on Sobieszewo Island in Gdańsk. You’ll serve as the primary link between the Jamboree Site Department and the IST, ensuring their integration into the site’s operational and logistical framework.

This role will involve collaboration with the Jamboree architect, industry specialists, and other departments to prepare a comprehensive site plan that aligns with WOSM guidelines and meets the Jamboree Organization’s environmental obligations. Your responsibilities will span the planning, setup, operational, and decommissioning phases of the site, with a focus on effective utilization and coordination of IST resources.

Key areas of focus for the Jamboree Site Department include water, power, network, waste management, warehouses, tents, and site layout.

What you should expect

As an IST Coordinator, you will play an essential role in supporting the International Service Team (IST) members assigned to the Jamboree Site Department. Your responsibilities will directly impact their preparedness, experience, and overall contribution to the success of the Jamboree.

Here’s what you’ll be doing:

Training and Preparation: Collaborate with all Sections in the Jamboree Site Department to design and deliver comprehensive training programs for IST members. You’ll ensure they are equipped with the knowledge and skills needed for their roles.
Onboarding and Integration: Oversee the onboarding process to ensure IST members feel welcomed and smoothly integrated into the team. You’ll help create a sense of belonging and set the tone for a positive, collaborative experience.
Ongoing Support: Serve as a point of contact and mentor for IST members throughout the Jamboree. You’ll provide guidance, answer questions, and address challenges to support their performance and well-being.
Fostering a Positive Environment: Actively promote an inclusive, respectful, and motivational atmosphere, ensuring all IST members feel valued and appreciated.
Collaboration with Departments: Work closely with other sections of the Jamboree Site Department to ensure seamless coordination and the effective deployment of IST resources.
Monitoring and Problem-Solving: Keep an eye on IST morale and performance, proactively addressing any issues or concerns that arise to maintain a high standard of service and satisfaction.

Applicant Profile

The ideal candidate for the IST Coordinator role in the Jamboree Site Department should demonstrate the following skills, experience, and qualities:

Key Qualifications and Skills:

Volunteer Coordination: Proven experience in coordinating and training volunteers, ensuring they are well-prepared, supported, and motivated in their roles.
Organizational and Leadership Skills: Strong organizational abilities paired with leadership qualities to effectively manage and guide IST members.
Communication and Interpersonal Abilities: Exceptional communication skills to foster a positive, inclusive, and collaborative environment while interacting with diverse volunteers and staff.
Multicultural Competence: Ability to work efficiently in a dynamic, multicultural setting, embracing and integrating diverse perspectives.
Passion for Volunteerism: A genuine enthusiasm for volunteerism and a commitment to creating positive and meaningful experiences for team members.
Departmental Knowledge: Familiarity with the Jamboree Site Department’s operational focus areas (Water, Power, Network, Waste, Warehouse, Tents, and Site Layout) is an asset.
Previous Jamboree Experience: Prior experience as an IST member or a Planning Team member at a previous Jamboree is highly valued.
Project Management: Demonstrated ability to assist with project planning, execution, resource allocation, scheduling, and risk management.
Competence and Professionalism: Exemplifies a high level of competence, integrity, and professionalism.
Volunteer and Staff Collaboration: Strong track record of effective collaboration with both volunteers and staff from international organizational structures.
Team Collaboration: Demonstrates the ability to build positive relationships and foster teamwork among colleagues.
Group Work: Proven ability to work effectively in group settings, contributing to shared objectives.
Objective Achievement: History of achieving stated goals and delivering successful outcomes.
Technical Proficiency: Competence in using tools such as Outlook 365, MS Word, Excel, and SharePoint to manage tasks and communications.
Organizational Skills: Strong ability to manage multiple tasks and responsibilities with efficiency.
Distributed Team Experience: Experience working in distributed or remote teams across various locations.
International Environment Experience: A solid track record of adapting to and thriving in dynamic international settings.
People-Oriented Approach: A strong people-first mindset to effectively manage, support, and inspire 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.