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Lead of Check-In Section

Accreditation Department
Operation Area:
Apply by:
28 Feb 2025

Role Description

Job title: Lead of Check-In Section, Accreditation Department

Nature of engagement: Volunteer contract 

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

Department description  

The Accreditation Department (ACR) is responsible for ensuring a fair, transparent, and efficient registration process before the Jamboree 2027 and a smooth check-in (accreditation) process during arrival time at the Jamboree for all different roles attending the Jamboree like youth participants, unit leaders, IST, HoCs, CMT members, volunteers, staff, day visitors, guests, contractors, media representatives and others entering the site of the World Scout Jamboree 2027.
ACR also supports other departments regarding their data and reporting needs by owning the Registration System as the central data hub of the Jamboree.

 

What you should expect

Responsibilities 

  • Planning and creation an efficient check-in process in cooperation with other departments
  • Organisation of the Arrivals & Departures process at the Jamboree
  • Building a team within the ACR department that will prepare the Welcome Center and Check-In
  • Identify roles and groups taking part in Jamboree: members, guests, VIP etc.

Commitments 

  • Attend ACR Team Meetings, which will be mostly virtual,
  • Attend JPT meetings – about two in-person meetings per year, and several virtual meetings,
  • Follow up promptly to communication by email, slack and tickets,
  • Have same hours available during the week on multiple days,
  • Arrive at the Jamboree site several days before the event and stay one or more days after contingents leave to assure arrival and departure process.

Applicant Profile

Knowledge and skills 

  • Demonstrating a high level of competence and personal culture
  • Ability to collaborate and build a positive relationship with colleagues
  • Understanding of the accreditation process in large-scale events
  • Proficiency in using data management systems
  • Excellent problem-solving skills
  • Strong communication and interpersonal skills
  • Ability to handle stressful situations and make decisions under pressure
  • Multilingual skills would be an advantage
  • Achieving the stated objectives
  • Efficiency, motivation, self-reliance, and proactivity, going hand in hand with good organizational skills
  • Integrity and a strong sense of ethics in all actions and decisions
  • Leadership skills
  • Knowledge of how Scouting works in the world
  • Creative approach to building processes

Background Experience 

  • Experience working at a Welcome/Check-in Centre for events with several thousand attendees
  • Participation in at least one large international event, such as a World, Regional, or National Jamboree or Moot, or other international Scout conferences and events
  • Previous leadership experience in Scouting or a professional role
  • Experience in project management and team coordination
  • Proficiency in data management and reporting
  • Ability to work with diverse groups of people from various cultural backgrounds
  • Skilled in conflict resolution and crisis management

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) 0n 28 February 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 15 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.
26th World Scout Jamboree Poland 2027
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Upcoming Official World Scout Events

Jamboree driven by values

As we get ready for the World Scout Jamboree, we pledge to follow ethical standards, norms, laws, and the internal regulations of the Polish Scouting & Guiding Association (ZHP) and the World Organization of the Scout Movement. All these principles are based on fundamental values - the Scout Promise and Law.
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Copyright © 2019-2025 Związek Harcerstwa Polskiego, Jamboree Organising Committee. All rights reserved.

The World Scout Emblem is a registered trademark of the World Scout Bureau, Inc.

Pictures: © World Scout Bureau, Inc.; Getty Images; Pexels GmbH; ZHP/Zuzanna Gałczyńska, Karolina Pośnik, Matylda Hojnor, Karolina Piotrowska, Patryk Sikora, Weronika Małachowska, Agnieszka Madetko-Kurczab, Piotr Rodzoch, Karolina Pośnik, Arkadiusz Wydro, Sebastian Strachowski, Kamil Jasiński, Konrad Kmieć.

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Organising Committee for the
26th World Scout Jamboree

Za murami 2-10
80-823 Gdańsk, Poland
[email protected]
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Organising Committee for
the 26th World Scout Jamboree

Za murami 2-10, 80-823 Gdańsk, Poland
[email protected]
The Organising Committee for the XXVI World Scout Jamboree has been established by Związek Harcerstwa Polskiego as a foundation under the Host Organisation Agreement, providing a legal entity for the planning and delivery of the World Scout Jamboree Poland 2027. The foundation is registered in the National Court Register held by the District Court Gdańsk-Północ in Gdańsk under the number KRS 0001022285. It has a tax identification number of PL-583-347-28-08 and a statistical number REGON 52467170500000. The foundation’s legal seat is located at Za murami 2-10, 80-823 Gdańsk, Poland.

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