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Lead of IST Help Desk Section

IST Support Department
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Apply by:
03 Feb 2025

Role Description

Job title: Lead of IST Help Desk Section, IST Support Department

Nature of engagement: Volunteer contract 

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

Department description  

The International Service Team Support (IST) is responsible for aiding the International Service Team with resources and activities that help them effectively contribute to the Jamboree’s success, while fostering personal growth, community, and enjoyment. 

Section description 

The role of a Help Desk Lead is pivotal in ensuring the efficient operation and overall success of the IST Campsite.

This position demands a combination of managerial acumen, customer service excellence, and operational expertise to create an optimal experience for all while maintaining high standards of efficiency and functionality.

 

What you should expect

Responsibilities 

  • Oversee the daily operations of the campsite helpdesk to include:
    • Recruit and manage the IST Help Desk Team to ensure that a high level of customer service is delivered at all times
    • Provide a customer facing help desk service to support and advice ISTs/CMTs
    • Maintain a log of IST/CMT requests/issues
    • Maintain a log of repairs/work requests.
    • Manage lost and found process
    • Manage battery pack charging
    • Facilitate daily Help Desk Team meetings
    • Attend daily IST Support Team meetings
    • Plan and manage the Help Desk Team rotation

Commitments 

  • Attending IST Support 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.
  • Arriving at the Jamboree site several days before the event and staying one or more days after IST’s leave.

Applicant Profile

Knowledge and skills 

  • Strong communication skills: The ability to effectively communicate, negotiate, and actively listen to understand the needs and concerns of IST members.
  • Attention to detail: Capable of comprehensively understanding issues, finding solutions, and following up internal and external services and other departments.
  • Client-service orientation: A commitment to treating IST members as valued resources and partners, demonstrating empathy, responsiveness, and dedication to meeting their needs.
  • Proficiency with communication and collaboration tools: Experience or the ability to effectively utilize platforms such as Slack, SharePoint, and Whatsapp for efficient communication, task management, and collaboration within the team.
  • Collaboration skills: The capacity to work harmoniously with other members of the IST Support department, especially other section co-leads, sharing information, ideas, and solutions to enhance team effectiveness and achieve common goals.
  • Positive attitude and teamwork: Demonstrating a positive demeanor, a collaborative mindset, and a good sense of humor to foster a supportive and inclusive team environment.
  • Language proficiency: Fluency in advanced business level English.
  • Personal characteristics: Possessing traits such as creativity, resilience, persistence, friendliness, trustworthiness, and courtesy to adapt to diverse situations, overcome challenges, build rapport with stakeholders, and uphold professionalism in interactions.
  • Customer Service – knowledge of developing and implementing a customer services orientated provision, including developing spreadsheets and databases to support Customer service needs.

Background Experience 

  • The ideal candidate should grasp the challenges encountered by both IST members and the departments they serve, recognizing the significance of this insight in effectively supporting their needs. Therefore, candidates with personal experience as IST members or who have previously worked in teams responsible for managing ISTs (adult volunteers) during events like the World Scout Jamboree, Regional Jamboree, or similar large international gatherings would be highly valued.
  • Candidates with experience in volunteer management, HR, customer service, and problem-solving roles, whether gained professionally, through involvement in Scouting, or other NGO work, are also preferred.
  • Moreover, familiarity with one’s own region, including knowledge of its culture, language, and expectations regarding the Jamboree and organizing large-scale international events, is advantageous.
  • Experience of working on own initiative to achieve results.
  • Experience of Developing Plans/systems

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) on 0n 3 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 February 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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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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