HOW TO BECOME AN AUSTRALIAN VOLUNTEER - …...pg. 4 Pro Bono Webinar Book ow to become an Australian volunteer Ally Lynch: Great.Thanks. Hi everyone. If you have any issues hearing

WEBINAR BOOK

HOW TO BECOME ANAUSTRALIAN VOLUNTEER

This webinar is brought to you by Pro Bono Australia In partnership with Australian Volunteers Program

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Pro Bono Webinar Book | How to become an Australian volunteer

Australian Volunteers Program

• Australian Volunteers Program staff who will share insights into the application process and explain what support you receive as an Australian volunteer.

• Returned Australian volunteers who will share their experience on the program and give you a glimpse of what life is like as a volunteer.

Contents PG

Speaker Notes and Disclaimer 2

Slides and Transcript 4

Chatbox and Unanswered Questions 37

About Pro Bono Australia 39

Presented by:

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Chloe Tucker: Hello and welcome to Pro Bono Australia’s webinar and Chloe Tucker, Marketing Manager here at Pro Bono Australia and I’ll be moderating the webinar today. Just a few quick notes for me before we start, we’ll be sending out a post webinar pack with access to the recordings and slides roughly a week from today’s Webinar. So keep an eye out on your inbox for all those materials. Also, we’ll be leaving time for Q and A at the end of the session, so if you have any questions throughout the Webinar, please feel free to type them in the chat box and we’ll endeavour to answer them at the end of the session. Now all that’s left for me is to introduce you to our wonderful presenter. Today, we are delighted to have Australian Volunteers Program presenting a Webinar.

And without further to, Ally Lynch, digital engagement coordinator. Ally supports the recruitment and country teams to find skilled Australians willing to take on a new challenge and joined the Australian volunteers program. So with that introduction I’ll hand it to you Ally, and let’s begin.

Slides and transcript

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Ally Lynch: Great. Thanks. Hi everyone. If you have any issues hearing or seeing the presentation as we go along, feel free to type into the chat box and we’ll get on top of that as quickly as we can. So welcome to the Australian volunteer programs information session where you’re going to find out how to become an Australian volunteer. Before we begin today, I want to quickly acknowledge the traditional owners of the country that we’re gathered on here in Melbourne. So I’d like to acknowledge the Boon Wurrung and Wurundjeri people of the Kulin Nation and we also acknowledge the traditional owners of the land that you’re gathered on across Australia. We pay our respects to their leaders past, present and emerging.


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Ally Lynch: So as Chloe said, my name is Ally, and I work for the Australian volunteers program and I’m actually here with two of my colleagues. We’ve got Mandy Everton who’s our volunteer services manager and we have Leo who’s a return volunteer who spent just over 12 months in Tonga. We have roughly an hour together today and in this time we’re going to give you a broad overview of the Australian volunteers program and how it fits into Australia’s aid program. I’m going to explain how our assignments are developed in country. Leo is going to share a little bit of his experience in Tonga and give you a glimpse of what life is like as an Australian volunteer. Mandy is then going to run you through our recruitment process and give you the tips and tricks you need to put together and winning application.

We’ll then chat about next steps and we’ll throw it to you at the end for group questions so you’re more than welcome to type in questions as we go along and we’ll have someone collect the questions for us to talk about at the end.

We might only have time for three or four questions depending on what they are, but rest assured if you do have more questions, we’ll provide an email address at the end that you can send them through to.


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Ally Lynch: So the Australian volunteers program is an Australian government initiative. The Australian government has supported Australians to volunteer overseas for more than 60 years. The Australian volunteers program forms part of the Department of Foreign Affairs and Trade people to people program portfolio, connecting people like youth to Australia’s aid program. The Australian volunteers program also enables Australians to build meaningful relationships across the Indo-Pacific and the Australian government sees volunteering as a valuable approach to capacity development and it recognises that volunteering can be a powerful means to support for sustainable development goals.


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Ally Lynch: The Australian volunteers program, it’s designed to achieve three goals and we keep these goals at the centre of everything we do. These goals dictate the partners we work with or don’t work with and the kind of Australians who end up taking up the challenge to volunteer overseas. The first goal of the program is to support our partner organisations to achieve their own development objectives. We are not filling local staff positions and we are not setting the agenda. I’ll talk more about how our assignments are developed in a moment. The second goal of the program is to support our volunteers to gain professional and personal skills. We want to make sure you’re equipped with the training and support you need to make the most of your time on assignments and we also support you to network and build skills when you’re back in Australia. The third goal of the program is to increase public understanding of the value of volunteering.

Our volunteers and partners stories can help change the way people think about Australian aid.


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Ally Lynch: Let’s quickly talk about some common perceptions and misconceptions about volunteering overseas. We use volunteers as a means to transfer skills and knowledge to organisations in developing countries. We are all about long term sustainable development. We do not facilitate volunteer experiences. So what does this mean in practical terms? Well, it means we’re not building schools. We’re not a one week holiday in a developing country. Our volunteers participate in long-term development stage over many years. We build relationships. So we work with partner organisations to identify a skills gaps and recruit volunteers who can bridge this gap within knowledge and experience. We only partner with organisations who have adequate child protection policies in place and we look for volunteers who are happy to support behind the scenes, not run the show. We also have a strict volunteer code of conduct that are volunteers must adhere to while on assignments.


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Ally Lynch: I just want to talk quickly about how the program is delivered because I feel like it might answer a few of your questions. If you’ve ever googled the Australian volunteers program, you’ll know that there are quite a number of groups that support the delivery of the program. So I think at last count, something like six websites come out, come out when you google us. So let me explain why this is. At the top we have the Australian government’s Department of Foreign Affairs and Trade. They designed, set the strategic priorities and fund this program. The program is then delivered by a consortium of organisations. I’m employed by ABI as are most of the programs staff you’ll work with. If you join the program, and we’re supported by our partners, Cardno, and the Whitelum Group to deliver the program.

So when you next Google the program and you’re looking for the program information and websites, you want to find the Australian volunteers program website, which is australianvolunteers.com that’s where all the important information is.


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Ally Lynch: So the Australian volunteers program is a significant Australian aid program. It’s the government’s flagship international volunteering program and there’s really nothing else like it in Australia. We have a total budget of $190 million over five years. Over these five years we’ll support 5000 Australian volunteers across 26 countries. We support partner organisations working across all kinds of sectors from agricultural science, health, communications, business services, engineering, education and everything in between and I mean everything in between. We are looking for an incredibly broad range of Australians to support these partners.


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Ally Lynch: Now I’m hoping most of you have had a chance to look at the assignments we’re currently advertising. If you haven’t, feel free to jump onto our website now, australianvolunteers.com on the homepage, in the top left corner of the page you’ll see an assignments button, that’s where you’ll find all of our assignments. If you are looking at the assignment right now, you’ll see that there’s an incredibly diverse range of roles available from communication officers, to nurses, engineers, lawyers, bio-security experts, pick breeders, we recruit them all. I’ll explain how we develop these assignments and this will help you understand how we end up with such a broad range of assignments. In every country we operate in, we have a dedicated team who formed relationships with local organisations. And when I say organisations, I really mean this in the broadest sense of the word. Our teams work with all kinds of groups including hospitals, government departments, small NGOs, big United Nations agencies, private enterprises.

And our teams in country will meet with a potential partner organisation and discuss their development needs. So let’s say for example, our team in Fiji meet with a local NGO working to improve health services for women. This NGO might say that they’ve just hired a new HR manager, but this HR manager needs support, setting up systems and processes. Our team will work with this NGO to design what we call a position description. And this position description is similar to any job description and you’d see in Australia. It lists the objectives of the role, the skills and qualifications we’re looking for and it outlines the history of the partner organisation.

In this case, the position description would be outlining HR mentor role. Now provided the physician outlined meets our criteria in that it’s a capacity building role, not one that could be filled by a local person. The position will be sent from Fiji to us here in Melbourne. We then share the role online on our

website for people like you to apply for assignments are incredibly varied and our volunteers work across every sector with every skill level. Assignments can be anywhere from one to 24 months, but the average duration for an assignment is around 12 months.


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Ally Lynch: So now you have a bird’s eye view of the program. You’re excited about the assignments. Let’s talk about who can apply for these assignments. You must be over the age of 18 to apply for this assignment. That being said, if you have children under the age of 18 you can apply to have them accompany you as dependants. We can talk about the support provided a little bit later or in the Q and A session. Because this is an Australian government program, you must be an Australian citizen or an Australian permanent residents to apply. Now this will sound like a bit of a captain obvious point, but it is really important that you have the skills or experience necessary to complete the assignment you’ve applied for. If you don’t have the qualifications the assignment is calling for but you do have relevant experience, do get in touch with us like any job, our recruiters consider years of experience just as valuable as a qualification. Now if you meet these criteria, there is very little that should stop you from applying.

We value diversity and encourage you to talk to us if you feel you’ll need extra support while you complete an assignment. We have support in place for volunteers who live with disabilities for LGBTIQ volunteers and much more. Please use the chat box to share any questions you have on this point.


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Ally Lynch: Now here’s the fun stuff. We provide support so our volunteers can focus on what matters. From the time of selection as a volunteers through to their return, Australian volunteers are very well supported. We cover your return air fares as well as the cost of a visa and we provide a living allowance that covers the cost of food, daily living and your accommodation while on assignments. We cover the costs associated with attending a pre-departure briefing in Melbourne and you’ll receive a comprehensive orientation when you arrived in country. We also offer language training and support, we have wonderful in country teams who are available to support you during your assignments.

Volunteers also have access to 24 hour health and emergency support. This includes physical health support if you get sick or injured as well as access to mental health support services if you

need it? Volunteers are also supported when they returned back to Australia receiving a settling in allowance. Can you join an amazing network of Australians who have also volunteered overseas. And as I mentioned earlier, there is support available for people living with disabilities and for people who would like to have their partners and children accompany them on assignments.


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Ally Lynch: So now you have a very clear sense of what the program is and this kinds of support that’s available. I’m going to pass you over to Leo who’s the return volunteer and he’s going to give you a snapshot of what life is like on assignment. So everybody welcome Leo.

Leo : Hi everyone. My name is Leo. I was a volunteer in Tonga, back in 2014, for a little over a year. I was based on the main island off Tonga, which has about three quarters of the population of Tonga, which is 110,000 people. So significantly smaller than what I’m used to having grown up in Melbourne. Before I was a volunteer, I was working in a Victorian government, working on grant programs, which were targeted at reducing greenhouse gas emissions in the energy sector. So I had the experience with government as well as a procurement, which qualified me for the role.

Leo : I decided to become a volunteer

for a few reasons. Firstly, although I enjoyed job here in Melbourne, I wanted growth. Being someone at the time in my late twenties. I really enjoyed learning from people and being surrounded by motivated, interesting people who would pass on knowledge and skills. And that also requires changing jobs. Being surrounded by new and diverse range of people. Secondly, I wanted to understand more about what I enjoyed doing. Often is the case that you’re very good at things that your not particularly passionate about and also passionate about things that you’re not very well good at. So this was an opportunity to try some new things and have a bit more autonomy and take a risk. And thirdly, the program also align with my values. Like many of you are probably had friends or family who had completed the assignment, who’d spoken about it glowingly and it was something that really aligns with my values.

In Tonga, my role as a procurement

adviser, possibly the least sexy volunteer title in the history of the program. I worked in the Ministry of Finance where I overlooked any large purchases made by any of the government departments, which involves aid money from Australia or New Zealand. So one of the greatest little achievements that I got out of my time there was that I worked with the team to assess the purchase of three MRI machine for the country. And by implementing test value practises, we were actually able to source a fourth smaller machine for the fourth group of islands in Tonga, which often doesn’t get any priority medical equipment because they’re the least populated. I also work in the Ministry of Health where I worked at the hospital.


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Leo : Tonga is the country with high levels of healthcare access, but also relies on a healthcare donation for about 30 to 40% of their medical budget. So that a huge issue with late deliveries and relationships with contracts and being someone from Australia, they needed someone in there who knew how to maintain relationships with Australian suppliers. So in the end with the team, we’re able to increase the delivery and the rate of delivery by that same need to send in about a month’s time. So that was a pretty good achievement for the national healthcare system.

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Leo : So a bit about life on assignment. In the bottom left teacher, that’s me with my Tongan family. I took the opportunity to live with the locals and they had a host of volunteers before. So that was a huge bonus, they we used to having sort of foreigners come in and sort of adjusting their worthwhile. This is just us on a regular Sunday, every Sunday we had dinner together and we’d cook their traditional Umu, which is an underground oven in the morning. Another sort of highlight of my life on assignment was just how much food was a central part. So we’d have to share, because it’s shared, sort of adopting our ways of eating as well as it’s locals and the top less picture. That’s myself with a whole bunch of volunteers as well as with a lot of common locals sort of mixing and matching. I think that’s definitely the first time I saw a PA or cooked in an underground often before.

In terms of transporting myself, I was pretty lucky in that Tonga is super bicycle friendly. So I got to know the country quite intimately because I got to do a lot more training as an avid cyclist as well as being able to do all my grocery shopping on bicycle largely and also to witness pretty beautiful scenery as you can see on the right hand picture. I quickly felt a part of the community. I think Australian Volunteer program has a pretty recognised pool, in terms of bringing good people into communities. So I was sort of welcomed with open arms quite quickly as I sort of integrated into local community.

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Leo: So a few highlights. I am a surfer and a cyclist. So both of these I got to do a lot of. I still have dreams about those uncrowded waves and I can’t remember having stared at the sun and the moon in one field of view so much of my life. The other highlight was definitely the volunteer community. It’s not often you get to share such a wonderful experience with a whole bunch of like-minded people, which is really handy because volunteer assignments are really difficult. I was proud that I would be honest about what I wanted to get out of it. And along with the community around you being the volunteers, to be out to say any failures or successes as just opportunities to be grateful for being there and opportunity just to help further grow.

And all these things kind of had a nice stuff telling concepts for me in that whether I was surfing or riding a bike, this is a journey that you sort of are responsible for and you have the power

to decide what you want to get out of it. But regardless of whatever you decide, you’ll have a wonderful community around you cheering you on and supporting you from the sidelines.

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Leo : A bit about life after volunteering. I can stay on the left hand side picture, that’s me with a group of returned volunteers, sharing our experiences with the next batch of volunteers. It’s something that I constantly reflect on and it is a constant source of gratitude and also a lot of joy in my life. In the middle it just put a shows we’ll making quite a lot of coconut milk when I was in Tonga. So on a more personal note, it was something that I implement a lot in my life now and doing things a bit more manually. We did an exercise when I came back from assignment, which was a part about debrief at the time was about making a list of things that I didn’t miss about the host country, which is Tonga and the things that I did miss and almost everything that I didn’t miss about the countries that I lived in were tangible things.

So drinking water, good internet reception. Yeah. Things that you can

easily remedy. And the things that I really missed about the whole country where intangible things like a sense of community. I had more time overall, I was healthier. I had more simple living habits. I was really close to all my friends and I had a lot more opportunity to be autonomous in my job. And thirdly life after volunteering is that I got married. So picture on the right, I got married last year to a wonderful human that I met at pre-departure training. We were stationed in different countries, but we found a way and we kept communicating. So it’s a frequent dating filter. Definitely better than the geographic or the age metrics that you use on Tinder. So for me it was a 100% strike rate in dating but results may differ depending on your circumstances.

So to wrap it up, bottom line, it’s a wonderful opportunity to essentially go overseas, carve your own path and investigate the best version of yourself.

Ally Lynch: Thanks Leo, so it’s Ally back on the microphone now. We do have one question that we’re hoping you can answer as we go. Richard’s asked how were you received by your host organisation?

Leo: So Richard, this might sound a bit glib, but they were almost nine plus. In some ways you stand out being different. Generally word from other volunteers is that you get a lot of sort of special treatment in terms of being invited to a lot of sort of festivities and being invited out. But on the other hand you sort of a little bit invisible sometimes because volunteers come and go. There is a slight getting to know you phase, before they fully sort of welcoming you with open arms in a professional setting. So it just takes time and it’s a slow burn. But once you get there it’s wonderful to be accepted but it’s definitely not a big parade when you get there, you sort of have to earn your stripes in a lot of ways.

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Ally Lynch: Thanks Leo. If you do have other questions for Leo, feel free to type them in and we might pick a few that Leo can address at the very end of the presentation. But for now we’ve got Mandy Everton, who’s volunteer services manager. She looks after our recruitment team, our onboarding team and our learning and development team. If you were not writing down notes now sometimes if that writing down those, Mandy is going to give you a few tips and tricks when it comes to writing a good application for the volunteers program. Over to Mandy.

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Mandy Everton: Great. Thanks Ally. And thanks Leo. As Ally said my name’s Mandy Everton and hopefully if you weren’t already planning on applying for an assignment after listening to Leo’s experience you absolutely are now. As Ally said, I’m going to run through an overview of the recruitment selection and onboarding process. So how you apply for roles, what are some of the things that we’re looking for in an application and a volunteer. And then if you’re successful, what the onboarding activities are that you will need to undertake before heading off on an assignment.

So I know many of you are interested in the recruitment process and the timeframe. To cut a long story short, the recruitment process can be broken down into four stages. It’s about you finding that right assignment, the application process, the shortlisting process, and then the onboarding process. We release new assignments to our

website every week and you can search through all of these from the Australian volunteers program website. Roles are searchable by both country, location as well as sector. Before you apply to any role, we really recommend that you read up on the partner organisation and the country that you’re applying for. Once you’ve found that dream assignment you will be applying for the role online. And it’s really important that you pay attention to the closing date for the role you’re interested in. Also I need to mention at this point, please, please, please note that there is a peculiarity with the system, which means that the applications are due at 1:00 AM of the morning that they’re advertisers to close on. So for example, if your closing date current assignments is that it’s due on the 21st of April, that means it’s due at 1:00 AM on the 21st of April.

So perhaps really plan to submit that application of the day before the closing day. I would always strongly recommend

that you give yourself at least three days to create and submit the application. There’s a lot of information and documentation that you need to provide us at that point as well as completing a recorded video interview. We have a team of recruiters here in the Melbourne office who will do that initial first review of all applications that come in. We do this by watching your recorded interview and then will shortlist down and conduct a 30 minute Skype interview with the first round of shortlisted applicants. This generally happens in the first one to two weeks after the closing date of applications. and this interview really helps us to establish some basic parameters including your availability to commence on the expected start date, for your commitment and motivation for applying, as well as if you have both the technical skills and the personal attributes that are going to help you be that great volunteer.

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Mandy Everton: Then after the first round of shortlisted interviews you’ll find out if you have then made the final short list again approximately one week after that initial Skype interview. At this stage of being a final shortlisted applicant, you’ll need to provide us with some further documentation including a national police check, and if your role requires a working with children’s check and other documents like a current first aid certificate and your passport details. Our final short listed applicants are then invited to participate in another Skype interview with our in-country teams and wherever possible your partner organisation also attends that interview. This is the opportunity where we are able to go into greater depth regarding the professional requirements of the roles, country specific challenges, you’re commitment to an understanding of volunteering as well as your personal competency, and it gives you that great chance to really talk to our in country staff who work on the ground with our partner organisation. So you get to ask

them lots and lots of questions as well as demonstrating the experience that you bring to the table.

If you then move forward in the recruitment process to become our preferred candidate, you’ll also need to complete some online psychometric assessments and it’s at this stage that we’ll be conducting reference checks.

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Mandy Everton: So what are some of the things that we are looking for? So each assignment and in that position description we’ll specify the required qualifications skills and experience that the partner organisation has requested. Ensure that your CV is sufficiently detailed and really accurately reflect your work history and key achievements. Applying online involves submitting a recorded video interview. So you need to ensure that you’ve got access to a device that has both video and audio capabilities. So a laptop, computer, tablet or smart phone. You’ll be asked to respond to four key questions that give you an opportunity to explain how you meet the technical requirements of the role as well as your motivations and personal attributes. The video interviewing platform that we use include the number of helpful tips like remembering to record the interview in a quiet, well-lit space, and it also allows you to do a practise run.

Volunteers recruited on the basis that they can assist their partner organisations to achieve specific development outcomes. And we know that volunteer placement are more than just a job. Our volunteers are expected to become members of their communities and to engage and interact with local people and colleagues. Beyond the technical skills and experience required for the role, we’re seeking volunteers who demonstrate competency such as self awareness, resilience, cross cultural sensitivity and understanding, flexibility and adaptability, problem solving, commitments of developing others and respect. And all of these attributes are assessed throughout our entire recruitment process. We ask that you provide relevant and practical examples to demonstrate your skills and experience. And so one thing that you can do to really help prepare for submitting your initial video application as well as being certainly shortlisted Skype interviews, is to really think about

that star technique. And for those of you that aren’t familiar with what star technique is, it’s about explaining the context and the situation, describing what was required of you and what the task was, talking through what the action was that you undertook and then sharing what the end result was.

Applying to volunteer in a developing country is a really big decision. And we want to see that you’ve considered what this might involve and whether it is right for your personal situation. It’s also really important that you demonstrate to us that you’ve done some research and reflection. So that could be things like how much do you know about the location that you want to go to? What is the political situation like in that country? The climate, the religion and the belief, the languages that are spoken. Are their safety and security considerations you need to be aware of and how the legislation differ from what we have here in Australia.

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Mandy Everton: So you should also be researched in your partner organisation to ensure that as a volunteer you also support their aims and goals. We also really strongly recommend you take the time to reflect on your strengths and to consider those challenges that you might face on assignment.

It’s important that your really honest with yourself about what being separated from loved ones might feel like. How will you cope living in a different country without the familiarity of surroundings and support from your friends and family here? What are the things that you want to gain from the experience and how will you overcome any challenges. So we heard from Leo before around his honesty with himself around being able to reframe challenges and difficulties into opportunities in a sense of gratefulness, so important that you think through for you as well, how you deal with challenging situations. Volunteering for long periods of time in

developing countries isn’t easy and it isn’t for everyone, but it’s an amazing life changing opportunity and our volunteers develop resourcefulness, resilience, and empathy while on assignment. Again, I’ll stress it, it takes time to go through the application process, so please allow enough time to give yourself the best chance of being successful in your application.

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Mandy Everton: If you are then successful in the final interview and go on to become our preferred candidate, you’ll be made what we call a conditional offer and this means that we have nominated you as the best candidate and the partner organisation has accepted that nomination. The conditional offer is dependent on you then successfully passing your medical exams as well as obtaining the relevant visa for the country you’ll be going to. It’s really, really important that at this point you don’t make any big decisions so we don’t recommend you doing things like change housing arrangements, giving a resignation notice at work until you’ve been medically cleared and have secured that visa. It’s really important to note that it can take up to six weeks for some people to be medically cleared depending on the country they’re going to and also sometimes we then require between six and eight weeks to secure the relevant visa.

Part of your onboarding will also include compulsory online learning and also attendance at a three day face to face pre-departure briefing workshops that we host here in Melbourne. We cover your flights and accommodation if you need to travel to attend the briefing and it really is a great opportunity not only to learn more about the program, but to be meeting other volunteers he would might be going to the same country or undertaking assignments in very similar roles or sectors. In total, you can expect to depart three to five months from the time of submitting your application. And I know that can right now seem like a really long lead time but it’s an important time that gives you the opportunity to plan appropriately, tie up loose ends like job, and accommodation, attend the briefing, obtain a visa, pass your medical and the other pre-departure requirements that we have.

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Chloe Tucker: Thank you so much for that very informative session. I know he got a lot of people thinking about potential opportunity, so thank you so much for that. Just a reminder to all attendees, we’ll be sending at outpost web in our pack around one week from today with the files and recordings. So keep an eye on your inbox and we’ll also send out the information of how to connect with Australian volunteers in case you do have any more questions. And as we’re leaving I’ve just put an instant poll up with our question, so if you have a moment and fill that out before you leave, that would be great.

So one more time, thank you for your chairing volunteer team and thank you everyone for coming today.

Ally Lynch: Thanks everyone. Deans just squeezed in a question. How many applicants do you get on average per finance related roles? It’s just as competitive as all the other Dean, in that it depends on the organisation and the time frame. But it’s definitely worth throwing your hat in the ring Dean. I think we might leave it here. Thanks very much. Everyone.

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HOW TO BECOME AN AUSTRALIAN VOLUNTEER - …...pg. 4 Pro Bono Webinar Book ow to become an Australian volunteer Ally Lynch: Great.Thanks. Hi everyone. If you have any issues hearing