Job Description and Person Specification

Job Title: Long-Term Sending Programme Coordinator

Salary Level: £ 23,150 per annum

Hours: 35 hours per week

Type of Post: Full Time

Reporting To: ICYE UK Manager and Management Committee

Responsible For: Sending Programme Intern

Overall Purpose of Post:

The Long-Term Sending Programme Coordinator is responsible for ensuring the delivery and quality of the worldwide and European volunteer exchange programmes, specifically in relation to UK volunteers going abroad. The post involves recruiting volunteers to the programmes and negotiating placements for volunteers with ICYE national committees around the world as well as working through the European Voluntary Service (EVS) to place volunteers on suitable projects throughout Europe. Additionally the post holder will be responsible for developing systems to ensure continual learning, personal development and cultural awareness as part of the improvement in the capacity and quality of the programmes.

Candidate Profile:

The successful candidate will be someone who enjoys working with people and is committed to facilitating training and development opportunities for others. S/he will be an effective communicator with a passion for volunteering and different cultures and will be someone who works well to deadlines, is efficient, methodical and able to prioritise, and enjoys working as part of a small team in a dynamic environment.

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Key Responsibilities:

This breakdown of responsibilities represents the current requirements of the post at this time. Post holder’s responsibilities will develop over time according to both the needs of the organisation and the skills of the post holder.

Marketing and Recruitment

1. To identify volunteer quotas and targets for the coming year in consultation with other staff members and trustees and to meet those targets.

2. To promote and market the organisation’s worldwide and European volunteer exchange programmes, through a range of media with a limited budget.

3. To ensure that information on the organisation’s website and social media is kept up-to-date and relevant to the programmes.

4. To arrange the organisation’s participation in and to attend recruitment fairs and similar events throughout the country to promote the organisation and its programmes, in liaison with other staff.

5. To maintain and develop an efficient and effective information dissemination system for potential volunteers.

6. To organise and run information and recruitment days for potential volunteers looking to take part in the programmes. (1 Saturday per month)

7. To develop new strategies for more effective recruitment and retention of potential volunteers.

8. To respond promptly and efficiently to initial enquiries by post, phone and e-mail from potential volunteers.

9. To promote and market the organisations programmes through volunteering bureaus, youth organisations, universities and colleges.

Volunteer Administration and Support

10.To liase with, secure placements for and contract participants to the worldwide and European volunteer exchange programmes in line with identified quotas.

11.To ensure that appropriate information is distributed efficiently in support of volunteers’ preparation for their time abroad.

12.To coordinate all administrative arrangements for volunteers’ exchange periods such as insurance, travel and visas.

13.To support, advise and monitor volunteers in their fundraising activities.

14.To maintain regular contact with volunteers before, during and after their exchange period.

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15.To ensure that volunteers contribute articles and photos for use by the organisation in the newsletter and future advertising.

Partner Liaison

16.To liase with other ICYE partner organisations around the world and with the International and European offices to organise and arrange all aspects of volunteers programmes

17.To act as a mediator for individual volunteers abroad if further support needs are identified, and to liase with the ICYE International Office and partner organisations in case of emergency

18.To ensure all ICYE partner organisations have relevant paperwork for all volunteers by the set deadlines and to communicate effectively individual volunteers’ specific needs, wishes and requirements related to project work.

Submission of Applications

19.To ensure that the appropriate forms are submitted the EVS National Agency, according to their deadlines, for UK volunteers on the European volunteer exchange programme and to complete all necessary follow up.

20.To liaise with the EVS National Agency to ensure that the organisation remains up-to-date on all programme information.

Training

21.To co-ordinate the planning and running the training elements of pre-departure and post-return volunteer camps as required by the respective programmes, liasing with relevant staff to ensure their smooth and effective running.

22.To assist the Hosting Programme Coordinator in the overall organisation of training events and to evaluate and improve the quality of training provided by the organisation.

23.To maintain and update training material used by the organisation in consultation with other staff.

Programme Improvement and Development

24.To implement organisational quality standards as relevant to the European and worldwide volunteer exchange programmes.

25.To review and update monitoring and evaluation systems to assess the quality of the European and worldwide volunteer exchange programmes based on volunteer feedback, and to develop the programme accordingly, working in conjunction with other staff, trustees and partner organisations.

26.To work closely with other staff and trustees to identify and develop new opportunities to improve the European and worldwide volunteer exchange programmes and to keep up to date with developments, shifting trends, etc., in the international volunteering sector.

27.To endeavour that the programmes are run to the highest standard in line with recognised ethical volunteering best practice guidelines in the international volunteering sector.

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Programme Administration

28.To manage expenditure on the European and worldwide volunteer exchange programmes according to the programme budgets, in line the policies of the organisation.

29.To provide monthly reports to the Management Committee.

30.To ensure that the relevant sections of the office network and filing system relating to UK volunteers on the long-term European and worldwide volunteer exchange programmes are kept up-to-date and in order.

31.To ensure that all volunteer records are archived following their exchange period in compliance with the organisation’s obligations for data protection.

Miscellaneous

32.To undertake any additional duties as may reasonably be required by the Management Committee.

33.To represent the organisation at relevant seminars and meetings in this country and abroad.

34.To fully participate and assist in the development of the organisation and the quality of programmes that the organisation offers.

35.To recruit, manage and provide supervision for the Sending Programme Intern

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Person Specification:

Area of WorkEssential (E) or Desirable (D)

Marketing and RecruitmentExperience of developing marketing and promotional strategies aimed at a targeted audience

D

An ability to effectively convert interest in volunteering into actual commitment

E

An ability to communicate clearly and effectively to a targeted audience

E

An ability to produce structured written information for potential volunteers

E

Experience of working with a wide variety of media D

Volunteer Administration and SupportExperience of disseminating information efficiently and effectively

E

An ability to provide motivation at a personal level E

Experience of making overseas travel arrangements D

Experience of undertaking personal fundraising activities D

Up-to-date knowledge of issues within the youth and international volunteering sector

D

Partner LiaisonAn ability to communicate clearly and effectively with a wide range of people, both orally and in writing

E

A willingness to overcome language and cultural barriers E

Submission of ApplicationsExperience of producing written reports and applications to a professional standard

E

TrainingExperience of training and/or presenting information to a variety of groups and individuals

E

Knowledge of Intercultural awareness / learning training techniques

D

Programme Improvement and DevelopmentAn ability to develop and foster new working relationships E

Experience of monitoring and evaluating programmes D

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Programme AdministrationComputer literate in MS Office, with an excellent working knowledge of MS Word, PowerPoint and Excel

E

Excellent organisational skills and an ability to prioritise a wide and varied workload

E

An ability to work effectively without close supervision E

Experience of monitoring expenditure according to budgets

D

Personal QualitiesExperience of living or volunteering abroad E

An ability to work effectively as part of a small team E

Flexibility and an ability for lateral thinking E

Good oral communication skills E

A commitment to the ethos of volunteering E

An ability to work the occasional evening and weekends E

Experience of supporting / supervising volunteers and interns

D

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EMPLOYMENT APPLICATION FORMPlease complete all sections of the form in full and return it by the specified closing date.

If you have not heard from ICYE UK within four weeks of the closing date you may assume that your application has been unsuccessful.

ICYE UK confirms its commitment to equal opportunities in employment, in order to maximise the effective use of human resources in the best interests of ICYE UK and employees alike. In all its activities as an employer, ICYE UK seeks to ensure that individuals are recruited, trained, promoted and treated fairly according to their relevant aptitudes, skills and abilities.

1. Applicants DetailsPost Applied For      

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2. Referees

Please give the give name, title and address of two referees and the capacity in which you are known to them. Your nominated referees should be able to comment in detail on your academic or professional work. If you agree referees may be consulted before interviews. Please tick the relevant box if do not wish us to consult them until a later stage.Referee 1 Referee 2

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3. Education & Qualifications

Please give details of your education and qualifications. Please include institutions attended, period of study, subjects studied, qualifications obtained, class/grade and date of award as appropriate.

School / College / University DatesFrom/To Subjects / Qualifications / Grades

                 

                 

                 

                 

4. Professional DevelopmentPlease give details of any other skills that you have and/or training that you have received that may be relevant to the position applied for     

5. Employment HistoryMost Recent Employer

Dates Employed       Position Held      

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     Current Salary      

Notice Period      

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Reason for Leaving      

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Previous Employment and Volunteering Experience (in chronological order starting with the most recent)

Job Title & Name of Employer

DatesFrom/To Key Duties and Responsibilities

                 

                 

                 

                 

6. Relevant Skills, Knowledge and Experience

Please indicate why you are applying for this post and outline how your knowledge, skills and experiences meet the competencies detailed in the job specification. You should draw on your experiences from current or previous roles as well as from other relevant situations (outside of work).

     

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7. Other Information

Do you have a medical condition that may prevent you from fulfilling any of the duties that may reasonably be expected of you?

     

Do you have any disabilities that may affect your application?     

If you answer yes to either question please give details on a separate sheet and include if relevant:a) any reasonable adjustments which you feel should be made to the recruitment process to assist in your application for the jobb) any reasonable adjustments which you feel should be made to the job itself which would enable you to carry out the job

Have you been convicted of a criminal offence (spent convictions as defined by the Rehabilitation of Offenders Act 1974 being specifically excluded?

     

8. Declaration

I declare that the information given on all parts of this application form, and in any other forms or documentation which accompanies it is correct. I understand that any misrepresentation or omission may render me liable to summary dismissal if engaged.Signature:       Date:      

Please Note: Candidates submitting applications by email should write their names above. By doing so you agree to the above declaration.

Please return completed applications by the advertised closing date to: info@icye.org.ukAlternatively post to: ICYE UK, Latin American House, Kingsgate Place, London, NW6 4TA

Please note, applications received after the closing date will not be considered.

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