Job Description: ICS Volunteer Coordinator

Job Description: ICS Volunteer Coordinator
Title:
Location:
Relationships:
Lattitude Global Volunteering ICS Volunteer Coordinator
42 Queens Road, Reading, Berkshire, RG1 4BB
Responsible to the ICS Assistant Programme Manager and working in close
liaison with relevant staff in the UK and overseas
Starting salary:
£21,000 per annum (pro rata)
Hours:
35 hours per week
Holidays:
25 days plus bank holidays (pro rata)
Contract:
Fixed term contract until September 2015, with the possibility of extension
to 2018, subject to funding
Job Purpose:
To support and prepare young people from the UK who are participating in the International
Citizen Service (ICS) programme delivered by Lattitude Global Volunteering. This will include
coordinating the transition of volunteers from application through selection, training, departure
and some post-placement activities.
Background
Lattitude Global Volunteering, an international youth development charity established in 1972,
arranges and supports overseas volunteering opportunities for young people aged 17 to 25
worldwide.
ICS is a UK government funded programme sponsored by DFID to enable young people between
the ages of 18-25 years to contribute towards a programme of international development and
global citizenship in selected countries across the world. The purpose of the programme is to
give young people an opportunity to learn and understand the context of international
development by taking part in specific volunteering projects that create long term benefit and
change for some of the poorest communities in developing countries across the world. As part
of a greater journey of learning and discovery, ICS volunteers are expected to continue
volunteering and/or participate in further citizenship activities following their return to the UK.
Lattitude delivers ICS projects in Malawi, Ghana and South Africa. Teams of UK and local
volunteers will work together in-country for approximately 10-12 weeks to deliver projects that
contribute towards specific development outcomes and objectives identified by Lattitude Global
Volunteering and our programme partners. The ICS Volunteer Coordinator plays an essential role
in supporting young people through selection, pre-placement and departure and is also involved
in some returned volunteer activities.
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The Volunteer Coordinator will work closely with young people, colleagues throughout Lattitude
and staff in the ICS Hub.
Specific responsibilities:
1. Coordinate the ICS volunteer application and selection process
2. Coordinate the processes and support volunteers from selection to being placed overseas
for a caseload of volunteers.
3. Participate in volunteer trainings, including pre-programme (Engage) and return volunteer
(Empower) events
4. Support the flow of information between relevant staff, volunteers and external
organisations in accordance rules and protocols.
5. Undertake other duties and responsibilities as appropriate
Coordinate the ICS Volunteer application and selection process
 Work with the ICS Hub to ensure applications are received and processed accordingly and
in a timely manner
 Book candidates onto assessment days and liaise with candidates prior to their
assessment day, booking any necessary transport or accommodation.
 Participate as a selector at ICS assessment days
 Take part in/ facilitate ICS assessment days and end of day evaluation and selection.
 Participate in the matching of volunteers to appropriate projects
Coordinate the processes and support volunteers from selection to being placed overseas for a
caseload of volunteers.
 Build appropriate and empowering relationships with volunteers; including providing
support, feedback and challenge as required
 Handle all administration, arrangements and enquiries connected to pre-departure
support for a ‘caseload’ of volunteers, supporting them through the process to ensure
deadlines are met and they are fully supported and prepared for their overseas placement
 Effectively co-ordinate paperwork and documentation for caseload, updating records
appropriately and in a timely manner and passing relevant information to ICS Programme
Manager for further action
 Coordinate logistics and pre-departure arrangements for caseloads of volunteers (visas,
travel)
 Take the lead role within the team on some aspects of the volunteer pre-departure
journey e.g medical clearance, insurance, flights.
 Meet volunteers at the airport to support ‘caseload’ through the final stage of their predeparture journey
Participate in volunteer trainings, including pre-programme and returned volunteer events
 Attend and facilitate sessions at pre-departure (Engage) training for caseload of
volunteers
 Attend and facilitate sessions at the returned volunteer (Empower) event.
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Support the flow of information between relevant staff, volunteers and external organisations
in accordance with rules and protocols.
 Maintain accurate records on the ICS database
 Maintain contact and liaise with relevant external agencies
 Maintain contact and good relations with the ICS Hub including Fundraising Officers and
Application Officers
 Provide statistics and input into reporting and monitoring reports as required
 Monitor feedback and recommend operational improvements accordingly
Undertake other duties and responsibilities as appropriate
As a small team, all ICS staff must be prepared to work together flexibly to achieve aims and
objectives of the programme. This will mean working outside standard office hours and away
from home at times and taking on additional responsibilities as assigned by the ICS Assistant
Programme Manager, including providing cover for other ICS staff absences. All staff members
need to be proactive in monitoring and reviewing how we work and what we achieve and share
their learning in order to support the organisation’s continuous improvement.
Person Specification:
Essential
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Demonstrable interest in and knowledge of working with young people
Ability to manage and prioritise workloads to meet deadlines
Sound organisational and administrative skills with high level of accuracy and speed of
working
Good level of IT skills including database management and Microsoft Office
Excellent written and verbal communication skills and an ability to communicate
effectively with a wide range of people and organisations
Effective team working and strong interpersonal skills
Flexible working, some occasional weekends/ out of office hours
Commitment to high customer service standards
Desirable
 Experience of youth development
 First-hand knowledge of volunteering/overseas development or working abroad
 Experience of working with young people, parents and carers
 Data handling and reporting
 Experience of coordinating events, overseas travel and logistics
 Experience of delivering training to groups
Lattitude is an equal opportunities employer.
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Applicants must have the existing right to work in the UK.
Lattitude Global Volunteering - March 2015
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