Volunteer Coordinator (Group Projects)

START DATE: 21st AUGUST 2017

PRIMARY FUNCTION

We are looking for a Volunteer Coordinator to oversee and administer all aspects of volunteer coordination for Frontier’s Group Projects. This includes conservation, teaching, community, adventure and wildlife projects that are run by Frontier by our in country field staff and HQs.

The successful candidate will be responsible for advising and preparing volunteers with regards to their projects, especially by providing speedy responses to enquiries and ensuring effective communication with all volunteers. Main responsibilities will also include organising and running quarterly volunteer briefing weekends, processing volunteer qualifications and organising volunteer payments.

GENERAL OUTLINE OF THE ROLE

  • Providing information and advice once the volunteer has paid the initial deposit;
  • Advising and preparing volunteers with regards to their projects and the associated payments;
  • Organising appropriate visa support letters, references and other travel paperwork;
  • Organising the efficient deployment of all volunteers;
  • Developing, planning and implementing the Briefing, TEFL and Expedition Management Training weekends (minimum 4 per year) for volunteers;
  • Processing and development of volunteer qualifications;
  • Assisting other staff members in the office with various tasks, as necessary.

MAIN DUTIES & RESPONSIBILITIES

  • Run the office administration, including ensuring sufficient stationery supplies;
  • Process initial offer letters for interviewed volunteers as well as any requests to change projects;
  • Send out introductory letters and T-shirts to volunteers on receipt of the deposit payment;
  • Make sure that all payments/refunds are received/sent and processed efficiently. This includes ensuring that volunteer contributions and fees are collected in full by the payment deadline. This serves to facilitate the transmission of funds to the overseas projects;
  • Process kit, qualification and project payments, and communicate to the Head of Overseas Operations and Managing Director;
  • Monitor and update the volunteer online system and reporting system, as necessary;
  • Produce, check and update information and briefing materials available to volunteers online via SysAdmin regarding the projects, medical and safety issues, insurance, kit requirements, visas, travel arrangements, and cultural issues;
  • Keep up-to-date with all project news; read updates and amend all briefing documentation provided to volunteers on the SysAdmin;
  • Read and respond to all volunteer feedback;
  • Manage UK Operations Interns effectively to assist with daily tasks, ensure they are fully briefed, have read the intern handbook and have an intern contract;
  • Develop, arrange and run the quarterly Briefing and EM Training Weekends, including the booking of accommodation, organising relevant staff support, production of briefing material, and organising the food and briefing rooms;
  • Inform volunteers of project start and end dates and ensure that those arriving/leaving outside of those dates are fully aware of meeting arrangements;
  • Respond to all telephone and email enquiries from volunteers;
  • Run the online chat system alongside the sales team, as necessary;
  • Create, update and monitor official Frontier Facebook groups and twitter, as necessary;
  • Write articles for the blog, as necessary;
  • Provide volunteer information to country HQs overseas, project partners and overseas contacts as and when necessary;
  • Identify inconsistencies, duplications and mistakes in information provided to volunteers and ensure changes are made in consultation with the Head of UK Volunteer Recruitment, the Head of Operations and Managing Director;
  • Get feedback from volunteers returning from overseas projects;
  • Assist with the administration of the BTEC qualifications;
  • Assist with the administration of the CoPE qualifications, including attending the relevant standardisation and moderation meetings if necessary;
  • Write references for past volunteers upon request;
  • Monitor project prices and compare to similar projects available;
  • Write visa, excess baggage, and fundraising support letters upon request;
  • Ensure that all shared office areas are kept clear (including entrance ways, briefing areas, kitchen and meeting rooms) and bins emptied regularly;
  • Order medical supplies for medical kits and prepare them for distribution to volunteers and staff;
  • Manage and support the planning and delivery of the London Conservation N.G.O. Internship program;
  • Read and update the Volunteer Coordinator Handbook; and the UK Operations Intern handbook;
  • Acting as (out of hours) emergency contact for volunteers, family members and field staff;
  • Attend events including careers fairs and talks, as necessary;
  • Assist other London HQ staff, as necessary;
  • Any other task which the Managing Director requests.

TERMS & CONDITIONS

Contract Duration: Permanent after successful completion of a 3 month probation period.

Working Hours:

9.30am – 5.30pm during weekdays, one Saturday morning and Wednesday evening information session a month, and a minimum of 6 weekends per year.

Salary:

£14,136 per annum depending on experience and qualifications

Training: Initial job specific training and on-going professional development.

Qualifications Education/Knowledge:

  • Educated to degree level;
  • Knowledge of conservation, development & travel issues (desired);
  • First Aid qualification Experience (desired);
  • Experience of office administration procedures, specifically database management and outlook;
  • Experience of working with volunteers;
  • Experience of budget and financial management;
  • Extensive overseas travel experience (desired);
  • Experience of working with NGOs (desired);
  • Experience of working overseas (desired)

Skills:

  • Meticulous administrative and time management skills;
  • Excellent written/oral communication and presentation skills;
  • Negotiation and liaison skill;s
  • Ability to manage staff and volunteers;
  • Good IT skills, particularly a good working knowledge of spreadsheets and word processing;
  • Ability to work with limited supervision, and to be a proactive member of the team;
  • Hold a full, clean driving license (desired);

Personal Attributes:

  • Commitment to conservation and development;
  • Flexible approach;
  • High attention to detail;
  • Ability to motivate others and work as part of a team;
  • Sense of humour

Contact Details:

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