Job Title: ICS Support & Logistics Officer

Job Profile

Job Title: ICS Support & Logistics Officer

Based at: Y Care International (YCI), London offices

Accountable to: ICS UK Delivery Manager (matrix managed to Deputy CEO)

Accountable for: Volunteers and Interns (when required)

Job Purpose: To support all aspects of logistical and administrative support to International Citizen Service programme

Main Responsibilities

i)  To provide support to the staff responsible for the International Citizens Service Programme, to ensure that the programme meets all agreed ICS quality principles and targets.

ii)  Design and implement logistical and practical arrangements for ICS volunteers including travel, accommodation, visa and flight purchasing, including developing new and improved processes for logistical arrangement.

iii)  Support local partners to meet the ICS progamme requirements

iv)  Offer on-going support to volunteers to ensure their engagement in YCIs activities

Key tasks

Logistical support to volunteers

·  Lead in sourcing and booking of international flights for ICS volunteers

·  Lead in identifying and purchasing of appropriate visas for ICS volunteers, including liaison with volunteers, partners and embassies of placement countries

·  Research and liaise with possible providers for key services, including UK travel, flights, insurance, equipment, etc.

ICS volunteer assessment and training

·  Support delivery of youth volunteer Assessment Days and training events (pre placement and Action at Home), ensuring best practice and adherence to minimum standards, including leading Assessment Days as an Assessment Day Manager, participating as an Assessor or co-trainer as necessary

·  Under direction of the ICS Volunteer Coordinator, support recruitment, training and on-going support to ICS Selectors

Support ICS country programmes (40%)

·  Under direction from other ICS staff, support partners to meet deadlines and sharing updates and information about ICS volunteers/new requirements

·  Support production of templates and review/edit a variety of monitoring and evaluation reports, baseline surveys and other ICS programme documents.

·  Support the review of reports received from YCI partners and input into the development of reports for submission to donors and stakeholders

·  Maintain key contact information of all YCI partners staff and undertake accessibility tests

·  Lead all logistical arrangements of ICS volunteers early return

·  Support YMCA partners to maintain accurate and updated volunteer management systems which record all national volunteer data.

·  Support effective sharing of volunteer personal information with partners.

Financial management (10%)

·  Lead design and implementation of expenditure and expenses payment systems for use by ICS team ensuring accurate audit trails and filing

·  Lead reconciliation of volunteer data and ICS income

·  Under direction from ICS staff, support preparation of cash for ICS volunteers

·  Under direction from UK Delivery Manager, support preparation of expenditure reports and fundraising income reconciliation

·  Under direction from ICS staff, prepare claims to YCI’s insurance providers (medical expenses, loss of personal items etc)

Reporting and data management

·  Lead YCIs use of JobScience as designated Salesforce Champion including user access, internal Dashboards and training of staff

·  Lead aspects of data quality monitoring including ensuring volunteer personal data and journey data is up-to-date

·  Lead systematic and accurate entry of monitoring data (esp. KAP data) and analyse data and produce reports as requested

·  Maintain an accurate, efficient and regularly updated online volunteer management system (“Salesforce” customer information system). This includes data entry, mass updating of records, running analytical reports, password updating, etc.

·  Maintain and update the ICS area of the organisations server, including establishing and maintaining a logical, easy to access filing system for current and archived documents.

Logistical and administrative support

·  Support the continued updating of all ICS delivery procedures

·  Support to Deputy CEO including diary and specific tasks as necessary

·  Lead the day-to-day management of the office facilities, including (in the absence of the office manager) ordering stationary and supplies, controlling petty-cash, paying bills, maintaining an awareness of the general condition of the office and attend to repairs, cleaning and health and safety issues as necessary

·  Support staff meetings and workshops (as required) including organising all practical aspects of meetings, preparing papers, take minutes & write up notes from workshops

·  Support sensitive collection of confidential volunteer health, security and safeguarding; filing and storing all paperwork systematically and securely ensuring ICS team compliance with data protection and confidentiality requirements

·  Identify safeguarding, continuous assessment concerns and unmet reasonable adjustments and inform relevant staff

Personal support to volunteers

·  Proactively contact or respond to volunteer enquiries or support issues

·  Build appropriate and empowering relationships with volunteers, and where necessary their parents and care givers; giving feedback and challenge as required

Communications

·  In conjunction with the communications team, collect communication information and assets and update the YCI website and social media platforms

External Relations:

·  Liaison with key suppliers especially relating to criminal records checks, vaccinations, insurance, flights and medical clearance

·  Liaison with the ICS Hub in relation to JobScience quality and volunteer support

·  Liaison with YCI partners to share and collate information as necessary

·  Networking and information sharing with other ICS Consortium agencies

Internal Relations:

·  Working closely with the Deputy CEO

·  Will form part of the cross departmental ICS team, working very closely with several colleagues across the ICS volunteer journey.

·  Work closely with the ICS UK Delivery Manager and ICS UK team in the planning, coordination, delivery and strengthening of the ICS pre-placement activity.

·  Work closely with the ICS International Delivery Manager and ICS UK team in the planning, coordination, delivery and strengthening of the ICS placement activity.

·  Interact with other departments at YCI, as necessary ensuring that the ICS programme maintains a high level of buy in and profile internally

·  Contribute to the development of strategic plans at the departmental and organisational levels, as necessary and as appropriate, under guidance from the Deputy CEO.

Scope of role

The post holder is required to:

·  Work within the framework of the objectives set and under the guidance of the ICS UK Delivery Manager, take responsibility for own work and for reaching targets set for him/her.

·  Perform other duties as instructed by the Deputy CEO, ICS UK Delivery Manager or ICS International Delivery Manager as required. The need for flexibility is required and the job holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.

·  Work out of hours (including weekend working), sometimes at short notice, and as deadline dictate including responding to emergencies relating to the safety, security or health of volunteers and relevant staff.

·  Travel in the UK to participate in YCI/YMCA/ICS events, including residential events with volunteers.

Environment:

·  The position is self-servicing and currently based in central London

1

Person Specification

Essential requirements

1.  Qualifications

·  Relevant qualification or equivalent experience

2.  Key experience

·  Relevant office administration or project coordination

3. Abilities and skills

·  Highly organised and methodical approach to work with excellent time management skills to be able to deal flexibly with a wide variety of tasks and prioritise effectively.

·  Excellent attention to detail and accuracy

·  Excellent computer literacy skills with high level competency in MS Word, Excel and Outlook

·  Strong written communication skills to take minutes, draft documents and reports, including communicating appropriately with young people

·  Excellent oral communication skills able to share information clearly, logically, recognising when to offer further information and able to differentiate communication to meet needs of young people

·  Sensitivity, sound judgement and pragmatism to deal effectively with delicate and important situations.

·  Ability to handle confidential information.

·  Ability to work independently and take initiative

·  Fluency in written and spoken English

·  Strong interpersonal skills to manage a wide range of relationships and relate to people from a broad range of backgrounds, culture and influence.

·  Good numerical skills to manage cash processes, invoices and relevant budgets

4. Personal

·  Enthusiastic about working with young people and developing Y Care International’s youth work.

·  Ability to support the aims and purposes of YCI and the YMCA.

Desirable requirements

·  Experience of work with young people and/or in any front of house/customer services role

·  Demonstrable interest in and knowledge of working with young people

·  Experience in booking travel and/or organising events

·  Knowledge or understanding of higher level Excel functions (pivot tables, filtering, etc)

·  Knowledge or understanding of Salesforce and Jobscience or an understanding and experience of using CMS

·  Working knowledge of French

Terms and Conditions of Employment

Y Care International creates opportunities for vulnerable young people across the globe to change their lives for the better. Inspired by and faithful to our Christian values, we work with people of all faiths and none to build a more just world, free from poverty.

Commitment to Y Care International’s ‘Working with Children and Young People Policy’ is a requirement of employment. The successful candidate may be required to undertake a Police Scotland disclosure check.

Position: ICS Support & Logistics Officer

Location: London

Term: Fixed term to end of Feb 2018 with potential for extension

Salary: £23,000 - £26,000 per annum, inclusive of London Weighting.

Working Hours: Working Monday to Friday. Normal office hours are 9.30am to 5.30pm, however some degree of flexibility is permitted.

The post-holder will be expected to work unsocial hours on an irregular basis. Appropriate time off in lieu will be given.

Annual Leave: 27 days per annum in each year commencing 1st April to 31st March. Pro-rata, if employment commences during the year.

At times additional leave is given, when YCI offices are closed. These dates are currently (subject to on-going review):

Three days at Christmas (normally between Christmas and New Year)

Probation Period: 6 months

Notice Period: 4 weeks

Pension Scheme: Access to stakeholder pension scheme.

Life Assurance Scheme: In the event that membership of the Pension Scheme is not taken up, a Life Assurance Scheme is available. This is free of charge.

Y Care Sickness Pay: Up to 12 weeks in any rolling year. Pro-rata if employment commences during the year.

1