Program and Administrative Officer, Volunteer Recruitment & Mobilization

World University Service of CanadaOttawa, ON, Canada

3 days ago

Salary

CAD50000 yearly

Job description

Job Description

Salary :

POSITION TITLE : Program and Administrative Officer, Volunteer Recruitment & Mobilization (standard volunteers)

POSITION LOCATION : Ottawa, ON, Canada (Hybrid work model)

REPORTS TO : Manager, Volunteer Mobilization

CONTRACT TERM : Indeterminate

SALARY LEVEL : PRO 1 (CAD 50,000 to 56,000)

LANGUAGES : Fluency in both English and French is required

APPLICATION DEADLINE : November 30, 2024 - Application will be reviewed on a rolling basis

BACKGROUND

WUSC (World University Service of Canada) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $40 million. We have over 90 staff in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada, the UK Department for International Development (DFID), the World Bank, the Asian Development Bank, and the African Development Bank.

Volunteering for development is one of the important ways in which WUSC pursues its mission. WUSC’s Volunteer Cooperation Program (VCP) has ambitious targets to mobilize hundreds of skilled Canadian volunteers each year to support partners in developing countries where we are working to advance gender equality and facilitate economic opportunities for poor and marginalized young people, especially young women and refugees. Overseas, our volunteers collaborate with a wide variety of partners, including enterprise and social enterprise development incubators, skills training centres, enterprises, women's organizations, and youth groups. In Canada, WUSC works with institutions and individuals to identify, prepare, and support volunteers who travel overseas to support our partners for various durations of time. Our network in Canada also works with WUSC to raise awareness among Canadians to inspire greater action on global development issues. Our collective focus is on sustainable and inclusive changes to create a better world for youth.

RESPONSIBILITIES

Under the supervision of the Manager Volunteer Mobilization, the Program and Administrative Officer, Volunteer Recruitment & Mobilization (standard volunteers), is responsible for implementing recruitment strategies, selecting candidates and matching volunteers to meet the needs of global partners and WUSC country offices. The Program and Administrative Officer is responsible for the administrative requirements for departing, on assignment and returning volunteers, and to provide support in organizing in-person volunteer group debriefing sessions in Ottawa.

Volunteer Assignment Development, Recruitment, Mobilization and Volunteer Management (50%)

Work in partnership with international colleagues to review and validate the volunteer assignment descriptions and to post assignments on the WUSC website
Screen volunteer applications for eligibility and suitability for specific assignments
Conduct pre screening calls and interviews with volunteer candidates and continually assess candidates’ alignment with WUSC’s volunteer assessment competencies, WUSC’s values, mission and vision as well as comply with WUSC’s Volunteer Code of Conduct during the pre-departure process
Share selected applications to WUSC country offices for final approval
Conduct regular meetings and follow-ups on recruitment progress with international colleagues and with the Manager, Volunteer Mobilization
Collaborate with the volunteer training team and the volunteer administration team to ensure volunteers are prepared for their assignments and to ensure all necessary administrative and training requirements are completed
Provide volunteer management support to WUSC Country teams and support to volunteers on assignment as required
Conduct one-on-one debriefing sessions with volunteers after the completion of the assignment
Maintain accurate and up-to-date assignment and volunteer data in the Information Management Systems.

Volunteer Logistics and Administration (30%)

Ensure all pre-departure and end of assignment administrative and logistical preparations for volunteers, including but not limited to :

Communicate with and guide volunteers through the volunteer administrative process

Collaborate with volunteer mobilization team colleagues, country program office colleagues, finance team colleagues and external vendors (Insurance, Travel Agency, etc)

In collaboration with the travel agency and following WUSC procurement processes, book volunteer flights

Guide and support volunteers to obtain their entry visa and work permit

Coordinate criminal record verification, medical, insurance, waivers and other documentation requirements for volunteers

Prepare volunteer contracts and amendments and obtain all necessary signatures

Submit and maintain the monthly requests for monthly allowances for volunteers and collaborate with the Finance Team to ensure timely payments

Process pre-departure volunteers’ invoices and requests for reimbursements

Process invoices and financial requisitions from WUSC vendors

Contribute to the tracking, follow-up and reporting on volunteer timesheets

Ensure all necessary documentation is completed, signed and updated in the volunteer's personnel file

Update the volunteer database to maintain accurate data.

Volunteer Recruitment Marketing (20%)

Contribute to the implementation of the volunteer marketing recruitment strategy by posting volunteer assignments on social media, provincial councils for international development, job boards and other networking and communications tools to reach potential candidates

Post ads for hard-to-fill and urgent volunteer assignments

Receive ad invoices, coordinate timely payments and ensure accurate financial coding and proper documentation for volunteer assignment marketing activities.

Other related duties :

Contribute to the development, implementation and review of team systems, processes and tools

Provide support and cover to volunteer mobilization team colleagues as needed

Support with the onboarding of new colleagues

Undertake specific additional responsibilities, as may be agreed upon with their supervisor

Integrate gender equality and other inclusion considerations in all volunteer recruitment, mobilization and communications activities.

Qualifications and Competencies :

Education : University degree in Human Resources, Social Sciences, International Development, Administration or a related discipline; or equivalent working experience

Experience & Competencies :

At least one year of professional experience in recruitment or volunteer mobilization

At least one year of professional experience in administration

Excellent interpersonal skills and capacity to work in partnership with different cultural groups, staff and volunteers

Excellent organizational skills, including the ability to prioritize tasks and handle multiple initiatives simultaneously

Excellent verbal and written communication skills

Sound judgment

Curious, enthusiastic and willing to innovate and adapt

Experience volunteering or working in international cooperation is an asset

Commitment to gender equality and to the values of international volunteering.

Languages : Bilingual English / French (fluency essential).

Travel : Occasional travel in Canada and internationally.

WHY WORK WITH WUSC?

Join Us. Our work is important, cutting-edge, and rewarding. We encourage curiosity, innovation, and flexibility.

WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education, economic opportunities and empowerment.

Here’s some of what you can expect working with us in Canada :

35-hour workweek, ability to work flexible hours

Remote-friendly workplace, with free access to our Ottawa office

4 weeks annual leave, plus the week between Christmas and New Year

Paid sick days (10) and special leave days (5)

Extensive health and dental coverage for you and your dependents, 100% covered by us

Group RRSP contributions, from day 1

300$ reimbursement for home office equipment

Parental leave top-up

Being part of a friendly, caring and enthusiastic team!

APPLICATIONS

WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check.

WUSC is an equal opportunity employer. We welcome and encourage applications from individuals of all backgrounds and abilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

Candidates must be legally authorized to work in Canada. WUSC will not facilitate any work authorization process or relocation.