31 ST INTERNATIONAL COUNCIL MEETING (ICM)

Transcription

1 31 ST INTERNATIONAL COUNCIL MEETING (ICM) CIRCULAR 4 ICM 2013 VOLUNTEER PROGRAMME CALL FOR NOMINATIONS FOR THE ICM VOLUNTEER COORDINATOR, ICM DEPUTY VOLUNTEER COORDINATOR AND ICM VOLUNTEERS AMNESTY INTERNATIONAL MEMBERS ONLY AI Index: ORG 50/004/2012 To: Sections & structures From: ICM PrepCom Date: December 2012 Amnesty International International Secretariat Peter Benenson House 1 Easton Street London WC1X 0DW SUMMARY This circular is a call for nominations for Volunteers to support the organisation of the 2013 ICM which will take place in Berlin at the Estrel Berlin from August Enclosed you will find information and the application form for the positions of ICM Volunteer Coordinator, ICM Deputy Volunteer Coordinator and ICM Volunteer. DISTRIBUTION This is an internal organizational circular which is being sent to all sections and structures. RECOMMENDED ACTIONS Please circulate this document to all people in your section/structure who are involved in ICM preparations. Please send all nominations for the ICM Volunteer Coordinator and ICM Deputy Volunteer Coordinator with a supporting statement from your section/structure to ICMvolunteerprogramme@amnesty.org by Sunday 27 January Please send all nominations for the ICM Volunteers with a supporting statement from your section/structure to ICMvolunteerprogramme@amnesty.org by Sunday 10 February 2013.

2 CONTENTS ICM 2013 VOLUNTEER PROGRAMME...4 Teams and training...4 Funding...4 Accommodation...5 How to apply...5 Minimum age to volunteer at the ICM...5 Schedule for volunteers...5 Cancellations...5 INFORMATION ON THE INTERNATIONAL COUNCIL MEETING...6 When and where is it held?...6 Who comes?...6 How are decisions made?...6 Agenda and meetings...6 Roles and responsibilities...7 ICM Volunteer Coordinator...7 ICM Deputy Volunteer Coordinator...7 ICM Volunteer Coordinator & Deputy Volunteer Coordinator - Person Specification...8 ICM Volunteers...10 APPENDIX ICM Volunteer Application Form... 2

3 KEY ICM DATES This list will be made available in each circular and will be updated. ACTION DATE / DEADLINE Working Party Chair / Rapporteur nominations sent to IS by 21 October 2012 Working Party chairs appointed by 18 November 2012 IEC Meeting 7-9 December 2012 Submit resolutions and statute amendments by 18 January 2013 Submit applications for Volunteer Coordinator and Deputy by 27 January 2013 Submit applications for volunteers for the ICM by 10 February 2013 Working Party Rapporteurs to be appointed Early Feb 2013 IEC Meeting 1 March 2013 (TBC) Resolutions pack available February/March 2013 Send OLU numbers of members or groups for voting purposes by 18 April 2013 Submit names of delegations to OLU Deadline to complete registration for the ICM TBC TBC Submit nominations for internationally elected positions by 18 May 2013 IEC Meeting 31 May - 2 June 2013 (TBC) ICM at Estrel Belin August

4 ICM 2013 VOLUNTEER PROGRAMME Through this circular we invite you to nominate appropriate individuals for volunteer positions at the ICM. Please consider the skill sets and job descriptions and identify the right people to assist the Organization Liaison Unit (OLU) in the smooth organisation of the ICM. Please note that volunteers cannot be considered part of your delegation and should not be given any responsibilities in addition to the volunteer post they have been appointed to fulfil. Volunteers from the membership are a key factor in the running of a successful ICM. Volunteering at the ICM can be hard work but many volunteers find it a rewarding experience as the following quotes from the 2011 volunteer evaluations demonstrate: Thank you for allowing me to be part of the ICM! I learned a ton-- you really can't understand global governance without being at an ICM. The volunteer program allowed me to be part of this amazing meeting. My 3 ICM experiences have all been among the best volunteer work I have ever done. The insights I have gained as a result of the ICM are immeasurable. I have learned first hand a great deal about AI decision making process as well as a great deal of knowledge about many diverse cultures. Being a volunteer for the ICM gives you the opportunity to have a clear idea of the work of the movement, you can create alliances and meet people you admire that you would not have the opportunity to meet otherwise. You become aware of cultural differences and backgrounds so different than in your own country. To coordinate the team of volunteers a Volunteer Coordinator and a Deputy Volunteer Coordinator are recruited their work starts soon after appointment as they help select and prepare the volunteers for the ICM as well as volunteering at the meeting itself. The positions of Volunteer Coordinator and Deputy Volunteer Coordinator are volunteer positions and are not paid. However, all expenses related to ICM work will be funded by the ICM budget; including lodging, food and related expenses, as well as expenses incurred for travel to meetings at the International Secretariat (IS) before the ICM and for the ICM itself. The Volunteer Coordinator and Deputy Volunteer Coordinator should have a working knowledge of English so they can work with OLU in the preparation of the volunteer programme. In addition to the coordinator posts, up to 40 volunteers are recruited to assist with the overall running of the meeting. Team leaders are selected from these applications. This year we are asking you to provide a supporting statement with the application form for all nominations from your section. TEAMS AND TRAINING The Volunteer Coordinator and the Deputy Coordinator will liaise with OLU to select the volunteers, divide them into teams, appoint a Team Leader for each team and compile the work rotas. Volunteers will be divided between three support teams; Transportation, Information, Registration & Documentation and Conference Support. Training for volunteers will take place on site before the meeting. Volunteers will be asked to work shifts within teams; the work will be hard and some of the shifts will be outside normal working hours. However, we will make every effort to provide an opportunity for all volunteers to listen to some of the debates and to meet and socialize with delegates. FUNDING Volunteers are responsible for organizing and paying for their travel by their own means or through their sections or structures, however the international budget has made provision for accommodation, food and incidental expenses and transportation from Berlin airport or train station to the site for up to forty volunteers. 4

5 FUNDED VOLUNTEERS The attendance of up to ten volunteers from funded sections / structures will be covered by the International Budget (ICM 1995 Decision 1). The funding will cover travel and visa costs. Applications for volunteers from funded sections / structures should be endorsed by the relevant section/structure who should explain the reasons why this volunteer should be selected for funding to the ICM in their supporting statement. Any sections interested in funding the travel of additional volunteers from funded sections should contact Julie Wright, Head of OLU at jwright@amnesty.org. ACCOMMODATION All volunteers will be accommodated in shared twin bedded rooms. HOW TO APPLY Accompanying this circular you will find a Word version of the application form (see Appendix 1) which should be completed by the person applying for the position and sent with a copy of their Curriculum Vitae (CV) to the nominating section or structure, who should add a supporting statement then forward the completed application on to the OLU at ICMVolunteerprogramme@amnesty.org. Volunteer Coordinator and Deputy Volunteer Coordinator applications should be completed in English only as they should be able to communicate with OLU to plan the volunteer programme; to the team of Volunteers and to participants in English. Applicants to these posts should ideally also be able to communicate in either French or Spanish. Applications for Volunteers can be completed in English, French or Spanish. MINIMUM AGE TO VOLUNTEER AT THE ICM Please note that we cannot accept applications from volunteers below the age of 18 years. PROVISIONAL SCHEDULE FOR VOLUNTEERS Whilst exact requirements are to be confirmed, volunteers should be available as follows: Volunteer Coordinator and Deputy Volunteer Coordinator Arrive 12 August, depart 22/23 August Team Leaders Arrive morning 13 August, depart 22/23August* Volunteers Arrive14 August, depart 22/23 August * * Some volunteers may be required to stay until 24 August to assist with departures CANCELLATIONS Once appointed volunteers will need to respect their dates of engagement and should not apply for the position if they are unsure of their availability for the required ICM dates. 5

6 INFORMATION ON THE INTERNATIONAL COUNCIL MEETING The ICM is the most important meeting for Amnesty International (AI) worldwide. Representatives of all AI sections and structures meet to decide the direction the movement is going to take in the following years. Among other things, this Council will receive proposals to strengthen our governance, move forward the recommendations of One Financial Amnesty, discuss global priorities for the upcoming two-year period, and hear about the implementation of the new Growth Strategy. WHEN AND WHERE IS IT HELD? The ICM meets every other year. The ICM 2013 will take place in Sonnenallee, near Berlin in Germany, from 18 to 22 August OLU, based at the IS, is responsible for the organization of the ICM, working closely with the ICM Preparatory Committee (PrepCom). The 2013 ICM will open on Sunday 18 August. There will be a day-long induction session for youth and first-time attendees on Saturday 17 August. The length of the ICM is determined by the agenda. WHO COMES? The ICM is the highest decision-making body of AI. Each section and structure sends representatives. There are generally about 450 participants including staff, organizational volunteers, members of international committees and volunteer interpreters. HOW ARE DECISIONS MADE? The format of the meeting is in plenary sessions and in working parties which are named after their topic. Decisions are usually taken by consensus, although sometimes votes are cast. AGENDA AND MEETINGS The agenda for the ICM is drawn up by the ICM Preparatory Committee, which consists of the Chairperson and Alternate Chairperson of the ICM (elected by the previous ICM); the Chairpersons of the Working Parties; a representative of the IEC; a representative of the Secretary General and OLU. Many other meetings, activities and social functions take place around the official ICM: regional meetings, section parties, youth gatherings, bilateral meetings between sections and structures and IS staff, and between delegates on issues of common concern. 6

7 ROLES AND RESPONSIBILITIES ICM VOLUNTEER COORDINATOR Job Title: Unit: Reports to: Responsible for: ICM Volunteer Coordinator ICM Organizational Team ICM Organizer Deputy ICM Volunteer Coordinator and ICM volunteers Overall purpose of the Job: To work in conjunction with OLU to coordinate the participation and training of volunteers from AI sections and structures and manage their work on site for the 2013 ICM. ICM DEPUTY VOLUNTEER COORDINATOR Job Title: ICM Deputy Volunteer Coordinator Unit: Reports to: Responsible for: ICM Organizational Team ICM Volunteer Coordinator ICM volunteers Overall purpose of the Job: To assist the ICM Volunteer Coordinator in organizing the participation and training of volunteers and managing their work on site for the 2013 ICM, in conjunction with OLU. Primary tasks for both the ICM Volunteer Coordinator and Deputy Volunteer Coordinator, all of which are carried out in conjunction with OLU: 1. Volunteer selection - agree criteria for volunteer appointments, for volunteers from sections and structures worldwide and identify a group of volunteers in accordance with agreed criteria. 2. Identify and appoint team leaders. Allocate work teams, taking into account the specific skills and number of volunteers required for each team; draft and monitor a flexible work rota for each team and ensure a work rota is produced for each individual in the team. Monitor implementation of the rota and manage scheduling problems. 3. Communicate regularly with volunteers prior to the ICM sending updates, soliciting team allocation requests, sending team allocations and providing general liaison for volunteers. 4. Design a suitable, multi-lingual training programme for all volunteers; execute and manage the training programme for volunteers before the ICM. Ensure a suitable evaluation of the volunteer programme is designed and completed following the ICM, compiling volunteer feedback into a comprehensive report. 5. Welcome volunteers and assist other ICM Organizational Team members in preparing for the start of the ICM and the breakdown and departures from the site at the end of the meeting. 7. Hold daily meetings with the ICM Organizational Team to discuss participation of volunteers, organizational problems and issues to be solved. 8. Assist the ICM Organizational Team with travel and visa arrangements for ICM volunteers and reimbursement of volunteers expenses. 7

8 AI Index Circular 3 - ICM 2013 VOLUNTEER PROGRAMME 9. Ensure all volunteers work individually and collectively to promote a constructive and sensitive approach to work with others from a variety of cultures and backgrounds where the work of others is valued and respected. 10. Ensure all volunteers understand and comply with health and safety procedures specifically designed for the holding of the ICM in Germany ICM VOLUNTEER COORDINATOR & DEPUTY VOLUNTEER COORDINATOR - PERSON SPECIFICATION CRITERION STANDARD 1 EXPERIENCE IN ORGANIZING VOLUNTEERS a) experience of recruiting volunteers b) ability to manage and motivate a volunteer team c) ability to identify volunteers special skills and interests d) ability to organize teamwork among volunteers 2 EXPERIENCE IN CONFERENCE ORGANIZING a) ability to prioritize tasks b) ability to manage volunteer tasks in a hectic environment c) knowledge of tasks necessary to run a large, multi-lingual, international decision-making meeting d) understanding of the roles of volunteers in the smooth running of a conference 3 EXPERIENCE AND ABILITY TO TRAIN VOLUNTEERS a) experience in designing and executing training programs b) ability to design and execute a multi-lingual training program for volunteers c) knowledge of training needs for the ICM d) knowledge of AI decision-making process and ability to communicate this to volunteers in a concise and clear format 4 ORGANIZATIONAL SKILLS a) ability to plan, prioritize, and organize own work and work of volunteer teams b) ability to work under pressure and with short deadline constraints c) ability to work independently d) willingness to demonstrate flexibility in work e) willingness to coordinate with a large number of colleagues and report accordingly 5 FINANCE/ BUDGET SKILLS a) proven experience in efficiently distributing finances and accurately recording disbursements 6 CREATIVITY AND INITIATIVE a) ability to develop creative ideas and creative solutions b) ability to take initiative in organizing volunteer work 7 INTERPERSONAL AND COMMUNICATION SKILLS Oral a) ability to communicate with people of different cultures and different age groups. b) ability to express complex issues clearly and to shift from one 8

9 AI Index Circular 4 - ICM 2013 VOLUNTEER PROGRAMME language to another c) ability to motivate others and take the lead for specific tasks d) ability to report rapidly, clearly and efficiently to ICM Organiser Written a) ability to write clear reports 8 LANGUAGE SKILLS a) fluent written and spoken English b) ability to communicate in French and or Spanish c) a third language would be an advantage 9 TEAM SKILLS a) experience and ability to work as part of a team b) ability to share work with colleagues c) ability to delegate work 10 OTHER a) willingness to use new technology b) appreciation of security and health considerations c) understanding confidentiality of AI s work 11 AVAILABILITY a) to be available at the ICM site from approximately 12 to 24 August 2013 (to be confirmed) b) to be available by phone and for all aspects of coordination of volunteers from approximately February through September 2013 c) to be available to participate in planning meetings with the IS from approximately February through July Such meetings may be held via Skype or videoconference. 12 DISQUALIFIERS a) connection with, or membership of, any organization which would jeopardize AI s image of impartiality Please complete the application form in Appendix 1 in English and return it with your CV to your nominating section or structure who will submit it by to OLU by Sunday 27 January

10 AI Index Circular 4 - ICM 2013 VOLUNTEER PROGRAMME ICM VOLUNTEERS Information on the appointment of volunteers A mixture of up to forty experienced and new volunteers will be recruited. It should be stressed that the ICM meeting is not a holiday participating at the ICM as a volunteer can be very stressful. Considerable demands will be made on volunteer s goodwill and patience, but you will always be expected to respond with courtesy and sensitivity. There is stiff competition to be a volunteer at an ICM and appointments are made on the basis of the skills and experience detailed in your application form. Except for those applying from a funded section for one of the ten funded positions, please do not submit a form unless you know how your fare to the venue in Germany will be paid, and by whom. Evidence of a flight ticket reservation will be required within one month of your acceptance as a volunteer. Cancellations Once appointed volunteers will need to respect their dates of engagement. Please do not apply for the position if you are unsure of your availability for the required ICM dates. Please note that we cannot accept applications from volunteers below the age of 18 years. ICM VOLUNTEERS SKILLS AND EXPERIENCE REQUIRED Volunteers play a vital role in ensuring the smooth running of the ICM. There will be three teams, each with a team leader selected from the pool of volunteer applications. If you are interested in a team leader position, please ensure you indicate this on your form and provide evidence of your leadership and management experience. The teams specialize in Transportation, Information, Documentation & Registration and Conference support. Some volunteers may also be attached to a specific member of the ICM Organizational team to assist them in fulfilling their role at the ICM. As far as possible, your team allocation and work schedule will be honoured, but volunteers should be aware that a live event is a dynamic environment and volunteers must be flexible and ready to be re-allocated to other teams or roles depending on the workload in their teams and in response to any changes in schedules or unplanned requirements. Person Specification 1. Excellent interpersonal and organizational skills 2. Ability to be good team player and willingness to work collaboratively with the ICM Organizational team, Volunteer Coordinator and Deputy, team leaders and other team members 3. Willing to work long and often demanding hours 4. Excellent communication skills with good knowledge of English and another language (French and/or Spanish) 5. Good communication skills and culturally sensitive and aware 6. Ability to work under pressure in a busy and sometimes stressful environment 7. Willingness to demonstrate flexibility in work 8. Appreciation of security and health considerations 9. Understanding confidentiality of AI s work Please note that you will be required to sign up to a code of conduct and comply with relevant AI policies. Please complete the application form in Appendix 1 and return it with your CV to your nominating section or structure who will submit it by to OLU by Sunday 10 February