WEBMINAR VOLUNTEER MANAGEMENT

Transcription

1 WEBMINAR VOLUNTEER MANAGEMENT 14, 15 December Read the story behind:

2 AGENDA I. Volunteer in Humanitarian Aid Roles of volunteering in the framework of the EU Aid Volunteers initiative; Volunteering in different phases of humanitarian action; Added value of this type of volunteering. II. Diagram of the Volunteer management process in the framework of the EU Aid Volunteers initiative Legal Framework in connection with volunteer management; Partnership between sending and hosting organizations. BREAK III. Volunteering Management Cycle a. Identification of task, Identification and selection of volunteers, preparing, logistics aspects. BREAK b. Deployment, Monitoring and evaluation, Communication and awareness. Exercises

3 Volunteering in Humanitarian Aid EU citizens engaged in European policy Humanitarian aid European organisations in consortium with third country organisations Technical level of volunteers previous education required & training provided by ECHO

4 Roles of volunteering in the framework of the EU Aid Volunteers initiative Technical tasks based on needs assessment & agreed in terms of reference Activities can include: Logistics and transport Coordination Project management Finances and administration Communication Strengthen the local community in a wide variety of roles Junior positions Senior positions Raising-awareness activities dissemination of the solidarity and European humanitarian aid values.

5 Volunteering in different phases of humanitarian action Volunteers will be send for two phases of humanitarian aid. Disaster risk prevention Resilience Building Setting up early warning systems Helping setting up a disaster risk management EU Aid Volunteers will not be deployed as first line response volunteers nor in areas of conflict Reconstruction phase after a disaster, Post-conflict contexts, Linking Relief, Rehabilitation and Development (LRRD)

6 Added value of this type of volunteering Raises awareness on global issues Fosters European and global active citizenship Strengthens local communities - virtuous circle

7 Discussion: What differences and similarities do see with other international volunteering schemes?

8 II. Diagram of the Volunteer management process in the framework of the EU Aid Volunteer initiative Legal Framework (standards 1, 2, 4, 5, 6) Partnerships Sending and Hosting organisations (standard 7) Volunteering Management Cycle Communication and awareness (3) Identification of tasks (8) Identification and selection of volunteers (9, 10) Monitoring and evaluation (3, 13 18) Preparing (11,12) Deployment (16, 17) Logistic aspects (5, 13, 14, 15)

9 EU AID VOLUNTEERS: LEGAL FRAMEWORK Duty of care, safety and security (1) EU LEGAL STANDARDS Safeguarding children and vulnerable adults (4) Equal opportunities, nondiscrimination (2) Data protection (6) Health and safety (5)

10 Equal treatment, equal opportunities and non-discrimination Sending Organizations shall: Commit to these principles, integrated in all procedures of identification, selection, preparation, management of volunteers. Have a statement of principles and a policy in place ensuring that workplace practices reflect these principles. Support hosting organizations in implementing this policy; provide appropriate training to all staff regularly. Legal framework and contents Delegated Regulation 1398/2014, Art. 11 and 12. Compliance with EU legislations: Council Directive 2000/43/EC; Council Directive 2004/113/EC; Council Directive 2000/78/EC. Compliance with relevant national legislations and with the law of the hosting country.

11 Safeguarding children and vulnerable adults, including zero tolerance towards sexual abuse Sending Organizations shall: Commit to a policy of zero-tolerance with regard to abuse of children and/or vulnerable adults, including sexual abuse. Prevent abuse through the process of selection, induction and training of EUAV, by creating a culture of openess and awareness around this issues. Inform the EUAV about risks and recommended preventive measures. Legal framework and contents Delegated Regulation 1398/2014, Art. 18. Compliance with EU legislations: Directive 2011/92/EU; EU Convention on Human Rights. Compliance with relevant national legislations.

12 Sending Organizations shall: Health and safety Have in place organizational health and safety policy, including guidelines on physical and mental health. Develop, with the HO, a comprehensive set of health and safety policies aimed at ensuring EUAV well-being and brief the EUAV on it (induction). Guarantee safe and secure working and living conditions for the EUAV. Ensure EUAV is covered by medical and travel insurance and that completes medical check-up prior to departure. Legal framework and contents Implementing Regulation 1244/2014, Art. 30. Compliance with EU legislations: Directive 89/391/EC; Directive 2003/88/EC. Compliance with relevant national legislations and with the law of the hosting country. Facilitate a post-deployment medical check of EUAV, psychological debriefing sessions.

13 Sending Organizations shall: Data protection (6) Ensure that abuse and misuse of personal data are prevented during processing of personal data about EUAV and candidates EUAV. Ensure that only relevant data is processed and that any personal data are collected and processed lawfully, accessed only by authorised personnel, made accessible upon request to the candidate volunteer or EUAV. Seek the explicit consent of the EUAV when processing data. Inform the EUAV or candidate of their right to the protection of personal data, Legal framework and contents Delegated Regulation 1398/2014, Art. 16. Compliance with EU legislations: Directive 95/46/EC; Regulation (EC) 45/2001. Compliance with relevant national legislations and with the law of the hosting country.

14 Partnership between sending and hosting organizations Delegated Regulation N. 1398/2014, Chapter 4 (Art. 8, 9, 10) Objectives and members of the partnership: 1. Setting out arrangements between partners involved in EUAV projects (deployment, capacity building, technical assistance) 2. Members shall be sending and hosting organizations complying with Regulation 375/ Possibility to include other organizations specialized in areas relevant to the project activities, for contributing with their expertise 4. If the project relates to capacity building and/or technical assistance, sending and hosting organizations having undergone a process of certification but not certified yet are also eligible partners (if they have a needs-based strategy for capacity building and/or technical assistance) 5. If the project respond to emergency response operations, partnership may be formed from only sending organizations

15 Partnership between sending and hosting organizations Transparency Responsibility, accountability Mutual trust, respect Shared values and vision Principles of the partnership (Art 9 DR 1398/2014) Compleme ntarity Equality Flexibility, adaptability Mutuality (resources/ objectives)

16 Partnership standards between sending and hosting organizations (Art 10 DR 1398/2014) When to sign the partnership agreement Needs assessment carried out by HO in cooperation with SO Partnership agreement signed Implementation of the action

17 Partnership agreement: minimum issues to include (Art 10 DR 1398/2014) Decision-making procedures, working practices Financial arrangements and management Communication channels between stakeholders Work plan and activities, including timeline, and task allocation Roles and responsibilities with regard to volunteers Procedures for handling complaints and resolving conflicts Procedures for the exit of a partner, financial and contractual implications

18 BREAK!

19 II. Diagram of the Volunteer management process in the framework of the EU Aid Volunteer initiative Legal Framework (standards 1, 2, 4, 5, 6) Partnerships Sending and Hosting organisations (standard 7) Volunteering Management Cycle Communication and awareness (3) Identification of tasks (8) Identification and selection of volunteers (9, 10) Monitoring and evaluation (3, 13 18) Preparing (11,12) Deployment (16, 17) Logistic aspects (5, 13, 14, 15)

20 III. Volunteering Management Cycle (Please, have your coloured cards ready!) Identification of tasks. 1.Have you ever made a tasks identification for volunteers? Do you have a template for that? 2.Was it for international volunteering? 3.Was it in coordination with a local organisation? Identification of tasks (8) Regulation Action Steps to follow Expected Product Art. 4 IR 1244/2014 Point 1 of Annex I IR 1244/2014 Annex DR Definition of tasks and profile. Competence framework HO proposes tasks (flexibility) SO reviews and modifies, if so Jointly: Competence framework, selection criteria, minimum requirements ToR document Vacancy announcement

21 III. Volunteering Management Cycle Identification and selection of volunteers. 1. Have you ever made an on-line application form for volunteering calls? 2. Did many volunteers apply? 3. Do you have an interview template for volunteers? 4. Did you interview all the candidates? Identification and selection of volunteers (9, 10) Regulation Action Steps to follow Expected Product Art. 3,5,7,8 IR 1244/2014 Art. 4 DR Point 2, of Annex I IR 1244/2014 Annex DR Call and submission of applications. Review of applications. Interviews Selection of candidates for training. Learning needs and suitable training assessment SO: Vacancy announcement (EU Platform) SO: On-line application form SO/HO: Dissemination SO/HO: Review submissions SO/HO: Interviews SO: Written confirmation to candidates SO/HO/candidate: Learning & training plan SO: Sends plan to the training providers Vacancy announcement published Shortlisted candidates for training Learning & training plan

22 III. Volunteering Management Cycle Preparing. 1. Have you ever hosted apprentice volunteers? 2. Did you evaluate apprentice volunteers performance? Do you have a template/procedure for that? 3. Have you ever organised induction sessions for volunteers? Do you have a template/procedure for that? Preparing (11,12) Regulation Action Steps to follow Expected Product Art. 11, 12, 13, 14, 20 IR 1244/2014 Training monitoring Candidates selection Apprentices hosting, briefing, and evaluation Briefing sessions organisation SO: Communicating volunteers to follow-up the process SO/HO: Assessment of training results and selection of apprentices/volunteers to be deployed SO/HO/Vol: Welcome and learning plan updating. Vol: Self-assessment SO/HO: Evaluation and final decision on volunteers to be deployed Face-to-face induction sessions (pre-deployment and in-country) EUAV volunteers selected for deployment Candidates selected for apprenticeship and evaluated for deployment Face-to-face briefing/induction sessions

23 III. Volunteering Management Cycle Logistic aspects. 1. Have you ever deployed a volunteer? Did s/he arrive at destination and survive in the hosting country? 2. Was it in co-ordination with a hosting organisation? 3. Were allowances and accommodation provided? Was mentoring provided? Logistic aspects (5, 13, 14, 15) Regulation Arts. 24,25, 26, 27, 28, 30 IR Arts. 21 and 22 IR Points 3, 4, 7 of Annex I IR Action Ensure insurance and medical check Providing allowances and accommodation Travel organization Providing mentoring Providing adequate working conditions Steps to follow SO: Registers volunteer in insurance SO: Ensures volunteer s medical check-up and vaccinations SO/HO: Pre-deployment/in-country security and safety briefing SO ensures that HO provides adequate accommodation and manages it SO covers visa costs. HO/SO support visa arrangements SO covers and organises travel SO provides regular lump sum subsistence instalments HO/SO: Designate mentor/s to support the volunteer HO/SO: Ensure safe and healthy working conditions based on the local context SO ensures post-deployment medical check-up SO provides resettlement allowance Expected Product Volunteer is insured and medically capable to be deployed (vaccinations) Procedures/policies ensuring adequate working conditions Needed visa issued Subsistence/resettle ment instalments and receipts

24 BREAK!

25 III. Volunteering Management Cycle Deployment. 1. Do you use/have volunteering contracts? 2. Does it include confidentiality and data protection elements? 3. Is there a code of conduct and/or integrity policy in your organisation? Deployment (16, 17) Regulation Action Steps to follow Expected Product Arts. 16, 17 and 18 IR Art 14.5 R 375/2014 Art. 17 DR Sign deployment contract establishing all terms, rights and obligations (at least minimum elements described in the regulation) Ensure integrity policy and code of conduct SO/HO confirm candidate s eligibility SO enters volunteer s data in the database SO defines contract terms in close consultation with HO. SO/vol: Sign the contract before departure Informs ECHO in the country of deployment HO: In-country complete briefing Volunteer s return (as scheduled, or prematurely in case of gross misconduct) Deployment contract signed by the volunteer and SO Integrity policy and code of conduct documents In-country briefing and debriefing plan

26 III. Volunteering Management Cycle Monitoring and evaluation. 1. Do you have templates for volunteers monitoring? 2. Do you receive and incorporate their feedback? 3. Have you ever experienced a premature return due to poor performance of the volunteer? Monitoring and evaluation (3, 13, 18) Regulation Arts. 19, 23 and 31 IR Art. 7 R 375/2014 Art. 6 DR Action Supervision and performance management Monitoring and evaluation of individual performance Provide debriefing and information on opportunities to keep engaged Professional recognition of the volunteer Steps to follow SO/HO: Develop a performance management system. Ongoing monitoring SO/HO/Volunteer: Define objectives Periodical meetings volunteer/line manager HO HO/SO/Vol: Joint mid-term/final performance review. L&D plan updating HO and SO provides debriefing HO gives SO feedback on the review SO/HO: Provide data about the volunteer s contribution to the objectives Volunteers give constructive feedback Expected Product Performance management procedure Post apprenticeship review records Mid-term and/or final incountry performance review Review s records (anonymous data available) Debriefing session/s and medical check Certificate for professional recognition

27 III. Volunteering Management Cycle Communication and visibility. Communication and awareness (3) 1. Does your organisation have one or several communications plan? Does it work? 2. Do you know the Stories from the field section in the EUAV Platform? 3. Do you think there are opportunities within your organisation for volunteers to keep engaged in HA and active citizenship after deployment? Regulation Art. 7 DR EUAV Commun ication Plan Action External communications work to publicise the initiative Publicise and promote engagement with the EUAV network Promote social recognition activities for the volunteers Communicate volunteers their possibility of keeping engaged in HA and active citizenship initiatives Steps to follow SO and HO assume the Communication plan to be implemented during the project SO/HO: Brief volunteers on their communication and visibility duties (e.g. EUAV Platform) Throughout deployment the volunteers carry out visibility activities. Post-deployment volunteers social recognition and encouragement to keep engaged Expected Product Communication plan is implemented by SO, HO and volunteers Contributions to the EUAV Platform Social media actions Social recognition events

28 LET S PUT IT INTO PRACTICE!

29 Thank you Mulțumesc WEBMINAR VOLUNTEER MANAGEMENT köszönöm Hvala Merci Grazie благодаря Gracias