VOLUNTEER JOB DESCRIPTION
Volunteer jobs descriptions 1) Trainer Description: • Trainers will participate in the preparation, development and delivery of innovative training sessions aimed at preparing and motivating participants and AFS volunteers. Desired Qualities: • Good communication skills and the ability to motivate others • Experience as a trainer or facilitator desirable • Bilingualism is an asset Availability: • Selected candidates should be able to move around to different training venues. AFS will cover transportation costs. Training sessions are occasional events so hours may vary. 2) Sending Coordinator Description : • The local sending coordinators organize the meetings and interviews with potential AFS candidates and their families • Help the participants to fill out the necessary documents and revise them to be sure that they are clear and complete. • Ensure that, following the interview, the confidential report is written. • Send the completed participant file and the interview report to the AFS office in a timely manner. • Keep a record of the files in order to ensure a follow-up with the participants at a local level. • Make sure that the participant is contacted upon his/her return and is invited to join the local committee. • Assist with all trainings organized for the sending coordinators as well as participate in the local meetings. Skills and Abilities Required : Knowledge of the sending programs offered by AFS and openness to cultural differences Have the skills required to do the interviews , strong listening skills Enjoy meeting new people Availability : • The candidature of participants is held based on a “first come, first served” basis, so it is important that the interviews are done in a timely fashion. The interview may last between 1 and 2 hours, so this position may require an availability of a few hours per week in the fall and winter, depending on the number of applications.
3) Hosting Coordinator Description : • Recruit host families; distribute brochures and hosting kits as requested. • Ensure follow-ups to the information requests of interested families; keep a file with all requests up to date and maintain contact with the AFS office as needed. • Make sure that each potential family is interviewed in person according to the standards of AFS; this function can be delegated to an assistant. • Ensure that each file is completed clearly and quickly and is sent to the national office. • Collaborate with the marketing coordinator for the promotion of the sending campaign. • oParticipate in the preparation of the host families prior to the arrival of the participants and ensure that follow-ups are done throughout the year, as needed. • Ensure that the hosted students and their host families participate in the welcome and orientation activities. • Provide the national office with regular reports on the placement results. • Participate in annual planning and training meetings for hosting volunteers. Skills and Abilities Required : • Past experience as a volunteer, hosting or sending family is preferred. • Self-motivated. Availability : • Between the months of February and July, the hosting campaign requires approximately 5 to 7 hours per week of your time (depending on the number of students to be hosted). The rest of the year, the coordinator may need to recruit temporary or new host families. As needed, they may also participate in follow-ups done with the families. 4) Counsellors Description : • The Local Counselor plays a key role in the formal support that he/she offers to Canadian host families and to foreign students aged 15 to 18 years who are hosted by these families. • The Local Counselor evaluates, supports and counsels families and participants on issues pertaining to intercultural and familial integration, the application of AFS regulations and policies, conflict resolution and communication principles. Description of Tasks and Responsibilities: • Provide professional and human support to foreign students as well as to their host families. • Facilitate communication between host families and foreign participants; encourage conflict resolution. • Maintain contact, a minimum of once per month, with participants as well as occasional contact with host families. According to each case or situation, communication can be done either in person or by telephone. Written reports of contact made on a monthly basis must be submitted to selected persons in charge. • Identify any difficulty that is likely to create a problematic situation and inform the local representative in charge of counselors of measures taken. • Attend annual meetings which may include the AFS training sessions and preparation of host families, the mid-year orientation for families and participants and orientation and preparation for return.
Skills and abilities required: • Openness, empathy and an appreciation for the dynamics of teenagers between 15 and 18 years of age • Professional experience, maturity and credibility so as to be able to counsel host families • Ability to analyze and objectivity • Comfort and ease in multicultural settings • Good verbal and written skills (brief and concise reports are requested) • Diplomacy and confidentiality • Experience working as a volunteer in intercultural settings or in conflict management is an asset Availability: • Monthly contacts: At least 3 hours per month. Additional time may be necessary if conflicts arise. • Trainings/meetings, as required 5) Counsellor Representative Description: • As an AFS volunteer, the local counsellor representative guides, facilitates and supervises the counsellors to ensure the quality of support being provided to each Canadian host family and to each foreign student. • He or she makes sure that each participant and his or her family has a counsellor from the beginning of the hosting arrangement. The supervisor follows-up on the activities of the counsellors and communicates regularly with the director of operations. Description of Tasks and Responsibilities: • Ensure, in collaboration with the AFS office staff, that the counsellors receive the training and support needed to carry out their tasks. • Organize information meetings and follow-ups with the counsellors on his or her committee and share information distributed by AFS staff. • Recruit counsellors, train them and organize the matches between hosting family, student and counsellor. • Inform AFS staff of any difficulties or problematic situations experienced by a participant of a host family. The director of operations will advise the partner country, if necessary. • In a problematic situation (crisis, change in family), help the counsellor to prepare a written report and keep AFS staff up to date on the situation. • Ensure that the counsellors produce monthly counselling reports and send them to AFS staff. Help counsellors prepare these reports if necessary. • During a change of family, promote an impartial environment and support the counsellor in helping the family and the participant. If needed, accompany the counsellor. • Keep the local host coordinator up to date on all situations that could require a change of family so that he or she can initiate a search for a new host family. • Help out with local committee meetings (approximately 8 per year) and with approximately 5 meetings annually including: AFS training for counsellors, orientation and preparation for host families, autumn orientation colloquium, mid-year orientation (families and participants), orientation in preparation for departure
Skills and abilities required: • Solid experience as an AFS counselor • Professional experience, maturity and credibility to support the counsellors, the families and the participants • Openness and empathy toward participants aged 15-18 • Knowledge of the procedures and rules of AFS • Ability to analyze and be objective • Comfort and ease in multicultural settings • Skilled in verbal and written communication (preparation of brief, concise reports) • Diplomacy and confidentiality • Experience in the voluntary sector, intercultural settings, or in conflict resolution would be an asset Availability: • Approximately 4-6 hours per month. Anticipate additional time if a counsellor needs support to manage a problematic situation. • Training/meetings: Approximately 8 committee meetings per year (each lasts about 2 hours) and 5 meetings annually that are each a half day or a full day (evenings or weekends) 6) Local chapter president Description : • The president of the local chapter facilitates and supervises AFS operations in the community. • He or she recruits qualified volunteers to fill positions in the local chapter and ensures that they receive the support needed to carry out their tasks. • He or she communicates regularly with local volunteers and the national office. Description of Tasks and Responsibilities: • Set goals and specify objectives for the community, in conjunction with the local chapter members and the national office. Supervise the implementation, monitoring and evaluation of the work plan. • Recruit qualified volunteers to fill positions in the local chapter. Ensure that responsibilities are equally shared among members and that volunteers receive the support needed to carry out their tasks. • Supervise the performance of each local representative in the community in conjunction with the national office and the national board. • Call, chair and prepare the agenda for each local chapter meeting; one meeting per month which could be replaced by a telephone conference call. • Serve as a resource person for local representatives and members regarding all AFS operations in the community. • Communicate regularly with the national office to exchange information related to local operations and ask for support, if needed. • Share with local volunteers all relevant information coming from the AFS network. • Represent the local chapter at the annual FORUM and AGA meetings.
Skills and abilities required: • Solid experience as a volunteer for AFS Interculture Canada • Leadership skills and ability to delegate • Team spirit • Good organizational skills; ability to analyze and be objective • Networking skills • Team management and facilitation skills • Diplomacy and confidentiality • Good listening skills • Experience in team management, intercultural settings or conflict resolution would be an asset. Availability: • Time required may vary from 5 to 20 hours per month throughout the year, depending on the importance of the chapter and the amount of responsibility delegated to other local volunteers 7) Fundraising mentors Description • You will be matched with a future participant and your role will be to share your ideas, encourage and contact your mentee from time to time, supporting them as they work towards their fundraising goals Skills and Abilities required • Experience in financial as well as fundraising activities • Openness and interest in working with adolescents between 15 and 18 years of age • Diplomacy and confidentiality • Experience in other volunteer activities and/or familiarity with intercultural environments is an asset • Good knowledge of AFS fee structure Availability • Volunteers will be required to make regular contact with participants prior to their departure so as to followup with fundraising activities. 8) Mentors – Intercultural certificate Description : • Volunteers who would be interested in sharing their experience by acting as a mentor and corresponding with the student as they are living and studying abroad • Participate in a preparatory meeting • Contact the participating youth prior to their departure • Establish and maintain correspondence (via E-mail, total of 6 exchanges with the student) with between 1 and 5 youth (depending on your availability) ages 15 to 18 years old. • The reflections written by the youth are focused on the communication, intercultural adaptability and selfawareness which they will experience during their year abroad. The mentors are there to read and comment on these texts, make observations and interact with the youth in order to provide guidance for them as they develop their intercultural skills. Availability: • Minimum of 6 e-mail exchanges with the youth throughout the program (August to June)
9) Airport Assistance Description : • Be present at the airport for the departures and arrivals of participants. The volunteers are there to help the participants with their check-ins, to reassure the families and sometimes to accompany the participants to the bus terminal. Availability : The arrival and departure of students happens at various times throughout the year. 10) Translator Description : Translation of the Host Family applications from French to English Translation and editing of hosted student’s files, generally from English to French Translation of guides and manuals from French to English Skills : Volunteers must have a strong knowledge of written English and French. Previous experience in translation is preferable Availability : Throughout the year as needed 11) Bursary Selection Committee Description : • Reading the applications for the AFS bursary offered to participants who will be going abroad with AFS Interculture Canada. • Review the selection process with the other members of the selection committee. Specifics : • The volunteers must be bilingual (French/English) and be available to attend a meeting at the AFS office in Montreal. Availability: The bursary selection occurs twice a year: mid-November and mid-April. The volunteers must be available weekdays to come to the office for 2-3 meetings at this time. 12) Participate in the Volunteer Bulletin Description : • Participate in putting together the AFS Volunteer Bulletin. • Writing articles, interviews • Editing and correction of text • Translation of articles from French to English or English to French • Past and present participants are encouraged to submit stories about their experience and photos • Publication of AFS events Availability: The bulletin is published 4 times per year in both languages (English and French) and is distributed electronically.
13) School Presentations Description: • Tend to the AFS kiosks and information sessions in high schools. • Present the different programs offered by AFS to the students and respond to their questions. • Specifics : • Need to have a strong knowledge of AFS Sending Programs Availability: The kiosks are held at schools around the country at different times throughout the school year, generally during the lunch hour or evenings. 14) Interviews – participants Description : • Interview potential participants and their families using the interview questionnaire provided by AFS. • Write a report following the interview and send it to the Sending Coordinator. Availability: As needed throughout the year. The volunteers will generally need to travel to the homes of the participants. Interviews typically last between 1 and 2 hours. 15) Interviews – host families Description : • Interview families interested in hosting a foreign student for the year using the interview questionnaire provided by AFS. • Write a report following the interview and send it to the Hosting Coordinator. Availability: As needed from February to July. The volunteers will need to do the interviews at the homes of the families. The interviews typically last between 1 and 2 hours. 16) Facilitators / Trainers Description : • Facilitate camps/orientations for AFS participants, either preparing for their program abroad, or arriving in Canada for their year-long stay. • Prepare and animate the activities for the participants, the workshop material will be provided by AFS Interculture Canada. Availability: As needed according to the hosting and sending realities of the region. Sending: Pre-departure orientations are done in the winter or the spring months Hosting: Orientations take place throughout the year, from September to June
17) Activities Coordinator Description : • Establish the activities for the current year in consultation with the Local Committee members, the hosting and sending families and the participants • Distribute the calendar of activities to the local members, families and participants • Publicize local activities within the committee • Recruit volunteers to help out with the activities as required • Attend local committee meetings Availability: Time required will probably average about 5 hours per month 18) Temporary Host Family Description : • Provide a participant with a short-term place to stay, until a new permanent host family is found. • Availability: As needed throughout the program year (August – July) and for a length of time of a few nights up to a few weeks.