The VOLUNTEER A guide for Organisations and Volunteers
Emmanuel Kivanyuma Waiswa
Contents Part 1:
The Organisation Project Based Assessment Volunteer Roles Recruitment Strategy
Part 2: Part 3:
The Volunteer The Value in Volunteer Work What to Consider before Volunteering
The Volunteer Coordinator Skills required
Acknowledgement
5 -10 10-12 12
This guide was developed by Emmanuel Waiswa but would not have been possible without the full support of Active Youth Africa and colleagues like Bright Mugabe whose contributions to this guide goes beyond meets mention. In Particular i want to express gratitude to AIESEC Uganda and all former Exchange Participants - mentioned and not mentioned alike for all the valuable inputs. Copies of this guide can be accessed free of charge upon request , please forward all your requests to activeyouthafrica@gmail.com. Photos used in this guide are and remain copy rights of Active Youth Africa unless where indicated and in that case the owner retains the rights to the photo.
LIEKE TOONEN ( Fomer AIESEC Volunteer in Uganda)
Active Youth Africa P.0.Box 232 , Iganga / Uganda Contact: + 256 77 4 17 89 68 Email: activeyouthafrica@gmail.com Web: www.activeyouthafrica.org
About this Guide The Purpose of this guide is to offer a reference for organissations running and those planning to start volunteer programmes. The guide will offer a clear understanding of how to effectively work with volunteers as as a cost effective way to organisational performance. The guide supplements the exisiting stock of information on volunteer work and so it is not to be read from cover to cover but rather a few topics can be read depending on the need. This guide is based on my experience as a volunteer in Africa and Europe but also as a volunteer coordinator at AIESEC ( The largest youth led organisation in the world) and a country contact person for the FK Youth Exchnage Program a partnership between AIESEC Norway , FK Norway and AIESEC Uganda.
Who may Use this Guide The guide has been designed to enable individuals and organisations managing volunteer based projects as well as those intending to start hosting volunteers (local and international ). The guide can be used by variety of users including the participants as well. This is a reference point and not every thing in this guide may directly apply to every situation and so it is every user’s responsibility to scale it down to your realities.
How to Use this Guide The Guide is divided into three main parts , Part One focuses on the essential considerations for the Organisation, Part Two practically focuses on what the individuals / potential volunteers should put into consideration and lastly Part Three offers additonal areas of concern but with a partcular focus on the program coordinators. Effort has been invested in gathering take way tools and throught the guide , credible sources have been citied to enable the user look for more information. Important resources, comments have been highlighted in boxes and also with diagrams and illustrations where possible.
Introduction About Volunteering The World over , millions of individuals , groups among other social categories get involved in volunteering, while as their aims differ they all share one thing in common and thats the fact that they devote , time and skills towards a cause and or delivering the main goal of an Organisation or Company. The Concept of volunteerism is not an easy one given the diversity of meanings that are held by different individuals and so is the concept of who a volunteer is, it has been hard to define the word and this has tempted many to define the doctrine in many ways, the burden should never be on defining volunteerism or a volunteer but rather looking for the required signs for an activity to be labeled a volunteer activity. Lets take an example of a board of advisors to a youth Organisation in a community form a big volunteers camp, student interns who take internships in pursuit for academic execellence , there is a common practice in the legal world of lawyers offering free litigation under the concept of pro bono publico work, this too is voluntary work / service as many might want to call it . ‘‘Some popular new vocabulary includes civic engagement, community assets and social entrepreneurship. Many also prefer the term community service, although that gets confused with alternative sentencing of offenders! Volunteers participate in volunteer - involving Organisations and these too are heterogenic interms of size , management and more less speciality” (Suzan Ellis - President of Energize Inc and founder of the Everyone Ready learning community) She continues to argue that ‘‘ Talking about community service brings up another twist to how the word “volunteer” is sometimes used for what is also called mandated service. This can include court-ordered service, or requiring students to do a certain number of hours of service as a prerequisite for graduation, or tying service to unemployment or public assistance benefits. There’s lots of controversy about all of this and many do not like to apply the label “volunteer” to these sorts of programs. But the fact remains that all of these activities share more in common with community volunteers than differences. Mandated participants do not go on the organization’s payroll; they need tasks designed for their varied skills; they come and go on limited schedules; they need orientation. And here’s something that may surprise you: over time, it’s clear that a percentage of people who start in service because they were required to do so, end up remaining in service long after their stipulated time is up. So mandated service can introduce all sorts of folks to the benefits of traditional volunteering’’. The underlying principle in all what the above categories of persons are doing is free service towards a community that needs it and this community could be an education insitution , a faith Organisation as an Usher or even campiagning for a politican as many do in the United States preseidential and other campaigns.
Online - Volunteering
Why Volunteering
Some times called Virtual Volunteering , Online volunteering is a contemporary form of volunteer activity used to categorise all individuals who complete tasks, in whole or in part, off-site from the organization being assisted, using the Internet and a home, school, telecenter or work computer or other Internet-connected device.
Volunteerism has an intrinsic value to both the volunteers and the Organisations that take up volunteers.
Virtual volunteering is similar to telecommuting, except that, instead of online employees who are paid, these are online volunteers who are not paid, and they are working to benefit a nonprofit organization, school, government program or other not-for-profit entity, as opposed to a for-profit business. Online volunteers can be engaged in anumber of tasks which may include ; ranslating documents, researching subjects, creating web pages, editing or writing proposals, press releases, newsletter articles, etc. Virtual volunteering has been adopted by thousands of nonprofit organizations and other initiatives. There is no organization currently tracking best practices in online volunteering in the USA or worldwide, how many people are engaged in online volunteering, or how many organizations are involving online volunteers, and studies regarding volunteering, such as reports on volunteering trends in the USA, rarely include information about online volunteering (for example, a search of the term virtual volunteering on the Corporation for National Service’s “Volunteering in America” yields no results ( Cravens, Jayne - Spring 2007). The United Nations runs an online volunteering service, formerly a part of NetAid, that allows organizations working in or for the developing world to recruit online volunteers, and does have statistics available regarding numbers of online volunteers and organizations involving such through its service. Several other matching services, such as VolunteerMatch and Idealist, also offer virtual volunteering positions with nonprofit organizations in addition to traditional, on-site volunteering opportunities. VolunteerMatch currently reports that about 5 percent of its active volunteer listings are virtual in nature .
Stephen Hutchison notes that ‘‘ Most community groups would not exist without the work of volunteers. Often the day-to-day work of the organisation and fundraising depends entirely or in part on volunteers. In not-for-profit organisations, this includes the volunteer members of the management committee who are not paid for accepting their roles’’. This demostrates the invaluable power that volunteer work holds making it a should have in all not for profit Organisations. Jacquelyn Smith, a forbes employees listed Volunteerism as a third option for all those caught in the unemployment trap. She notes in her article - Ten Things You Need to Do While Unemployed - ‘‘ Sixty percent of the hiring managers said volunteer work makes you more marketable. “When you volunteer for something, you are telling potential employers something about you as a person,” Teach says. It shows that you are passionate about something and care about helping others—and it demonstrates that money isn’t the most important thing to you, he adds. “When companies are hiring, they are looking not only for people who can get the job done but also for people with character and integrity’’ ( Extracted from http:// www.forbes.com). Jacquelyn’s analogue is not different from what other inviduals and Organisations have voiced on the value of volunteer work and while as they in retrospective advise a careful analysis before taking on volunteers and to consider some of the different advantages of using volunteers as part of a thoughtfully developed plan.
Part 1. The Organisation
( Image Extracted from IFRC programme monitoring and evaluation guide )
Some Practical Organisational Mistakes
The greatest asset an organisation can boost of , are its employees and the level of organisational performance and competitiveness emerge from the same. Volunteers are a familiar feature of the nonprofit landscape and an important ingredient in the success of many organizations. Each year, about sixty-five million Americans volunteer a portion of their time, often to nonprofits. In addition to performing needed services, volunteers frequently bring much-needed energy and enthusiasm to an organization’s mission or cause. But realizing benefits from volunteers doesn’t happen automatically. It requires thoughtful planning and ongoing management. Research suggests that organizations with successful volunteer programs see volunteers as key to achieving their mission, treat them as important members of their team, provide them with flexible work arrangements, offer them regular feedback and support, and recognize their contributions to the organization. In short, they manage their volunteers professionally ( Lee Mizell). There are three things that i found critical to any organisation interested in taking on volunteers and these include; The Gap, do you see a gap in your organisation? , where does it exist and how do you want to fill it. For start ups this is usually easy to identify , yet for bigger organisations you need to take time and look for the gap. Without the gap , taking a volunteer might seem like doing insider CSR ( Corporate Social Responsibility ) and even if that is the goal , try to make sure that the volunteer meets demand some where in the organisation. The Value, Satisfaction emerges from percieved performance. As an Organisation which value do want to claim from hosting a volunteer? For many AIESEC partners taking on volunteers they are convinced that an international talent brings in new and global perspectives that might not have existed prior. Well even for local volunteers they also drive change in many ways and hosting them might seem cost effective and faster integration is another benefit. Either way - the Organisation must have some percived value to obtain and until then the cost benefit analysis becomes hard to determine. The Cost, Some Organisations tend to overlook the issue of costs when debating the need for volunteers. Volunteers are not free labor and the organisation has to consider a number of costs to be incured while hosting the volunteer. Imagine you devote a personal computer or workspace to a volunteer , you will have to pay for the related bills of power and internet if available. What if the volunteer is from another country and you have to pick them up from the airport , pay their VISA fees and extension where applicable. Remember that the volunteer will soon be part of your employees and might have to attain some benefits which might mean money to the organisation. Once you find that you cannot host a volunteer given the costs involved , try looking for exchange programs that are funded and partner with another institution or source for volunteers who can afford. This Part of the guide is aimed at preparing the Organisation, making sure that the three issues of the Gap , Value and Cost are addressed in an interlinked manner. I shall present different stages that the Organisation should go through to better prepare itself to reap the benefits of a volunteer Program. This part will enable the Organisation answer the questions of Why , Whom , How and What.
• • • • • • •
Volunteers Join Organisations with the Purpose of Learning and Advancing the Purpose and Objectives of the Organisation. Its the Role of the hosting Organisation to make sure that the work given to the Volunteers addresses their learning needs and not making them a manual supplement to the Organisation to offload full time paid staff of their work.
1.2 Undertaking a Project Based Assessment There are no short cuts to volunteer benefits, it has to be planned from the onset. The only best way to make sure you are prepared to take on a volunteer is determining whether your Organisation has that kind of need and where the need exists. This could come from consulting different departments and seeking their opinion on whether there is a gap that a volunteer can fill. This is a very critical stage of any volunteer program proposition and shoul never be taken lightly. The Organisation’s expectations have be cleared on why the volunteer program is being adopted. The process is not a one time action and should also be revisited to enable the Organisation make evidance based decissions before taking on a new volunteer or retaining a current volunteer. The assessment also enables the Organisation to understand * what kind of roles are suitable for the volunteers * who will support the volunteers and be in charge of the program * what resources are needed such as a desk, phone or computer/ any other financial resources to cover reimbursements for travel expenses and if you have appropriate insurance cover including volunteer personal accident and/or liability insurance.
Thinking that a volunteer is manual Labor Some Organisations tend not to seek volunteer contribution in meetings Thinking that everyone at the Organisation can be incharge of volunteers Not having a job description for the volunteer Absence of a complaint and feedback procedure communication Lack of attention to cross cultural differences amongst volunteers as well Gender insensitivity and bais
Volunteer program Organisations like AIESEC among other require all volunteer host organisations to fill out a questionnaire that seeks information about the organisation, the need for volunteers and other related information. Such requirement can only be better utilised if the organisation has already undertaken a self assessment and determined the need for volunteers. The Project based assessment tool is developed from the stages of a project / program cycle as illustrated in Diagram 1.2.1 and the tool explained using the questionaire illustrated in Table 1.2.2. The Tool enables the Organisation based on the stages therein to clearly come to terms with the three critical elements mentioned before; The Gap ; By enabling the Organisation determine at which stage they will need and require the volunteers and if necessary what exactly their roles and responsibilities shall be. The Value; By enabling the Organisation determine the work the volunnteers will offset the rest of the staff and how their lessons shall inform evidance based decission making in future. The Cost; By enabling the Organisation clearly determine which costs they will incur and on what, it also enables the budgeting process including those costs that might accure to hosting the volunteer. NOTE: This tool is not exhausting of all areas of concern that the Organisation should consider at the assessment stage but rather offers stepping stones which could make the outomes more evidance based.
Diagram 1.2.1 Project / programme Cycle
Table 1.2.2 Project based assessment questionaire Stage Possible areas of Consideration / Questions to ask Initial Assessment Is the Organization ready to take on volunteers and how many for this particular project?
Will there be any funding to offset some costs from the volunteers? Which costs will the volunteers meet? Is there any one on the project who will be in charge of volunteers? What is their experience with working with volunteers?
Planning
What will be the role of volunteers in baseline surveys?
If volunteers are to participate will they need a translator? Include volunteer costs in the project budget if any T Where will the volunteers come from? What is the recruitment strategy? Is there any risks associated with taking on volunteers for this project?
Implementation and Evaluation
Basic Explanation Determine if you need volunteers and come up with a number required and any other specifications like skills , duration etc. Do you have any sources of funding that could cover may be VISA costs, Accommodation, if yes determine the source and if no start considering options. Be specific on which costs the volunteers will have to incur by themselves while at the Organization Everyone cannot be in charge of volunteers , there must be some ne who will pick them up , induct them and walk them about the premises Does this person have the experience and or interest in that kind of work? Do not put a person who is very busy and always travelling to manage volunteers. The risk is high. This is work that might require expertise but you can involve volunteers after training them and making sure they understand the tools being used or else they will be mocked by the respondents if any. International and local volunteers may not speak the local languages in the target area, source someone to help them or else you will waste time. his helps to determine the actual cost of the project and will reduce on last minute additions and diversion of funds. Volunteers are not easy to come by especially if looking for a specific skills, country and or gender. Consult those who have acquired volunteers before and how they did it , Visit the Internet. Medical Projects require precaution, at times if the area is affected by war be concerned about the lives and safety of volunteers. In Uganda where certain sexual orientation may not be welcome – try to determine the effect early enough etc .
Will you have mid-term evaluations and how will volunteers be involved?
Draw job descriptions for volunteers and train them in the monitoring tools beforehand if you intend to engage them.
Will the volunteer experiences be part of the final report?
Establish ways of gathering and documenting volunteer experiences.
TIP ON WRITING A VOLUNTEER JOB DESCRIPTION Many people are willing to help out, if they feel that their contributions will be well used and useful. By developing a clear job description for involving volunteers, you will be better able to tap into this rich resource ( Extracted from http://ctb.ku.edu )
1.3.1 : Volunteer Job Description template About The Organisation List all the information regarding the Organisation profile - its background , purpose , vision and mission of the Organisation.
( Retrieved from the AIESEC website - www.aiesec.org ) 1.3 Developing volunteer roles and responsibilities Now that you agree on the need for volunteers in your Organisation determined according to the project based assessment tool, it is time to write up exactly what you came up with as a possible job description for the volunteer. The job description is more less a contract between the potential volunteer and the Organisation. The job decsription reduces the number of times the volunteer will have to rotate in their seat uncertain of what they will do in the next minutes and or the following day. Having a job description helps the volunteer to do a self assessment to determine their suitability for the position.
Part One : Position Title
reports to if any ∞ ∞ L the volunteer will be performing and their frequency
Part Two :
Part Three :
∞ Detail the required skills that the volunteer might require in performing the role ∞ If there is need for the volunteer to have
A job decsription shows how prepared the Organisation is to recieve the volunteer and sparks a simple light element of professionalism about the Organisation in the volunteer’s mind. The job description may not mention some one time engagements or tasks such as pinning up posters at an Organisation event , participating in a charity walk but for longer assignments , a written description is an excellent way to explain the details to of the taks to potential volunteers. A volunteer job description, much like the description of a paid job, might include the following:
* Organisation profile * Position title if any * Duties / Responsibilities * Qualifications required and prefered * Working Hours * Proposed starting date (and, if applicable, end date) * Working Conditions and benefits ( Internet , Work station desk e.t.c ) * Learning points for the volunteer and performance indicators
A sample volunteer job description is presented on the right. The Organisation retains the right to customise the template according to its needs and the template is just a reference.
, be clear about
preferred Part Four : Part Five :
Part Six :
∞ ∞
Learning Points
incase
accrue
, food ,
– on them
or their lack ∞ What shall the volunteer learn from the
This template has been developed from different sources including; • AIESEC Internship job questionaire • Charity Village Position Description template
1.4
Recruitment Strategy Have a clear strategy on where the volunteers will come from and how they will enter the organisation once selected. if you lack a strategy you will take whoever walks through the door. Some Organisations working with vulnerable groups of children , the eldery and the sick tend to often lack clarity on whom they need as a volunteer such lack of clarity not only puts the organisation at risk but the volunteer will equally be at risk for not knowing what to do. Be open and always echo the required qualifications , duration , experience if any and screen volunteers just as you would potential paid staff. Let every rule of recruitment be considered and respected right from application process, Interviews and try to give detail and cross check references and any requested endorsements.
What to Consider Means of Contact , How you will contact the volunteers, it is common practice to wait yet there is no harm for the organisation to ask individuals who are capable to step forward , When approaching prospective volunteers, remember that a personal touch works best. Individuals are more likely to volunteer if they are asked by someone they know. In fact, your current volunteers may be your best recruiters. A study by the Urban Institute, “Volunteer Management Practices and Retention of Volunteers,” found that “enlisting volunteers as ‘spokespersons’...implies a level of trust in these participants, evidence of both a supportive organizational culture and confidence that provides a worthwhile experience to volunteers.” Utilise online volunteer pages like Volunteer Match , contact volunteer Organisations depending on your need. Application Procedure and requirements, communicate how the potential applicant should respond and all required documents which could include - criminal record checks (especially if volunteers are working with vulnerable people), health checks if any and any endorsements. Responsible Organisation Personel, appoint some one in the organisation to be responsible for the process and make sure this person has the required expertise , time and passion for volunteer work. Selection guidelines , Have some no negotiable terms , if the organisation has some code of conduct to be respected and adhered to , make it a point to communicate such registry. Equal Opportunities , It is out of respect for diversity that you should pay close attention to all categories of individuals and give every one chance to apply at the end the best person ot the most suitable shall emerge.
Equal Opportunities , Unless there is clear positive discrimination , try as much as possible to reach out to all potential volunteers who meet the demands of the job regardlesss of notions of color , gender , race and or religion depending on the organisation type and profile.
1.5
Promotion strategy , Promote your opportunities using a number of social networks , word of mouth and always try to update the opportunities depending on which ones are still available and this will save you the amount of emails , phone calls and walk ins. Include all the vital information about the Organisation and the job to be done. Respond on time , Organisations like AIESEC that are present in 113 countries means that volunteers who are usually AIESEC exchange students have a choice in more than 100 countries and every country should make sure they respond to all inquiries on time to increase on possible realisations. Even when a volunteer applicant doesnot meet the requiremnts , write to them informing them of events and always do it with respect and offer alternatives and may be future considerations. Make it an effort to streamline communcation by having an organisational email , have some templates to support those working on the program. AIESEC international forexample once in a while sends email templates to better align communication between the exchange program applicants and the program coordinators in the respective entities
‘‘ Whether
you seek out volunteers or volunteers come to you, take the time to ensure that their interests, motivations, skills, and time fit your organization’s needs. Volunteers are more likely to stick with tasks they find interesting; nonprofits are more likely to benefit when volunteers engage in tasks that add value’’. Extracted from Lee Mizell - From The Heart ( Managing and Valuing Volunteers )
Selection Process
Hosting a volunteer can be a risky venture as volunteers will soon be representing the Organisation at many levels and shall be working with paid staff , this means that you have to invest alot of time in screening all applications recieved and select those you would love to interview and find out more about their suitability for the role. An Interview might seem odd especially considering that potential volunteers already have the passion and willingness to devote time and resources but donot come cheap. An interview window shall offer you the chance to know the applicants better and also to help them clear their expectations early enough. Stephen Hutchison advises that ‘‘ before accepting an applicant as a volunteer, it is a good idea to talk to their referees’’ while this might not so much a necessity , it might offer you incredible information that you might have missed in the interview. One’s background might follow them wherever they end up , if good - the organisation shall have attained a resource and incase not so good - evaluate the options and move on . If you decide that someone is not suitable, you should thank them for applying and let them know in writing why they are not being accepted this time.
SELECTION TIPS Choose a time and medium favorable for both the volunteer and the one conducting the reviews and selections. Have a list of questions for the volunteer already set inorder to make it structured , donot want the volunteer to feel its not organised as this might spark the wrong message. Try to clear the volunteer’s expectations Often time ,international young students think they can change the world through taking a voluntary placement abroad , make sure you help them set the right expectations. Look for more than the job requirements , let the volunteer do much of the talking and be polite and respectly on mistakes and ignorance about a few things especially for international applicants. If choose online , make sure your connection is good not to miss out on important information which might make the decission easy
When selecting , try to pay close attention on the match between your organizational structure and a volunteer’s personality. While at AIESEC i interviewed several exchange students who matched well with the job requirements but scored Donot get so personal with the volunteer very low on personality match. A job is not just what one does even if you share interests - there will be time - at times its who they are , certain personalities donot just to chat about all that once they are selected add up to the challenges at hand no matter the qualifications. put the organisation interests first. Self - starters who thrieve comfortably under flexible work sites with minimal supervision may not fit well in large hierarchical organisations that require more supervision. Working in a data room requires patience , trust and above all concern for every detail - when looking for volunteers to work in such delicate environments , look for those who might have to enjoy that kind of life. Donot leave the selection to one person as they might miss out on the vital information especially if working with many applicants.
Donot announce your decission immediately however excited or disappointed you feel promise to get back with results and mention when. You might hire of fire based on mood. Lastly enjoy the moment - let the volunteer enjoy the moment as you do the same.
1.6 Orientation and Induction Before a new volunteer begins with which ever role you selected them form , the organisation contact person should ensure that they feel welcome and help them to gain a fresh man’s /woman’s understanding of all parts of the organisation. This process is known as orientation , this process entails a number of activities including - introducing the volunteer to other staff, letting them know who they will be working with, showing them through the office, and providing more information about the organisation and their role. Incase it is an international volunteer try to arrange an airport pick up for them or have some one pick them up from the airport , this shows that you are expecting the volunteer and that you value their presence. See if you can fit such costs in the budget or let the volunteer choose from available options. In the first few weeks or so after the new volunteer has started work, one or more staff members can help them develop the skills they will need to do their job. Depending on their role, the new volunteer will probably need to work closely with someone until they are confident in what they are doing. Written policies and procedures are also helpful, especially later when they may be working alone. Set expectations with the volunteer and let them hear your expectations and yours , this will avert misunderstandings on who is doing what. Cultural Integration, support the new volunteer to integrate with the cultural structure by educating them on acceptable behavior and also telling them about the histroy incase it is a foreign country.
1.7 Rewards and Recognition Volunteers dedicate their valuable time and financial resources and it pays to make them feel honoured , make it a point to recognize and or reward contributions through newsletters, annual reports, and old-fashioned thank-you notes. Don’t underestimate the importance of recognition as a motivator. Consider offering service awards or framed certificates to your best volunteers. If you use volunteers for short-term assignments that come up periodically, be sure to keep in touch, let them know you appreciated their involvement, and that you look forward to seeing them next time. Always remember that one satisfied volunteer will recommend your Organisation five more. Another way to make volunteering “pay” is to choose the right words to describe your volunteers (e.g., board member, advisor, mentor). One of the things you can do to show your appreciation for your volunteers is to give them titles that mean something. It all adds up. Research suggests that organizations that implement recognition programs are better at retaining volunteers than those that do not.
1.8 Performance review Organisations recruit volunteers with a purpose and have to always track their performance. The review should reveal how well volunteers are meeting their goals, as well as how well their work is helping to fulfill the agency mission. Often, volunteers (like paid staff) are evaluated every six months or year. An important part of the process is self-evaluation by the volunteer to assess how they are meeting their personal goals. The evaluation should enable the Organisation determine which support volunteers need to work more effectively. Find if there are other programs or projects at the organization that volunteers would like to take part in. A self-evaluation is often forgotten by supervisors, but is often enormously helpful in increasing volunteer productivity.
RELATIONAL ASPECTS Cost Structure ; Be clear on all costs and who pays which costs - make sure that the volunteers understand all related costs forexample incase there is a participation fee make it known to the potential volunteer and be consistent. Incase the volunteer has to pay for accomodation , airport pick up and any other costs make sure they have been informed. Legal Concerns , for International volunteers try to gather information concerning immgration laws and VISA requirments - try to support the volunteer at all stages of their VISA application and send all the documents that might be required by the respective embassy on time ( these could include - Invitation letter , Confirmation of Selection , Organisation profile and tax declaration among other things ). Also register all foreign volunteers at their respective embassies incase an emergency occurs - evacuation can be arranged. incase the volunteer has to pay any taxes make sure they do so and support them in processing everything. Try to gather all the required legal processes before you choose to host a volunteer. Health and Safety , make sure that all international and local volunteers have health insurance either covered by themselves or by the Organisation incase the budget allows. Also encourage volunteers to take all vaccinations that might be required plus any other medications they might need. For tropical countries the focus on malaria , Yellow fever requires all international volunteers to be on alert and take precaution. Housing and Welfare , Incase the Organisation offers to provide accomodation - quality should be considered and make sure the volunteers feel safe , the same applies to volunteers having to pay , the organisation should help them look for decent accomodation inorder not to risk the volunteers lives. Crisis Management and Conflict Resolution , Anything can happen while at work , walking home and or travelling around the country , the Organisation should have a means to reducing the damage such incidents might cause. Some Organisations require all volunteers to sign idmenity forms inorder to waive the liability from the Organisation incase of a crisis. Many AIESEC entities use this procedure. All complaints have to handled on time and let the volunteer know all available avenues to resolving any conflicts , this might include sexual harrassment reporting guidelines among others. Guidelines and Policies , Establish volunteer guidelines and make sure there are policies governing the program , AIESEC has the Exchange Program Policies ( XPP ) which stipulate the rights and responsibilities of every party in the exchange program , FK Norway has a code of conduct for all participants in the FK youth program and others. Introduce the volunteers to all available policies and help them integrate quickly - some Organisations like Save the Children have Child Protection Policies to which every staff must adhere to. Sexual harassment Policies , Gender Policies like the one at Plan International all need to be communicated to the volunteer upon arrival - in so doing the volunteer is protected and so is the Organisation. Performance reviews , Rewards and Recoginition should also be considered.
Part 2 . The Volunteer Do volunteers provide value that employees simply can’t match, or is volunteering an excuse for cheap labour? Although traditionally associated with charities and voluntary groups, volunteers are now generally accepted in any not-for-profit setting. With the increase in employer supported volunteering, the term ‘volunteers’ is now also accepted in the private or corporate sector ( Barbara Regnier ). Volunteers can committed individuals who devote their time , effort as well as financial resources to service to humanity. Volunteers can use their identity , Incomes and Influence to participate in volunteer work. The work that volunteers do is above the survival and success levels of life and it represents service to others in its own right.
( Photo : Lene, Ingvild and Maren Norwegian FK Project participants exchnaged to Uganda 2012 ).
TIP FOR POTENTIAL VOLUNTEERS These three things are very crucial in volunteering ;
Purpose , The Pleasure and the Pay off
Some times try to find a balance in your choice to volunteer based on the above - try to find a purpose to volunteer , Seek to enjoy but in the end make sure that your time pays off. This doesnot have to be a rule of thumb but try considering every aspect in detail. One might affect the other, having pleasure might cost you the pay off and you might feel like you wasted time.
2.1
The Value in Volunteer Work
Our days are numbered , hours so crowded yet alot to do , day by day we find ourselves entangled in demanding tasks that finding time to volunteer becomes a challenge. However, the benefits of volunteering are enormous to you, your family, and your community. The right match can help you find friends, reach out to the community, learn new skills, and even advance your career. Volunteering can also help protect your mental and physical health. In this section i will try to enlist some of the benefits of taking a volunteer placement; Personal and Career Growth , volunteering is the best life skills teacher you can get. Volunteering can offer a boost in your skill set , Volunteering can provide a healthy boost to your self-confidence, self-esteem, and life satisfaction. You are doing good for others and the community, which provides a natural sense of accomplishment. Your role as a volunteer can also give you a sense of pride and identity. And the better you feel about yourself, the more likely you are to have a positive view of your life and future goals. Volunteering also boosts career option A survey carried out by TimeBank through Reed Executive showed that among 200 of the UK’s leading businesses * 73% of employers would recruit a candidate with volunteering experience over one without * 94% of employers believe that volunteering can add to skills * 94% of employees who volunteered to learn new skills had benefited either by getting their first job, improving their salary, or being promoted. Also, if you are thinking of a career change then volunteering is a perfect way to explore new fields.. It can also enhance your chances of advancing in your current career given the exposure . Lene a Norwegian student of African Studies applied for a Masters in African Studies just 6 months after her volunteer experience through AIESEC Uganda and FK Norway. She notes ‘‘ my time in Uganda informed me of how much i was destined to be an african scholar . Networking , Volunteering can offer a great pathway to meeting new people especially if the posting involves travelling to a new place. When individuals leave home their main fear at times is that they will miss those that are dear and near to their hearts , while interviewing exchange applicants at AIESEC , most applicants answered missing friends as one of the challenges they could face while abroad. This however meets a counter balance of new people and at times most volunteers living outside home slowly start getting attached to their new family and the bond might even grow stronger , which might attract subsquent visits in future to catch up with old friends.
Change your world view , cross boarder volunteering enables participants to change the way they look at the world , chnage their pre concieved ideas about a certain culture , country and or social group . A good number of volunteers have had to face the reality in a country different from their own. i would say that volunteering brings one closer their fears. ‘‘ I washed my clothes by hand (that’s not how we Europeans do it), travelled by boda boda, travelled by matatu with over 20 passengers, travelled with buses that were held together by tape, travelled by buses in which it rained inside too, spend Christmas with a Ugandan family, waved at hundreds of children yelling muzungu byeeeee to me and travelled all over the country. I loved every second of it’’ ( Leonie from the Netherlands - a fomer exchange Participant in Uganda ). Opportunity for training and skills development, Volunteering provides you with development opportunities that are not always possible with paid employment, for example; communication and people skills, organisational and time management skills, planning and budgeting skills. For fresh graduates this is a good opportunity for them to learn how the world of work is and this critical jump from a graduate to an employee is what most fresh graduates lack and their understanding of class concepts and theories can never answer that , but taking a volunteer placement can and goes a long way in supporting them attain the skills that no college offers. The free training offered by the Organisation as part of induction sticks with the volunteer forever. Other benefits of volunteer work include ; Living Cultural Diversity , building links with Organisations , attaining referees among others. ( Photo by: Rosanna Tufo )
2.2
What to Consider Before
Volunteering is an important and enriching experience , it is contribution members of society to help others, ourselves and to keep life running smoothly. But it’s possible to overextend yourself and experience burnout. It always pays to explore options for and against before you enlist for a volunteer program anywhere . While many people desire to volunteer , not everyone always has the time , resources to volunteer, no matter how much they want to, and sometimes the reason is out of their control. Some times one has to juggle between school as well as having to do work without earning yet there are other demands at hand. In this stage i would love to share with you some prospective questions to ask yourself before you take on that unpaid position anywhere. Even when you have all that it takes to volunteer some times it is not easy to choose the best opportunity that will fit and directly address your needs, interests and preferences. Personal Interest and Skills , Making your passion a profession can only be possible if the two mix well . Whether you’re interested in a volunteer position that will fit with your intended field of study, or you want to focus your volunteer efforts on a particular population or cause, you’ll need to consider what your interests are to narrow down your options. There are volunteer opportunities out there for almost any interest area you’ll be able to think of, so take some time to figure out what is motivating you to volunteer in the first place. However, your interests are not what the Organisations are looking for - you will have to match the organisation requirements ,consider that when you’re looking for volunteer work. Look consider what is unique about you and use it as a resource. What is in it for You?, What do you hope to gain from volunteer work? . It always pays to set goals before you enroll for any volunteer opportunity , the lack of clarity on why you are volunteering makes it hard for you to determine the value mid way or after the program. Try to be clear on why you are choosing to take a volunteer role. Qualifying for a role is not enough.Look for why that particular role.
Time , Volunteering will consume alot of time and its advisbale to wait until you know you have the time for some community service. That way, you won’t risk leaving the person or organization you’d be working with in the lurch and in need of a last-minute replacement for you if you choose to leave your position mid-assignment. It’s also important to consider how many hours per day, per week, or per month you have to dedicate to a volunteer job. For International potential volunteers is always good to wait for a certian time of the year when one has enough time - this could be during a summer holiday of winter break. How will volunteering affect my other commitments? Students who are already stretched due to school should look for a time when their school arrangements wonot interfere with their desire to volunteer, parents have to be worried about their children and homes and find a plan on how such dependants will live through the time when you are away. Do I want an ongoing assignment, a short-term assignment, or a one-time assignment? Depending on the organization or individual you’ll be volunteering with, you may have the option of choosing how long you’d like your volunteer work to last. Other assignments may not be so flexible, and require that volunteers stick with that assignment for a specific period of time. Make sure you know what’s expected of you before applying to a volunteer position, as you may want to tailor your search to how much time you’re willing to offer a cause. Do I want to work alone, or with a group? Many professional organizations or church groups organize team volunteer activities for those who need that social dynamic to get them more involved in community service. If you prefer a position with more independence, however, you may want to find a volunteer gig where you’ll be responsible for yourself, whether that’s setting your own schedule or molding the position to fit your interests. Are there any associated expenses, and if so, will I be reimbursed? Volunteer positions are by definition unpaid. There are some positions, however, that will require you to pay for some costs out-of-pocket (transportation expenses, for example). You may get reimbursed for some expenses associated with your volunteer job. Either way, keep tabs on what you spend, as you’ll be eligible for tax breaks come tax season.
( Photo by Mattias Poerting - Exchange Participant from AIESEC Germany )
Part 3 . The Coordinator Any successful volunteer program requires a fast paced volunteer coordinator. A volunteer coordinator is the one that makes sure that every volunteer fits the requirements of the Organisation as well as making sure that volunteer attains what they seek in the program. Throughout my tenure at AIESEC In Uganda i had many encounters with organisations seeking to host volunteers but without that one person incharge of the program. This meant two things; One that every person was incharge of the volunteers , Two that no person had volunteer management as part of their job description and so there was every opportunity for the program not to be successful in the end. If your organization doesn’t already have one, you might consider appointing a volunteer coordinator or director. This person, who often reports to the director, may be a staff member, or could be a volunteer as well. To offset the cost of hiring a new person you might consider recruiting a former volunteer as a coordinator for other volunteers. While as some small organisations which need fewer volunteers, or those whose future is uncertain may find that a volunteer coordinator is unnecessary and so merge the duties with a program coordinator or split among other members of the organization according to the organisation needs and capacity. There is no right for all rather recommendations and each organisation has to tailor this knowledge to its realities. Incase you choose to hire one , their roles should be clearly stated to avert any opportunities for uncertainity. below are some of the typical tasks of a volunteer coordinator: 1. Volunteer Opportunity promotion & Recruits volunteers 2. Communicates with different departments and program coordinators to find out what needs to be done and how much volunteer time is needed to do it 3. Educates staff on the roles and responsibilities of volunteers 4. Interviews and screens potential volunteers 5. Takes charge of volunteer orientation and training 6. Expresses volunteer opinions and ideas to other staff members, and facilitates collaboration between volunteers and paid staff members However , this doesnot mean that other staff members cannot take care of volunteers as well.
3.1 Skills required of a volunteer Coordinator A volunteer program is not less of any other program that an Organisation undertakes , its human resource requirement needs are equally simillar. Try not to look at the volunteer program as another segment of the Organisation but rather as one . When looking for a volunteer Coordinator there are skills you might have to consider and pay close attention to. Such skills include but limited to ; • • • • •
Cross Cultural and multi cultural communication competence Computer and internet usage Online engagement Risk analysis and problem solving Patience and Flexibility
and many more depending on the category of volunteer program ( International or Local ) and the organisation goal .
HOW TO FIRE A VOLUNTEER Sometimes it is very hard to appreciate this side of the equation but truth be told, the counterbalance of hiring is firing. It is not uncommon to have a volunteer who doesnot fit the needs of the Organisation and this could be because the selection process was not that tight or the volunteer said much than their actual measure throughout the selection process. Many times individuals are wary of letting go of unpaid staff since they donot pose a financial burden anyway. But remember that you entered into a contract with the volunteer and once they are not keeping their end it might come to allowing them go. Try as much as possible to gain understanding of why things aren’t working out, change a few things and see if the volunteer can turn into flourish. Trt retraining , job rotation , mentorship Sometimes even the best strategy may not answer the greatest challenge and you might have to ‘‘ get to the bloom’’ and let go of your once beloved volunteer. There are many ways to do this but try to invest alot of time in the process inorder not to tarnish everything about the experience and if possible offer alternatives in a honest and integral way , Use statements that retain respect . You could use statements like; * “I think we have a job better suited to your talents than the one you are doing now.” * “I’m afraid your skills are not suitable for this particular task and the organisation at large . I would advise that you try volunteering somewhere else.” Offer some leads if any. * “We no longer need volunteer help on this project and I’m sorry, we need to let you go.” If done respectively the volunteer will leave confident that if there was chance you would retain them even if you donot see it that way.