Senior EU Aid Volunteer, Volunteer Coordination and Management, 8 months, Nepal

— 1 positions
Deployment dates: 


Volunteers Initiative Nepal (VIN), founded in 2005, is a non-profit, non-government, non- political and secular organization working for the most marginalized communities of Nepal using a holistic community development approach.

This volunteering position will take place in grassroots organization developing mainly local development and humanitarian aid projects. It is expected from the volunteer to be autonomous and able to take initiatives to support the hosting organization and local community in the development of their projects and activities.

This position will allow to promote national volunteering for local and national youngsters. Indeed, the concept of volunteering is not popularly develop in Nepal. VIN wants to promote and develop the concept of it among local people through this volunteer which is also the objective of EU. This volunteer will also support the volunteering management coordinator. He will be involving practically with volunteer management team and teach to the local staff. The volunteer will work closely with the director/volunteer manager of the organisation and local team to support the organizational, technical and operational capacity of the hosting organization to work and update the volunteering processes. Furthermore, the objective is to organize capacity building activities that target local staff members, volunteers and vulnerable communities.

The main areas include the support in strengthening volunteer management at the organisation to improve service delivery at community level, using results of an independent study carried out by previous EUAVs and other.

The specific focus will be refined based on the technical expertise and experience of the volunteer.

The volunteer will be based at VIN‘s head office in Kathmandu, with frequent travel required to VIN‘s project sites in Nepal (e.g. Kathmandu, Okhaldhunga and Nuwakot districts.)


VIN is working in the rural area of Nepal. It mobilizes its volunteers in those areas to achieve its goal. Volunteers will be working closely with the volunteers in those areas. Travelling via bus to reach Kathmandu from Tarakeshwor takes around 1 hour. Tarakeshwor and Okharpawa are simple rural communities and have only basic facilities. Volunteer needs to travel to Okhaldhunga to support other volunteers which is 250 km from Kathmandu and takes 8 hrs by bus, mountainous site.

Each volunteer is received from the airport by VIN’s staff and brought to its hostel. VIN provides full on arrival training that lasts a minimum of a week. Most of the people speak Nepali in the working community, so the volunteers need to learn some survival Nepali. VIN provides volunteers with Nepali language classes with professional language teachers to help prepare them. They are prepared culturally to fit in with the local context. VIN covers health and safety briefings, cultural classes, the local working context, working community visits and one to one information/orientation with mentor and program officers during on arrival training.
The volunteers are given the emergency contact details of staffs, hospitals and other necessary information on the first week of their arrival. VIN is available 24 hours for volunteers in need.
The hosting organization will share before and at the very beginning of the project security briefing and a security management plan with all healthy and safety rules to follow.

Promoting national volunteering

The volunteer will promote national volunteering for local and national youngsters. He / she will promote and develop the concept of it among local people and will also support the volunteering management coordinator to update the tools and practices of volunteering management.

Volunteer needs and opportunities identification

Under guidance from the Director/volunteer manager, the volunteer should assist the management and field staff in the identification of needs for volunteers, scheduling of incoming volunteers, and planning of tasks for volunteers (e.g. to ensure continuity, coherence and sustainability of programmes and projects), as well as assist the organisation in active identification of needs and opportunities and selection process.

Volunteer preparation

Assist in update of materials for volunteers, as well as communication with volunteers prior to their projects, to facilitate their preparation for activities, manage expectations.

Planning and coordination tools

Assist in development of tools to ensure timely and relevant planning and coordination of activities, including support in the tasks definition as well as promote coherence, continuity and sustainability of projects (e.g. volunteer work plans with indicators, event calendars, diaries, community testimonials, feed-back mechanisms, hand-over of media content created, exit-evaluation notes, project hand-over notes, and etc.).

Volunteer mentoring

Assist in mentoring and accompanying of volunteers, as well as community preparation, including, identifying availability of and access to alternative support networks (former volunteers, mentors, host families, and etc.);

Social activities

Support the organization of meetings and social activities for volunteers, community and staff, to encourage timely feedback, socialisation, coordination of work, and management of expectations;

Feedback analysis

Ensure timely and regular collection, analysis and follow-up of feedback from volunteers, and advise on and support proper collection and analysis of data.
Ensure that lessons learnt, feedback from community and volunteers, good practice from VIN projects and programmes, as well as outputs and products are compiled, distributed, and used further to improve future planning, programming and implementation;

Community outreach

Together with Communication Officer at VIN, design and implement outreach activities and materials for local communities, to promote local volunteering;

Capacity building

Provide capacity building (training, skills development activities) to local team on volunteer management, coordination, mentoring and support;

Documentation updates

Support in the review, development, and regular update of existing documents of volunteering management.

Networking and partnerships

Support in the development of networks and partnerships with the local and international volunteer community;

Volunteer induction

Assist in induction training of volunteers, as well as training volunteers on work with communities, and etc.


Required competences

- Skills and ability to analyse human resources and volunteer management processes and procedures.

- Experience in Volunteer Management and Coordination.

- Experience in development sector is highly desirable.

- Skills in training and developing staff.

- Autonomy, self-iniative, resilience, flexibility and adaptation.

- Oral and written fluency in English.

- Excellent written and oral communication skills.

- Ability to work independently and as a team member.

- Ability to work effectively in multi-cultural environments.

- Positive attitude.

Selection criteria
Applications are made directly within the sending organisation, please check out the how to apply section.

The candidate for EU Aid Volunteers must be a citizen of the EU or a third country national who is a long-term resident in an EU Member State, and must have a minimum age of 18 years.

The selection will be done without any discrimination and based on equal treatment process (same criteria, interviews).

• University degree in Development, Human Resources management, Social Sciences,
• Professional qualifications in human resources management an asset.
• Experience in volunteer management.
• Experience in human resources management and asset.
• Fluent written and spoken English.

Condition of service

- Communication;
- Advocacy and Networking;
- Monitoring and Evaluation, Knowledge Management;
- Human, Financial and Technical Resources Management;
- Team work / management;
- Social skills;
- Working in rural areas;
- Development of multi-cultural competences;
- Learning local language;
- Documentation.

The volunteers will be working 7 hours per day including an hour lunch break. (30-35 hrs per week). They will get 2 days extra leave per month. The holidays will be based on Nepali calendar. Some flexibility may be asked to implement some activities during the evening or the weekend if it is necessary.
The volunteers will have to adapt and to be flexible regarding the local working and living environment that is very different from the European one.
They will be staying in a sharing flat/house with basic living condition. There will be a common kitchen for the volunteers who are staying in the same flat. They are responsible to prepare their meal themselves. They can buy rice, potatoes, vegetables, eggs, chicken etc. or other ingredients from the local grocery. There is no supermarket available in the community, need to travel at least one hour from accommodation by bus to get supermarket. They can also collect in the weekends if needed. Rice, lentil soup, vegetables and pickle is the main common food in Nepal.
The living facilities are simple and basic. A simple room is provided to the volunteer which can be locked. They can hand wash their clothes or give to laundry in the weekends in the city. Male and female volunteers will be staying in the same flat.
There will be treated drinking water in the kitchen but not at the work place, so they are requested to bring a re-fillable water bottle. The volunteer will work in VIN head office in North-Western Kathmandu (Naya Bazaar area). The office is easily accessible by transport, with good wifi connection. It is a multi-storey building and the whole building is used by VIN. Meeting rooms are available for meetings and trainings. There is no computer available in the office, it is therefore suggested that the volunteer brings his/her own laptop. Printing facilities are available. The office building is surrounded by a garden that can be used for breaks or lunch.

A monthly Subsistence Lump Sum (334.66 per month), will be paid to the volunteer to cover subsistence (food, any other personal items) in addition to a local transportation reimbursement (up to 40€ per month).
In addition, after the return, 100€ of post deployment resettlement allowance per month of deployment done, will be foreseen.
Accommodation with locked individual room will be provided by the hosting organization.
Visa fees, insurance and international travel (1 round trip ticket) will be covered directly by sending organization.

Selection process

The candidate has to send the following documents to on 26/05/2019 at the latest:
- his/her application form SuD HAV 2.
- his/her self assessment questionnaire.
- his/her CV in Europass format.

At the end of May / beginning of June: the candidates interviewed will know if they are selected to participate to the pre-departure training.
In June 2019: The pre-selected candidates will participate to an online training.
In July 2019: The pre-selected candidates will participate to a face-to-face training (12 days).
The final selection will be done after the pre-departure trainings at the beginning of August 2019.

Skype interview with the sending and hosting organizations in June 2019.

Important notice: additional candidates may be shortlisted for a single position
and proposed for the EU Aid Volunteers training. This is to ensure that for each
position, substitute volunteers may be chosen to replace the candidate in case
he or she resigns or is no longer available. Where more than one candidate has
been shortlisted for a single position, final selection takes places following the

Date of training
Compulsory online training in June and face-to-face training with EC training provider from the 30th of June to the 14th of July 2019
Apprenticeship Placement
Pre-deployment preparation and induction
Pre-departure training with sending organization from 2nd to 6th of September 2019
September 2019 to end of April 2020
Post-deployment activities
Spring 2020
Self assessment questionnaire
File SAQ Nepal