Accommodation & Catering Manager

Role Objective

The Australian Contingent to Poland 2027 is seeking dedicated and enthusiastic team members to help deliver an unforgettable experience for Australian Scouts at the 26th World Scout Jamboree in Gdańsk, Poland.

As Accommodation & Catering Manager, you will be responsible for coordinating all accommodation and catering requirements for the Contingent. This includes securing accommodation for the pre and post-tour phases, working with the Jamboree Organising Committee (JOC) to manage tenting arrangements during the event, and ensuring all members have access to appropriate catering throughout their journey.

This role involves collaborating with key teams to address logistical risks, develop a comprehensive master plan, and accurately forecast accommodation needs and catering costs to ensure a seamless experience for Contingent members.

Key Responsibilities

• Manage the accommodation requirements of the Contingent for the pre, during, and post-event phases

• Work with the Pre-tour and Post-tour Program Managers to identify and secure appropriate accommodation

• Work with the Jamboree Organising Committee (JOC) to determine accommodation requirements for the event, including sourcing and distributing appropriate tents

• Understand cultural and geographic differences between Australia and the countries in which the Contingent will operate and plan accordingly to minimise any impacts

• Collaborate with the Finance and Risk teams to identify and mitigate accommodation-related risks

• Contribute to the development of a detailed master plan containing all accommodation details required for the successful execution of the Contingent

• Manage offsite accommodation during the event, ensuring availability for Contingent members as needed

• Oversee catering arrangements throughout all stages of the event, including pre-event camps, CMT meetups, transit arrangements, and other Contingent-related activities

• Manage dietary requirements, liaising with the JOC where necessary

• Ensure dietary information is shared with the Health & Wellbeing, Admin, and Logistics teams for consideration in forming Units and Patrols

• Communicate food distribution processes to the Contingent, including maps of food hall and dining locations where applicable

• Be available during the event to resolve food-related challenges and ensure all Contingent members are adequately catered for

• Use catering forecasting models to predict and plan for anticipated catering needs

• Work with the Health & Wellbeing Team to accommodate additional needs where possible

• Prepare and regularly review the Accommodation & Catering budget, ensuring value is delivered to Contingent members

• Attend Logistics Team and CMT meetings as required

• Complete any other tasks reasonably required by the Head of Logistics

Key Stakeholders

• Contingent members (youth and adults)

• Parents and guardians of youth members

• Contingent Management Team (CMT)

• International Team Members

• National Support Team

Who We’re Looking For

We’re seeking someone who:

• Is ready to take on a significant time commitment, understanding that even as a volunteer, they will be held accountable for the deliverables of this role

• Has experience working both autonomously and as part of a multi-disciplinary team

• Has advanced communication and people skills

• Can manage time, tasks, and competing priorities effectively

• Works well in a team environment and collaborates with multiple stakeholders

• Can adjust plans as needed and problem-solve effectively

• Is a current member of Scouts Australia and will maintain this membership throughout their tenure

• Holds and maintains a valid Working with Children/Vulnerable Persons Check and National Police Check, agreeing to any further checks as required

• Completes and maintains all mandatory Scouts Australia training requirements, renewing them as necessary

• Upholds the team charter and adheres to Scouts Australia’s Adult Code of Ethics and Code of Conduct

Desirable Skills and Experience

• Experience at a previous World and/or Australian Jamboree

• Sound knowledge and understanding of the Scouts Australia program

• Strong communication skills to liaise effectively with multiple stakeholders

• Excellent IT skills, including proficiency in Microsoft Office 365, online registration systems, and complex spreadsheets

• Familiarity with budgeting processes

Time Commitment

This role requires a commitment of approximately 4 hours per week during the planning phase, increasing closer to the event.

You will be required to attend pre-event camps across various states, with transport and accommodation provided.

This is a volunteer position, with a six-month probationary period to assess suitability.

How to Apply

To apply, email alyse.day@scouts.com.au with your expression of interest.

Applicants should also provide two referees who can speak to their experience and working style.

Applications close May 10 2025.

About Scouts Australia

Scouts Australia is a Child Safe organisation, inclusive of all, regardless of gender, sexuality, race, religion, or abilities. We do not tolerate any form of harm, abuse, or neglect.

Our mission is to develop young people’s spiritual, physical, intellectual, emotional, social, and character growth, helping them become resilient, self-confident, and responsible citizens.

Scouting is the world’s largest non-formal youth education movement, with over 50 million members globally and around 70,000 members in Australia.