Mile stones for an ESC projects coordinator

Our check list contains the following items :

– When the volunteer arrives in the country, allow sufficient time to welcome and orient them. This time is allocated to:
o Discovery of the new environment
o Discussion on reception and working conditions
o Presentation to colleagues, other volunteers and friends
o Information on possible leisure activities;

PLEASE NOTE: reception and orientation are also and above all the responsibility of the host organizations and tutors. You have to make sure that this happens, but not do everything yourself.

We must also ensure that we rely on other volunteers already present. They are in the best position to give advice and facilitate the acclimatization of the new person.

o When the volunteer arrives in the country, ensure that you assist them with their administrative procedures:

o Registration in the municipality
o Support to open a bank account, if the volunteer cannot use its national account without paying bank fees
o registration to a French course (additional to the OLS – we can count on French classes given by social services).

Result to be obtained:
o a certificate from the municipality
o a bank account
o registration to a French course

o Ensure reimbursement of the “outward” journey and any visa costs.
o Collect and classify volunteers’ invoices, transport tickets and boarding passes
o Collect and classify proof of visa fee expenditure. Record the costs in the beneficiary module,
o Keep a copy of the tickets in the project file
o Give the originals, accompanied by a request for payment, to the financial service

o Ensure monthly payment of pocket money and living expenses.
o if the volunteer does have an accessible bank account at the start of the project, offer them to pay by cash the 1st monthly allowance

o Inform the sending association about the beginnings of the project.

o Inform the volunteer about the dates on-arrival seminar organized by the national agency

o In general, especially in the first eight weeks of the project, check in regularly with the volunteer about their experience; evaluate and facilitate their good adaptation.

o Mid-project (at the latest), organize a mid-term evaluation meeting in the presence of the volunteer and their host manager. Keep a detailed report of this meeting

o Two to three months before the end of the project, discuss the question of return and post-volunteering with the volunteer.

o Ensure the reservation of a travel ticket

o In the 2 weeks before the end of the project, organize a final evaluation meeting with the volunteer and their project manager. Keep a detailed report of this meeting

o Ensure that the volunteer completes and signs their own final report

o Ensure that the volunteer signs a certificate of receipt of their pocket money for the reception period (see grid on the last page of the final report).

o Complete the Youth Pass with the volunteer (consult with them on how to complete it)