1. About the WSF 2007 Secretariat

Who we are and what we do
The WSF 2007 Secretariat is the administrative unit of the WSF 2007 Organizing Committee which is responsible for mounting the 7^th edition of the World Social Forum scheduled to take place in Nairobi from January 20^th to 25^th, 2007.

Vision - what we want
We are guided by the ethos and motto of the WSF: Another World Is Possible. Our work is informed by the WSF Charter of Principles and we collaborate closely with the 7 Commissions of the WSF 2007 Organizing Committee as well as the movements, networks and organizations that together make up the Kenya Social Forum, the Uganda Social Forum, the Tanzania Social Forum, the Ethiopia Social Forum, the Somali Social Forum, the African Social Forum and the International Council of the World Social Forum.

Values - how we act
The WSF 2007 Secretariat is a professional entity that works tirelessly to implement the vision, work-plans and programmes of the WSF 2007 Organizing Committee.

2. Introduction to Volunteering for WSF 2007

Background
Volunteers have been involved in almost every area of activity of preparing for the World Social Forum since its inception at Porto Alegre, Brazil in 2001. Traditionally the WSF has attracted people of all ages, genders, races, religions, cultural and linguistic groups with a wide array of backgrounds and skills, a shared commitment to the vision of the WSF process and a desire to help the respective organizing committees of subsequent editions of the WSF achieve their goals.

Our volunteer program brings substantial benefit to the WSF 2007 Secretariat, Commissions and other organs of the WSF 2007 Organizing Committee by harnessing much needed technical, organizing, fund-raising, mobilizing and other skills in order to successfully implement the work-plans and targets set for the successful hosting of the 6^th edition of the World Social Forum.

Definition
In our concrete Eastern African context volunteering for the WSF 2007 implies the following:

3. Recruitment

General
WSF volunteers are recruited in a variety of ways. There are those who are already linked to the organizations, networks and movements that make up the WSF Organizing Committee. Then there are the walk-ins who express interest in WSF without having been previously linked with the WSF. Other volunteers are gained via emails, phone-calls and other cold contacts. The last category of volunteers include interns, development workers and people seconded by other sister organizations.

Recruitment Policy
WSF 2007 recruitment policy is driven by our purpose which is to fulfill the needs of our organisation and the expectations of our volunteers. Selection is guided by the extent to which potential volunteers embrace the WSF Charter and the specific skills they bring to our work. All prospective volunteers are to be interviewed by a member of the WSF 2007 Secretariat who then makes recommendations. Each volunteer will be placed within a specific Commission or assigned to work with a staff person at the WSF 2007 Secretariat. The area of work and level of involvement will be arranged on an individual basis following a positive outcome of the initial interview. Prospective volunteers are matched for their suitability to existing position descriptions. The selection criteria for each position depends upon the particular skills needed to fulfill the duties of that position. Commitment to the goals, values, policies and procedures of WSF 2007 process will be looked upon favourably as will be the ability to work as part of a team and the acceptance of the relevant roles and responsibilities. Due to the resources required for training it is preferable that prospective volunteers can commit to WSF, at least a half day a week, for a period of three months or more.

Position Descriptions
There is no such thing as a typical WSF 2007 volunteer or job description. Our policy is to meet with prospective volunteers to determine their particular skills, interests and expectations. In the process we are also assessing how they might complement the WSF 2007 Secretariat needs. If there is a match, volunteers are assigned to a member of staff or a convenor of a particular commission who then becomes responsible for their day to day supervision. A Volunteer Position Description must be filled out by the respective member of the WSF 2007 Secretariat before a volunteer can be assigned to them. This must include:

It is the role of the KSF National Coordinator to determine whether the requested position is appropriate to give to a volunteer and is not in breach of WSF 2007’s volunteer policy.

Initial Contact
On contacting WSF 2007 Secretariat, all potential volunteers are to be informed of our recruitment policy, type of voluntary work generally available and hours of operation.

Registration
All volunteers are to meet with a member of the WSF 2007 Secretariat to discuss their interest in volunteering and to fill out a registration form.

The purpose of this meeting is to:

Reference Checks
If the WSF 2007 Secretariat deems it appropriate, the volunteer may be asked for work or character references before further placement.

Placement
Once the volunteer has chosen their preferred available voluntary position and the WSF 2007 Secretariat agrees that it is a good choice for their skills and experience, a meeting is arranged for the volunteer to talk directly with the supervisor for that position. The purpose of this meeting is for the supervisor to determine whether the volunteer will be suitable for the position and for the volunteer to determine if they would like to take on the position offered. Days and times of voluntary work to be determined at this meeting. If both the supervisor and the volunteer then wish to proceed with this particular position, the volunteer coordinator is to be informed and an induction process to be carried out.

Induction
Once a volunteer has been placed to the volunteers’ and the supervisors’ mutual satisfaction, the volunteer’s rights and responsibilities will be discussed with them and they will be given a brief tour and orientation.

Probation
All voluntary appointments are to be appraised after one month and then again after three months. If either the volunteer or the supervisor feel that the appointment is not working, either a new position may be found or the volunteer may be asked to wait until a suitable new position comes available.

Training
Supervisors are expected to provide adequate training to enable their volunteers to carry out their proscribed duties. The supervisors are responsible for their volunteers while they are learning to use WSF 2007 Secretariat equipment and must make themselves available to help when needed.

Volunteers are to be encouraged to develop and expand their personal skills to maintain and enhance WSF 2007 Secretariat’s effectiveness. Specific training for volunteers will be provided where appropriate and financially possible.

4. Rights and responsibilities of volunteers

Rights of Volunteers
WSF 2007 Secretariat Volunteers have a right to:

Responsibilities of Volunteers

We ask that our volunteers agree to:

Confidentiality of work done on behalf of WSF 2007 Secretariat
As with paid work, all voluntary work done for or on behalf of WSF 2007 Secretariat belongs to WSF 2007 Secretariat and can not be used or sold without the permission of WSF 2007 Secretariat. All confidential records, documents and other papers, together with any copies of extracts thereof, made or acquired by the volunteer in the course of their work shall be the property of WSF 2007 Secretariat and must be returned to WSF 2007 Secretariat on finishing volunteering for WSF 2007 Secretariat. Where appropriate, with permission of the supervisor, volunteers may take copies of their work with them when they leave.

WSF 2007 Secretariat’s commitment to volunteers
WSF 2007 Secretariat recognises that volunteers contribute a vast wealth of skills,knowledge and support towards the running of WSF 2007 Secretariat. All WSF 2007 Secretariat staff in return are to treat volunteers with respect and support. Staff are accountable for volunteers under their supervision and must be present while their volunteers are in the building. No volunteer should ever be in WSF 2007 Secretariat offices unsupervised.

Recognition of volunteers by paid staff
Volunteers are to be included, where possible, in all relevant staff meetings, discussions and celebrations. Volunteers should be given every opportunity to develop their skills to enhance their own skill base. Long term volunteers (those who have provided regular voluntary assistance for more than six months) are to be included in staff training sessions whenever possible.

Confidentiality
All volunteer’s personal information will be treated with confidentiality. The volunteer database will be password protected and resumes and registration forms will be kept in a locked filing cabinet. Resumes and registration forms can be shown to relevant staff in order to decide a volunteers’ suitability for a position.

Reimbursement

General Expenses
Supervisors should advise their volunteers of their budget limitations and must approve any purchases before they are made. Volunteers will then be reimbursed for approved purchases out of supervisor’s budget. Receipts must be obtained and the supervisor is to fill out petty cash claim on volunteer’s behalf.

Travel Expenses
With prior approval by the relevant supervisor, all travel expenses incurred reasonably by a volunteer in the course of her/his duties shall be fully reimbursed by WSF 2007 Secretariat upon presentation of appropriate documentation.

Equal Opportunity & Sexual Harrassment

Equal Opportunity

Principles
WSF 2007 Secretariat is committed to equal opportunity and its effective implementation.

WSF 2007 Secretariat is opposed to discrimination on the basis of sex, race, age, physical or mental disability, religious beliefs, marital status, parental status, career status, sexual preference, political affiliation, industrial activity, pregnancy, victimisation, physical features or social and cultural backgrounds.

Policy
Applicants will be considered for voluntary positions in WSF 2007 Secretariat solely on the basis of skill, aptitude and relevant qualifications.

WSF 2007 Secretariat is committed to the equal participation of women and men in the organisation, including avoidance of sexist language and the provision on non-sexist voluntary position advertising, recruitment and selection process.

WSF 2007 Secretariat will not tolerate harassment of any kind to staff or volunteers. Any harassment claims should reported to the office as soon as possible. All claims will be treated with confidentiality.

Sexual Harassment
WSF 2007 Secretariat will not tolerate sexual harassment in the workplace. Claims of sexual harassment will be handled promptly, confidentially and in a manner that is fair to all involved in the complaint.

Dispute Resolution Procedures
WSF 2007 Secretariat is a community organisation and it is hoped that all disputes can be solved through discussion with concerned parties. It is advisable that all disputes are dealt with in a timely fashion.

Where a staff member has a dispute with a volunteer
If a staff member has a dispute with a volunteer they should try to resolve it directly by talking with the volunteer. If this does not resolve the problem or if the staff member is not able to discuss it with the volunteer, they should notify the Volunteer Coordinator. If the dispute is of a serious nature it should also be put in writing and a copy given to the office.

The Volunteer Coordinator’s role is to talk with both parties to determine a solution. Where appropriate, the Volunteer Coordinator should mediate a meeting between the volunteer and the staff member to discuss the problem openly. If the dispute is of a serious enough nature, disciplinary action may be taken against the volunteer.

Where a volunteer has a dispute with a staff member
If a volunteer has a dispute with a staff member, they should advise their supervisor as soon as possible to discuss the dispute. If the supervisor is unable to solve the dispute or if the dispute is with the supervisor, the Volunteer Coordinator is to be advised and is to mediate discussions between the two parties. The Volunteer Coordinator may ask the volunteer to put the dispute in writing. If the dispute continues or is of a serious enough nature, the staff member’s manager may be brought in to the process and disciplinary action may be taken against the staff member.

Unsatisfactory performance
Skills and duties for all voluntary positions are to be listed in a volunteer position description. If a supervising staff member feels that their volunteer is not able to fulfill the duties in the position description adequately, the Volunteer Coordinator is to be notified and either a new position that is more suitable to be written by the supervisor or a different position to be found for that volunteer. The volunteer has the option of going through the Dispute Resolution Procedure if they feel they are being treated unfairly and have been in that position for more than three months.

Inappropriate Behaviour and Volunteer Dismissal
All staff and volunteers are expected to act in a suitable manner at all times. At WSF 2007 Secretariat we provide a positive and safe work environment and expect all staff and volunteers to uphold these standards. Certain rules of conduct and behaviour apply as this ensures a harmonious work environment for all concerned.

Volunteers are to be treated with the same respect as paid staff and the policy for terminating the involvement of volunteers is the same. The following procedure shall apply with respect to counselling and termination for unsatisfactory voluntary work performance:

1. On the first occasion, the volunteer shall be notified verbally of the reason, and a note made in the appropriate volunteer personnel file.
2. If the problem continues, the matter will be discussed with the volunteer. The volunteer will be advised in writing of the need to improve work performance and that a further period of review has been set.
3. If the problem continues, the volunteer will be interviewed by the Volunteer Coordinator and final written warning will be given.
4. In the event of the problem recurring after a final warning, then volunteer may be asked to cease volunteering for WSF 2007 Secretariat provided that the volunteer shall be entitled to pursue the matter of his/her termination through the Nairobi Local Committee.
5. If any volunteer behaves in a manner that is dangerous, harmful, contrary to WSF 2007 Secretariat’s ethical or other policies or otherwise inappropriate, dismissal may take place immediately.

Resignation
Volunteers are an invaluable resource to WSF 2007 Secretariat but it is recognised that due to changing circumstances the volunteer may need to resign from their voluntary position. WSF 2007 Secretariat asks all volunteers to give as much notice as possible to their supervisor and/or the Volunteer Coordinator before leaving WSF 2007 Secretariat. The supervisor should then notify the Volunteer Coordinator.

All volunteers are asked to provide their supervisor with an update on the progress of their work and to return any books, materials or files (electronic or otherwise) belonging to WSF 2007 Secretariat before they leave.

WSF 2007 Secretariat is committed to constantly improve the Volunteer Program and all feedback regarding the volunteer’s experience at WSF 2007 Secretariat would be appreciated. If the volunteer is leaving due to any sort of problem or dissatisfaction with WSF 2007 Secretariat it would beneficial to WSF 2007 Secretariat if they notified the Volunteer Coordinator as to their reasons. Confidentiality will of course be respected in all matters relating to this.

Fire Safety and Evacuation
In the event of a fire or discovery of smoke volunteers are to notify the nearest staff member immediately. No volunteer should risk personal safety by trying to put out fire. Should the alarms go off, all volunteers should follow staff to the nearest exit and evacuate the building immediately.