Volunteer Management System (VMS), Coordinator (m/f/d)

As the organizers of the world's biggest inclusive sports event for people with and without intellectual disabilities, we are expecting around 7,000 athletes as well as Unified partners from 170 countries in Berlin from 17 to 25 June 2023. We are sending a worldwide signal with Special Olympics World Games: our goal is to make a sustainable contribution to an inclusive society and cause people to rethink things by hosting World Games and afterwards. With our hearts and our actions, we are committed to increasingly opening up sports clubs for people with intellectual disabilities and to continuing to promote sport in the service organizations for people with disabilities.

To strengthen our team in division "Games Operations", we are looking for the following to start as soon as possible: 'Volunteer Management System (VMS), Coordinator' (m/f/d)

The Operations Department provides the necessary infrastructure for the implementation of the World Games. This includes sports facilities and non-sport event venues, technical equipment, accommodation, catering, logistics, security and the recruitment and administration of volunteers. Are you an enthusiast for Sport and Technology with heart and soul? You love everything digital, but you also enjoy working with people and have eagerness to support our mission #InclusionRevolution? With your expertise, you will rise to all challenges and service requests. You are the first point of contact for technical support to manage sustainable, pragmatic and volunteer-oriented solutions.

We would entrust you with fulfilling the following tasks:

• Report to, support and work with the Manager, Volunteers and Workforce for efficient and smooth functioning of the Volunteer Management System (VMS)
• Manage the daily task assignment for Trainee/Intern/Volunteers in the team
• Setting up, testing and running the VMS in terms of volunteer registration, communication, screening, role and shift assignment, on-site operations as well as rewards and recognition
• Liaise with the VMS supplier to ensure weekly progress of deliverables and overall milestones
• Partner with internal and external partners to communicate project status, activities, and achievements
• Liaise with Functional Areas (FAs) and other internal stakeholders to understand their needs and enhance their workforce management processes
• Collecting, reviewing and ensuring quality and accuracy of the necessary data provided by FAs and volunteers
• Provide VMS operational support to internal stakeholders and volunteers via email, phone, in-person meetings and workshops (training sessions)
• Oversee Games Time implementation and change management during the event period

It would be outstanding if you can offer the following skills:

• Completed university studies, preferably in the field of information technology, events or sports management
• Experience in handling data centric application or event management systems is a plus
• Ability to formulate easy-to-understand recommendations based on your experience and understanding of a tool from the user's perspective
• A friendly, pro-active attitude, with a sense of responsibility, attention to detail and ability to work autonomously
• Ability to maintain stable performance under pressure, especially during Games-Time
• Ability to communicate technical concepts to non-technical audience/stakeholders
• Excellent problem-solving and analytical skills
• Proven experience working on IT projects that have gone through the full project lifecycle; from scoping, development, implementation and review
• Collaborative approach and being a team player
• Eager to meet and provide a memorable experience for Volunteers
• Communication in English and German

Besides huge emotions and the immeasurable thanks of our athletes, we also offer you the opportunity…

• … to help organize a unique event at the heart of Europe
• … to deal with an extremely important range of social issues
• … to enjoy the greatest possible design freedom and personal responsibility
• … to get to know a gigantic network within the world of German sport

We are much more than a conventional major sports event. That's why we want you in all of your uniqueness, just as you are, with all of your facets. Here, everyone can be
what and how he/she wants to be and is. We welcome all applications regardless of gender, nationality, ethnic and social origin, religion, disability, age, and sexual orientation and identity. Applicants with disabilities will be given special consideration if they are equally qualified. Diversity management is an important element of our human resources policy. As a non-native German speaker, please don't hesitate to apply for this job offer.