Steps to becoming a volunteer
The steps described below apply in general and may vary
depending upon circumstances. The process requires approximately
five months for a candidate to complete - allowing you adequate
time to prepare for a life-changing experience. Read about the timeframes below. Each step is explained in
full detail.
Timeframes
Creation of
Assignment
- Volunteer assignments are negotiated in country by AVI's
Country Manager in discussion with the overseas employer;
- Assignments are driven by local needs and aligned with AVI's
development philosophy and county program strategy;
- Assignment descriptions include the volunteer responsibilities,
selection criteria, and expected length of assignment and start
date.
- All assignments are designed to be carried out by individuals
who are able to consistently demonstrate their commitment to the AVI Volunteer
Personal Competencies.
Advertisement
- Assignments are advertised to the public and posted on AVI's
website on a quarterly basis;
- Assignments are usually advertised for a period of three
weeks;
- Promotions of volunteering opportunities occur across
occupational sectors, industry / professional association, and
networks.
Information
Sessions
- AVI conducts Information Sessions in most
capital cities throughout Australia on a quarterly basis;
- Information sessions are opportunities to learn about AVI
programs, meet staff and returned volunteers, and ask
questions;
- Pre-register on the AVI website to attend.
Application
- Call AVI's toll-free number 1 800 331 292 to speak to a
Recruitment Consultant;
- Register as a
member on the AVI website and request to be automatically
e-mailed when new jobs are available;
- Apply on-line to a specific position advertised on AVI website
by submitting a CV and a response to the selection criteria as
stated in the assignment description; Search assignments or see the full
list.
- Additional country specific information is available under Where We
Work
Shortlisting and Telephone
Screening
- At the close of application date, applicants are shortlisted
for interviews based on selection criteria;
- Prior to interview, the Recruitment Consultant calls
applicants to establish basic parameters, including: availability,
commitment, relationships, motivation for applying, financial
obligations, and availability to commence on the expected start
date;
- Applicant is advised to review the following documents before
first interview:
- Applicant is asked to provide names and contact details of two
professional and one personal referee;
- Unsuccessful candidates are informed and / or alternative
options are discussed within three weeks.
First
Interview
- A structured, behavioral interview is conducted by telephone or
face to face with a Recruitment Consultant for approximately 90
minutes;
- Interview focuses on the technical requirements of the role and
work history;
- Questions of a job and country specific nature, as well as
commitment to volunteering are discussed;
- Opportunity for questions from applicant;
- Applicant is asked to forward certified copies of relevant
qualifications;
- One or more preferred candidate/s is/are generally selected
after the first interview.
Current and Returned
Volunteer Contact
- Subsequent to the first interview, the applicant is are
provided with the contact details of relevant current and returned
volunteers;
- Applicant is required to make contact with these volunteers in
order to learn more about the country and culture of the overseas
placement applied for and to gain a broader understanding of the
challenges faced by volunteers and the strategies employed for
meeting those challenges.
Medical
Clearance
- AVI sends a medical examination report to applicant who is
advised to arrange for a medical consultation within two
weeks;
- Applicant pays for medical consultations. Some costs can be
claimed under Medicare.
- Applicant forwards all medical reports to AVI's Medical Adviser
for assessment, including any specialist medical reports for
pre-existing conditions;
- AVI's Medical Adviser must clear applicant as suitable for
overseas assignment;
- If necessary, the applicant prepares a health management and
financial plan for pre-existing conditions;
Police Clearance
- AVI sends appropriate police consent form to candidate to
review, sign, and return to AVI within two weeks. This
enables AVI to request a search of Australian Federal Police
database, which includes a Working with Children check.
- AVI clears applicant based on the information provided in the
Australian Federal Police certificate. Previous convictions
are discussed with applicant.
Second
Interview
- This interview is usually face to face with an AVI Recruitment
Consultant or with an AVI Contracted Partner (if in state other
than Victoria);
- The purpose of the second interview is to assess the personal
competencies required of a successful volunteer, as well as
discuss commitment, child protection awareness, and relationship
issues;
- Any other issues that need further exploration are
discussed;
- Feedback from the applicant's discussions with current and
returned volunteers is sought;
- Applicant is asked to clarify commitment to continuing with
application and overseas placement.
Reference
Checks
- Recruitment Consultant seeks permission from applicant to
contact referees;
- Recruitment Consultant conducts verbal reference checks.
If this is not possible, a written reference report is
requested.
Conditional Offer
- A conditional offer is made and the applicant is given a few
days, if required, to reflect and respond;
- Offer is conditional upon satisfactory medical and police
clearances, satisfactory participation in pre-departure briefing,
and confirmation of nomination by overseas employer;
- Recruitment Consultant discusses with applicant the
implications of commitment to continue with application and to
fulfill the duration of assignment;
- Recruitment Consultant reaffirms the expected start date and
clarifies the process from this point forward.
Information from AVI
- AVI forwards information to the applicant within one week after
acceptance of the conditional offer. This information
contains the visa application and administrative forms, as well as
additional information relevant to the job, country, security
etc;
- If appropriate, contact with the Country Manager or overseas
employer is facilitated by AVI.
Visa and Administrative
Requirements
- Within two weeks of acceptance of offer, the AVI mobilization
team contacts the applicant to confirm requirements for
departure;
- Applicant returns to AVI the required documentation relating to
visa application and other administrative requirements including
emergency contact details, passport details, signed Code of
Conduct, financial details, etc;
- AVI pays for a travel preparation consult with Travel Doctor
and vaccinations required for the country of assignment.
Employer
Confirmation
- Once confirmation from the employer is received and AVI
confirms that medical and police clearances have been obtained,
applicant may begin to prepare for departure.
Pre-departure
Briefing
- Successful completion of a pre-departure briefing, usually
three days in Melbourne, Australia, is required for all
applicants;
- Within three weeks of acceptance of offer, the training team
contacts the applicant regarding briefing. Training also
sends information regarding the briefing to the applicant;
- Briefing is based on adult learning principles relating to the
country and culture of assignment, international aid and
development issues, personal safety and health, and general
volunteering matters;
- Briefing also provides opportunities to meet with nationals and
returned volunteers
Departure
- The date of departure depends upon when the employer requires
the volunteer in country as well as allowing for sufficient time to
complete the above steps.
- AVI advises applicant when all clearances and requirements,
including visa entry, have been met and then arranges air travel to
country.
- A final confirmation letter, itinerary and ticket is sent to
the applicant.
Timeframes
These timeframes are general guidelines to assist candidates,
AVI and employers plan realistically. Once an assignment is
advertised on AVI's website, 20 - 22 weeks are generally required
before the applicant departs to undertake the volunteer
assignment.
Advertisement: Assignments are negotiated
in-country with the employers, in collaboration with Recruitment,
and then advertised for a minimum of three weeks on AVI's
website.
The interview process: From the close of
application date, generally six weeks are required to conduct the
interview process and for the applicant to undertake personal
research and reflection.
Employer confirmation and clearances: This are
critical steps in the process to complete and until advised by AVI
that these clearances have been obtained, AVI advises candidates
not to take any irrevocable actions (e.g. resign from work, sell
the car, find homes for pets, etc.). in case the
employer declines the nomination (this only happens in exceptional
circumstances) or if other clearances are not obtained.
Employer confirmation can take from a few days to several
weeks. Whilst waiting for employer confirmation, medical and
police clearances continue. The police clearance generally
requires a minimum of six weeks. The time taken to obtain a
medical clearance is less easy to predict and is dependent upon the
candidate's, age, gender and medical history. If there is no
unusual medical history or pre-existing condition that require
management overseas, this step generally requires six to eight
weeks.
The time required to obtain a visa, which might also involve a
work permit, also varies from country to country. Some
countries only take a few days whilst others might take up to ten
weeks. As a general rule, it would be best to allow around
eight weeks.