pre-Arrival Checklist for Host Entity Supervisor
pre-Arrival Checklist for Host Entity Supervisor
Photo: A group of girls shovelling sludge and industrial wastes during river Yamuna clean-up action. More than 3,000 youth volunteers, including youth from Government of India youth volunteering schemes, and people from all walks of life participated in the event organized by the Ministry of Youth Affairs and Sports, UNV, UNDP and Swechha with support from various civil society organizations.
© Sudhanshu Malhotra / UNDP, 2019

Pre-arrival checklist for host entity supervisor

Have the best possible start with your volunteer

Volunteer assignments are an exciting opportunity for both the volunteer and the host organization. Before your volunteer’s first day, you can take several steps to ensure their experience will be a positive one.

1. Be ready for your volunteer to walk through the door
Let security and HR know

Let security and HR know

Your volunteer is arriving to commence an assignment and find out what must be arranged to ensure they can get started (ID cards, first day formalities).

Clear a proper workspace

Clear a proper workspace.

Tuck a chair under a desk, check the phone is connected, and the computer is set up with email, software and everything they will need to do perform their assignment successfully. You’ll know best what your volunteer needs to get down to work.

Resources

Share your team’s resources fairly and openly.

Your volunteer is arriving to commence an assignment and find out what must be arranged to ensure they can get started (ID cards, first day formalities).

2. Schedule your volunteer’s first days
Prep yor brief

Prep you brief

Give your assignment description another read and imagine the questions your volunteer could ask. Have you answers ready and be prepped to outline your needs and expectations.

Calendar

Know what week one looks like

Follow this guide to make your first days together count.

Coaching buddy

Choose a coaching buddy

Someone caring and patient with time to spare, who your volunteer can shadow and ask questions about work, fitting in and all the dos and don’ts. An ideal mentor has experience, your team’s respect and a knack for getting along well with everyone.

3. Finish with these touches
Email

Email your UN Volunteer

Before they arrive, to share your contacts, plans and any pre-arrival documents to set their mind at ease. Ask if they’ve sorted accommodation with their UNV settling-in-grant and arranged transport from the airport. Help if not.

Share

Tell your team to expect your volunteer

Send a quick message around about who they are, why you chose them and how they will be helping you out.

Start planning

Start planning your volunteer’s training

List compulsory courses, job-specific training and your organization’s policies & procedures – everything your volunteer will need to study, read or hear about in your first days and weeks together.

Download PDF Pre-arrival checklist for host entities

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