Arctic Winter Games Staging Manual

Transcription

1 Host Societies and Units appoint various staff to manage the different aspects of the Arctic Winter Games. Job descriptions for these positions are a critical tool for management of Host Society or Unit responsibilities. The following examples provide some guidance as to the types of things that normally appear in a job description. Host Societies should also review job descriptions from previous Games. CHEF DE MISSION Each contingent shall appoint a Chef de Mission who will be responsible for the respective preparation and management of athletes, coaches and cultural delegates. The Chef de Mission shall be the contingent lead at the Games and the primary contact for the AWGIC and the Host Society on all Team related matters. The Chef de Mission may be assisted in his/her duties by Mission staff, the maximum number of which is designated in the AWG Technical Package. Each contingent shall advise the Technical Director of the Arctic Winter Games International Committee (AWGIC) of the Chef's appointment from that unit at least 22 months prior to the opening day of the AWG. The Chef de Mission s primary contact with the AWGIC shall be through the Technical Director. The Chef de Mission coordinates the overall selection, preparation, supervision and management of the contingent by: a) Ensuring the selection of team members meets AWGIC policies, procedures and eligibility criteria (as found in the AWG Staging Manual, AWG Technical Package and on the AWG website); b) Ensuring that athletes, coaches, cultural delegates and mission staff are aware of and adequately discharge their responsibilities; c) Managing all Team related matters at the Games including but not limited to internal team policies and other matters related to Host Society, AWGIC and other Teams; d) Coordinating transportation for athletes, coaches, cultural delegates and mission staff of the Games Team to and from the site of the Games; e) Maintaining liaison with the office of the Host Society respecting the overall arrangements affecting the contingent s representation; August 18, 2014 Appendix C-1

2 f) Ensuring the proper conduct of athletes at the Games; g) Operating a Contingent office during the period of the Games; h) At the AWGIC's request, making recommendations with respect to matters relating to the AWG; i) Participating in the AWGIC meetings chaired by the AWG Technical Director prior to and during the games; j) Preparing a final report in a format prescribed by the AWGIC within 60 days of the conclusion of the Games; and k) Following the policies as set down by the AWGIC. MISSION STAFF Each contingent may appoint Mission Staff who will be responsible to the Chef de Mission to provide administrative support to the Unit during the Games. The number of Mission Staff appointed is detailed in the Arctic Winter Games Technical Package. Mission Staff duties are detailed below: a) The Mission Staff closely monitors the sport activities of the Unit to effectively represent the interests of the jurisdiction as delegated by the Chef-de-Mission by: Coordinating activities with Unit representatives and participants; Attending sport meetings and Games as directed by the Chef-de-Mission; and Assisting teams to obtain equipment, supplies, practice space and time, etc. b) The Mission Staff provides a centre for information dissemination and communication for the Unit by: August 18, 2014 Appendix C-2

3 Assuming regular shift duties at the Mission office as assigned by the Chef; Maintaining the log book of mission activities; Distributing and collecting pertinent information to/from Unit members; Assisting in setting up the Mission office and ensuring it is clearly identifiable; and Coordinating activities with other mission staff. c) The Mission Staff assists the Chef-de-Mission in his/her role as the Senior Manager in charge of the Unit by: Preparing reports for the Chef to bring forward to Chefs' meetings; Taking action to resolve individual Unit Members' problems and requests (lost tickets, lost I.D., etc.); Attending meetings of the Mission as directed by the Chef-de-Mission; Ensuring that athletes are properly attired for competitions and official ceremonies; Managing the sale and/or distribution of items at the Mission office as directed by the Chef-de-Mission; Ensuring that Unit members comply with curfews, Games codes of conduct and discipline; Acting as ambassadors of the Unit and being courteous and helpful; and Assisting with transportation for Unit members to and/or from Games sites and during the Games as directed by the Chef-de-Mission. August 18, 2014 Appendix C-3

4 The Host Society shall appoint a Games General Manager, at least 26 months in advance of the Games, who will be responsible to the Board of Directors for general preparations and management of various duties related to hosting the Arctic Winter Games. While each Arctic Winter Games Host Society develops unique job descriptions for their staff, the functions performed by the Games General Manager are extremely important. It is recommended that this person be an extremely efficient administrator with fundraising and financial management experience. Duties include: a) Establishing the Games office and the related administrative functions; b) Recommending and then establishing a financial controls system for the Games; c) Supervising all Games employees; GAMES GENERAL MANAGER d) Directly supporting the Games Administrative Committees including but not limited to: The Executive Committee Communications Finance and Fundraising Guest Services Media Merchandising Security Volunteer recruitment/recognition; e) Supporting, through the Sport Manager, the Games Sport and Athlete Services Committees; f) Recommending and then maintaining an effective inter-committee communications and information exchange system; g) Recommending and then maintaining an effective public relations program; and h) Other duties as determined by the Host Society Board of Directors. August 18, 2014 Appendix C-4

5 GAMES MARKETING MANAGER The Host Society shall appoint a Games Marketing Manager, at least 26 months in advance of the Games, who will be responsible to the General Manager and Board of Directors for developing and managing a program that markets the Games to sponsors and raises the resources necessary to host the Arctic Winter Games. While each Arctic Winter Games Host Society develops unique job descriptions for their staff, the functions performed by the Games Marketing Manager are extremely important. It is essential that this person be experienced in corporate fundraising, business development and related skills. Duties include: e) Establishing a Corporate Sponsorship recognition program; f) Developing and implementing a system of securing corporate, service club, government, individual and other sponsorship for the Games; g) Insuring an effective relationship with the Host Community business community; h) Directly supporting the Games Administrative Committees including but not limited to: The General Manager Communications Finance and Fundraising Guest Services Media Merchandising; i) Supporting other aspects of the Games as required; j) Assisting with an effective inter-committee communications and information exchange system; k) Assisting with an effective public relations program; and l) Other duties as determined by the Host Society Board of Directors. August 18, 2014 Appendix C-5

6 The Host Society shall appoint a Games Sport Manager, at least 18 months in advance of the Games, who will be GAMES responsible SPORT to the MANAGER General Manager for preparations and management of the sport and athlete services components of the Arctic Winter Games. While each Arctic Winter Games Host Society develops a unique job description for their staff, the Games Sport Manager is usually responsible for: a) Directly supporting all Sport and Athlete Services Committees including but not limited to: All Sport Committees Accommodations Facilities and Equipment Medical Sport Officials; b) Communication with the Arctic Winter Games Technical Director on interpretations of the AWG Technical Package and other sport related matters; c) Recommending and then coordinating with sport schedules and facility usage; d) Obtaining the required sport sanctions; e) Assisting in the identification, recruitment and management of all sport officials; f) Assisting in the recruitment and management of volunteers; g) Participating as a member of the Games Jury (see Discipline Policy); h) Assisting in the maintenance of an effective inter-committee communications and information exchange system; and i) Other duties as determined by the Host Society Board of Directors. August 18, 2014 Appendix C-6

7 GAMES CULTURAL COORDINATOR Each Arctic Winter Games Host Society is responsible for establishing a complimentary Games Cultural Program. It is recommended that a full time Games Cultural Coordinator be appointed at least six months in advance of the Games. While each Arctic Winter Games Host Society develops a unique job description for the Cultural Coordinator, he/she is usually responsible for: a) Directly supporting the Cultural Program Committee; b) Assisting the following committees: Ceremonies and Awards Marketing (Culture) Facilities and Equipment Language Services (volunteer and protocol) Media Marketing (Volunteer & Protocol); c) Assisting with the development of a Games Cultural Program; d) Direct liaison with Unit Cultural Mission staff or cultural contacts; e) Recommending and then coordinating with the various performers, displays and other elements of the culture program; f) Assisting in the recruitment and management of volunteers; g) Assisting in the maintenance of an effective inter-committee communications and information exchange system; and h) Other duties as determined by the Host Society Board of Directors. August 18, 2014 Appendix C-7