YOUTH VOLUNTEERS HANDBOOK

AFRICAN UNION YOUTH VOLUNTEERS CORPS AU-YVC YOUTH VOLUNTEERS HANDBOOK AFRICAN UNION COMMISSION

Youth Volunteer s Handbook AFRICAN UNION COMMISSION Division for Capacity Building & Youth P. O. Box 3243, Addis Ababa, Ethiopia Tel.: +251 11 551 77 00 Fax.: +251 11 551 78 44 E-mail: youth@africa-union.org Web: www.africa-youth.org/auyvc Copyright African Union 2011 Page 2 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) Preface African Union Youth Volunteer s (AU-YV) programme is a continental development programme that recruits and works with youth volunteers, to work in all AU Member States. AU-YV promotes volunteering to deepen the status of young people in Africa as key participants in the efforts to meet Africa s human development targets and goals. It brings people together to share skills, knowledge, creativity and learning in building a more integrated Continent and by implication strengthen Africa s relevance in the globalized world. AU-YVC was officially launched on the 3rd of December 2010 in Abuja, Nigeria, in the presence Youth Ministry Officials, high level AU and UN Agency representatives, Ambassadors, Volunteer Organizations, Partners and Africa s Youth at large. This Handbook is written to guide volunteers in their preparation for volunteerism, while being deployed as well as in post deployment on all their questions and concerns. This version of the Handbook is a first release. Comments, clarifications and corrections should be directed to Dr Raymonde Agossou, Head of Human Resources and Youth Division: youth@africa-union.org Acknowledgement This Handbook benefits from the extensive reviews by various organizations including the AUC Legal Affairs Department. Amongst the several individuals and organizations that provided comments, inputs and participated in the different stages of reviews; the following need mention: Dr. M Ndiallo U.S Peace Corps Ethiopia Country Office, Ms. Coumba, UNDP/UNV Ethiopia Country Office, Ms. Sarah Mohammed UN Office for International Migration (UN-IOM). Special mention also goes to Ms. Etta Tadesse, UNFPA Representative to the AU, ECA and RECs for facilitating continent-wide technical inputs through the organizations country offices, also for the financial support in the translation and printing of this version of the handbook. Also worthy of mention are the Youth experts in the AU-YVC Management Team namely Mr. Emmanuel Etim, Mr. Daniel Adugna and Ms. Lina Imran who exceptionally dedicated selfless hours towards finalizing this document and the compilation of best practices in volunteer management and support, and improving and finalizing the various drafts of the handbook up to this stage. Dr. Raymonde Agossou Head of Division Human Resources and Youth African Union Commission African Union Commission 2011 Page 3

Youth Volunteer s Handbook Page 4 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) Contents Page PART I: BACKGROUND... 7 1 Introduction... 7 1.1 Functions of an AU-YVC Programme Management Team (PMT)... 7 1.2 Mission Statement... 8 2 The AU-YVC Programme... 8 2.1 Process Overview... 8 2.1.1 Application... 8 2.1.2 Sorting (matching)... 9 2.1.3 Selection... 9 2.1.4 Pre-deployment Training and Orientation... 9 PART II: BEING AN AU-YV... 10 3 Deciding to Become an AU-YV... 10 3.1 Core Principles and Values of the AU-YVC... 10 3.2 What to Expect and not to Expect... 11 3.3 Self Briefing... 12 4 Pre-Deployment Process, Support and Information... 12 4.1 The Selection Cycle: How Long?... 12 4.2 Volunteer Counseling... 12 4.3 Service Conditions... 13 4.3.1 Accommodation and Household Equipment... 13 4.3.2 Resolving Problems... 13 4.4 Placement Issues (Documentation, Discussion and Objectives)... 14 4.4.1 Documentation... 14 4.4.2 Discussion... 14 4.4.3 Placement Objectives... 15 4.5 Placement of Disabled Volunteers... 15 4.6 Required Certification for Pre-Deployment Training and Placement... 15 4.6.1 Medical Clearance... 15 4.6.2 Security Clearance... 15 4.6.3 Host Organization Acceptance... 15 4.6.4 Travel Documents (Visas and Work Permits)... 15 5 Medical and Security Issues... 16 5.1 Medical Issues: Staying Healthy... 16 5.1.1 Medical Confidentiality... 16 5.1.2 Health Insurance... 16 5.1.3 Before Travelling for Placement... 17 5.1.4 Medical Clearance before Departure... 17 5.1.5 Illness following Medical Clearance... 17 5.1.6 Dental Examination... 17 5.1.7 Immunizations... 17 5.1.8 During Volunteer s Placement... 18 5.1.9 What to do in case of a Medical Problem... 18 5.1.10 Immunization Boosters... 18 5.1.11 Medical Emergencies... 18 5.1.12 Non-Urgent Medical Repatriation... 19 5.1.13 HIV and AIDS... 19 5.1.14 Glasses and Contact Lenses... 19 5.1.15 Review of a Volunteer s Status for Medical Reasons... 19 5.2 Security Issues... 20 African Union Commission 2011 Page 5

Youth Volunteer s Handbook 5.2.1 Emergencies at Home... 21 6 In Country Orientation and Pre-Deployment Training... 21 6.1 Pre-Deployment Information... 21 6.2 Pre-Deployment Training and Briefing... 21 6.3 Relationship with Home Government/Embassies... 21 6.4 Language Learning... 21 6.5 Media and Publicity... 22 6.5.1 General Publicity Guidelines... 22 7 Finance Issues and Money Management... 22 7.1 Monthly Stipend... 22 7.2 Budgeting... 23 7.3 Banking and Money Transfer... 23 7.4 Who Pays for What... 23 7.4.1 The Principles Underlying Financial Package... 24 8 Travel and Transport... 24 8.1 Passport and Visas... 24 8.2 Baggage and Claims... 24 8.3 Pre- and Post-Deployment Flights... 25 8.3.1 Travel to Volunteer s Placement... 25 8.3.2 End of Volunteer Service Flights... 25 8.3.3 Cash for Travel Conditions... 25 8.4 Driving License and Public Transport... 26 8.4.1 Travelling by Water... 26 9 Personal Behavior and Code of Conduct... 26 9.1 Personal Behavior... 26 9.2 Living Standards... 26 9.3 Personal Appearance... 26 9.4 The Use of Drugs, Alcohol and Sexual Behavior... 27 10 Rights and Responsibilities of Volunteers and Host Organizations (The Tri-Partite Agreement)... 28 10.1 Working Outside the Volunteer Contract... 28 10.2 Entitlements (Leave, Absence, Official Holidays)... 28 10.3 Performance Review... 28 10.4 Extending Volunteers Stay... 29 10.5 Resignation and Reassignment... 29 10.5.1 Resignation... 29 10.5.2 In-Country Transfer... 29 10.5.3 Re-Assignment... 30 10.6 Rights and Responsibilities of Requesting Organizations... 30 11 After Completion of Volunteer Service... 30 11.1 Exit Interviews... 31 11.2 References... 31 11.3 Report Writing... 31 11.4 Further Involvement with AU-YVC... 32 11.5 Career Advise... 32 12 Index... Error! Bookmark not defined. Page 6 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) PART I: BACKGROUND 1 Introduction The African Union Youth Volunteers Corps (AU-YVC) is an initiative which was built on the global proposal of the African Union Volunteer Programme as a continental programme of Africans for Africa. This initiative draws inspiration and best practice from decades of experiences in volunteerism by volunteer involving organizations including the United Nations Volunteers (UNV), the U.S Peace Corps and Voluntary Service Organizations (VSOs). The concept is in line with the African Youth Charter as well as the Decision of AU Heads of State and Government in Assembly/AU/Dec.274 (XVI) January 2010, Decision EX.CL/Dec. 566 (XVII), February 2009 and Decision EX.CL 292 (IX), July 2006 by the Assembly and Executive Council. AU-YVC is a continental framework and platform which targets the realization of youth voluntarism across the continent, and focuses on the specialization of youth volunteers within the strategic pillars of the African Union Commission. The AU-YVC Programme is scheduled for implementation in three phases with an incremental approach to be delivered on a four year pilot implementation framework. The direct beneficiaries are: a) Young people with the minimum tertiary education; b) Young people with skills in any formal and informal vocational training. Indirect beneficiaries are those programmes, organizations and communities which stand to gain from the services of a youth volunteer. The pilot phase of the AU-YVC implementation is based on existing best practice. This allows the development of necessary infrastructure, from tested efficacy of the mechanism and allows the mobilization of resources to unfold a full-scale operation. The programme would undergo a mid-term evaluation in the second year and final evaluation at the end of the project pilot phase. The stipulated functions of the AU-YVC management team will be delivered through a programme coordinator for the purpose of management, coordination; an ICT and data management assistant, A financial and legal analyst for the purposes of result based management and a Volunteer Advisor is the link between hosting institutions and the AU- YVC programme which ultimately focuses on assisting the volunteers starting from initial engagement to the end of the volunteering period. The Provisions of this Handbook provides the scope and governs the AU-YVC services delivered within the AU Volunteer Programme. 1.1 Functions of an AU-YVC Programme Management Team (PMT) The AU-YVC PMT is situated within the African Union Commission Human Resources and Youth Division (HR&Y) in the Department of Human Resources, Science and Technology (HRST). The PMT will facilitate technical and financial implementation in volunteer recruitment, deployment and management as prescribed in the Programme Procedures and Operational African Union Commission 2011 Page 7

Youth Volunteer s Handbook Manual. The PMT activities will also focus on the need to ensure policy implementation and in the integrating youth volunteerism into regional strategies for human capacity development in Africa. The entire PMT is accountable to the Head of Human Resources and Youth Division. 1.2 Mission Statement To involve the youth in concrete actions in all Socio-economic aspects of Africa To improve effective and useful participation of young people in Africa s development efforts To promote the Spirit of service to Africa, to country and to community by young people To facilitate the building of youth capacity for leadership in Public Life 2 The AU-YVC Programme The AU-YVC is a continental programme aiming to deploy Youth Volunteers (AU-YV) from within the continent and from the Diaspora on different projects and programmes across the continent. The main actors of the programme are thus: - Youth Volunteers (AU-YVC) aged 18-34 with different academic and professional backgrounds willing to serve as volunteers for a period of 12 months in an AU Member State. A volunteer could be: Sponsored by a Member State; Self-sponsored living in Africa or in the Diaspora; Organization sponsored - either the host organization or any other - Host Organization: these are Institutions and Organizations requesting for volunteers to later provide them with a placement. Organizations could be governmental or non governmental institutions, UN Agencies and AU offices seeking technical support et al 2.1 Process Overview A single deployment cycle consists of the following major sub processes: Application, Sorting and selection, Training and Deployment 2.1.1 Application Volunteer Applications Prospective Volunteers are expected to submit their complete application online through the provided interface on the website (www.africa-youth.org). Requirements: Africans or youth of African decent Age 18-34 Page 8 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) Youth with post secondary certified training and qualifications Available to dedicate 12 (twelve) months (extendible) for volunteer work Good knowledge of at least one official AU languages (Arabic, English, French, Portuguese) and willing to learn others Verifiable experience in past volunteer work of minimum 1 year An application is complete if all of the following criteria are fulfilled: - A filled out volunteer application form (form available online) - Uploaded CV (in provided format) - Uploaded recent photograph (passport size) - A motivation letter of 1-2 pages on why they would want to volunteer - One recommendation letter from previous volunteer work or employment Host Organizations Request for AUYVs Organizations formally request for Youth Volunteers by filling out the prescribed request form online on the AU-YVC website and specifying: the position to be filled, required qualification, and period of deployment among others. 2.1.2 Sorting (matching) Once application deadline is reached, AU-YVC would match each vacancy with potential candidates through an automated process based on applicants Qualification, Specified field of interest and Language proficiency. Once applicants have been shortlisted, AU-YVC would produce a skills evaluation matrix which also looks at other aspects of scaling the shortlisted applications, including a fitness to work, police clearance report. 2.1.3 Selection AU-YVC would send the pre sorted CVs and an evaluation matrix of applicants to the requesting organization for final selection. Organizations would select their most preferred candidate and inform AU-YVC on their choice. AU-YVC would now start preparing selected volunteers for deployment, part of which includes the pre-deployment training and orientation. 2.1.4 Pre-deployment Training and Orientation Applicants selected by organizations would be trained by AU-YVC for minimum of two weeks to prepare volunteers for their new placement environment in a new country. The training among others includes leadership, teamwork, first aid, life skills, effective documentation, and intercultural competence. This would typically take place in training workshops in a selected member state where volunteers would be flown in for the training period. This section is further covered in section 4 - Pre-Deployment Process, Support and Information. African Union Commission 2011 Page 9

Youth Volunteer s Handbook PART II: BEING AN AU-YV 3 Deciding to Become an AU-YV 3.1 Core Principles and Values of the AU-YVC African Union Youth Volunteer s (AU-YVC) programme is a continental development initiative that recruits and works with Youth Volunteers, to work in all AU Member States. AU-YVC promotes volunteering to address the incidences of poverty, weak professional and leadership competence development, slow development of Pan-Africanist orientation and socio-economic climate and amongst others to deepen the status of young people in Africa as key participants in the effort to meet Africa s human development targets and goals. It brings people together to share skills, creativity and learning to build a fairer Continent and by implication strengthen Africa s relevance in the globalized world. The AU-YVC will be guided by the following key principles: a. Giving premium to human dignity with a commitment to community service and national development freely and without coercion. Dedicated to public good with a not-for-profit making orientation Believing in Personal identity with the respect for self-worth, and fairness to individuals irrespective of cultural, ethnic and religious diversity and disabilities amongst young people. Believing the values of Philanthropy, which benefits individuals, builds trust and reciprocity with transparency, integrity and honesty. b. Respect for human rights, gender equity, adding value that enhances the spirit of cooperation and collective responsibility. All volunteer placements are designed to contribute to one or more of these strategic aims. AU-YVC works in a three-way partnership with volunteers and partner organizations to help build the capacity of individuals, organizations and institutions to work towards positive change. All volunteer deployments are designed to contribute to one or more of these strategic aims. AU-YVC works in a three-way partnership with volunteers and partner organizations to help build the capacity of individuals, organizations and institutions to work towards positive change. There is an open, participatory and realistic assessment of the partner organization s vision, values, strengths and weaknesses, and the potential contribution of a volunteer. Information provided about any potential placement is a guide about the likely role, which will be shaped over time by the volunteer and the partner organization. AU-YVC facilitates the preparation of volunteers, but success depends as much on personal skills such as flexibility, openmindedness, resourcefulness and initiative as on professional knowledge. AU-YVC promotes professional relationships with volunteers and partners who emphasize on mutual respect, openness and honesty. Volunteers are active decision-makers and Page 10 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) responsible for their own learning. They are also active determinants of their own health and security. The volunteer community is a key source of personal and professional support. A volunteer s primary relationship is with their host organization and colleagues in their placement, and volunteers should seek solutions to problems first and foremost within these relationships. Volunteers and host organizations should share responsibility to maximize the success of a placement and the partnership it supports. They are often given the opportunity to feed their experience into their work by thinking, planning, documenting and discussing their work, and also through taking part in strategic discussions for the programme. Volunteering is a significant personal experience. Positive social relationships between volunteers and people in the local communities where they work can be central to a positive and productive shared cultural experience. AU-YVC encourages volunteers to stay involved with the organization through a variety of activities, such as raising development awareness, campaigning and fundraising. AU-YVC PROVIDES SUPPORT THROUGH: Staff members, who make every effort to match volunteers skills, experiences and preferences with those required by a suitable placement guidance and advice on preparation for volunteers placement, including access to the website Module s online learning environment, and the opportunity to talk to returned volunteers Pre-Deployment training, and orientation Facilitate access to tools and instruments during volunteers placement Support to continue volunteers involvement with AU-YVC and international development issues through a variety of activities and a wide community of returned volunteers. 3.2 What to Expect and not to Expect It is important that volunteers have an understanding of their relationship with AU-YVC and their host organization in their placement country, and have a realistic perspective of what their lifestyle and circumstances will be like during the placement. This section gives an overview of what volunteers and AU-YVC can expect from each other, and how to work together in a three-way partnership with the volunteers host organization. The following sections provide a brief outline of what AU-YVC does, the basis of AU-YVC partnerships, what AU-YVC provides and also what not to expect from volunteers placement. It highlights the defining rights and responsibilities of volunteering with AU-YVC for both the volunteer and the AU-YVC. A pre-deployment training and self-briefing will play a vital part in preparing for a volunteer s placement. As part of the development programme, the programme builds relationships with partner organizations and identifies volunteer employments that contribute to a mutually agreed plan. Certified profiles by the AU-YVC Unit are sent to the Volunteer Requesting Organization/Project/Government for consideration. The final deployment of the volunteer is subject to the acceptance or refusal of the Requesting institution. The AU-YVC cannot therefore provide an absolute guarantee for a deployment or be held responsible if a deployment does not follow through. The programme does offer compensation if a confirmed deployment match collapses close to volunteer s departure date, causing him/her genuine hardship, or if volunteers placement ends early; however this is limited. African Union Commission 2011 Page 11

Youth Volunteer s Handbook 3.3 Self Briefing Self-briefing is invaluable for preparing personally and professionally for volunteer s placement, and will make it easier for the volunteer to settle in. Finding out about local/national medical provision may also be relevant, as well as environmental factors that could affect a common health condition that is easily controlled at home. AU-YVC provides information and learning assistance through training courses, self-briefing facilities and AU-YVC s online learning environment. AU-YVC is also on hand to help volunteers become involved in raising development awareness and advocacy campaigns to engage others in these issues and to influence decision-makers. AU-YVC Fellows are particularly valuable sources of information they can often answer volunteer s specific questions and share their experience. A list of Fellow s contact details could be provided upon request. Self-briefing shall not be limited to the information AU-YVC can provide. The internet, publications, country embassies and other credible sources shall be consulted. 4 Pre-Deployment Process, Support and Information 4.1 The Selection Cycle: How Long? After the pre-deployment training, a volunteer will leave for his/her placement within three to six weeks. The timescale can be significantly shorter if other administrative procedures (including visa and travel arrangements) are overcome. The Volunteer Adviser will be able to discuss the process and time required related to various circumstances. It is crucial that the volunteer doesn t over-commit too early in the process. AU-YVC advises against resigning from a job, sell or arrange to let property etc., especially before a Volunteer Adviser confirms that a volunteer has been accepted for a placement, he/she has been medically cleared and a valid visa/work permit has been issued. 4.2 Volunteer Counseling The Volunteer Adviser is the main point of contact with AU-YVC before and during volunteer s deployment. The Volunteer Adviser will be responsible for helping volunteers through administrative process and for communicating with AU-YVC to identify a suitable placement. Communications with volunteers will be in most cases by phone, e-mail or letter, except for designated meetings. The Volunteer Adviser will: Have experience of working with volunteers in related fields of deployment, although they will not necessarily be experts in the volunteer s field. They may be returned volunteers or have other developing country work experience. Gain an understanding of a volunteer s needs through volunteer s application form. Know about the administrative processes and procedures in the countries where AU-YVC operates. Page 12 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) Work with volunteers to compile his/her personal profile, which includes volunteers CV. This is used to find an appropriate placement for him/her. It is therefore important to supply detailed, accurate information. Most volunteers understandably have questions or doubts as they prepare to go away and AU-YVC encourages volunteers to discuss these with the Volunteer Adviser at any time. If those doubts develop into more serious concerns, there are several options available, including deferring or withdrawing volunteers application. If volunteering with AU-YVC is not right at a particular time, volunteers are welcome to reapply in future. The Volunteer Adviser shall be informed if there are any changes in a volunteer s personal or professional circumstances, even if the volunteer feels they make no difference to his/her commitment to AU-YVC. It is imperative that volunteers contact the Volunteer Adviser if there is any change in their health at any stage of the process as this may affect placement conditions and appropriate medical care. 4.3 Service Conditions 4.3.1 Accommodation and Household Equipment The host organization shall help find an affordable accommodation (including volunteers own bedroom) with basic hard furnishings, a bed and mattress, a table and chairs, storage space and basic cooking facilities often there will be little more, for which the volunteer will pay from the AU-YVC allocated allowances. Accommodation can vary from a mud-floor bed room to an air-conditioned house. Should the host organization be willing to provide the accommodations and living allowances, AU-YVC will only provide the initial settling in grant and 25% of stipulated living allowance. If there is a problem with accommodation, volunteers shall discuss it directly with the host organization. Volunteers may be provided with temporary housing on arrival, but if permanent accommodation has not been arranged within one month, or problems cannot be resolved through negotiation, host organization shall be consulted for assistance. 4.3.2 Resolving Problems A volunteer should aim to resolve any difference of opinion or other problems directly with the host organization through his/her supervisor or other colleagues. If this doesn t work out, he/she can contact the Volunteer Advisor to mediate, bearing in mind they may need advance notice to do so. As with any employment, the host organization has the authority to dismiss volunteers from placement, although AU-YVC will be on hand to ensure fair treatment. If a volunteer is dismissed, AU-YVC will decide whether a volunteer s status review is required. If volunteer s status is not withdrawn, AU-YVC may be able to identify an alternative placement. If a suitable alternative is not available, AU-YVC will agree with volunteers on a date for formal end of placement and will provide the same support as any other volunteer finishing their placement. African Union Commission 2011 Page 13

Youth Volunteer s Handbook 4.4 Placement Issues (Documentation, Discussion and Objectives) 4.4.1 Documentation AU-YVC staff writes placement documentation based on information they gather during placement assessment. Wherever possible, AU-YVC tries to make this assessment a participatory process that involves both volunteers future colleagues and those whom volunteers work would benefit, as well as people from the appropriate skill area, such as volunteers already in placement or colleagues in other organizations. The documentation includes information about the deployment, the partner organization, the location and cultural norms relating to work and briefly sets out volunteer s likely role. It states the aims of the employing organization and indicates how the placement contributes to AU-YVC s mission in Youth development work, as well as to AU-YVC s strategy as a whole. While volunteer s placement documentation is not a job description, it does give an idea of what outputs are expected. 4.4.2 Discussion Contact with the Volunteer Adviser is an important part of the placement matching process. It provides AU-YVC with a greater understanding of volunteer s skills, personality and preferences, assisting the identification of the best possible placement. The Volunteer Adviser will advise volunteers based on the placements available. Continuous discussion will give volunteers and advisers the opportunity to: Discuss personal and professional expectations of a placement with AU-YVC. Discuss the training and self-briefing requirements in preparation for placement. Discuss volunteer s situation and how this may affect schedules for training and departure. Compile information for volunteers CV and volunteer profile. Exchange necessary documentation (if meeting in person is not feasible). Discuss any issues or questions. Arrange to discuss any medical issues or concerns. In most cases, if accepted for multiple placements AU-YVC will send volunteers placement options to consider before he/she attend the Pre Deployment Training. Volunteers will have a chance to meet their volunteer Adviser either before or after the training with the objective of covering any of the points listed above and to discuss any outstanding questions or issues. Discussions regarding concrete placements and any forms of legally binding agreements would be conducted in person, via Fax, formal post letter among stake holders and/or their legal representatives. Page 14 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) 4.4.3 Placement Objectives Placement objectives are designed to help volunteers and host organizations to plan, work and later to assess the changes that volunteers placement has helped bring about. The purpose of the placement will be indicated in the placement documentation, together with what it is hoped the volunteer will achieve. Depending on the nature of volunteer s placement, volunteer s role is to build capabilities and capacity at individual and organizational levels. Duties and responsibilities objectives are likely to evolve during this period. Discussing progress at regular intervals can help ensure better mutual understanding. 4.5 Placement of Disabled Volunteers AU-YVC recognizes the need to increase the participation of disabled Youth as volunteers. 4.6 Required Certification for Pre-Deployment Training and Placement 4.6.1 Medical Clearance It is extremely important that each volunteer has FITNESS TO WORK Clearance carried out as soon as possible after application, as this certification depends on satisfactory medical certificate and evidence of resource availability by the sponsor or in the case of self sponsorship, evidence of fund availability. 4.6.2 Security Clearance Before departure, volunteers will need to go through AU-YVC s security clearance procedures. It is AU-YVC s policy to run criminal background checks on all volunteers (and non-volunteering partners) wherever possible, and no volunteer may work directly with children or vulnerable adults without a satisfactory check. A security clearance may also be needed for visa purposes, depending on volunteers placement country. 4.6.3 Host Organization Acceptance Once the skills of a volunteer and the requirements of the hosting organization have been matched, AU-YVC will send volunteer s profile and placement analysis form to the hosting organization for consultation and final selection. After the host organization has selected its preferred volunteer, AU-YVC will be responsible for obtaining the necessary work permits and entry visa for the volunteer. The length of this process varies according to the country. The Volunteer Adviser will discuss with the volunteer on the necessary documentation required for this process; this may include academic certificates, copies of volunteer s passport and photographs. AU-YVC advises volunteers not to resign from their job until the host organization acceptance and necessary government clearance has been obtained. In many cases however, certain employments require long notice periods and should thus be taken into account. 4.6.4 Travel Documents (Visas and Work Permits) The Volunteer s passport must be valid for the entire period of deployment taking also into account travel time and possible delays. The Passport should also contain enough blank African Union Commission 2011 Page 15

Youth Volunteer s Handbook pages to meet all visa requirements. New or replacement passports can take time to be issued, so apply as soon as possible (this is done at volunteers expense). It is in the volunteer s responsibility to obtain all required travel documents on time. AU-YVC does not cover costs associated with obtaining or renewing passports. AU-YVC will facilitate obtaining a visa by sending invitation letters to respective embassies and the follow up. It is in the volunteer s responsibility to obtain and follow up on their visa application. It should be taken into account that visa processing time varies from country to country and might take up to three weeks. Depending on the placement country, volunteer s visa may be an entry visa valid for only a few months. This means he/she will need to get either a long-term visa or a work permit after arrival in the country of placement. The Volunteer Advisor will assist volunteers in this process. AU-YVC advises all volunteers to start the process of acquiring their passport and visas ahead in time as this may take time depending on different requirements in individual Member States. 5 Medical and Security Issues 5.1 Medical Issues: Staying Healthy 5.1.1 Medical Confidentiality Volunteers can rest assured that any medical information obtained from him/her or volunteers doctors is treated with absolute confidentiality. Details will not be discussed at any stage with other parts of AU-YVC, without volunteer s written permission. However, in some situations, it may become necessary to ask volunteers for more information about their medical condition. For example, host organization or health insurance providers may need certain health related information in order to authorize a flight or issue clearance for medical treatment. AU-YVC will, where practicable, discuss this with volunteers before hand, but in an emergency, when speed is of the essence, this may not always be possible. Volunteers need to sign a medical information consent form, which gives permission for the medical insurance provider to discuss individual cases with AU-YVC s medical unit without breaching any data protection. All volunteers regardless of their nationality are asked to sign the form, which covers country data protection laws. Most volunteers will be asked to sign the consent form during their pre deployment training. 5.1.2 Health Insurance AU-YVC provides basic health insurance coverage for all AU-YVs during the entire period of deployment. The provided insurance coverage is subject to the terms and conditions of the health insurance provider. Upon signing their placement contract and their insurance policy, volunteers are urged to read the terms and conditions carefully. In general however, the Health insurance provides: - Cover fully or partially for treatments that occurred during the placement period - Do not cover for treatments and illness that incurred prior to the insurance being signed - Do not cover for pregnancy termination and protection medications - Do not cover for beauty treatments e.g. whitening of teeth, plastic surgery etc. Page 16 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) AU-YVC advises volunteers to check with insurance provider for the costs covered prior to starting non-emergency treatments. 5.1.3 Before Travelling for Placement In general, a Volunteer Advisor would advise selected volunteers on the situation beforehand in the country of placement where health is concerned. However, each volunteer is responsible to inform him/herself beforehand about the country they are to travel to and prepare the necessary health precautions accordingly. 5.1.4 Medical Clearance before Departure Departure to destination of deployment may depend on satisfactory medical clearance from AU-YVC s medical Volunteer Advisers and it is therefore extremely important that volunteers have medical examination carried out as soon as possible. Delaying the examination may lead to problems with volunteers medical clearance and departure date. Please note that medical clearance can be given to volunteers with a variety of existing medical conditions, as long as these can be managed in the particular location of the placement. For placements of three months or more, volunteers need to complete a personal health form and arrange to have a full medical examination. Return the completed forms to the AU- YVC Unit. Relevant information and forms can be obtained either from the AU-YVC Unit through the Volunteer Adviser, or the AU-YVC website. 5.1.5 Illness following Medical Clearance If volunteers become ill or are involved in an accident between receiving medical clearance and time of departure, the Volunteer Adviser must be informed. In some cases, departures may need to be delayed or alternative placements may be considered. AU-YVC will need to obtain a further medical report to ensure volunteers are fit to take up placement and that there are appropriate health facilities near placement area. Failing to update on a changed state of health may be in breach to terms and conditions of the insurance provider. 5.1.6 Dental Examination It is very important that volunteers have a routine dental check up (at least every 6 months). Failing to do so may result in the insurance provider refusing to cover incurred costs due to negligence. 5.1.7 Immunizations Vaccines are highly effective against a large number of diseases that can cause serious illness and sometimes death. AU-YVC s categorizes immunizations into two: The immunizations included in the first part are recommended for all volunteers and include BCG, polio/tetanus/diphtheria, typhoid, hepatitis A and hepatitis B. It is important that volunteers are immune or have arranged to have these immunizations carried out prior to their deployment. African Union Commission 2011 Page 17

Youth Volunteer s Handbook The additional immunizations included in the second part will be specific to volunteer s country of placement. Country-specific immunization and anti malarial information is available on the internet. Volunteers should commence at the earliest convenience, taking into account, that there might be less time once travel preparations have started. It is important to note that exact immunizations recommended vary from country to country. 5.1.8 During Volunteer s Placement HEALTH BRIEFING: Volunteer s in-country training includes a detailed country-specific health briefing. In most placement countries, colleges from host organizations would assist with these briefings and are available to give advice to individual volunteers. However, volunteers are advised to inform themselves about medical facilities near placement beforehand. 5.1.9 What to do in case of a Medical Problem If volunteer faces a medical problem he/she should in the first instance visit medical facilities nearby. If these facilities are very basic and volunteer does not confident that he/she has received the advice and treatment he/she need, it is advised to contact the Volunteer Advisor as well as the supervisor in the host organization to arrange a visit to a provincial centre or the capital city. It is also advised to seek information from the health insurance provider to clarify who pays for what. In case of a medical condition that requires regular treatment over a long period, but volunteer remain fit to work, the host organization may ask the AU-YVC to retain volunteer in placement. AU-YVC Volunteer Advisers can insist volunteers to have a medical check-up if they feel it is necessary. 5.1.10 Immunization Boosters Volunteer s host organization can help to arrange any necessary booster immunizations provided in the area of deployment. It is important to comply with emergency immunization schemes during deployment in case of an outbreak of a disease. Volunteers are therefore responsible to follow on up to date announcements by local health officials. 5.1.11 Medical Emergencies Upon arrival in placement country, it is crucial that volunteers find out about procedures in the event of medical or security emergencies. If a decision is made to evacuate volunteers for medical reasons, AU-YVC can call on the best available emergency services for to evacuation to a hospital with better facilities. This may not be to volunteer s recruitment country. Volunteers are covered for medical repatriation except for medical emergencies resulting from hazardous or competitive sports. AU-YVC makes every effort to respect volunteer s confidentiality in an emergency, but sometimes this may not be possible, especially if speed is of the essence. Page 18 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) 5.1.12 Non-Urgent Medical Repatriation AU-YVC s medical Volunteer Advisers may recommend volunteers be returned to their recruitment country, or to a third country, for further tests or treatment. Please contact volunteers medical Volunteer Adviser for further information. 5.1.13 HIV and AIDS In most countries, HIV is transmitted mainly through sexual intercourse. Volunteers must take maximum precaution to avoid being infected with HIV and other sexually transmitted infections. AU-YVC offices will discreetly provide volunteers with high-quality male and female condoms. Where female condoms are not available locally, AU-YVC can procure and ship them from an alternative source. HIV infection through blood and blood products can also be a risk. AU-YVC advises volunteers risking be exposed to blood contact while in placement to pre arrange for protective equipment and starter packs of post-exposure prophylaxis (PEP). In such cases AU-YVC would work closely with partners and host organizations to ensure maximum prevention scheme being put in place. Volunteers are encouraged to voice their concerns early on and to contact the volunteer advisor ahead in time. 5.1.14 Glasses and Contact Lenses AU-YVC recommends that volunteers pack a spare pair of prescription glasses as well as it may not be possible to find replacements easily in the country or city of placement. Extra care should be taken when using contact lenses as the hygiene level in the location of placement might be different from what a volunteer is accustomed to in his/her home country. 5.1.15 Review of a Volunteer s Status for Medical Reasons AU-YVC may review volunteer s status as a volunteer if he/she develops a medical condition during placement that could have been prevented if he/she obtained a medical clearance before departure. Detailed guidance on the process is available in writing from the Volunteer Advisor. In summary: Volunteers medical clearance must be renewed if volunteer s health status changes such that, on the balance of medical opinion, AU-YVC believe there may be unacceptable risks to volunteer s own continuing good health and well-being, or that volunteers health situation may expose AU-YVC to an unacceptable level of financial risk through costs of treatment, transportation and so on. This will always be the case if volunteers need to be expatriated back home or to a third country on medical grounds, whether in an emergency or otherwise. The situation can also arise if volunteer is suffering from ill health in placement country. AU-YVC Volunteer Advisers will decide whether to renew volunteer s medical clearance on the basis of: medical reports received from the doctor who is treating them; their knowledge of the medical facilities in volunteer s African Union Commission 2011 Page 19

Youth Volunteer s Handbook placement country; and advice from AU-YVC s insurers on whether they will continue to provide medical insurance cover. AU-YVC s Volunteer Advisers reserves the right to revise and/or withdraw volunteer s status on medical grounds. Depending on volunteer s whereabouts, the Volunteer Advisor would send a written confirmation of the decision with a full justification. Volunteers have the right to request that any withdrawal of volunteer s status be reconsidered, on the grounds that the Volunteer Adviser has based their recommendation on wrong or incomplete information. In such a case, the (medical) Volunteer Adviser should be contacted within fourteen (14) days of the original decision. Volunteers must comply with the decision of AU-YVC to return volunteers to their home or third country on medical grounds and may withdraw support otherwise. 5.2 Security Issues Security Risks and Emergencies AU-YVC takes volunteers security and safety seriously. Before placing any volunteers, AU- YVC makes an independent judgment that security risks in placement areas are at acceptable levels. AU-YVC and the host organization would do everything in their capacity to protect volunteers from avoidable risks. But once in country of duty, the main responsibility of safety and avoiding risk environments leis at every individual s level. By choosing to work in a different country and culture, volunteers accept a potential initial increase in personal security risk posed by a new and unfamiliar environment. As acceptance of risk and individual needs for information vary from person to person. Each volunteer is expected that he/she understands and accepts the levels of risk in the country of placement beforehand AU-YVC compiles data based on past experience and would try to provide up to date information on potential risks on its website. However, it is advised that volunteers seek updated information from other sources including media outlets, country reports and embassies and consular offices. During volunteer s placement, upon arrival, host organizations are expected to provide country-specific information and advice, including procedures in the event of a security alert or evacuation and details of medical facilities. Depending on volunteer s placement country, he/she may also be asked to complete an individual evacuation plan within days after arrival. Apart from times of emergency or crisis, volunteers will play the key role in their day-to-day safety and well being. Once recognized, any urgent security concerns shall immediately be communicated with volunteer s host organization. This should be done in writing to avoid any ambiguity and to enable the host organization keep a clear record. It is helpful to develop support and information networks, drawing on local residents, colleagues and other AU-YVC volunteers, all of whom can brief on changing levels of risk and provide initial help at times of stress, personal crisis or external emergencies. Page 20 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) Volunteers should also identify and assess local health facilities, and consider a variety of potential evacuation routes and methods. It advised to leave a potential a potential risk zone once it has been confirmed that inevitable risk is underway. If volunteers decide to travel for more than a day while still on placement, it is advised to inform the host organization and in more serious cases the Volunteer Advisor on the whereabouts of the travel. In case of an emergency, volunteers are expected to communicate primarily with their host organizations, AU-YVC and their embassies. If this communication cannot be made safely, a volunteer should act according to his/her own best judgment. In such situations, debates or non-compliance take up precious time, reducing the effectiveness of the organizational response. Under normal circumstances, choosing noncompliance would trigger a volunteer s status review. 5.2.1 Emergencies at Home If an emergency occurs at volunteers home (country), the volunteer s designated emergency contact or next of kin should inform AU-YVC and the programme director at the recruitment base. AU-YVC will seek for means to assist volunteers within its capacity. 6 In Country Orientation and Pre-Deployment Training 6.1 Pre-Deployment Information Before volunteers leave for their placement, it is important to check the AU-YVC website for updated information. Information from other sources on travel arrangements and others issues should also be consulted. 6.2 Pre-Deployment Training and Briefing AU-YVC is committed to helping volunteers prepare as much as possible for their placement. The pre-deployment training is an essential part of this preparation. Overall, the pre-deployment training takes 15-20 days. The training explains how to make the most of volunteer s learning opportunities during placement, and how to maximize volunteer s understanding of the country and culture including development opportunities and related challenges. Not attending the pre-deployment training may result in withdrawal of volunteer s placement offer. The Volunteer Adviser will inform volunteers on details of pre-deployment training such as venue and course dates. 6.3 Relationship with Home Government/Embassies AU-YVC advises all volunteers to be registered with their own country s embassy, or with another embassy that represents their country s interests. It is highly recommended to be registered as embassies will play an important part in ensuring volunteers safety and offering advice should any emergency arise in placement country. 6.4 Language Learning AU-YVC advises volunteers to learn new languages as this would increase chances and simplifies communication in new environments. African Union Commission 2011 Page 21

Youth Volunteer s Handbook 6.5 Media and Publicity AU-YVC strives to raise awareness of its work and of development issues through the media and through its own publicity (posters, brochures and fundraising appeals). AU-YVC share volunteer and development stories through its website and newsletters. By working with AU- YVC media and communication staff, volunteers can help raise awareness of AU-YVC s work, and raise the profile of the work of volunteers and partner organizations. AU-YVC would like to use volunteers experiences in any promotional campaigns to recruit volunteers or mobilize resources. AU-YVC reserves the right to use volunteer experience and profile to popularize the work of AU-YVC. If privacy concerns arise, volunteers are advised to contact the Volunteer Advisor directly. 6.5.1 General Publicity Guidelines Approaching local community media (radio, TV, newspapers) and newsletters of organizations is a great way of raising awareness and support for AU-YVC. If giving interviews volunteers are expected to stick to the facts and avoid speculation and political comments. Guidelines for working with the media are available from AU Media Relations unit on request. During and after placement, volunteers are encouraged to write articles to be published on the AU-YVC website and news flash and help share experience with others. It is however important to always site source of reference and ask for permission before using pictures of other individuals. Local newspapers or radio stations may also be interested in receiving reports from volunteers. AU-YVC have learned from experience that relatives and friends should, however, be discouraged from giving volunteers letters to local papers or quoting extracts, as taking text out of context can lead to distortion and sensationalism. In general terms however, AU-YVC encourages volunteers to promote voluntarism and Pan- Africanism across the continent independent of their view about the AU-YVC. Furthermore; the AU-YVC encourages to promote a positive image of the AU-YVC and to discuss problems internally. AU-YVC Media Relations unit often seeks serving volunteers to act as spokes people to support media campaigns in different recruitment countries. 7 Finance Issues and Money Management 7.1 Monthly Stipend Youth Volunteers must have all their finances covered for the entire period of their deployment. AU-YVC estimates the monthly cost of living for most cities and urban areas across Africa are between $300 and $500. The cost of living varies extremely from one country to the other. The cost of living consists of: rent for single apartment, balanced nutrition, transportation to and from workplace, and other outstanding bills such as telephone, electricity and water. Monthly stipends are provided by one of the following Sponsors: - Member State Sponsored: These volunteers are nationals of an AU Member State and are supported by their respective governments throughout their deployment Page 22 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) - Self sponsored: are youth living in Africa or in the Diaspora who cover their monthly expense through private means. This could be either from parents or other grants - AU-YVC/Host Organization Sponsored: in some cases, depending on fund availability AU-YVC or the host organization may sponsor volunteers during placement. In most cases however, AU-YVC s support is limited to the settle-in grant which is given to volunteers at the start of their deployment to compensate for the additional cost incurred on volunteers for expenditures such as acquiring of furniture. It is important to take into account that volunteers, being in a foreign country, might be exposed to slightly higher prices than those accepted by locals. 7.2 Budgeting Budgeting is a challenging issue for volunteers as they need to live from limited funds and away from their family s support. AY-YVC advises volunteers to plan their monthly expenditure carefully and stick to a modest lifestyle, especially taking into account that for some volunteers it would be their first time leaving away from home and having to plan and decide on their own behalf. Volunteers are advised to contact the Volunteer Adviser ahead of time for possible support and assistance in designing their budget. 7.3 Banking and Money Transfer Volunteers should note the different banking systems across the continent. Remote districts and villages may not have access to modern banking outlets. Money transfers in local currencies may not be possible from all parts of the continent and should thus not be taken as a reliable source of money especially during emergencies. AU- YVC advises volunteers-as with most other issues- to find out before hand and upon arrival in host country. 7.4 Who Pays for What Covered by Member States, AU-YVC and Partners Prior to Deployment During Volunteers placement Remarks - Attending AU-YVC training (air ticket and daily subsistence allowance) - The cost of the training: including honorarium for trainers and resource persons - Accommodation during training (covered mostly by host country/partner) - Health insurance during the period of deployment (which should cover all or part of medical expenditures - Settlement allowance of up to $500 at the start of volunteerism to help acquire furniture and co. (only for JPO s and volunteers serving for 1year upward) - Volunteers kit and unexpected stipulated fees Covered by Sponsors/Volunteers Prior to Deployment During Volunteers placement Remarks All financial obligations are subject to fund availability and should be negotiated during the signing of the tripartite agreement African Union Commission 2011 Page 23

Youth Volunteer s Handbook - Passport and Visa fees - Monthly stipend for volunteers of up to $500 a month (but also depending on cost of living in host country). The monthly stipend should enable volunteers cover all the monthly expense Covered by Host Organizations Prior to Deployment During Volunteers placement Remarks - Organizations may be the sponsor at the same time - Additional benefits and allowance Other conditions which are put into place by sponsor may apply. AU-YVC would work with local governments to ensure duty and tax exemption. Host organizations in addition would assist volunteers in country on issues like finding/ providing accommodation etc. In-country orientation and further professional training and development 7.4.1 The Principles Underlying Financial Package AU-YVC believes volunteers should neither lose money nor make a profit from volunteering. Volunteers would receive a weekly or monthly allowance to cover their expense which is calculated based on the local rate and may therefore vary. 8 Travel and Transport 8.1 Passport and Visas Volunteers should check before hand if they require a visa to the country they are travelling to and prepare accordingly. It is in the volunteer s responsibility to acquire the necessary travel documents, passports and visas ahead of time. AU-YVC would send letters of invitation alongside the letter of acceptance for placement to help facilitate visa processes. In the likelihood of delays, volunteers should contact the Volunteer Advisor, who can help clear some administrative processes to help facilitate issuance of visas. This however, doesn t guarantee the volunteer obtaining a visa. Local embassies and consular offices are often source of reliable information. Refer to Section 4.6.4 Travel Documents (Visas and Work Permits) 8.2 Baggage and Claims Provided by volunteers Travel Agent Page 24 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) 8.3 Pre- and Post-Deployment Flights 8.3.1 Travel to Volunteer s Placement AU-YVC will normally make all the required travel arrangements for volunteers to arrive at the host organization or volunteer s placement in the relevant country on the arrival date requested by the host organization. If he/she require an internal flight to volunteers main departure airport, AU-YVC will arrange this when booking volunteers international flight. It is however, not always possible to arrange travel to all destinations in which case volunteers would be required to arrange possible alternatives by consulting with the volunteer advisor and the travel agent involved. Volunteers tickets will not be issued until any required visas have been obtained and the departure dates and flights confirmed by the host organization. The Volunteer Advisor will keep volunteers updated on the progress of their travel tickets. Volunteers are required to keep all boarding passes when travelling to country of placement, as these may be required by partners and fund officers as proof of travel. 8.3.2 End of Volunteer Service Flights AU-YVC arranges volunteer s post-placement flights to original departure airport and will reimburse reasonable costs for travel to volunteer s original departure point. If volunteers wish to claim expenses and are unsure if a cost will be deemed reasonable, one should check with the Volunteer Advisor before making any arrangements. For volunteers travelling on a round trip ticket, it is in their responsibility to contact AU-YVC at least one month before the original or new date; whichever is the earlier. For volunteers travelling on a one-way ticket, it is in their responsibility to contact AU-YVC at least one month in advance of their intended date of departure. If volunteers wish to return to a destination other than their original departure point could be arranged, however AU-YVC cannot guarantee that volunteer s sponsor will provide the requests for additional costs - which in such a case may need to be covered by the volunteer. Travel and transport costs for getting home from the airport must be settled directly with volunteer s sponsors. AU-YVC sponsored volunteers should place their claim within one month of volunteer s end of placement date (only the dates on the boarding pass or travel receipts are considered). AU-YVC will only reimburse reasonable travel costs and expects volunteers to use the most economical form of transport available. AU-YVC will not reimburse for the use of taxis unless in exceptional circumstances which must be preauthorized. If volunteers arrange to travel by car, mileage will be reimbursed at a fixed rate, set by AU-YVC with consultation with volunteers host organization. It is therefore advised to keep all receipts. Other claims are not considered. 8.3.3 Cash for Travel Conditions Upon agreement, volunteers may be paid directly to take alternative routes to country of placement or back to home destination. This however could only be granted if the placement or security of the volunteer is not to be affected. African Union Commission 2011 Page 25

Youth Volunteer s Handbook Tickets for post-placement flights or cash allowances must be claimed within one month of volunteers end of placement dates upon provision of receipts. Addition costs incurred during travel, for instance for excess baggage or missed flights will not be paid for by the AU-YVC. 8.4 Driving License and Public Transport Volunteers will most likely require an international driver s license if he/she plan to drive during volunteers placement. Please note that driving regulations and norms vary from country to country and shall be respected. Safety precautions like seat belts and motor bike helmets are must. AU-YVC assumes that volunteers take the opportunity to get to know the people and the culture of their new environment and thus advises volunteers to take part in daily activities including the use of public transport. Maximum safety precaution should however be taken especially when travelling at night or alone. Volunteers should seek advice from their country colleges especially during the orientation week as they would have first hand information and experience. 8.4.1 Travelling by Water If volunteer s work involves travelling by water, he/she must always wear a lifejacket for own safety and to comply with AU-YVC s insurance requirements. In such a case the host organization or AU-YVC may provide a life jacket, which needs to be return at the end of placement. 9 Personal Behavior and Code of Conduct 9.1 Personal Behavior Appropriate volunteer conduct is critical to the AU-YVC. Volunteers have responsibilities more complex than those of private citizens, and they are expected to learn and respect host country s culture and customs. Hence, in addition to personal responsibility for volunteers own conduct; volunteers have an additional responsibility to conduct volunteerism in a manner which reflects positively on the AU-YVC. 9.2 Living Standards AU-YVs are expected to live modestly at a level comparable to that of volunteers host country co workers. Though, modest is highly subjective term to explain the living standard of a volunteer. Minimum standard implies adequacy of shelter minimum security risk and with access to medical help. Volunteer housing should at least meet basic housing standards including: general security, healthy neighborhood, proximity to work, basic sanitation with water electricity, and toilet, separate room with doors, roof, foundation, walls, and windows. 9.3 Personal Appearance Volunteers are expected to dress in a professional manner whether in training, travelling, or on the job. Page 26 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) 9.4 The Use of Drugs, Alcohol and Sexual Behavior THE USE OF DRUGS The use of drugs can compromise the safety and security of a volunteer, exposing them to criminal elements and highly vulnerable situations. Hence, any use of local or international drugs is highly restricted. ALCOHOL USE Moreover, Individual s excessive use of alcohol resulting in discredit to the volunteer and/or to the AU-YVC is considered unacceptable. AU-YVC leaves use of alcohol to the discretion of the individual. Alcohol can lead to behavioral problems which can impact a volunteer s ability to do his/her job and affect how the community perceives him/her. SEXUAL BEHAVIOUR Regarding Sexual behavior, Indiscriminate and/or public sexual behavior can be damaging to both the volunteer and the AU-YVC program. Engaging in sex with multiple partners or having sexual relations with community members can seriously reduce volunteer s credibility and effectiveness in place of work and/or community. In addition volunteers must not be misled by the appeals of their new environment and should thus be always on guard when approached by strangers with sexual intents and are advised to take necessary precaution and protection from sexually transmitted diseases including HIV and AIDS. PREGNANCY AU-YVC s policy on pregnancy is based on the understanding that volunteer s placement is time-limited and that he/she does not intend to have a baby during that time. POLITICS Acceptability of open political discussion, particularly on domestic issues, is not the same throughout the world. Volunteers are advised to use discretion when commenting on politics, even to close friends and especially at the start of placement, and avoid becoming involved in any political activity. RELIGION Volunteers can practice their own faith freely while away. However, it s also important to respect the religious beliefs of colleagues, friends and the society in general. MARRIAGE If an AU-YV decide to get married during placement, it is important to notify the Volunteer Advisor on the changed marital status as this might have effect on volunteer s legal status in the country of volunteerism as well as might bear consequence in terms of funding and terms for health insurance and accommodation. LEGAL RESPONSIBILITIES AU-YVC expects volunteers to comply with the laws of the placement country. Living in a foreign county implies that volunteers are required to comply with laws and regulations of the host country. Countries have different laws regarding the use of drugs, drinking and driving, use of ID Cards and many others. Termination of pregnancy is against the law in some countries. Also in many countries homosexuality is illegal. It is therefore very important that volunteers find out beforehand as this may help avoid African Union Commission 2011 Page 27

Youth Volunteer s Handbook 10 Rights and Responsibilities of Volunteers and Host Organizations (The Tri-Partite Agreement) During the placement, volunteers primary relationship is with host organization. However, in most countries where AU-YVC works, employment legislation is not well developed and written contracts between AU-YVC and partner organizations, or between volunteers and host organizations, is very rare. The volunteer, the host organization and AU-YVC will jointly agree objectives for the volunteer s placement. Normally volunteers will work the same hours as their local colleagues, as long as all the minimum requirements are met. The success of volunteer s relationship requires effort, openness and flexibility from both sides but, as a new comer and foreigner, he/she will feel a greater responsibility to adapt and learn. 10.1 Working Outside the Volunteer Contract In most placement countries, AU-YVC s operating agreement with the host government does not permit volunteers to work outside their assigned placement. Volunteer s placement is considered to be their full time engagement; any other engagements would require authorization from both the host organization and AU-YVC. Accepting extra work without both parties permission may lead to a review of volunteer s status. 10.2 Entitlements (Leave, Absence, Official Holidays) Volunteers are expected to agree on the terms and conditions regarding their working hours, official and unofficial leaves with their supervisors. Volunteers host organization must authorize any other absences from placement. Most organizations request their employees to indicate early on when employees are taking their annual leaves so they would be able to make annual plan. If volunteers plan to be away for their place of duty, they shall inform their host organization and agree accordingly. If volunteers plan to visit another country or go on a prolonged trip, they should necessarily inform AU-YVC 10.3 Performance Review AU-YVC encourages host organization to review volunteer s performance typically every two to three months. AU-YVC requests volunteers to write a report for these reviews. This will help volunteers to plan and review their output. In addition, the report would serve as a personal record of volunteers skill development, helping them and their host organization draft volunteer s end-of-placement reference. When writing a volunteer s performance review the following points should be taken into account: What is the actual output of the volunteer? Answering phones, replaying and sending mails, preparing power points do not constitute an output. Outputs are measurable outcomes of an activity that has been achieved by applying the volunteer s skills and knowledge. This is for instance a balance sheet, a website, a new process etc. Was the volunteer able to work in a team and act under pressure to meet deadlines? Page 28 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) How was the volunteer s conduct? Was he/she coming on time? Were there any challenges and difficulties observed? Is volunteer learning new skills on the job? AU-YVC would regularly send evaluation forms to both the volunteer and the hosting organization on regular bases (every 2 months). This would help AU-YVC document volunteer performance and activity, and share experience with other volunteers and programmes. 10.4 Extending Volunteers Stay After the end of placement, if the host organization is considering an extension of the volunteer s placement, the host organization will need to submit a written request to the AU- YVC at least one month before the actual contract expires. This is provided that the volunteer is available during the proposed period. Key factors for extension approval: The proposed extension has realistic objectives and will contribute towards the objectives of all stake holders involved. The volunteer s sponsor is willing to support volunteer during this period. There are no legal restrictions on the host country s side in terms of extending visa and other legal documents. Volunteers are responsible to inform all parties on time to ensure a successful extension. 10.5 Resignation and Reassignment 10.5.1 Resignation If a volunteer decides to leave his/her placement early, he/she will need to give one month s written notice, unless he/she is leaving under exceptional circumstances such as medical or security evacuation. This would help AU-YVC organize volunteer s departure back to home country on time. The written notice should be submitted for both the host organization and AU-YVC. AU-YVC will organize a debriefing session offering confidential support if the volunteer would like to talk through the reasons for leaving, especially if this has been in difficult circumstances. Marinating a positive relationship throughout would help volunteer get positive future recommendations and possibility to be deployed anew. 10.5.2 In-Country Transfer If volunteers wish to extend their volunteer placement in the country where they are currently deployed, they would need to submit an application anew. However, it is important to inform the volunteer advisor that the volunteer wishes to extend his/her deployment in the same country. This would significantly reduce duplicative efforts. Key factors for in-country transfer approval: A suitable placement is available and there is also continuity in financial support from sponsors. African Union Commission 2011 Page 29

Youth Volunteer s Handbook Volunteer s contribution to the initial placement suggests he/she will make a positive difference if deployed anew. Volunteer is in best of health and volunteerism spirit. 10.5.3 Re-Assignment The same conditions apply as those for in country transfer (see section 10.5.2). AU-YVC would however examine such cases more closely in an effort to avoid young people being exploited as volunteers, instead of being paid the salary of a full professional. 10.6 Rights and Responsibilities of Requesting Organizations AU-YVC Volunteer Adviser will match volunteers with requesting organizations around the continent with the most suitable selected volunteer. Once a placement has been identified, the Advisor will work with the volunteer in order to assist him/her on pre-deployment needs and pre deployment training and orientation. All placements are offered on the understanding that the volunteer satisfactorily completes the personal and professional training agreed. A volunteer may withdraw his/her application to volunteer at any stage, although AU-YVC requests volunteers to discuss any concerns he/she may have as early as possible with the Volunteer Adviser. This way, the cost in time and money of the volunteers, prospective host organization and AU-YVC is minimized. Volunteer s departure and placement are conditional on medical clearance from AU. To help ensure all volunteers are leaving for their placements with no significant issues outstanding or unresolved, AU - YV operates a performance indicator. If concerns arise, AU- YVC may review volunteer s selection at any time; this may result in termination of a volunteer status. AU-YVC will always discuss any concerns with the parties involved. In the event of withdrawal, a placement offer or reviewing of a volunteer s status would be conducted and the AU-YVC will confirm the decision and reason in writing. AU-YVC appreciates that some volunteers may have partners and children and recognizes the benefits of their accompanying them on volunteer s placement. However the realities of the development context and the terms and conditions of a placement do make it more difficult, and demand a longer timescale, to place couples and families. Therefore AU-YVC does not place volunteers with their families During the period of deployment, host organizations and volunteers will constitute part of the AU-YVC team. Volunteers should follow all guidelines and advice promptly, particularly on personal welfare or safety and repatriation, as well as training courses, changes of placement, and holiday and return travel arrangements. If a volunteer breaks any laws in the placement country, he/she will be liable for any legal and incurred costs involved in. AU-YVC does not accept any liability. The AU-YVC may in such a case withdraw the volunteer status which could result in repatriation 11 After Completion of Volunteer Service Volunteers should complete their work and paperwork well before their departure date and inform AU-YVC of their date of return, travel arrangements, returns contact details, and any other information needed for resettlement at volunteer s recruitment base to make their return as smooth as possible. To make transition smooth, AU-YVC advises volunteers to start planning their next activates months ahead. Page 30 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) PREPARATION Just as volunteers need to spend time preparing to go for their placement, it is equally important to prepare for the return home. Volunteers need to take into account the few administrative activities they need to complete. These include: Arranging a return ticket Filling out immigration and customs forms Register with local city administrative (if required) Fill out all necessary evaluation forms If the placement period exceeds six (6) months, a criminal clearance should be collected. This would most likely be required by future employers Hand their work over to the person expected to take over Collect a letter of recommendation and letter of evaluation 11.1 Exit Interviews Before volunteers leave, AU-YVC would like to arrange and exit interview with volunteers in an effort to document their experience and improve AU-YVC s services. 11.2 References AU-YVC would request a copy of the letter of reference and evaluation form towards the end of a volunteer s placement. Volunteers could always contact AU-YVC to provide reference for future employers or other institutions which may need one. It should be noted that no further changes (including spelling and grammatical corrections) can be made to volunteer s reference once it arrives at the Commission. CONSIDERATIONS FOR VOLUNTEERS FINAL REFERENCE As volunteers set and review objectives and prepare reports during their placement, he/she should keep a note of any points he/she may wish to include in the reference. Volunteers should raise any problems encountered during their placement with the Volunteer Advisor and/or host organization as the incident happens. This would avoid negative evaluation and makes volunteer s stay as positive as it can be. References should be true, accurate and fair. On rare occasions, AU-YVC unit may feel unable to agree a reference that would be helpful to the volunteer in seeking employment. In such circumstances, this will be explained to the volunteer and he/she can defend their case. 11.3 Report Writing At the end of the placement, volunteers are required to write a report based on their: - Experience with the host organization - Experience as an AU-YV - Experience in their host country and culture African Union Commission 2011 Page 31

Youth Volunteer s Handbook - Achieved goals accomplishments and outputs as a volunteer - Lessons learned and new skills acquired - Future plans and expectations Volunteer Advisors would assist volunteers in preparing their report by providing the format and guidelines. 11.4 Further Involvement with AU-YVC AU-YVC wishes to maintain its relationship with ex-au-yvs (fellows). Further involvements of AU-YVC with fellows may be: Mentoring: Fellows could help future AU-YVs coming into their location by providing them initial support and advise Resource Person: Outstanding Fellows could be recruited as trainers for future AU- YVs Furthermore Fellows could be involved in other works of the Youth Division and/or the AUC at large The host organization-if satisfied with volunteer s performance may offer the volunteer an international job placement 11.5 Career Advise AU-YVC would advice to its best capacity Volunteers and Fellows on their future academic and career choices and alternatives. For this, volunteer advisors should be contacted in advance. The communication could take place in person, via telephone or via email. Page 32 African Union Commission 2011

African Union Youth Volunteers Corps (AU-YVC) African Union Commission 2011 Page 33

Youth Volunteer s Handbook AFRICAN UNION YOUTH VOLUNTEERS CORPS (AU-YVC) AFRICAN UNION COMMISSION Division for Capacity Building & Youth P. O. Box 3243, Addis Ababa, Ethiopia Tel.: +251 11 551 77 00 Fax.: +251 11 551 78 44 E-mail: youth@africa-union.org Web: www.africa-youth.org/auyvc Page 34 African Union Commission 2011