Northern Lights Aid runs a community centre and provides material support to displaced people and other vulnerable communities living in the local area through a free store that offers dignified access to essential items including clothes, hygiene products and home goods. The space is designed as a real store where people can freely choose the items they prefer. Northern Lights Aid’s distribution efforts also include a mother and baby support program, through which items such as diapers, wet wipes, clothes and toys are provided on a weekly basis.

The role of the Distribution Coordinator is to ensure the smooth execution of all distribution efforts, including the daily operations in our free store as well as the weekly distribution of baby items. The Distribution Coordinator acts as the central point of oversight for all distribution activities and is involved in stock management, documentation, and the guidance of volunteers. They are dedicated to creating a welcoming and dignified atmosphere for all ages, genders and backgrounds across all distribution operations.

Responsibilities:
Coordination of distribution efforts
Facilitate an orderly, dignified, and efficient experience for all service users according to the organisation’s project guidelines, policies and values
Ensure all beneficiaries receive items in a fair and consistent manner
Respond to daily challenges such as complaints or special requests from service users, stock shortages or volunteer gaps
Maintain documentation of project outcomes and help draft quarterly reports
Actively identify opportunities to improve daily operations and distribution approaches in collaboration with the Field Manager
Make sure information regarding store opening hours and other distribution activities is available, accessible to people of all backgrounds, and shared with service users through appropriate channels
Collaborate with the Community Centre Coordinator to align efforts and respond to community needs comprehensively
Management of stock levels and spaces
Receive, sort, and organize incoming donations
Monitor stock levels and communicate shortages and needs with the Field Manager and Director of Operations
Optimize storage layout and maintain a clear and organized system in the warehouse
Assist in developing procurement approaches and in exploring potential collaborations with other actors and suppliers
Ensure the cleanliness and tidiness of the store and storage area, and enforce hygiene measures
Support of volunteer management
Communicate assigned daily tasks with volunteers and ensure tasks are completed
Welcome new volunteers, conduct project inductions, and follow-up to ensure clear understanding of the space, their role, and their responsibilities
Lead daily volunteer debriefs to gather input, address concerns, and encourage suggestions
Discuss required adjustments and changes regarding the daily/weekly schedule and volunteer involvement with the Field Manager
Pass on information regarding conflicts/tensions within the team to the Field Manager
Report to Field Manager
Engage in weekly meetings with the Field Manager to keep them informed about project developments and challenges
Keep track of and share specific requests and feedback from service users
Participate in project development by collaborating with the Field Manager and Director of Operations to evaluate the relevance of special requests made by service users, as well as assessing NLA’s capacity to respond to these requests
React to and/or alert the Field Manager about safeguarding concerns and potential inappropriate or problematic behaviours from volunteers or service users
Requirements:
Skills
Highly organized and proactive approach to work
Excellent communication skills and the ability to respond calmly in challenging situations
Politically and culturally sensitive with the ability to act with patience, tact, and diplomacy
Ability to follow procedures and work both independently and cooperatively within a team
Ability to demonstrate clear professional boundaries with service users
Good management abilities and capacity to take on responsibilities
Strong commitment to the values of NLA and dedication to supporting displaced people
Languages
Fluency in English is mandatory
Greek, Farsi, French or Arabic is an asset
Relevant Experiences (at least one is required)
Previous experience working with displaced people
Volunteer or professional experience in project coordination
Education or professional experience related to logistics, distribution, retail or stock management
Other
Minimum time commitment: 4 months
Minimum age: 23 years old
Ability to reside legally in the EU for the full duration of the commitment
Starting date: 12th of January, handover period to commence in December (online or in person)

If you are interested, please send your CV and cover letter.