Offene Arme e.V. (OA) is a well established locally based NGO which mainly focuses on distributing clothes, food and hygiene products to the ever changing population of refugees and asylum seekers on the island of Chios from our warehouse and free shop.

We are looking for an open-minded, flexible and stress resistant person ready to join our coordination team as soon as possible, happy to work in a small and diverse team of volunteers and able to adapt to an ever-changing environment.

Length of Appointment: 4 to 6 months (Minimum 4 months)

Benefits: Free shared accommodation, €375 per month expenses allowance, one week off in 3 months

Start date: mid February

Please note that all coordinators are subject to a two week induction period as a volunteer when they begin. During this time you will be required to find your own accommodation.

Free accommodation and the monthly allowance will begin at the end of the induction period which includes one week in the organisation as a general volunteer followed by a one week handover. The introductory period will continue for a further 3 weeks while all training and inductions are completed.

All responsibilities referred to in this Job Description apply equally to the two Distribution Warehouse Coordinators.

Volunteers:

Take day to day responsibility for management of volunteers on the ground to include induction and training in all aspects of their roles on the shop and warehouse, effective delegation of tasks to the team, ensuring all tasks are understood and are completed in a timely manner, providing support where appropriate and managing breaks, lunches and lifts.
Ensure that good communications take place within the team
Ensure appropriate signage and communications within the shops and distributions, appropriate for both people using the shops and for volunteers
Help the Field Coordinator to ensure that the welfare needs of the volunteers are being met and that all volunteers understand and adhere to the code of conduct of the organisation
With Field Coordinator identify and train a volunteer supporter (if there is one) and share the responsibility for planning and management of the shop and warehouse tasks with them as appropriate
Health and Safety:

Maintain a physically and emotionally safe, secure, clean and welcoming environment for all users of the shop and warehouse both inside and outside the building and including the local shop
Be sensitive to the needs of the people we serve by maintaining a safe and calm space in the shop and warehouse
Distributions:

Oversee the operation of the free shop and other distributions ensuring that all people in the shop or at distributions are treated fairly and appropriately according to their needs, and that all supplies and donations received are treated with respect and distributed in a fair manner,
Manage and record communications with the people both in the shop and via WhatsApp on the OA phone and on Google Drive.
Maintain the records of all distributions and provide weekly and monthly reports of all activities to the Field Coordinator/Field Coordinator’s assistant
Act with confidence and competence in a timely manner to deal with any issues that arise for the people we serve and the volunteers
Maintain an up to date knowledge of the current needs and requirements of the population of refugees and asylum seekers on the ground.
Help the Field Coordinator to plan special and seasonal distributions
Stock/Supplies:

Manage the stockin the warehouse, the free shop, the local shop for emergency distributions and the supplies coming
Maintain documentation of incoming and outgoing stock and donations and ensure that all deliveries are managed following the OA delivery procedure and provide weekly and monthly reports of all activities to the Field Coordinator/Field Coordinator’s assistant
Oversee sorting, sizing and quality monitoring and storage of all NFIs according to the standards of OA
Have an overview of current stock levels and work closely with the Field Coordinator to anticipate future needs
Monitor and maintain supplies of disposable items for the warehouse and the shops i.e paper tape, shopping bags, cleaning materials, and stationary.
Other:

Communicate closely with the other Distribution Warehouse Coordinator and agree on how the role is divided on a day to day basis by mutual agreement and with the agreement of the Field Coordinator.
Communicate regularly with and support the Field Coordinator as required
Organise and attend daily meetings and debriefs and provide daily updates to the team and daily debriefs after every shop opening or other distribution
Attend regular and emergency coordination meetings
Provide weekly activity reports for social media, and other updates as required
Take regular photographs of the team and the work we do - with other coordinators or delegated volunteers
Provide transport for volunteers and supplies when required, and manage the OA vehicles to ensure they are looked after properly, including regular check ups - with other coordinators and drivers
Participating in induction of other volunteer van drivers
Liaise and cooperate with partner organisations as required
Along with other coordinators, respond to the current needs of the organisation and any ad hoc duties as required.
Key Skills and Experience

Fluent in written and spoken English
Ability to work well as part of a team and follow the rules of the organisation and lead by example
Good communication skills
Confidence when delegating daily tasks and managing volunteers
Excellent skills with Google Sheets and experience with Google Drive
Experience of working in a customer/public facing environment
Experience of stock management and logistics
Knowledge of health safety and security
Ability to adapt and respond quickly to changing situation
Experience of managing a team
Experience of working with vulnerable people
Knowledge and understanding of implementing safeguarding procedures
Clean driving licence
Confident driver with experience of small van driving

If you are interested in this role then please send us your CV and your application letter.

Please confirm with your application that you have the right to stay in Greece for a minimum of 4 months as Offene Arme is unable to support visa applications.