Logistics & Distribution Coordinator At Samos Volunteers

Samos Volunteers (SV) is an independent group of volunteers providing non-formal education, psycho-social support and NFI distribution to people living in the Closed Controlled Access Center of Samos (CCAC).

The Logistics and Distribution Coordinator is responsible for NFI distributions, including all the supply chain of in kind donations from current donors, finding new donors, managing the warehouse and Free-shop, procurement and ensuring the maintenance of our spaces and vehicles.

Starting date: 1st July 2024
Location: Samos, Greece
Minimum commitment: 6 months, full-time
Application deadline: on a rolling basis until suitable candidate is found

Key responsibilities of the role include, but are not limited to:

1. Management of NFI distribution

● Planning and overseeing the main bi-yearly distributions (summer and winter distributions) for people present in the camp, with ongoing distributions of new arrivals;

● Planning and adapting the distributions based on the number, age, gender of people in the camp, as well as the available stock. Using statistics to determine trends and prepare for any changes in the camp population;

● Managing the Free-shop and ensuring all beneficiaries receive an equal amount of items;

● Registration of beneficiaries and stock by using Boxtribute and Google Sheets.

2. Management of warehouse and stock

● Ensuring the warehouse and Free-shop are clean and tidy;

● Sorting incoming NFI donations;

● Storing and organising the stock of clothes by using tools like Boxtribute to make the distribution and the stock tracking possible (in case return/recycle excess stock);

● Liaising with other NGOs to provide support to people not being able to access the Free-shop (e.g. preparing clothing packs for unaccompanied minors).

3. Donations

● Sourcing of NFI donations and procurement of items not available through in-kind donations;

● Being a point of contact for NFIs donors and suppliers and circulating the stock needs list;

● Receiving donations for use in Samos Volunteer’s distribution projects (tracking the delivery of donations, providing evidence of use/implementation of donated items to donors, securely storing donations).

4. Maintenance of vehicles and physical spaces

● Safety and security of the spaces (e.g. ensuring fire extinguishers are present and checking expiry date);

● Maintenance of the spaces (Alpha Centre, Alpha Land, warehouses and volunteer houses): repairs, coordinating interventions from plumber, electrician etc.;

● Bringing the cars regularly to the supplier/garage for regular checks and making sure they are safe and clean.

5. Payment of suppliers

● Payment of the vehicles rental, utilities (water, electricity etc.) and supplies for our spaces (tea, coffee, cups, cleaning supplies etc.).

6. Managing logistics volunteer team

● Liaising with Volunteer Coordinator about the number of volunteers needed for the logistics team;

● Direct management of a Logistics Officer;

● Organising and chairing daily logistics team meetings;

● Induction and training of new volunteers.

7. General coordination tasks

● Support with shifts in the community spaces;

● Support the coordination team in covering additional tasks;

● Data collection, monthly reporting and strategic planning for the distribution project;

● Report to and collaborate with the Project Manager.

Key Requirements

● Minimum commitment of 6 months and ability to stay in Greece without visa support;

● Aged over 24;

● Excellent interpersonal and communication skills;

● Strong management, decision making and conflict resolution skills;

● Experience in NFI distribution and logistics for minimum of 6 months;

● Experience working in grassroots organisations (in Greece or similar context);

● Understanding of the complexity and challenges of humanitarian work, ideally with experience in a similar organisation or environment;

● Flexibility. Living and working on Samos is constantly changing and adapting, and two days never look the same. The ability to be adaptable and flexible is extremely important;

● Driver’s licence;

● Fluent in written and spoken English.

Desirable skills, knowledge, experience

● Farsi, Dari, Arabic, Greek or French languages are a plus;

● Good understanding of the asylum process in Greece;

● Awareness of the cultural diversity of the camp community.

Equal Opportunities:

All applications will receive equal treatment regardless of the applicant’s sex, ethnic or national origin, race, gender, disability, age, sexual orientation, socio-economic background, religious or political beliefs, marital status or family circumstances. Our aim is to foster a culture of inclusivity and to embrace and celebrate our differences. We therefore particularly encourage applicants from under-represented backgrounds, such as people with lived experience of migration, people of colour, those who identify as LGBTQI+, and those from low-income backgrounds.