Logistics and Distribution Coordinator

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 warehouses and Free-shop, procurement and ensuring the maintenance of our spaces and vehicles.

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

• Management of supply chain and procurement

1. 1 Need Assessment

• Collect and manage data to assess needs and numbers of the asylum seekers population and plan the NFI distribution;
• Plan and oversee the main bi-yearly distributions (summer and winter distributions) for people present in the camp, with ongoing distributions of new arrivals;

1. 2 Stock Management

• Ensure the warehouses and free-shop are clean, safe and tidy;
• Sort incoming NFI donations;
• Organise the stock of clothes by using tools ( e.g. Boxtribute) to make the distribution and the stock tracking possible (in case return/recycle excess stock);

1. 3 Procurement

• Source of NFI donations and procurement of items not available through in-kind donations;
• Be a point of contact for NFIs donors and suppliers and circulating the stock needs list;
• Receive donations: manage their shipment, track the delivery of donations, providence evidence of use/implementation of donated items to donors, securely storing donations;

1. 4 NFI Distribution

• Provide support to people not being able to access the Free-shop in collaboration with other NGOs (e.g. prepare clothing packs for hospitalized people);
• Plan and adapt the distributions based on the number, age, gender of people in the camp, as well as the available stock;
• Manage the Free-shop and ensure the distribution is fair to all the beneficiaries;
• Be responsible for the online registration system, work on improvements and adjustments;
• Adapt the Distribution to the changing needs of the displaced people and to the available stock;
• Assist beneficiaries during their distribution in the Free-Shop and support the team with the restock of the shop;
• Premises and vehicles maintenance
• Ensure safety and security of the spaces (e.g. ensure fire extinguishers are present and check expiry date);
• Be responsible for the maintenance of the spaces (Alpha Centre, Alpha Land, warehouses and volunteer houses): repairs, coordinating interventions from plumber, electrician etc.;
• Bring the cars regularly to the supplier/garage for regular checks and making sure they are safe and clean.
• Payment of the vehicles rental, utilities (water, electricity etc.) and supplies for our spaces (tea, coffee, cups, cleaning supplies etc.).
• Manage logistics volunteers’ team
• Liaise with Volunteer Coordinator about the number of volunteers needed for the logistics team;
• Direct management of a Logistics Officer;
• Direct responsible for the management of a team of at least 3 volunteers;
• Organise and chair daily logistics team meeting;
• Induct and train new volunteers;
• General coordination tasks
• Support with shifts in the community spaces;
• Attend weekly Field Coordination meetings;
• Join team building activities and weekly team meetings;
• Support the coordination team in covering additional tasks;
• Data collection, monthly reporting and strategic planning for the project;
• Report to 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 a minimum of 6 months;
• Experience working in grassroots organisations (in Greece or a 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;
• Good communication skills;
• Good team management skills;
• Awareness of the cultural diversity of the camp community

Further information

• The coordinator will have their reasonable living expenses refunded by the organisation in the form of a stipend of 700€ per month. A private room in one of our shared houses is provided free of charge.
• Mandatory time off: one week after three months of engagement; two weeks after six months if the engagement is extended for at least two more months.
• The selected candidate will have to be able to provide a criminal record check and two references.
• By sending your application, you consent to Samos Volunteers to process your personal data. You have the right to withdraw your data at any time. Read our Privacy Notice and Data Protection Policy for more information.
• If you have any questions about this role or want to learn more, please contact our project manager at projectmanager@samosvolunteers.org.