Distribution Coordinator

Northern Lights Aid (NLA) is a small grassroots NGO in Kavala, Northern Greece, that focuses on improving the quality of life of people living in the nearby Perigiali Refugee Camp, as well as other vulnerable communities in the local area. We provide material support through a free store, and operate a Community Centre where we offer informal education and recreational activities.

We are looking for a Distribution Coordinator to join us in Kavala on the 24th of August for a minimum of 4 months.

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 daily distribution efforts

• Facilitate a dignified and efficient experience for all community members according to the organization’s project guidelines, policies and values

• Ensure all community members receive items in a fair and consistent manner

• Respond to daily challenges such as complaints or special requests from community members

• Track daily project attendance

• Ensure information regarding store opening hours and distribution activities is available, accessible to people of all backgrounds, and shared with community members through appropriate channels

• Collaborate with the Community Centre Coordinator to align efforts and respond to community needs comprehensively

Management of stock levels and spaces

• Sort and organize incoming donations

• Monitor stock levels

• Assist in developing procurement approaches and in exploring potential collaborations

• Optimize storage layout and maintain a clear and organized system in the warehouse

• Ensure the cleanliness and tidiness of the store and storage area

Support of volunteer management

• Communicate 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

Report to Field Manager

• Engage in weekly meetings with the Field Manager to keep them informed about project developments

• Communicate shortages and inventory stock needs

• Draft quarterly reports in collaboration with the Field Manager

• Keep track of and share feedback from community members

• Pass on needed information regarding volunteer management including wellbeing concerns and potential conflicts/tensions within the team to the Field Manager

• Alert the Field Manager about behaviour from volunteers or community members that violates guidelines, and report safeguarding concerns appropriately

• Participate in project development by collaborating with the Field Manager and Director of Operations to evaluate NLA’s capacity to make changes to the project

Requirements:

Required 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 work well both independently and cooperatively within a team

• Ability to demonstrate clear professional boundaries with community members

• Good management abilities and capacity to take on responsibilities

• Strong commitment to the values of NLA and dedication to supporting displaced people

• Fluency in English (knowledge of Arabic, Farsi, Turkish, or Kurmanji is an asset)

Relevant Experiences

• Previous experience working with displaced people

• Volunteer or professional experience in project coordination

• Strong interest in, or educational background/professional experience related to logistics, distributions, 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: 24th of August

This is a volunteering position. NLA will provide free accommodation in a shared flat and a small monthly stipend.