Field Coordinator Assistant

Job Title: Field Coordinator’s Assistant

Location: Vagia 122, Kampos 82100, Chios, Greece

Prerequisite: Need to be a EU Visa holder for the full length of your stay

Please note that Offene Arme cannot provide documents to enable your stay - we can only accept applicants who do not require a visa or residence permit to stay in Greece. If you are not an EU national please provide proof of permission to reside in Greece with your application for this role.

Offene Arme e.V. is a well established locally based NGO which mainly focuses on distributing clothes and hygiene products to the ever-changing population of refugees and asylum seekers on the island of Chios.

We are looking for an open-minded and flexible person who is able to work under pressure to join our coordination team, who is happy to work in a small and diverse team of volunteers and able to adapt to an ever-changing environment.

Purpose: The Field Coordinator’s Assistant is the right hand of the Field Coordinator.

Key Responsibilities:

• Assisting the Field Coordinator (who is the first point of contact) with communications. This includes requesting support, providing updates, writing up reports and sending out thank you notes and other general administrative duties.
• Calendar management - coordinating the Field Coordinator's internal and external meetings
• Attending and taking minutes in meetings, and communicating the minutes of the meetings to the team.
• Assisting the Field Coordinator in ensuring documents are up to date and ISO 9001:2015 compliant, and harmonize them with the previous years’ document filing system.
• Report any relevant incoming emails to the coordinators, for example: supplies needed from other organizations.
• Volunteer recruitment - monitoring all incoming volunteer requests, responding to queries, ensuring that the team has the necessary number of volunteers, organizing their arrival and ensuring all required documents are sent prior to arrival and registration.
• Along with the coordinators, ensuring the proper training and support for new volunteers, along with being aware of the wellbeing and welfare of volunteers on the ground.
• Work on social media strategy (Instagram, LinkedIn, subject to Field Coordinator’s approval) with the help of the coordinators.
• Providing weekly activity reports for social media, and other updates as required.
• Helping the coordinators, responding to the current needs of the organization and being available as a resource for the other members of the team, whether they are in Chios or they are working remotely

Shared Responsibilities:

• Organizing/attending meetings and debriefings as required, with the Distribution Warehouse Coordinators.
• Managing the OA vehicle to ensure that it is looked after properly, including regular check ups, with other coordinators and drivers.
• Undertake the Distribution Warehouse Coordinator’s duties if need be.

Key Requirements:

• Experience in an admin role.
• Strong attention to detail and ability to remain calm under pressure.
• Fluent in written and spoken English (professional level) and Greek is desirable.
• Computer literate - confident user of Google Docs, Google Sheets and Canva with the ability to handle and interpret data effectively.
• Ability to multi-task and prioritize time-sensitive tasks.
• Ability to handle sensitive information with discretion.
• Ability to adapt and respond quickly to changing situations.
• Ability to work well as part of a team.
• Ability to follow the Code of Conduct and lead by example in and out of the working hours.
• Understanding of the purpose, goals and role of Offene Arme on Chios.
• Ability to learn about and understand the humanitarian situation on Chios and across Greece.
• Previous experience in an NGO working with vulnerable people.
• Driver’s license is desirable.

Reports to: Field Coordinator

Duration: 4 - 6 months (including 14 days introductory period)

Location: Chios, Greece

Benefits: After the 14 day introductory period, free accommodation with all utilities are included with €375 per month expenses allowance and one week off every three month of work

Please note that all admins and coordinators are subject to a two week introductory period as a volunteer when they begin. During this time you will be required to find your own accommodation, and the monthly expenses allowance and free accommodation will begin at the end of this trial period which includes one week in the organization 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.

How to apply

If you are interested in this role then please send us your CV and your application letter to cesrt@offenearme.org. Please don’t hesitate to contact us with any questions. We look forward to hearing from you.