Field Coordinator’s Assistant

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 already have a visa or residence permit to stay in Greece for at least four months.

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.

Purpose: to support the Field Coordinator and the rest of the team on a day to day basis in all areas of administration and record keeping.

We are looking for an open-minded, flexible and stress resistant person to join our coordination team in early May 2024, who is happy to work in a small and diverse team of volunteers and able to adapt to an ever-changing environment.

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.
• Diary management – coordinating the Field Coordinator’s diary and volunteer calendar (remind the Field Coordinator).
• Attending and taking minutes in meetings, and communicating the minutes of the meetings to the team.
• Ensure documents are up to date, 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 management – 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 wellbeing and welfare of volunteers on the ground by frequently sharings Indigo’s mental health resource.
• Helping the coordinators, responding to the current needs of the organization and carrying out any ad hoc duties that are required, depending on capacity.
• 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.

Shared Responsibilities:

• Organizing/attending daily meetings and additional 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: Minimum of 6 months (including 14 days trial period)

Benefits: Free accommodation with all utilities included, €375 per month stipend, one week off in three months

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