Admin Coordinator

Offene Arme e.V. is a well established locally based NGO which mainly focuses on
distributions for example 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, flexible and stress resistant person to join our
coordination team, happy to work in a small and diverse team of volunteers and able to adapt
to an ever-changing environment.

Job Title:General Admin Coordinator

Job Description: The general admin coordinator works closely with the field coordinator and
the advocacy coordinator, but also wherever is needed if the shop and warehouse
coordinators need help. All work is supervised by the field coordinator and this includes
volunteer emails, dealing with donors (only by emails), communicating with other actors
(Working with partner organizations as required, OA whatsapp groups only), financial
management (only if this has been asked from the field coordinator.) Inbox and diary
coordination, management and support of the organization.

Key Requirements:
● Fluent in written and spoken English (professional level) & Greek is desirable
● Understanding and knowledge of the situation on Chios and across Greece
● Understanding of the purpose, goals and role of Offene Arme on Chios
● Computer literate (competency with Google suite)
● Ability to adapt and respond quickly to changing situations
● Ability to work well as part of a team
● Ability to follow the rules of the organization and lead by example
● Ability to multi-task and prioritize time-sensitive tasks
● Ability to handle sensitive information with discretion
● Strong attention to detail and ability to remain calm under pressure

Key Responsibilities:
● 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 all coordinators, ensuring the wellbeing and welfare of volunteers on the
ground by frequently sharings indigo’s mental health resource.
● Assisting the field coordinator (who is the first point of contact) with donor
communication, this includes requesting support, providing updates, writing up
reports and sending out thank you notes.
● Reporting any incoming emails to the field and warehouse coordinators, for example;
supplies needed from other Organizations.
● Financial management (If this will be asked by the field coordinator)
● Ensure documents are up to date
● Diary management – coordinating the field coordinator’s diary and volunteer calendar
(remind the field coordinator)
● General administrative duties and assisting the field coordinator as needed
● Along with the communication and advocacy coordinator, organizing, attending and
taking minutes in meetings
1● Along with the other coordinators, responding to the current needs of the organization
and any ad hoc duties as required
● Attending regular and emergency coordination meetings
● Providing weekly activity reports for social media (including hospital transfer numbers, medical
expenses), and other updates as required
Shared Responsibilities
● Providing transport where required – with other drivers
● Organizing/attending daily meetings and additional meetings and debriefings as required – with
other coordinators
● Take regular photographs of the team and the work we do – with other coordinators
● Managing the OA vehicles to ensure they are looked after properly, including regular check ups –
with other coordinators and drivers

Reports to: The Field Coordinator
Duration: Minimum of 3 months (including 1 month trial period)
Location: Chios, Greece
Benefits: Free accommodation all expenses included, €350 per month stipend
Please note that all 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 will begin at the end of this trial period.