Administrative Coordinator

***Note: this is a volunteer position with housing and a $450 cost-of-living stipend provided each month***

About the Role

Job title: Administrative Coordinator

Reporting to: Director of Operations

Length of commitment: Rolling commitment expected, with a minimum 6 month commitment required. 1 month trial period. Start date March.

Hours of work: Full-time, 8 hours per day, 5 days per week (Saturday-Sunday off).

Benefits:

• A cost-of-living stipend of $450 per month (possibility of adjustment over time).
• Free accommodation in Belgrade city.
• An additional half-day off every fortnight (welfare day).
• 10 days of vacation (2 weeks) within each 6 month period.

Main Responsibilities

• Assist in the production of organisation overviews and reports, such as monthly overviews, quarterly reports, financial reports, etc.
• Communicate with our wider volunteer community. This includes keeping remote volunteers in the loop, and helping to manage our Notion and Google Drive workspace.
• Financial: Produce, send, track, and pay invoices. Track financial runway and projections.
• Fundraising: Find and apply to various funding opportunities. Running DA donor stewardship programme.
• Manage Distribute Aid’s digital footprint and the ways we tell our story online. This entails maintaining our presence on Facebook, Instagram, Twitter, LinkedIn, Patreon, and the content of our website.
• Manage relevant online tools for our organisation and explore opportunities for new tools. This usually involves seeking non-profit discounts.

Pre-Requisites

• Fluent in English. Strong written English skills.
• Proven commitment to humanitarian work.
• Personal experience with at least two of the following social media platforms: Facebook, Twitter, Instagram, LinkedIn. Experience with managing business/organisation pages on these platforms is desirable but not required.
• Experience using G Suite/Google Workspace software (Google Drive, Google Docs, Google Sheets, Gmail, etc.). Experience using enterprise-grade CRM software is desirable but not required.
• Experience running fundraising activities and applying for grants highly desired but not required.
• Experience using Canva and Prezi, OR experience with other graphic design tools and a willingness to learn Canva and Prezi.
• Ability to work in a fast-paced work environment which requires you to actively prioritise various tasks.
• Can legally travel to and live in Serbia. Can legally travel to the UK and Schengen area is desirable but not required.

NOTE: We expect the finer details of your work and the division of responsibilities and roles between yourself and other members of the team to change over time. You will be encouraged to direct this change as you identify new ways we can help and advocate for new projects.

About Distribute Aid

Founded in 2019, over the past few years, Distribute Aid has grown into one of Europe’s largest grassroots logistics organisations. In that time we’ve sent 120+ full trucks and containers of humanitarian aid between 150+ small charities and organizations in 12 countries. We are always tackling new challenges to push the boundaries of grassroots mutual aid movements, and currently run projects extending, across the entire supply chain.

Our mission is to provide for basic human needs at scale by connecting communities and empowering people to uphold human dignity.

Our approach is to build open-access physical and digital infrastructure that any humanitarian aid organisation can use. We are a highly collaborative and transparent organisation that helps our partners grow their own efforts by sharing information, resources, and decision making.

Our impact has led to a 2.5x efficiency gain across our supply chain by increasing coordination, reducing costs, saving volunteer time, and preventing waste. Every €1 we spend on administration, projects, AND logistics delivers over €20 worth of aid to frontline organisations.

Our Values

Transparent – We believe in sharing our knowledge, experience, and techniques, to help improve other supply chains, even if we are not involved. The end receiver of aid is who matters

Results Driven – We need to adapt our services to what works best for the groups we support in the moment

Proactive – Planning now saves time when we are forced to react quickly in the future

Pull, Not Push – We represent the groups on the frontline to minimise waste across the supply chain. We only send aid that we know is needed, and that has been asked for by the groups

Collaborative – We believe that working together opens new opportunities and doors to access a wider range of partnerships, providing the opportunity for more in-kind donations, cheaper shipments, and better discounts

Sustainability – We pursue ecological, financial, and workload sustainability. We believe that ecological sustainability is a holistic and ongoing effort; we avoid greenwashing and other mindsets which reduce sustainability to an afterthought.

Impartial & Unconditional – We ensure that any aid that we help to coordinate the distribution of is delivered freely and fairly by frontline groups