Overview of IHA‍

InterEuropean Human Aid Association (IHA) is a grassroots organisation providing humanitarian aid and assistance to refugees, asylum seekers and people in need. We support thousands of individuals in Northern Greece with essential relief supplies, as well as providing a space for learning, inclusion and building community. IHA has operated in Northern Greece since 2016 and is currently running a warehouse in Diavata and a community centre in Lagadikia. We strongly focus on providing support around the principle of dignity first. We work collaboratively and are open to building new connections, while making sure to maintain sustainable operations for our team and our target group, and remaining flexible and independent.

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Background

IHA has operated in Northern Greece for over six years, building a strong network with humanitarian grassroots organisations, as well as with local actors and initiatives supporting displaced people across Europe. Today, IHA operates in Northern Greece, primarily in supply management, logistics, informal education, community building, inclusion and psycho-social support. We work closely with local actors to help people to move towards self-reliance and independence in their new place of residence, guided by the principle of dignity first.  

IHA Warehouse is a main logistical hub in Northern Greece, providing refugees, asylum seekers and other people in need who fall through the cracks of the official aid system with food and essential non-food items through our network of over 20 key partner organisations. The Warehouse supports other organisations working in or close to the camps as well as social projects that assist people living in urban areas. In emergency situations, IHA activates a warehouse mobile team to carry out distributions on site, including a Free Shop from its community centre in Lagadikia.

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Overview of the position

IHA is looking to recruit a full-time Logistics Manager to start in February 2025 / as soon as possible. The Logistics Manager is a fundamental part of our team, managing all components of IHA’s Warehouse operations, including volunteer and stock management, coordinating deliveries, and strategic planning, as well as logistics, finances, fleet management, partnerships, and supporting the Lagadikia Free Shop. 

The Logistics Manager works closely alongside the Programme Manager, Project Manager and Team Manager. The ideal candidate is intrinsically motivated, interested in learning, adaptable, organised, passionate about the cause, and able to find solutions to problems and manage a team in a high-pressure environment.

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Key Responsibilities:

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Warehouse operations

• Independently manage all components of the Warehouse project, including planning, implementation and internal reporting on its operations
• Develop and improve warehouse processes in accordance with organisational strategy; conduct regional needs analyses and implement warehouse related strategic objectives
• Ensure health and safety regulations are upheld
• Manage warehouse stock levels in accordance with current needs
• Coordinate and oversee order cycles, ensuring that partners’ orders are prioritised correctly and processed on time
• Manage delivery times, transport costs and vehicle routes 
• Responsible for administration, equipment and maintenance of IHA’s Warehouse in coordination with the Programme Manager
• General coordination tasks and responsibilities as needed, and playing a proactive role in the management team’s joint effort to steer and enable IHA’s work and projects

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Warehouse data management and reporting

• General coordination tasks and responsibilities as needed, and playing a proactive role in the management team’s joint effort to steer and enable IHA’s work and projects
• Keep digital records of all incoming and outgoing deliveries and other required methods of data management
• Prepare warehouse related reports on a weekly and monthly basis
• Closely cooperate with the Programme Manager with regards to external reporting

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Volunteer management

• Onboarding and training of new team members
• Coordinate the work of warehouse volunteers; motivate warehouse volunteer team and develop and implement plans for warehouse volunteers performance improvements
• Coordinate staff resources according to current needs, liaising with the Team Manager 
• Provide training for volunteers and other staff members as needed

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Lagadikia Free Shop

• Coordinate the logistics of Lagadikia Free Shop including stock, deliveries and related data management 
• Oversee the training of new volunteers in implementing Free Shop distribution, providing support to the on-site team 
• Closely cooperate with the Lagadikia Community Centre Manager and Free Shop Manager

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Partnerships, cooperation and representation

• Establish and maintain good relationships with donor organisations
• Maintain regular communication and coordinate with Greece-based and European partners including collection groups and logistics organisations 
• Liaise with partner organisations; coordinate orders and deliveries with partner’s logistics focal points 
• Establish and maintain partnerships with humanitarian organisations, receivers of warehouse items 
• Closely cooperate with Programme Manager with regards to donors and partners relations
• Closely cooperate with the IHA management team
• Represent the Warehouse project as required 

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Financial management

• Managing and keeping track of expenses in collaboration with the Head of Finance 
• Responsible for petty cash (balance, reimbursements and withdrawals) as well as for collection and storing related receipts for all IHA departments
• Warehouse budget management

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Fleet maintenance

• Maintain IHA vehicles through regular checks and required repairs  
• Optimise use of IHA vehicles 
• Focal point in case of breakdown and accidents 

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Emergencies

• Serve as IHA’s Warehouse emergency focal point
• Coordinate response in case of emergencies (plan and implement on-site distributions)

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Applicant Profile:

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Required:

• Willing to relocate to Thessaloniki, Greece 
• Must be eligible to legally reside in Greece (we are not able to sponsor visas)
• Previous experience in logistics and/or supply chain
• Previous experience working with a grassroots/volunteer-run organisation in the context of migration and humanitarian support, specifically experience working in a humanitarian warehouse and emergency distributions
• Fluency in English
• Driving licence (class B) valid in Greece and at least 3 years of driving experience. Confident driving a large van with sufficient knowledge of vehicle repairs and maintenance
• Experience in financial management
• Comfortable driving a forklift 
• Excellent time management and organisational skills
• Strong computer skills, digital problem solver
• Highly-motivated, passionate about IHA’s work and values, and willingness and motivation to learn and develop
• Strong team player and team management skills
• Strong independent work ethic and hands-on mentality
• Ability to set priorities and think strategically across the short, medium and long term
• Strong problem-solving abilities, able to manage challenges and create solutions in a high-pressure environment

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Desired:

• Working knowledge of Greek language will be considered a strong advantage
• Forklift licence and previous experience

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Our Offer

• 40-hour workweek, Monday-Friday
• Stipend for living expenses
• A volunteering opportunity to work for an important and meaningful cause as part of a dedicated team
• Optional accommodation in IHA’s shared flat in the centre of Thessaloniki 
• Work expenses covered: transportation to and from work, prepaid SIM card + top up. Additional allowance for time off expenses (every 3 months) 
• Initial commitment of 6 months (6 weeks notice period) with possibility of extension

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Application

IHA is an equal opportunity employer. We strongly encourage applications from a diverse range of backgrounds and experiences, and are committed to creating an inclusive environment for all team members.

Apply by filling in an application form on our website and sending your CV to vacancies@iha.help by January 29, 2025.

Interviews will take place the week of 3rd February, 2025.

Please note, as a small organisation, we do not have capacity to provide individual feedback on unsuccessful applications.

As part of our safe recruitment policy, all successful candidates will be asked for contact details of at least two professional references and will need to submit a police record check prior to commencing their role at IHA.

If you have any questions, please contact vacancies@iha.help

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