Aid preparations administrator

To ensure all necessary legal requirements are met and all preparations and bookings are made for aid delivery so that HAAD trucks and aid can progress smoothly from its origin to its destination

What will you be doing?

This role forms a vital part of our response to increasing humanitarian needs through ensuring our trucks and drivers can proceed across Europe with all necessary bookings, paperwork and legal requirements in place for smooth transit

Every time HaAD trucks are used in UK, or to go abroad, there are truck Insurances to be checked, UK ferry bookings or other Channel crossing bookings to be made, overseas ferry bookings as necessary, road toll payment or exemption and road restrictions to be considered, Hotel accommodation and other Official requirements e.g., Covid requirements to be met.

HaAD have sent an unprecedented 31 trucks from March to June 22, each requiring preparations and bookings, but these numbers will reduce to what we anticipate will be between 2 and 6 truck convoys per year, with additional ‘backload’ trucks in between.

This role will take responsibility for determining all statutory and country specific journey requirements pre-trips, undertaking research to stay up to date with legal requirements in relation to trucks, customs, in country regulations eg around Covid. They will also need to be available to problem solve issues arising eg: around customs queries

The volunteer will ensure implementation of all bookings and necessary arrangements including

• For all truck Insurance arrangements (annually and/or per trip)
• For all Cross-channel movement bookings (ferry or train)
• For all accommodation bookings where appropriate
• Costs incurred will be re-imbursed subject to prior agreement and production of receipts

What are we looking for?

Volunteers must have experience of operational oversight of projects. Whilst there will be other volunteers to liaise with and refer to the volunteer will be expected to be able to work proactively and with a significant degree of autonomy in not just making the required bookings but also ascertaining what is required and the relevant timescales for completion. Specific skills and experience include

• Ability to make time when truck departures are imminent, and requirements must be met.
• Smart phone, PC and internet
• IT Literacy in Word and Excel, and competent smart phone usage
• Accuracy and Attention to detail
• Managing and nurturing Relationships
• A basic appreciation of the statutory and legal requirements to move vehicles and goods across Europe
• Past convoy or EU border experience helpful but not critical

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