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Friends of the Orphans – Southeast Region _____ Volunteer Resource and Hospitality Coordinator
Friends of the Orphans, Southeast Region Job Description Volunteer Resource and Hospitality Coordinator About Friends of the Orphans: Friends of the Orphans Southeast Region is seeking a dynamic and motivated person to fill an immediate unpaid volunteer position as Resource and Hospitality Coordinator. Friends of the Orphans Southeast Region is one of six charitable, non-profit fundraising offices located across the United States to exclusively support the work of the Nuestros Pequeños Hermanos (NPH), a network of orphanages that is home to over 3,500 children in Latin America and the Caribbean. All the NPH homes have fully accredited schools, clinics, chapels, and farms where each child is taught the values of work, faith, sharing and responsibility while being given the opportunity to reach their potential through love, guidance and an education. As adults, the pequeños leave the NPH homes with the ability to lead self-sufficient, productive lives and break free from the cycle of cruelty and poverty they were born into. Recently established in Miami, Florida, Friends of the Orphans Southeast Region is unique from other Friends’ offices because it also serves as an in-kind donation processing center, as well as the hospitality hub for NPH staff and volunteers. Since Miami is a major entry point for all of the Caribbean and Latin America, it is often a central destination for donations. FOTO Florida receives donations of everything from medical supplies to construction materials. These gifts primarily arrive from religious, educational, corporate, and private sources and individuals. Our goal is to ship these goods to our network of orphanages as quickly and efficiently as possible. Our NPH orphanages rely on our prompt delivery of goods to help accommodate their essential mission of serving children. In addition, this office hosts a weekly flow of NPH staff and volunteers in transit to and from the NPH programs in Latin America and the Caribbean. Many of these visitors stay a night or longer, and therefore need to be picked up at the airport and accommodated at the office, which has four bedrooms. Although this provides the opportunity to meet plenty of interesting and dedicated people, it also creates the need for frequent weekend work. Work schedule: Position available 1/1/2008 and lasts 6-12 months. Monday thru Friday from 9am – 5:30pm Occasional airport pickups on Saturdays. Sundays off. Total workload: approximately 40-50 hours per week Job demands: Occasional local travel within South Florida. A high degree of autonomy. Applicant must be flexible with fluctuating work hours and responsibilities and feel comfortable living with others.
Volunteer Resource and Hospitality Coordinator - Job description
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Friends of the Orphans – Southeast Region _____ Volunteer Resource and Hospitality Coordinator
Job Summary: The Resource and Hospitality Coordinator synchronizes the visit of staff and employees from the NPH homes, manages the shipping and receiving aspects of the in-kind gift program, keeps the office clean and orderly, and assists the Friends of the Orphans staff members with administrative duties. Training, coaching and support are provided for all responsibilities expected of this position. Principal Responsibilities: Hospitality Coordinator (25%) - Receive and respond to email communications from NPH staff and volunteers who plan on traveling through the Miami International and Ft. Lauderdale airports. - Maintain an orderly log of visitor arrival and departure dates. Create monthly visitation reports. - Pick up and drop off of visitors from Miami and Ft. Lauderdale Airport to Friends office (frequently on evenings and weekends). -
There are occasions where orphan children who are in need of extraordinary medical care travel through Miami on their way to specialists in the U.S. or Europe. In some local cases, these children will need to be accompanied to their medical appointments.
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Pack duffle bags with donations and deliver to traveling volunteers and staff for them to take to the NPH programs.
Manage in-kind donation program activities (25%) - Oversee the safe receipt, storage, retrieval and timely dispatch of received goods. - Maintain an itemized inventory of all goods received. Repack donations as needed. - Coordinate shipping dates with donors and other Friends offices. - Enter donations and sponsor information into database system. Process and mail acknowledgment letters to donors. - Communicate with shipping company to arrange the delivery of container for packing. - Help with the packing of quarterly 20� containers shipped to NPH. Office Work (35%) - Receive daily correspondence for NPH homes and sort accordingly. - Answer the incoming phone calls as needed. - Check incoming emails and reply or forward as necessary - Monthly accounting/bookkeeping of Miami office and house expenses in MS Excel. - Assist Friends of the Orphans staff with administrative office duties (filing, storing mailing, folding brochures, etc.) - Assist in the administration of Sponsorship program (data entry, printing/sending acknowledgment letters to donors) - Assist in preparing fundraising events (make phone calls, request prices, send invitations etc.) - Attend fundraising events and help out as necessary.
Household maintenance (10%) Volunteer Resource and Hospitality Coordinator - Job description
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Friends of the Orphans – Southeast Region _____ Volunteer Resource and Hospitality Coordinator
Perform weekly cleaning (dusting, sweeping and mopping) of Friends office, including social areas, office and bedrooms. Clean guestrooms and make the beds after departure of visitors. Laundry, guest towels and sheets must be washed, dried and folded as needed. Lawn and garden maintenance (mowing, weeding and occasional painting). Waste management.
Develop a familiarity with local directions and addresses (5%) - In addition to needing airport transports, NPH staff members occasionally have purchasing trips to Miami. Therefore, the Hospitality and Shipping Coordinator will occasionally assist them with their local purchasing needs by helping them find and drive to businesses. - Weekly purchasing of food and office supplies. - Trips to the Post Office to deposit and pick up mail. Skills/Qualifications: An ideal candidate would be in good health and possess excellent social and communication skills, motivation, organizational efficiency, flexibility and initiative. Applicant must be a team worker with high energy, endurance and self reliance. US High School Diploma or international equivalent required. Applicant must have a driver’s license in good standing. Solid computer skills are necessary, especially Microsoft Word, Excel and PowerPoint. Good verbal and written English fluency is a must; some knowledge of Spanish would be helpful. Compassion, a strong sense of hospitality, and a grasp for the mission of Friends of the Orphans and NPH are also necessary. Compensation: This position provides room and board for the duration of the program, including a budget for personal supermarket and food purchases. Approved use of the company vehicle on free time. A $100 stipend is provided per month. Assistance with Liability/Accident/Health Insurance is also provided to international applicants. The personal rewards are many; volunteers will meet wonderful people from all over the world, have the opportunity to practice Spanish (or for our European volunteers, to improve on their English), enjoy warm weather year-round, and most importantly, know that by their efforts, they are serving thousands of orphaned and abandoned children.
Location of position: Friends of the Orphans Southeast Region 8980 SW 56th Street Miami, Florida 33165 Please include a recent resume or curriculum vitae, along with the completed position application (see attached). For additional information and to apply, please send application and resume to infofl@friendsus.org.
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Friends of the Orphans – Southeast Region _____ Volunteer Resource and Hospitality Coordinator
Friends of the Orphans, Volunteer Policies Duties: As the job description outlines, the responsibilities at the Friends of the Orphans, Florida house/office are varied. Volunteers will meet with the staff and review the jobs that need to be accomplished based on immediate and daily needs. Vehicle: Friends has for its use a pick up truck with automatic transmission. Staff and volunteers should possess a valid driver’s license and ability to safely the vehicle. The vehicle is primarily for house/office use; everything from airport transport and pick up, to buying of materials for the house and orphanages we serve. There are also times that staff and volunteers from other NPH orphanages are staying at the house and are in need of the Miami house vehicle for their program purchases. They are to be given every possible opportunity to make such purchases unimpeded. When house and visitor vehicle needs coincide, the house director will make decision based on need and priority. Volunteers may use the company vehicle on a limited basis outside of working hours for local activities provided that the vehicle is not needed for NPH purposes and is cleared by the director. All drivers are expected to follow all local traffic rules and are forbidden from using drugs or alcoholic beverages when driving. There is no smoking in the vehicle. Staff and volunteers are responsible for keeping the vehicle clean and clutter free as well as maintaining routine vehicle maintenance. The car should be vacuumed and washed on an as-needed basis, usually weekly. Volunteers will maintain a vehicle mileage log for every time the vehicle is used. Drugs and Alcohol: Illegal drugs and use of alcohol during working hours is expressly forbidden for staff and volunteers on the Friends property. Staff and volunteers may use alcoholic beverages during their free time but such use must be limited and moderate. US law requires that persons who consume alcohol be at least 21 years of age. Smoking inside the Friends office is strictly forbidden. Smoking is permitted on the house porch; however, cigarette buts should be removed and discarded by smoker when they are finished. House Cleaning: Volunteers are expected to keep their living space clean and clutter free. Staff and volunteers are responsible for any mess they produce and are expected to leave living spaces as previously found. Volunteers will be responsible to keep common areas such as living room, bathroom and kitchen area clean at all times, with bedrooms ready with freshly made sheets and clean towels for new visitors. Yard Work: The Friends of the Orphans house/office has a yard is in need of upkeep, from cutting the grass to removal of tree limbs and branches.
Stipends: Volunteers will receive all room and board during their stay and participation at the Friends program. A monthly living stipend will be given to each volunteer in the amount of $100.00 Free Time: Staff and volunteers will usually have evenings and weekends free. National and religious holidays are also observed. There will be occasions where, by necessity, staff and volunteers will be needed during free times such as when visitors are in town and require transportation and hospitality services. Weekend airport pickups are frequent, however comp time will be awarded when volunteers work weekends. Volunteer Resource and Hospitality Coordinator - Job description
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Friends of the Orphans – Southeast Region _____ Volunteer Resource and Hospitality Coordinator
Visitors: Volunteers need to advise Friends of the Orphans, Florida Director if they expect visitors who will stay at the house. These must be pre-approved. Interpersonal: Inappropriate behavior such as sexual relationships on Friends of the Orphans property is not permitted. Deliberate disregard for these guidelines, poor work performance or inability to maintain healthy relationships with other volunteers and/or staff, or other behavior that causes scandal may result in immediate dismissal. Name: ___________________________________ Signature: ______________________ Date: __________
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