Coordinator of reception centers

Coordinating, organizing, and optimizing the daily operations of municipal reception centers for refugees, including status holders and Ukrainian displaced persons, within a municipal organization. The role contributes to a safe, livable, and efficiently organized reception within established policy, financial, and organizational frameworks. You will act as the operational link between the reception centers, management, and involved municipal disciplines and external cooperation partners.

What you will do.

• Coordinate the daily affairs at the municipal reception centers.
• Be the operational point of contact for involved municipal employees, volunteers, and contracted parties.
• Systematically coordinate activities and specific issues with reception center managers and relevant municipal disciplines.
• Maintain operational contact with employees of the security company hired by the municipality.
• Receive and guide maintenance parties deployed by the municipality under the direction of Real Estate.
• Manage the contracted party for minor maintenance work within the agreed contractual arrangements.
• Oversee compliance with agreements between the municipality and the operator of the reception center.
• Inform residents and other stakeholders about matters related to the reception center.
• Ensure a safe and livable living environment within the boundaries of the reception centers.
• Support refugees and status holders with practical questions regarding their stay and refer them to the responsible municipal desk or the correct cooperation partner.
• Strive for optimal occupancy of municipal reception centers, considering both available capacity and social composition.
• Coordinate the inflow and outflow of residents.
• Oversee compliance with applicable house rules and address residents accordingly.
• Contribute to raising awareness among parents, adults, and children about desired and required behavior within the reception center.
• Conduct discussions with residents about significant decisions regarding their reception, where necessary, together with involved municipal consultants.
• Signalize abuses and safety issues and discuss them with reception center managers before further internal or external follow-up.
• Handle municipal resources carefully and efficiently within your entrusted responsibilities.
• Review invoices for services rendered based on the substantive responsibility for the performance delivered.
• Provide and register the necessary information in the regional registration system for reception.
• Monitor the payment of the personal contribution by residents within the agreed municipal procedure.
• Provide information to responsible municipal colleagues for financial monitoring and accountability.
• Be deployable for emergencies outside regular office hours within the agreements made within the municipality.
• Coordinate incidents and urgent operational issues with responsible managers and municipal disciplines.
• Ensure that relevant signals are shared timely within the municipal organization and addressed through the applicable channels.
• Signalize structural bottlenecks and developments within the reception centers and bring them to the attention of responsible management.
• Contribute ideas from operational practice for possible solutions to reception issues.
• Generate and provide information for policy development, monitoring, and municipal financial processes.
• Make occupancy and capacity information about the reception centers available, among other things.
• Provide input from your substantive responsibility for answering college and council questions about the product Refugee and Status Holder Reception.
• Translate developments from daily practice into points of attention for policy and implementation.
• Contribute from the reception to the approach of social casework, in collaboration with the responsible professionals.
• Participate on behalf of municipal reception in the regional consultation of Ukraine location coordinators.
• Act as a point of contact for local residents and surrounding businesses in your municipal role.
• Maintain contact with the immediate surroundings of the reception centers.
• Ensure that signals from residents, the environment, and cooperation partners reach the correct place within the municipal organization.

What they ask

• Completed education at a minimum of HBO bachelor level.
• Minimum of 3 years of work experience as a location coordinator, location manager, or in a similar coordinating role.
• Demonstrable work experience with the reception and/or guidance of refugees, status holders, and/or Ukrainian displaced persons within or on behalf of a government organization.
• Demonstrable experience with coordinating the daily operations at reception centers, including safety, livability, occupancy, and inflow/outflow.

Preferences.

• Minimum of 2 years of demonstrable work experience with municipal reception centers for refugees, status holders, and/or Ukrainian displaced persons.
• Demonstrable work experience with managing or coordinating external service providers, such as security, maintenance, real estate parties, and/or operators.
• Demonstrable work experience in the past 6 years with complex social casework, resident interviews, enforcement of house rules, and/or conducting difficult conversations.
• Demonstrable work experience in the past 3 years with collaboration with relevant chain partners, such as COA, VluchtelingenWerk, IND, and parties within the social domain.
• Demonstrable work experience with registering and reporting on occupancy, inflow/outflow, and other reception data.
• Demonstrable work experience with signaling safety and livability issues and advising management and/or policy on these.