Convoy paperwork volunteer

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Hope and Aid Direct (HaAD) is entirely run by volunteers, and our purpose is mainly to obtain and deliver humanitarian aid for distribution to those most in need. Consequently, availability and readiness of vehicles is crucial to the operation of the charity.

The charity operates a small fleet of trucks (1 x 40 ton artic and 3 x 7.5 ton) for the collection and delivery/distribution of life-saving humanitarian aid. Until the Ukraine War, most HaAD deliveries were in our own trucks driven by our volunteers, but for expediency, since starting our support for Ukraine, many loads have been sent as ‘backloads’ in overseas trucks returning to Ukraine or surrounding counties. However, Our expectation is that when the war and fighting stops, we will wish to take our own trucks and volunteers to distribute aid directly, working also in partnership with others. In the meantime, we continue to support refugees in France and elsewhere, and use our trucks for collections and deliveries to countries surrounding Ukraine.

For every aid shipment, whether in our own trucks, or sent by back-load, there is a need for paperwork to a greater or lesser degree, and it MUST ALWAYS be accurate, complete, and correct. The smallest details that are incorrect can cause several days of driver delays stuck on borders, and at worst significant fines, or refusal of entry, with consequent return of vehicles to the UK.

All the necessary papers and documents to be given to the drivers (in Essex) before departure. (Some do not have home printers, and many of the documents require rubber stamping in any event).

The role therefore is to

1. To produce all trucks journey paperwork for UK and abroad, including Customs, and Road tolls (in conjunction with our Logistics Leader)
2. To compile and insert papers into sleeved truck document folder packs, to be handed to drivers upon departure

What skills do I need?

  • Smart Phone, PC and Internet, and colour printer/scanner (Paperwork production cannot be done on phone or tablet)
  • Ability to travel locally to provide truck drivers with documentation at a convenient location
  • Ability to make time when documentation production is critical
    Accuracy and Attention to detail
  • Liaison skills with all types of volunteers and partners overseas
  • Patient Persistence to ensure provision of all critical information
    IT literacy in Word and Excel, and competent smart phone usage
  • Basic knowledge of UK Customs export and EU import requirements post-Brexit
    Basic knowledge of EU exit and non-EU Customs entry procedures and documentary requirements
    Past convoy or EU border experience helpful but not critical


  • DBS check required
  • Expenses reimbursed
  • Ongoing support
  • Suitable for under 18s
  • Training provided
  • Volunteer induction
  • Volunteer policy
  • Volunteers covered by insurance
  • Written role description

When can I volunteer?

Start Date: 01/07/2022

Mon Tue Wed Thu Fri Sat Sun
Morning Yes Yes Yes Yes Yes Yes Yes
Afternoon Yes Yes Yes Yes Yes Yes Yes
Evening Yes Yes Yes Yes Yes Yes Yes

Availability Details

• Only prior to when trucks or convoys are planned to depart (HaAD have sent an unprecedented 31 trucks from March to June 2022, each requiring paperwork, but these numbers will reduce to what we anticipate will be between 2 and 6 truck convoys per year, with ‘backload’ trucks in between). • Several hours per truck, per trip, which can be spread over several days when waiting for information and responses • Flexibility to complete things during the working day as well as ‘out of hours’ subject to reliance upon provision of necessary data e.g., load Packing Lists • Must be able to react quickly when questions arise with Customs, or others such as drivers being stopped at borders and requiring additional documentation. • Time to go through each document pack with the drivers when handing them out, so that they understand what they are being given, and why.


This opportunity is available Countywide.

Posted for
Hope and Aid Direct

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