APPLICATION CLOSED – Job Opportunity: Expedition Logistics Coordinator

Expedition Participant Management

▪ Coordinate participants’ travel arrangements for expeditions and other events such as flights, visas
(if required), accommodation and internal transport, including dealing with logistics agents.
▪ Liaising with expedition participants regarding completion of all forms and waivers to confirm
expedition participation (e.g. personal and next of kin details, medical and media releases)
▪ Ensuring that expedition participants’ details gathered are stored in a way that complies with data
protection.

▪ Working with the Finance and Central Operations team to ensure all participants have appropriate
insurance coverage – if partner institutions are providing coverage for participation, obtain details
of this to ensure they match expedition medivac needs.
▪ Coordinating with expedition participants for submitting expense claims.
▪ In the event of an emergency, under the direction of the Expedition Management team, provide
support for reactive response for emergency personnel travel requirements (e.g. personnel needed
to return home).
▪ Supporting the team to mobilise and pack supplies and scientific equipment, updating the Asset
Management System accordingly and liaising with shipping agents.
▪ Supporting the Expedition Team in liaising with partners and assisting with resolving ad hoc
queries.

Essential:
▪ A minimum of 2 years working in international logistics, ideally supporting maritime operations,
science fieldwork or expedition-style activities.
▪ A confident, proactive, and independent self-starter able to work quickly, flexibly and responsively
in a fast-changing environment.
▪ Competent with Microsoft Excel, including formulas, lookups and pivot tables.
▪ IT literate with good knowledge of other Microsoft Office applications, in particular Word and Excel.
▪ Highly organised, and detail-oriented, with the ability to manage multiple areas of work.
▪ Strong interpersonal and communication skills, with the ability to be confident and assertive in
communicating with people at all levels, to build good working relationships across the organisation.

▪ Experience of working with logistics, insurance and personnel data management (incl. working within GDPR framework).
▪ Evidence of being able to work with people from all countries and backgrounds in a culturally
sensitive and respectful manner.

Desirable:
▪ Experience in external contracting and procurement.
▪ Formal GDPR awareness training.
▪ Experience in budget management and reporting.
▪ Familiarity with Google Workspace and live document management.