Logistics Coordinator

Position description

The Logistics Coordinator will support Arena on a number of logistical tasks across the organisation, but the key area is event organisation. Arena hosts two annual conferences: the Dataharvest conference in Mechelen, Belgium, a gathering for investigative journalists from across Europe, and Climate Arena, a location-rotating conference for climate journalists.

Arena is a young organisation and as our portfolio of activities grows, we need to strengthen our procedures. Our conferences have grown organically out of the community of European investigative journalists, and it’s important to respect their origins and the unique and much-appreciated atmosphere the conferences are known for, while making our systems more efficient.

The job is a part-time position (0.5 FTE), and the role includes:

Conference logistics:

• Organise travel and accommodation for speakers and team;
• Coordinate venue and catering;
• Help find and liaise with local event support person(s);
• Support volunteer management;
• Coordinate logistics for conference-related events, such as receptions, funders’ events, and Board meetings;
• Identify opportunities to improve participants’ experience, to reduce the carbon footprint of the conferences, and to develop partnerships.  

Develop and improve conference processes:

• Ensure close and ongoing coordination between the editorial conference team and the logistical side;
• Lead on creating coherence across the conferences, streamlining systems and tools (e.g. Pretix, Sched);
• Help improve and communicate systems and procedures for conference logistics
• In-person team meeting logistics:
• Organise the practicalities around Arena’s 2-3 annual in-person team meetings .

Support financial management:

• Manage relevant budgets and keep track of spending;
• Review contracts with suppliers;
• Keep records and documentation in line with legal and donor requirements;
• Support efficient use of funds, e.g. identify opportunities to reduce conference costs and develop alternative revenue streams.

The Logistics Coordinator will work closely with the conference directors, local conference support person(s), Arena’s finance manager and other operation colleagues.

We are looking for someone who:

• Has experience planning and handling logistics for international events;
• Has experience with event or conference organisation – an advantage if in the media sector;
• Has sound financial understanding – experience managing budgets an advantage;
• Has a good understanding of and/or interest in the European media landscape;
• Has a strong collaborative mind-set and experience working closely with others, while also able to handle tasks independently;
• Is reliable, highly organised, and with strong attention to detail;
• Thrives in a dynamic work environment;
• Is based in a European country.
• Knowledge of Dutch/Flemish is an advantage, but not a requirement.

Who are we?

Arena for Journalism in Europe supports cross-border and collaborative journalism. We believe that collaborative journalism is crucial to knowledge sharing, critical thinking and political life in European societies. We build European networks, create cross-border meeting spaces, and spread the tools and experiences of collaborative projects.

Arena is based in the Netherlands, but team members work remotely from across Europe. We meet several times a year, collaborate and look out for each other within the team. Our working language is English.

Conditions

The job is 50% FTE role with flexible and remote working conditions. We offer a contract on a freelance basis until December 31, 2025, with the intention of an extension. We expect approximately 20 travel days per year. The remuneration level is €50-55k annually FTE, depending on experience.

Arena for Journalism in Europe is an equal opportunity employer. We encourage applications that can make the organisation a better reflection of society.

 

Application instructions

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