The Communications Department is responsible for developing a coherent voice and delivering clear public messages to inform both US and international audiences of MSF, its field activities and the humanitarian principles that underpin them; to raise awareness about the plight of the populations we serve; to promote public communication aimed at exposing and describing the field reality, including dilemmas and challenges; and to garner public understanding for our advocacy messages related to field operational concerns and the Access Campaign, via the media, print and digital channels , public awareness and advocacy campaigns, conferences, etc.
Under the direction of the Tour Manager, the Logistics Coordinator collaborates with a team in the planning and preparations for, and execution of, a three-month, regional tour of the Forced From Home Pop-Up exhibition. The Logistics Coordinator is responsible for implementation of key physical and logistical components of the Forced from Home Pop-Up exhibit both prior to and during the tour.
The Logistics Coordinator will play a pivotal role in the activation, maintenance, transportation, and staffing of the Forced from Home Pop-Up exhibit. Specifically, this position is responsible for the installation/breakdown, maintenance, operation, driving, permitting, on-site security, and safety of the Forced from Home Pop-Up, as well as its storage and transportation in and between cities along the tour route. The Logistics Coordinator will also staff the exhibit as a field worker guide as needed, as well as manage and track all VR equipment, and other tools, supplies, and materials, excluding printed materials. The Logistics Coordinator reports to the Tour Manager, and works in close collaboration with the Event Coordinator on the ground during the tour, as well as coordinating remotely with team members based at MSF-USA.
I. Essential Functions and Responsibilities
Event Logistical Management (50%)
Guidance to, and collaboration with, Tour Manager for identification of sites that meet the guidelines for safe and proper operation of the Pop-Up trailer.
End-to-end execution of trailer set-up and breakdown, including completing intensive operational training for the Pop-up trailer with a consulting vendor prior to the start of the tour. When needed, can be assisted by Event Coordinator, and possibly other staff and unpaid volunteers, for set-up and breakdown. Logistics Coordinator is responsible for ensuring the safety of colleagues and volunteers supporting set-up and breakdown.
The Logistics Coordinator will be in charge of site management, including directing load-in and load-out of the exhibit, and deciding on the exact location/orientation of the Pop-up trailer and hauling vehicle at each event site to ensure proper access to power, proximity to heavy foot traffic, accordance with fire safety regulations, and other factors that affect safety or visitor experience.
With theEvents Coordinator, sets up the physical exhibit in the trailer’s interior, including VR viewing stations.
Management of mechanical components of the trailer and hauling vehicle in preparation for, and during activation of, each event – ie, generator filling and maintenance, AC operation and troubleshooting, etc.
The Logistics Coordinator will be the security responsible for the tour, as well as overseeing staff and visitor safety when the exhibit is operating. The Logistics Coordinator will also ensure that the hauling vehicle and trailer are operating safely, and within legal weight, hauling, and passenger quantity requirements.
The Logistics Coordinator will be responsible for site safety, including overseeing fire safety and other city or municipal safety regulations or licenses in advance of the tour. Also ensures safe set-up, breakdown, and operation of the physical exhibit during the tour. Acts as a liaison with local authorities (police, Parks Department personnel, etc) as well as vendors (guards, etc), and is also responsible for ensuring safe overnight storage of the trailer throughout the tour.
Technical support for the VR equipment, and is available for on-site troubleshooting. Tracks the whereabouts of all VR equipment, ensuring they are in excellent condition and functioning well. Includes ensuring that all equipment is properly packed and stored securely on a daily basis, and transported safely from city to city. Works with Event Coordinator to make sure all equipment is properly charged and handled during event operation, particularly by volunteers they are training. Also works with Event Coordinator to develop and implement effective loss prevention systems for the AV equipment as needed.
Travel, Freight, and Vehicle Management (40%)
The Logistics Coordinator will procure a hauling vehicle that meets the requirements for towing the Pop-Up trailer. This includes securing any necessary licensing, registration, and other required documentation. During tour, the Logistics Coordinator is responsible for mechanical maintenance and cleaning of the hauling vehicle.
The Logistics Coordinator will ensure that licensing and registration for the Pop-Up trailer are up-to-date and stored where needed, and is responsible for all maintenance and care of the trailer before and during the tour. This includes mechanical upkeep, cleaning, and safe overnight storage and parking.
Sole driver of the hauling vehicle towing hitched Pop-Up trailer for the duration of the tour, from city to city, and to/from each event site. CDL license preferred, but not required. CDL training and certification for the employee may be provided by MSF, if possible. Event Coordinator will be the back-up driver if extenuating circumstances arise.
In advance of the tour, works closely with Tour Manager to plan travel routes between cities and set a travel calendar/schedule for the tour.
During tour, manages local transport of Pop-Up team to/from each event site, and for ancillary events and obligations as needed.
Other Responsibilities (10%)
As required, serves as a Guide staff member for exhibit event days. Represents MSF-USA as the on-site spokesperson for all visitor questions about MSF’s work in response to the refugee crisis. This requires familiarization with guide scripts and talking points.
Maintains an active and up to date inventory of all equipment and supplies, including tools, cleaning supplies, etc. Coordinates with Staffing and Admin Coordinator during the tour for purchase of any necessary tools and supplies, as approved by the Video and Multimedia Producer.
II. Supervisory Responsibilities
Manages volunteers or interns as needed. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
III. Fiscal Responsibilities
Under supervision of the Tour Manager, the Logistics Coordinator has budget tracking, invoice processing, and direct fiscal responsibility for logistics-, licensing-, and maintenance-related expenditures. The employee will be responsible for tracking receipts and submitting expense reports for all purchases made, and tracking invoices for payments made to vendors.
IV. Extent of Public Contact
Regularly represents MSF to venues, local authorities, and events venues and hosts. Engages with general public/audience as a guide, as needed.
V. Physical Demands
While performing the duties of this job, the employee will be tasked with both administrative and physical work.
The administrative tasks of the office-based planning phase will require the employee to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
For the physical on-site components of the job, the employee must attest to physical fitness to endure physically difficult, high stress situations which include the necessity to carry materials of up to 75 pounds, and work with a range of power tools and mechanical equipment. In particular, this role will play a key part in the set-up and break-down of the exhibit trailer, requiring at least one hour of strenuous physical activity and mechanical work. Must also be comfortable assessing vehicle and trailer maintenance needs, and servicing appliances such as a generator and air conditioner.
The Tour Coordinator must have a Commercial Driver’s License (CDL), and be comfortable driving a vehicle hauling a commercial trailer for long distances between cities and states. Must also be comfortable driving with passengers while hauling a commercial trailer, within legal limits for quantity of passengers.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
VI. Working Conditions, Travel, and Environment
The duties of the job require both preparatory work and event operation work, both of which operate on unique schedules:
Preparatory work, which will take place from January through February 2018, requires regular attendance 5 days/week for a minimum of 35hours. We prefer that the employee work out of our NYC office for the duration of the preparatory period, but alternative arrangements for working remotely may be considered. Must be available to work before 9:00 am, after 5:00 pm or on weekends, as required.
Event operation work, which will extend from March until June 2018, will require attendance five days/week for an average of between 40 and 60 hours per week. Daily hours will vary, and may include early mornings or late evenings, as required. The job will also require a large amount of driving, often while hauling a commercial vehicle and/or passengers, at any time of day as required. For event operation work, candidate will be traveling to each city with the Pop-Up exhibit for the duration of the tour (March – June), with local lodging provided by MSF.
Event or related logistical experience plus Bachelor's degree; or equivalent combination of education and experience ideally in areas of public outreach and event marketing
Must hold a valid US Driver’s license, and be comfortable driving passengers in a hauling vehicle for long distances. Commercial Driver’s License (CDL) preferred.
Excellent interpersonal, written, and oral communication skills.
Proven excellence in logistical management of large-scale and complex projects, preferably through events or working in the field with MSF.
Ability to work independently, move projects from conceptual stages to launch, and handle multiple and often competing deadlines.
Proven creative problem-solving skills, working through challenges that arise in planning for and executing events.
Familiarity with mechanics, car engines, and assessing vehicles for maintenance needs. Must also be comfortable working with a range of power tools.
Keen attention to detail, and ability to track and manage complex schedules.
Strong computer literacy, particularly in Excel, Google Drive, database softwares, using the internet for research purposes, and PowerPoint.
Ability to work well in a team, being flexible and reactive to the shifting needs of your colleagues in their interrelated duties. Ability to work well with different personalities.
Proven ability to handle and prioritize a large volume of work.
Proven time management and organizational skills; keen attention to detail with ability to prioritize and track multiple projects at one time.
Genuine interest in, and commitment to, the humanitarian principles of MSF.
Ability to travel domestically for long periods.
Knowledge and interest in volunteering and outreach programs ideally in the Southeast and Midwest
Demonstrated knowledge of international affairs and MSF field activities
MSF Field experience strongly preferred
Full-time; Short-term (January-June 2018); Exempt
Starting salary high 50s to low 60s (commensurate with experience) quoted annually, pro-rated for the duration of the short-term contract (5 or 6 months - will vary based on start and end date)
Desired Hiring Date
Working Time %
How to Apply
To apply, send letter of interest/cover letter and resume to email@example.com, with subject line “Attn: Logistics Coordinator– Forced from Home Pop-Up Exhibit Tour”.
Submissions without cover letter will not be reviewed. No phone calls please.
Application Deadline: January 25, 2018.