Logisitc assistant - for the European Union-funded project “Enhancing protection of public spaces and critical infrastructure in the Western Balkans”
Logisitc assistant for the European Union-funded project “Enhancing protection of public spaces and critical infrastructure in the Western Balkans” (Croatia)
The EU has launched a 3-year project in the Western Balkans aimed at strengthening the capacities of the region to effectively detect, investigate and respond to terrorist threats on public spaces and critical infrastructures. This European-funded action is in line with the goals set under objective 5 of the EU’s Joint Action Plan on Counter Terrorism for the Western Balkans, focused on strengthening citizen and critical infrastructure and entities’ protection in the region.
CIVIPOL, the operator of the French Ministry of Interior, will manage the project and is looking for a Team Leader to head the project’s implementation team for 36 months, starting in March 2026-.
Profile
A logistics assistant with strong experience in event organization and venue coordination, including liaison with external service providers. The profile requires solid skills in supporting complex logistical arrangements. A minimum of five years of relevant professional experience in a similar role is expected.
Missions
The Logistics Assistant is responsible for the organization, preparation, logistical support of activities, and support of the Team Leader. S/he plays a key role in ensuring the smooth coordination of logistical arrangements and provides on-site support during the implementation of activities, working closely with external service providers and participants.
Tasks
Assist the Team Leader and the team
To assist the Team Leader and deal with all administrative and logistical aspects of the project
To assist the Team Leader and main experts in the organisation of all activities and in the follow-up of the project
Handling of calls, scheduling of experts' appointments, handling of official correspondence with the competent authorities
Activity Organization and Preparation
To support the lead experts in liaising with the beneficiary administrations for the planning and implementation of activities
Coordinate logistical arrangements prior to activities
Prepare materials and documents required for activity implementation
Assist the lead experts in the preparation of the technical steering committees and other project coordination meetings
Coordination with External Service Providers
Liaison and communication with stakeholders especially on bookings and accommodation
Follow up on service delivery and logistical requirements with providers
Ensure availability and proper setup of venues and equipment
Participant Management and Support
Manage participant registration and attendance lists
Serve as a point of contact for participants regarding logistical and hotel-related matters
Provide assistance and guidance to participants during activities
On-site Logistical Support
Provide logistical support during activity implementation
Ensure smooth day-to-day operations during activities
Address and resolve logistical issues as they arise
Administrative and Reporting Tasks
Distribute per diems to participants in accordance with established procedures
Distribute and collect activity evaluation surveys
Support basic administrative follow-up related to activities
QUALIFICATIONS AND SKILLS REQUIRED:
Experience in logistics, event organization, or administrative support
Strong organizational and coordination skills
Ability to manage multiple tasks simultaneously and meet deadlines
Good communication and interpersonal skills
Attention to detail and problem-solving abilities
Ability to work effectively with external service providers and participants
Proficiency in basic administrative tools (e.g. email, spreadsheets, registration lists)
Excellent in English both spoken and written language
LOCATION:
The post will be based in Zagreb (Croatia)
DURATION:
3 years full-time, initial contract of 1 year.
REMUNERATION:
According to skills and experience. Contract according to the status of the expert.
CONTACT:
Please send your application in English before 16/02/2025 (cover letter + CV in EuropeAid format) to the following address SPERBER.S@civipol.fr and claire.avon@civipol.fr
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