JOB DESCRIPTION

JOB TITLE: Event Logistics Assistant

RESPONSIBLE TO: COO (for the GMT event) / Fellowship Event Programme Manager (for the Fellowship Event)

JOB GRADE: E (provisional)

DURATION OF CONTRACT: Fixed term contract, starting as soon as possible until 30 June 2026

LOCATION: Remote working (applications particularly sought from Asia-Pacific region)

WORKING HOURS: Full-time (37.5 hrs/week), Flexible working considered

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BACKGROUND 

United Bible Societies is a global Fellowship committed to making the Bible available to everyone. United Bible Societies Association (UBSA) is the service organisation  that supports this Fellowship of independent Bible Societies in 158 countries. 

The United Bible Societies Association will deliver 2 significant events by mid 2026:

1. Global Mission Team Event:

• A whole staff event (which takes place every two years)  for around 160 people in Chaing Mai, Thailand from 5 – 11 October 2025.
• This is a unique opportunity for our global virtual team to join face to face to work all together around the delivery of the UBSA strategic plan, culture building and deepening our team working.

2. Fellowship Event:

• A global UBS Fellowship Event (which takes place every two years)  for 300 – 350 people in Jakarta, Indonesia in May 2026.
• Seek to enable Bible Societies to share a common vision and mission and to address some of the key challenges and opportunities facing the UBS Fellowship and global Bible ministry.

JOB SUMMARY 

The Event Logistics  Assistant will work closely with the Chief Operating Officer (COO)/Fellowship Event Programme Manager and the associated wider event planning groups in providing administrative, logistics and project support in preparing for the events.

APPOINTED BY: Chief Operating Officer/Fellowship Event Programme Manager

ROLES AND RESPONSIBILITIES

a) Fellowship Event:

1. To ensure that high-quality and proactive administration and logistical support is provided to the Programme Manager and working groups to enable them to deliver the two events effectively.
2. To undertake and implement a variety of creative and procedural communications responsibilities in relation to the events so that stakeholders feel engaged and informed.
3. To ensure smooth communication flow and document management of the project management materials.
4. To provide other support as required by Fellowship Event Programme Manager.
5. To travel internationally to attend relevant site visits and the event itself.
6. To liaise with the hotel, host Bible Society and other vendors to deliver a seamless attendee experience.

b) GMT Event:

7. To ensure that timely and proactive event management,  administration and logistical support is provided to the COO and working group to enable them to deliver high quality user experience.
8. To lead on the Communication to participants ahead of the event.
9. To liaise with the on-site logistics company around event needs, hotel communication, excursion etc.
10. To lead the UBSA on-site logistics team during the event incl Welcome desk, participant information, programme coordination etc.
11. To travel internationally to attend relevant site visits and the event itself.

ESSENTIAL EXPERIENCES AND SKILLS:

• Comfortable working in a Christian organisation with sensitivity to the breadth of church support that UBS enjoys. 
• 3-5 years of experience in logistics for large events.
• Excellent verbal and written communication skills to diverse audiences. 
• Extremely high attention to detail.
• An ability to work collaboratively and a good listener.
• Self-motivated, with enough personal confidence to be open to continuous learning and development.
• An open attitude which supports an honest broker approach in relationship building.
• Ability and willingness to undertake international travel when required.
• Willingness to work unsociable hours occasionally during the preparation to and during the event.

• Excellent verbal and written communication skills (in English).
• Experience of writing communications for different audiences and cultures.
• Experience of working in a multicultural environment with sensitivity to different world views and cultural opinions.
• Excellent IT skills and experience of using digital technologies, including Microsoft Office (Word, PowerPoint, Excel) applications.
• The ability to work accurately with detailed information and to ensure that practical tasks are effectively implemented.
•  Organisation and administrative skills.

DESIRABLE EXPERIENCES AND SKILLS:

Sympathetic to the aims of the organisation.

Experience with communication tools to enable virtual working such as Skype and Google Hangouts.

An ability to work collaboratively, a good listener with an ability to explain complex matters simply.

The ability to speak other languages is desirable.

The ability to act proactively and with limited direct supervision, while at the same time recognising when matters need to be referred to more senior managers.

The interpersonal skills necessary to sustain effective relationships on behalf of the organisation with clients and suppliers.

Culturally sensitive to a global team in multiple locations.

How to Apply

To apply for this exciting opportunity, please submit the following three documents by email to recruitment@biblesocieties.org by the closing date given below. Please enter JOB TITLE as the email subject (Previous applicants need not reapply. If you wish to apply for multiple roles please send separate emails):

1. Your up-to-date CV.
2. A cover letter outlining your suitability for this role and indicating how you heard about this job posting.
3. A document outlining three key achievements (max 600 words total).

Applications Closing Date: 24 August 2025 (All applications must be received by midnight GMT. Due to the high volume of applications, please expect delays in our response)

Equal Employment Opportunity Statement

At UBSA we value diversity and treat all candidates equally, we are committed to creating an inclusive environment where all employees feel engaged, supported and know their work makes an important contribution. All applications are screened based on organization needs, job requirements and individual qualifications without any regard to origin, age, sexual orientation, disability, geographical location or citizenship.

JOB DESCRIPTION