Project Coordinator – Operations & On-Site Logistics

Posiiton: Project Coordinator – Operations & On-Site Logistics

Job Description

The Project Coordinator – Operations & On-Site Logistics will be a Nepal-based member of the local convening support team, working closely with the MEASA Secretariat to coordinate the practical and operational requirements of the National and Regional Convening.

The role will support the end-to-end coordination of local logistics, registration, volunteers, venue arrangements, vendors, materials and on-site delivery, ensuring that operational requirements are completed on time and that the three-day convening runs smoothly. For further details on the position, including the required qualifications, experience, and application process, please refer to the full Terms of Reference. View full job description on:
https://www.jobsnepal.com/project-coordinators-144238

Key Responsibilities

Event Operations & Logistics

• Attend internal planning meetings, programme check-ins and external stakeholder engagements as required. Support the MEASA Secretariat in coordinating the operational planning and delivery of the convening in Nepal.
• Coordinate venue requirements, room set-ups, meeting spaces, accessibility requirements and on-site arrangements.
• Coordinate the preparation, movement and availability of event materials, signage, branding and participant materials.
• Coordinate local vendors and service providers, including catering, AV, printing, branding, transport and other event-related suppliers.
• Maintain operational checklists, timelines, run sheets and action trackers.

Volunteers & Staffing

• Support the recruitment, screening, briefing and training of volunteers.
• Develop volunteer deployment plans and coordinate volunteer responsibilities during the event.
• Manage on-site volunteer coordination and troubleshooting.
• Support staffing requirements for registration, helpdesk, sessions and other operational areas.

Registration & Participant Management

• Support the implementation and management of participant registration systems.
• Maintain and regularly update the master participant database, ensuring information is accurate, appropriately managed and accessible only to authorised team members.
• Coordinate participant communications relating to registration and event logistics.
• Support helpdesk operations and participant queries before and during the convening.
• Coordinate attendance tracking and other participant-related operational requirements.

Travel & Local Coordination

• Support the MEASA Secretariat with coordination of participant travel arrangements, including flight-booking processes where required.
• Coordinate local ground transportation and related logistics.
• Support coordination of airport transfers and other participant movement requirements.

On-Site Event Management

• Serve as the primary local operations coordination point for the convening, working under the direction of the MEASA Secretariat.
• Coordinate daily venue operations, vendors, volunteers, registration and participant services.
• Monitor the event run sheet and ensure that operational activities remain on schedule.
• Troubleshoot operational issues and escalate significant risks or decisions to the MEASA Secretariat.
• Coordinate contingency arrangements where required.
• Document key operational activities, issues and resolutions for post-event reporting.
• Post-Event
• Support vendor close-out and collection of relevant documentation.
• Support the MEASA Secretariat with post-event operational reconciliation and documentation.
• Consolidate operational learnings, outstanding actions and recommendations for future convenings.

Deadline: September 24, 2026

Tagged as: Lalitpur