Officer, Logistics & Project Management

Who are we?

Malala Fund is working for a world where all girls can learn and lead. Malala Fund advocates for resources and policy changes needed to give all girls a secondary education, invests in local education leaders and amplifies the voices of girls fighting for change. Learn more at malala.org.

What does this team do?

The Executive Office is a dedicated strategic unit within Malala Fund that brings together the CEO Team and the Co-Founders' Team as one integrated function under the leadership of the CEO. Working in close partnership, the two teams provide coordinated strategic, advisory, communications, logistical and operational support to the CEO, Nabila Aguele, and Malala Fund's Co-Founders.

The Executive Office works to maximise the impact of the CEO's and Co-Founders' leadership, public engagements, advocacy platforms and strategic relationships, ensuring alignment with Malala Fund's 2025-2030 strategic plan and organisational priorities. Team members are expected to work seamlessly across both the CEO and Co-Founder portfolios, collaborating closely with colleagues throughout Malala Fund to ensure coherence, quality, timely execution and strategic alignment across all Executive Office activities.

What does this position do?

The Officer, Logistics and Project Management is responsible for the end-to-end planning, coordination and execution of all travel and logistical arrangements for the Co-Founders. A central element of this role is owning and project-managing the briefing book development process for all Co-Founder trips, meetings and engagements - developing workback plans, coordinating cross-team inputs and ensuring each briefing pack is comprehensive, timely and of the highest quality. The role also encompasses managing complex international itineraries, coordinating with external security providers, conducting advance planning for events and maintaining robust duty-of-care protocols. It requires meticulous attention to detail, strong project management skills, calm under pressure and the ability to manage sensitive information with the highest discretion. Candidates from both London and Washington, D.C. will be considered.

Location
Candidates from both London and Washington, D.C. will be considered.

Day-to-Day Duties and Responsibilities

Key Responsibility 1: Travel Planning & Coordination

• Plan and manage all domestic and international travel for both Co-Founders, including flights, accommodation, ground transportation and visa requirements.
• Develop detailed travel itineraries and movement plans, coordinating with event hosts, partner organisations and Malala Fund teams.
• Manage travel budgets and process expense reconciliation in coordination with Finance.
• Maintain a centralised travel calendar and ensure all stakeholders have timely access to itinerary information.

Key Responsibility 2: Security & Duty of Care

• Serve as the primary point of contact for security coordination, liaising with contracted security providers, local law enforcement and venue security teams.
• Conduct or commission advanced security assessments for all Co-Founder travel and public appearances.
• Develop and maintain security protocols, emergency response plans and communication trees for Co-Founder travel.
• Brief Co-Founders and accompanying staff on security procedures, contingency plans and local risk environments.

Key Responsibility 3: Briefing Books, Event Logistics & Project Management

• Own and project-manage the end-to-end briefing book development process for all Co-Founder travel, meetings and engagements, including developing workback plans, setting deadlines and coordinating inputs from across Malala Fund teams.
• Hold the pen on trip-specific and engagement-specific briefing packs, ensuring each contains comprehensive background, talking points, logistical details, security protocols and stakeholder profiles.
• Conduct advance trips where required to assess venues, security arrangements and logistical feasibility.
• Manage relationships with travel management companies, airlines, hotels and transportation providers.

Organisational Values

• Upholds the values of Malala Fund.
• Actively contributes to a diverse, equitable, and inclusive workplace.
• Maintains the highest standards of safeguarding and professional conduct.
• Demonstrates discretion, diplomacy, and responsiveness.
• Models transparency and serves as a resource across the organization.
• Promotes a culture of learning, collaboration, and continuous improvement.

What you bring to us and the role!

What you need to apply:

• Relevant experience (typically 4-7 years) in travel management, logistics, event coordination or security operations, preferably within an international NGO, diplomatic, UN or government setting.
• Demonstrated experience coordinating complex, multi-country travel itineraries for senior executives or public figures.
• Strong project management skills with experience developing workback plans, managing multiple workstreams and coordinating cross-functional inputs to tight deadlines.
• Excellent written skills with the ability to compile, edit and format professional briefing books and meeting packs.
• Working knowledge of security risk management, duty-of-care frameworks and personal security protocols.
• Highly organised with exceptional attention to detail and the ability to manage competing priorities under time pressure.
• Strong interpersonal skills and ability to build relationships with diverse stakeholders including security providers, government liaison officers and event organisers.
• Proficiency in travel booking systems, expense management platforms and MS Office / Google Workspace.

Nice to haves:

• Formal training or certification in security management (e.g. HEAT, CSMP or equivalent).
• Experience in close protection coordination or working alongside close protection teams.
• Experience with visa and diplomatic clearance processes for high-profile individuals
• Fluency in Urdu or Pashto.
• Ability to take photographs and a basic understanding of collecting content for social media

Supervisory Responsibilities

None.

Travel Required
Extensive travel required - at least 35-40% of time, including advance trips and accompanying Co-Founders on all major domestic and international engagements.

Malala Fund is an equal opportunity employer and inclusive organization who welcomes employees from under-represented and intersectional communities including BIPOC, LGBTQ+ and persons with disabilities. We seek people with diverse backgrounds, cultures, ages, experiences and identities to provide a wide range of perspectives, ideas, views and insights into the strategy, policies, culture and ambitions of Malala Fund.

Malala Fund is committed to safeguarding and ensuring the safety and dignity of all of those involved in our work. Our first priority is protecting everyone who comes in direct or indirect contact with our organization, including staff, partners, grantees, and the communities in which we work

Malala Fund has a zero-tolerance approach to abuse, exploitation, harassment, or discrimination of any kind by any of our staff, representatives or partners. We commit to ensuring that those who work with Malala Fund or on our behalf are able to work in an environment that is safe, respectful, and free from harm. To uphold this commitment, Malala Fund reserves the right to conduct background checks on prospective and current employees.