Operations Assistant (Temporary role)

Reports to: Senior Manager, Global Operations

Division: Central Operations

Department: People and Operations

Dates: Late January thru mid to late June 2026

Hours per week:

• During prep phase, fluctuating between ~6-25 hours
• During Retreat, 8-10 hours daily

Location: Bali, Indonesia

Travel: Some domestic travel

Role Type: Part-time Contractor, (temporary role), with variable hours dependent on project requirements

Salary Scale Level: 2

Timezone: At least 3 hours overlap with Dakar, Senegal and Georgia, USA

About HOT

Humanitarian OpenStreetMap Team (HOT) sits at the nexus of participatory mapping, community-led development, humanitarian response, open data and tech. With a talented and diverse team spread around the globe, HOT is an NGO which supports a dynamic global community of thousands of dedicated volunteers using maps and open data for humanitarian response and the Sustainable Development Goals. Working with humanitarian and development partners like the Red Cross, Médecins Sans Frontières, UN agencies, governments and others, the HOT community maps in solidarity with those affected by or at risk of disaster, contributing the maps and data aid workers need to do their lifesaving work.

In 2020 the work of the HOT community was recognized by TED’s Audacious Project, a collaborative philanthropic initiative that serves as a springboard for social impact on a grand scale, leading to an exciting new phase of growth. HOT is expanding its activities: opening four regional hubs and scaling up its support to local mapping communities with the audacious goal of mapping an area home to one billion people in 94 countries at high risk of disasters or experiencing poverty - mapping with communities before they are in crisis.

About the Role

The Operations Assistant is a temporary role that will support the Operations team - and entire organization - in preparing for and executing the 2026 All Staff Retreat. The Retreat will see all HOT staff (about 75 people) and HOT’s Board from over 30 countries gather for around a week of team building, strategizing, learning and planning. The Assistant will work closely with the Operations team to identify, prepare, and implement all logistics related to the Retreat and will be expected to be on site during the Retreat to help ensure the smooth execution of the event.

Essential Functions

• Organize meetings, agenda, and action items for the Logistics and Agenda Committees
• Help identify appropriate venue for the Retreat
• Act as main point of contact for key vendors, including hotel, domestic transport company, etc.
• Coordinate domestic transportation logistics for all attendees, including airport pickups, inter-island transfers, and shuttle schedules
• Support with booking flights and visa processing by preparing invitation letters, collecting required documents, and tracking attendee status
• Maintain communication with government or visa agencies as needed to ensure smooth approvals
• Liaise with the hotel and retreat venue to confirm meeting room setups, audiovisual needs, and schedule changes
• Coordinate meal times, dietary requirements, and attendee headcounts with the hotel’s catering team
• Track and update the master retreat schedule, ensuring all logistics align with session timing
• Keep accurate records of bookings, confirmations, and attendee logistics details
• Create, propose, and execute team some agenda items during the Retreat, especially team building activities and other fun activities
• Potentially help identify logistic needs (and execute appropriately) for offsite work (field visits, etc.)
• Help identify and create safety and security protocols specific for this event.
• Troubleshoot on-the-ground issues before and during the retreat, escalating when necessary
• Communicate clearly with staff and vendors to keep everyone aligned on plans and updates
• Provide general admin support to the retreat planning team as needed
  

Requirements

• At least 2 years work experience
• Experience supporting the operational/logistical preparation and execution of medium to large scale international events/meetings.
• Fluency in both Bahasa Indonesia and English.
• Flexible/adaptable schedule
  • HOT’s team is spread out globally. Meetings with the wider team usually take place between 13:00-15:00 UTC. Central Operations team members are based in Dakar, Senegal and Atlanta, Georgia, USA, so at least 3 hours of overlap is expected with these timezones.
• Commitment to HOT’s values, open data, community‑led development, and safeguarding.

Nice to Have

• Local knowledge of domestic transport options, venues, etc.
• Experience working with INGOs
• Familiarity with OpenStreetMap ecosystems, humanitarian mapping, GIS/data collection tools, or community‑led programs
  

Application Deadline:

Applications close midnight of the 21st of January, 2026.

The job advert may close before the stated deadline if we receive large volume of qualified applications (approximately 250 applications). Early submission is recommended as applications will be reviewed on a rolling basis.