Logistics Coordinator of the Poland Pavilion

PAIH is currently seeking an employee for the position of Logistics Coordinator for the Poland Pavilion at EXPO Osaka 2025.

• securing with the Japanese Organizer of EXPO 2025 accreditation documents, “guest passes”, tickets for guests of the Poland Pavilion (including VIPs, partners, subcontractors, PAIH employees, etc.)
• securing with the Japanese Organizer of EXPO 2025 passes for transport and supplies from the local market
• obtaining from the Japanese Organizer of EXPO 2025 and other relevant offices in Japan the necessary documents to legalize a stay in Japan (e.g. visas, temporary residence registration, etc.)
• organizing a system for assigning PAIH employees to apartments in Japan
• providing and organizing the delivery and unloading of consumables, goods or services for the needs of the Poland Pavilion, in accordance with the demand reported on an ongoing basis by the Head of the Poland Pavilion (or a person authorized by him) and the Commissioner of the Poland Section of EXPO 2025 (cleaning agents, food products, hygiene products), and maintaining supply registers
• coordinating activities related to the utilisation by PAIH of promotional packages due from restaurant and store operators, including placing orders, ensuring delivery, maintaining a register of the value and material nature of the collected promotional packages

• organizing deliveries from outside the local market, including in particular:
• supervision over the implementation of the contract with forwarding companies
• handling customs matters and clearances enabling the transport of goods to the Poland Pavilion
• supervision over the implementation of the contract with the contractor/contractors indicated by the EXPO 2025 Organizer for the execution of the so-called “last mile” transport, i.e. from the Organizer’s warehouse and/or customs warehouse within the exhibition premises to the Poland Pavilion
• registering goods imported into the Pavilion and collecting related documents

• Securing passenger (including VIP) transport services in Osaka
• organizing the communication system for the Poland Pavilion employees by securing devices and mobile phone cards
• ensuring regular dry cleaning and necessary mending of the uniforms of the Poland Pavilion staff
• ongoing cooperation with marshal’s offices, partners and other institutions indicated by PAIH in the scope of customs clearance and deliveries to the Poland Pavilion carried out by these institutions
• securing storage space for the needs of PAIH and cooperating entities, supervision of warehouses, settlement of storage costs
• monitoring the maintenance status of the premises occupied by PAIH staff and employees, reporting needs regarding the purchase of equipment and materials for the apartments
• participation in the implementation and ensuring compliance with occupational health, safety and fire protection regulations within the Poland Pavilion and adjacent areas, in accordance with applicable regulations
• carrying out activities related to customs matters in Japan pertaining to the liquidation of Poland’s participation in EXPO 2025
• maintaining records and statistics in the area of executed activities
• supporting superiors in ongoing activities ensuring the operational and functional maintenance of the Poland Pavilion
• carrying out other tasks assigned by superiors

• higher education, preferred fields: administration, management, economics, logistics
• minimum 5 years of experience in a similar position
• experience in an international environment is a plus
• fluent in both spoken and written English and Japanese

• professional challenges related to the opportunity to carry out interesting projects
• a stable job in a dynamically growing company
• an international, challenging work environment
• the possibility of implementing your own ideas and innovative solutions