Office Manager

at  ClimateKIC

Job Titles: Project Assistant, Poland Office Manager & EA/Team Assistant
Team: Boost
Contract: Fixed term contract 1 year
Level: Foundation/Intermediate
Please refer to our Capability Framework
Location: Poland
Start Date: December 2024
Apply by: We’re interviewing on a rolling basis until we close the role. We advise you to apply early as we may close the role early if we have a sufficient pool of candidates.

ABOUT US

At EIT Climate-KIC, we are wholeheartedly committed to building a diverse and representative team and an inclusive workplace that values different life experiences and perspectives, and we encourage personal development, learning and growth.
When recruiting, we look to achieve diversity in the candidate pool. We actively encourage applications from underrepresented groups and are happy to consider reasonable adjustments that will foster success in potential employees from diverse backgrounds and life situations. And because our team has differing needs and personal circumstances, we offer a high degree of flexibility to accommodate all working patterns. We’re happy to discuss your situation during the interview and see how best we can support you.
Don’t let Imposter Syndrome stop you from applying!
EIT Climate-KIC (Knowledge and Innovation Community) is Europe’s foremost climate innovation initiative, entrusted by the European Commission to catalyse transformation through innovation. Headquartered in Amsterdam, with circa 160 people distributed all over the EU, EIT Climate-KIC leads and orchestrates innovation with a community of more than 400. Together we conduct activities in 39 countries. We partner with cities, regions, governments and communities with the highest climate action ambition; providing the framework and expert support to holistically manage the complexity of climate change and deliver accelerated climate action.
EIT Climate-KIC operates as a not-for-profit platform working through public-private partnership, wielding both public and private funding. We consist of 3 Legal entities: a Dutch BV Holding company (for profit) with 14 branches in European jurisdictions, providing grant management, innovation orchestration services, and impact investment advisory owned by a Dutch-based foundation with charity status – Climate-KIC International Foundation. Historically, we have been funded by our founder and core funder, the European Institute for Innovation and Technology (EIT), but we are currently transitioning to a multi-funder model.

ABOUT YOU

To succeed in this role, you will be passionate and committed to the mission, friendly and approachable to different stakeholders. We are looking for a can-do, get-it-done-today action-oriented person who can help us manage efficiently and effectively our projects and programmes. Team player but with ability to act independently and make decisions without supervision, acting on own initiative and using judgement and discretion. Self-motivated, driven and proactive; a self-starter who thrives in a fast-paced environment. Growth mindset; highly adaptable, flexible and resilient: able to work effectively in ambiguity and complexity and to respond dynamically to change.

EDUCATION/QUALIFICATIONS

• Excellent command of written and spoken English & Polish
• Good computer literacy (Word, Excel, PowerPoint, Outlook, as minimum)
• Project Management Certification is nice to have, but not a must
• Written and spoken fluency in at least one other European language is highly desirable, in particular German, Italian, Danish or Slovenian

EXPERIENCE

• Relevant and extensive office manager / PA experience
• Some project management experience
• Familiar with meeting and workshop co-ordination in virtual/online environments as well as physical meetings
• Practical experience of use and development of electronic file management (preferably using SharePoint)
• Experience of developing new processes to improve work delivery is an advantage

SKILLS

• Experience or willingness to work with collaborative IT applications (we use Office365 and Microsoft Teams, as well as Miro, Zoom, Mentimeter etc.)
• Highly effective engagement, communication, networking, relationship building and interpersonal skills, with internal and external stakeholders, with a particular sensitivity to and fluency with other cultures.
• Ability to build and maintain effective working relationships across all levels of seniority internally and externally
• Highly adaptable, flexible and resilient: able to work effectively in ambiguity and complexity and to respond dynamically to change.
• Excellent organisational skills; proven ability to implement and follow up on action plans.

ABOUT THE ROLE

As part of its responsibilities, this role will have specific and significant responsibility to provide support to the EIT Climate-KIC staff in Poland. The job will also involve extensive interaction with other EIT Climate-KIC offices and colleagues across Europe, and relationship building with local authorities, challenge owners and EIT Climate-KIC partners and alumni.
At EIT Climate-KIC, we deliver a series of programmes to support climate ventures at early stages and projects to build capacities at Entrepreneur Support Organisations (ESOs) in Europe and beyond, especially Africa and Latin America. We are looking for a candidate with a project assistant experience to support the efficient and effective implementation of our projects.

KEY RESPONSIBILITIES

• Office management duties in remote environment.
• Events management.
• The team also covers processes such as C-Suite sign off, procurement support, working alongside the Community desk etc.
• Take responsibility for autonomously conducting administrative tasks for our projects.
• Ensuring alignment with EIT Climate-KIC processes and procedures to support smooth programme delivery.