Journey Administrator – Amsterdam, Utrecht, Valencia, Berlin, Vienna

Fixed Term to end 2020 with possibility for extension
22 Aug 2019
Journey Lead
Competitive for Not for Profit Organisation
As soon as possible
Amsterdam, Utrecht, Valencia, Berlin, Vienna


Business Background

EIT Climate-KIC is a knowledge and innovation community established in 2010 and funded by the European Institute of Innovation and Technology (EIT), a body of the European Union. Our purpose is to tackle climate change through innovation.
We are Europe’s largest public-private partnership with this purpose. At the heart of our endeavour is a pan-European community of innovators and changemakers eager to work on tough challenges, willing to engage in ambitious and unorthodox experiments, and committed to collective learning.

We bring together large and small companies, scientific institutions and universities, city authorities and other public bodies, start-ups, and students. With over 380 formal organisational partners from across 26 countries, we work together on innovation to mitigate climate change and to adapt to its unavoidable impacts. We are united by a commitment to direct the power of creativity and human ingenuity at climate change.

Our mission is to catalyse systemic change for climate action through innovation in areas of human activity that have a critical impact on greenhouse gas emissions – cities, lands, materials and finance – and to create climate-resilient communities. Our Theory of Change is focused on empowering people to change systems – through exploration, experimentation and demonstration – to enable viable alternatives at scale.

At the heart of our approach is ‘systems innovation as a service’ whereby we create a space for a portfolio of strategic innovation options and experiments, oriented around structural levers of change, designed with and for problem owners.
We act as a multi-sided platform, working across boundaries and across sectors, fostering innovation as a catalyst for transformation. We work together with problem owners, like city and regional governments, industry owners and directors, community organisations and policy makers, to orchestrate a portfolio approach to innovation interventions. We facilitate the creation of innovation consortia. We challenge and seek to enrich business model design. We offer tailored support for experimentation, implementation and scaling. We provide funding. We incubate very early stage ideation and pre-seed innovation with a view of contributing to systemic change. We place an emphasis on education as a driver of behavioural change through new skills and capabilities and on policy innovation. We run programmes for students, start-ups and innovators across Europe via centres in major cities and regions, convening a community of excellence in people and organisations.


Purpose of the role

The annual Journey is one of our continuously successful signature programmes which is growing and improving all the time. We need to reinforce the team with a person to support the administration and coordination of the programe.

Day to day tasks of the role will be supporting the project manager, community manager and lead in their tasks and administration. Handling general queries coming in from participants and partners. Maintianing good filing systems and records, and data management.

It will be useful to have prior experience working in a large organisation administration environment and be proficient at learning data management and filing systems.

As the Journey grows there will be some shift into working with wider stakeholders, managing more information flows and being a vital part of helping to professionalise and grow our capacity. So this is a role which will develop over time for the right person.


Participant administration (working with Community manager)

  • Checking the Education mailbox and handling or redirecting Journey queries, and redirecting any general enquires.
  • Supporting the participants ad hoc queries before, during and after the Journey
  • Supporting correct and timely data management of participants information before, during and after the Journey
  • Sending out and collecting back evaluations and feedback of the Journey.
  • Carrying out initial data sifting and collation.
  • Ensuring that data on participants and alumni are up to date and properly stored
  • Inputting data to the data management systems e.g. grades, participant information
  • Engaging in day to day activity in the participant online forums, tracking participant engagement in online activities

Partner and External contractors support

  • Document management and filing on our sharing networks
  • Supporting data collection and collation around set up and reporting
  • Supporting the coaches as directed by the project manager and Lead – timely mail out of info, sending survey feedback, taking initial queries and sending to appropriate team members
  • Collating and sending assessments to external assessors and managing this document flow (supporting the project manager)

Team administration

  • Supporting the Journey Lead as needed: meeting set up, minuting, liaising with Geos to find rooms and create room bookings
  • Supporting the project, and community managers as needed: document upkeep, sending out information, gathering data, setting up meetings.
  • Administration of all Journey Team meetings
  • Administration support of Journey Online Meetings, Webinars

Profile required

  • Excellent organisational skills
  • Excellent administrative skills
  • Excellent time management
  • Prior use of sharepoint and salesforce would be an advantage
  • Ability to build and maintain effective working relationships across all levels of management- both internally and externally
  • Fluency in English language combined with excellent written and verbal communication skills; knowledge of other European languages highly desirable.
  • Articulate and dynamic with highly developed interpersonal skills and the ability to communicate effectively
  • Highly adaptable, flexible and resilient: able to work effectively in ambiguity and complexity and to respond dynamically to change.
  • Working with an international team and in a multi-disciplinary context.
  • Curious, ambitious, respectful and fearless.
  • Ability to keep the big picture in mind while focusing on the basics of implementation.
  • Solutions focused, with a “can do” attitude.
  • A commitment to achieving social transformation in support of Climate-KIC’s mission.

Additional information

Please note that candidates must have the right to work in the EU prior to applying for the position. The successful candidate will normally be based at the nearest EIT Climate-KIC office to where they are currently living.

Our application and recruitment process

Climate-KIC values diversity and welcomes applications from all suitably qualified candidates regardless of age, gender, race, disability, sexual orientation, religion or ethnic background.

Your application should be written in English and consist of:

  • a full curriculum vitae
  • a covering letter describing briefly how your profile, skills and experience meet the criteria outlined in the person specification, and outlining your interest in and vision for the role.
  • your current salary
  • where you saw this role advertised.

Please send your full application using the “apply now” button above. You should state your name followed by the role for which you are applying for in the subject line of the email. The deadline for receipt of applications is 23.59 GMT on the date published on the job advert.

Receipt of your application will be acknowledged by email.

Your application will be reviewed on or around the closing date for the vacancy for which you have applied. If your application is shortlisted for interview, you will be contacted directly by Climate-KIC.

Candidates invited to a first interview, will be notified of the outcome and informed about next stages if they are successful.

NB/ This advertisement will be taken down from the website after the closing date so it is a good idea to copy and keep the text for reference to use should you be invited to interview.

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