Position: Executive Operations Assistant
Organization: Urban Electric Mobility Initiative (UEMI)
Location: Remote
Duration: 6-12 months
Work Hours: 20-30 hours per week
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1. Background
The Urban Electric Mobility Initiative (UEMI) is dedicated to accelerating the shift toward sustainable urban mobility. With its expanding portfolio, UEMI requires a student assistant to provide high-level support to both Managing Directors by ensuring smooth project tracking, scheduling, and team coordination. This role offers a unique opportunity to contribute to global sustainability efforts while gaining experience in project management and the electric mobility sector.
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2. Objectives
The Operations Assistant will provide administrative support to both Managing Directors by tracking all UEMI projects, monitoring progress, flagging issues, and ensuring timely coordination of meetings and deliverables. The assistant will also serve as the primary point of contact for project updates, ensuring both Managing Directors are informed of relevant activities and deadlines. They will rely on project leaders to keep them informed of developments.
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3. Key Responsibilities
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Project Monitoring & Tracking:
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Track all UEMI projects, including deliverables, meetings, deadlines, workshops, and conferences.
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Maintain an up-to-date schedule of all UEMI activities and key milestones across various projects.
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Follow up on demonstration projects, monitoring progress and identifying any issues or delays.
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Staff and Consultant Coordination:
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Monitor the activities of UEMI staff involved in various projects.
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Track the work of consultants and fellows working on UEMI projects to ensure timely deliverables.
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Meetings & Workshops:
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Participate in project meetings from time to time to stay informed on project developments.
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Organize bi-weekly meetings with UEMI staff, ensuring that all team members are informed of other projects and potential synergies.
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Flag any issues or updates requiring attention from either Managing Director.
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Ensure that both Managing Directors are briefed ahead of key meetings, workshops, and conferences.
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Weekly Schedule Management:
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Every Monday, review the week’s upcoming activities and flag important items for both Managing Directors.
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Ensure that the Managing Directors’ time is appropriately allocated to relevant projects and events.
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Communication & Reporting:
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Keep both Managing Directors regularly informed of all project developments, upcoming meetings, and any potential issues.
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Provide detailed briefings on key project progress, risks, and opportunities.
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Communicate with project teams to follow up on progress and address any concerns.
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4. Requirements
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Education:
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A Bachelor's (BA) or Master’s (MA) degree, preferably in a field related to project management, sustainability, urban mobility, or related disciplines.
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Skills & Qualifications:
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Strong organizational and time-management skills.
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Excellent communication skills, both written and verbal.
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Ability to manage multiple tasks and projects simultaneously.
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Proficient in using project management tools and Microsoft Office (Word, Excel, PowerPoint).
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Attention to detail and ability to anticipate potential issues.
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Ability to work independently and with minimal supervision.
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Experience:
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Prior experience in project management or administrative roles is an advantage.
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Familiarity with sustainable mobility and electric vehicle projects is a plus but not required.
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5. Key Competencies
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Proactive: Anticipates needs and ensures smooth operation of day-to-day tasks.
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Detail-Oriented: Capable of managing several projects and deadlines simultaneously with accuracy.
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Effective Communication: Engages with stakeholders and communicates project updates clearly and concisely.
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Problem-Solving: Ability to identify and address potential challenges in project management.
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Time Management: Efficiently organizes tasks and manages the Managing Directors' schedules.
6. Application Process
Interested candidates are invited to submit their CV and a brief letter of motivation outlining their suitability for the position to secretariat@uemi.net.