Responsibilities:

• Assist the team in monitoring the project timeline.
• Ensure that deadlines are met and coordinate actions with the C40 teams and the consultant in charge of selecting winners.
• Organize and prepare project documents to be sent to cities, juries or the consultant.
• Prepare and organize draft emails to be used in communications with cities, and send them to cities or juries.
• Supporting the production of briefings for cities.
• Coordinate the translation of all materials into relevant languages
• Support the organization of winner selection process and liaise with the external expert jury
• Support on all communications aspects
• Monitor email inbox
• Coordinate responses to cities and juries with the involved teams.
• Monitor applications received.
• Support the organization of the awards ceremony.
• Manage the travel and accommodation arrangements for the winners.
• Keep the project folder organized and have report documents ready.
• Prepare a final report in presentation format.
• Assist with administrative processes and supplier purchases and payments for the program
• Ad hoc requests related to the awards

Person Specification:

• Excellent organisation skills,  attention to detail, and managing several tasks at the same time
• Experience working with project management tools
• Experience coordinating a project, following deadlines and colleagues in the execution of their tasks
• Excellent written and spoken English
• Comfortable working with senior staff and stakeholders
• Thrives in a fast-paced environment and under tight deadlines, with the ability to reprioritise tasks within a few hours when necessary
• Ability to remain calm under pressure and adjust nimbly to changes of approach
• Comfortable with escalating challenges to other team members and upwards
• Excellent command of the tools in Word, Excel and PowerPoint (both in the Microsoft and Google suites), and Acrobat Reader
• Experience working for an international organisation is desirable but not required
• Experience working on Public Sector  is desirable but not required
• Speaking Spanish, Portuguese, French or Chinese is desirable but not required