Biodiversity Project Administrator

European Movement International; Brussel; Sur place; EUR 20 000 - 31 000; Temps partiel

Résumé du poste

IUCN’s European Regional Office in Brussels seeks a part-time Biodiversity Project Administrator to support the operational delivery of the Biodiversity Assessment and Knowledge team’s portfolio. The role involves administrative, coordination and project support across key themes such as Invasive Alien Species, Pollinator Conservation and European Red List.

Reporting to the Programme Head, you will assist with meetings, documentation, stakeholder engagement and knowledge management while

Qualifications

• University degree or equivalent in project management or related discipline.
• Minimum of 2 years of relevant professional experience in project administration or operational support.
• Experience supporting multi-stakeholder projects involving external consultants or technical experts.
• Experience working in an international, NGO or policy environment is an asset.
• Excellent command of written and spoken English.
• Strong proficiency in Microsoft Office applications.
• Demonstrated experience using project collaboration and planning tools (Teams, SharePoint, Planner).
• Exceptional organisational skills and attention to detail.
• Ability to manage multiple parallel workstreams and deadlines.
• Proactive, service-oriented approach.
• Interest in biodiversity conservation and environmental issues.

Responsabilités

• Coordinate biodiversity project portfolios and schedules.
• Support tracking of workplans, milestones and delivery across 3–5 concurrent streams.
• Organise meetings, workshops, webinars and consultations.
• Prepare agendas, background documents, minutes and action trackers.
• Follow up on actions with internal and external stakeholders.
• Support coordination among project teams, consultants and partners.
• Draft terms of reference for consultants and liaise with procurement and HR.
• Process consultancy contracts and related documentation.
• Monitor contracts, approvals and milestones.
• Maintain project information using Teams, SharePoint and Planner.

Connaissances

English proficiency

Organisational skills

Written communication

Multitasking

Stakeholder coordination

Independent work

Formation

University degree or equivalent in project management or related field

Outils

Microsoft Teams

SharePoint

Microsoft Planner

Microsoft Office

Description du poste

Vacancy #: 7701

Unit: IUCN European Regional Office Brussels

Organisation: International Union for Conservation of Nature (IUCN)

Location: EU Representative Office, Brussels, Belgium

Reporting to: Programme Head, Invasive Species and Wildlife Health

Work percentage: 50%

Grade: A3

Expected start date: 08 October 2026

Type of contract: Fixed-term (up to 12 months)

Closing date: 20 September 2026

BACKGROUND

About the International Union for Conservation of Nature - IUCN

IUCN is the world’s oldest and largest global environmental network - a democratic membership union with more than 1,500 government and NGO member organizations, and almost 11,000 volunteer scientists in more than 160 countries. IUCN’s work is supported by more than 1,000 professional staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world. Its headquarters are based in Gland, Switzerland.

IUCN’s work focuses on valuing and conserving nature, ensuring effective and equitable governance of its use, and deploying nature-based solutions to global challenges in climate, food and development. IUCN supports scientific research, manages field projects all over the world, and brings governments, NGOs, the UN and companies together to develop policy, laws and best practice.

JOB DESCRIPTION

About the role

This position is offered on a part-time basis (50%), with the potential for increased hours subject to future funding and project acquisition. Under the supervision of the Biodiversity Assessment and Knowledge team management, and in close collaboration with programme staff across the European Regional Office, the Biodiversity Project Administrator will support the operational delivery of the team’s project portfolio.

The position will provide essential administrative, coordination, and project support across the team’s core thematic areas, including:

• Invasive Alien Species
• Pollinator Conservation
• European Red List

The role is expected to comprise administrative and coordination support (majority) and support to project implementation (limited), with the exact breakdown of commitments dependant on programme needs. The position is designed to strengthen project delivery capacity by supporting the coordination of external experts, consultants, institutional partners, and project workflows across multiple concurrent projects.

Responsibilities

Project coordination

• Support implementation and coordination of the biodiversity project portfolios;
• Support tracking of project workplans, milestones, and delivery schedules across 3 – 5 concurrent project streams;
• Organise and coordinate project meetings, workshops, webinars and stakeholder consultations;
• Prepare meeting agendas, background documents, minutes and action trackers;
• Follow up on agreed actions and deliverables with internal and external stakeholders;
• Support coordination among project teams, consultants, academic experts and institutional partners.

Consultant and contract management

• Draft terms of reference for consultants and technical service providers;
• Liaise with internal procurement, finance and human resources functions to initiate consultancy processes;
• Prepare and process consultancy contracts and related documentation;
• Track contract approvals, signatures and administrative compliance;
• Monitor consultant deliverables, timelines and contractual milestones;
• Process invoices and support timely administrative closure of contracts;
• Proactively follow up with consultants and experts to ensure timely delivery.

Stakeholder engagement and communications

• Support stakeholder outreach and coordination activities;
• Contribute to preparation and dissemination of project communication materials, presentations, reports, and other dissemination outputs.

Systems and knowledge management

• Maintain project information using Microsoft Teams, SharePoint, and Microsoft Planner;
• Ensure project records, action trackers and operational documentation remain current and accessible.

Other duties

• Undertake additional tasks reasonably assigned by management in support of project delivery.

Eligibility

• Applicants must have the legal right to work in the EU.

REQUIREMENTS

• A university degree in one of the following areas, or equivalent relevant experience in project or programme management, public administration and related disciplines;
• Minimum of 2 years of relevant professional experience in project administration or operational support;
• Experience supporting multi-stakeholder projects involving external consultants or technical experts;
• Experience working in an international, scientific, NGO or policy environment is an asset.
• Excellent command of written and spoken English;
• Strong proficiency in Microsoft Office applications;
• Demonstrated experience using project collaboration and planning tools, including Microsoft Teams, SharePoint and Microsoft Planner or equivalent systems.
• Exceptional organisational skills and attention to detail;
• Strong written communication skills;
• Ability to manage multiple parallel workstreams and competing deadlines;
• Confidence in engaging with senior experts, academics, consultants, and institutional stakeholders;
• Persistence and professionalism in following up on actions and deadlines;
• Ability to work independently while maintaining close coordination with a distributed team;
• A proactive, service-oriented approach;
• Interest in biodiversity conservation and environmental issues.

APPLICATIONS

Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/

About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.