Biodiversity Project Administrator

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;
• Ex