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.

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.

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.

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 Planne