Programme and Operations Administrator

About us

Pesticide Action Network (PAN) Europe is a Brussels-based environmental NGO with a diverse, multidisciplinary and multilingual team. PAN Europe works to eliminate hazardous pesticides in Europe and beyond, reducing dependency on pesticides, and promoting ecologically sound alternatives to chemical pest control.

PAN Europe is an umbrella organisation representing 58 member organisations across Europe, including NGOs, scientific institutes, and farmers' groups. Together, they contribute to EU policy development, legislative processes, and evidence -based advocacy on pesticides and sustainable agriculture. PAN Europe also leads European -level campaigns, strategic litigation, and EU -funded projects that accelerate the transition towards pesticide -free food systems.

Job description

The Programme and Operations Administrator plays a central role in ensuring the smooth, efficient and high -quality functioning of PAN Europe's programmes, projects and organisational operations. This position provides essential administrative, coordination and operational support across the organisation, enabling the effective delivery of campaigns, EU -funded projects, and day -to -day organisational processes.

Working under the supervision of the Operations Manager, and in close collaboration with the Fundraising Officer, project teams, finance staff and senior management, the Programme and Operations Administrator ensures that internal systems run efficiently, records are accurate and up -to -date, and teams are supported in delivering high -impact work.

The role combines project administration, operational coordination, logistics, documentation, and organisational support, working closely with project teams, with PAN Europe's management, with project partners, suppliers, and other stakeholders.

The successful candidate will be highly organised, proactive, rigorous and meticulous in managing information and processes, and comfortable in managing multiple priorities in a fast-paced NGO environment.

The purpose of this position is to ensure that projects are efficiently organised, accurately documented and consistently supported, while the organisation's daily operational needs are managed with reliability and professionalism.

Support project and campaign administration

• Provide administrative support for programme activities, project workflows and operational budgets, ensuring smooth coordination and timely delivery.
• Maintain accurate records of project activities, outputs, and supporting documentation.
• Monitor project timelines, deliverables, and key administrative requirements.
• Organise financial and administrative documentation.
• Process, organise and maintain invoices, receipts, purchase orders, contracts and other financial records linked to the projects in line with internal procedures.

Coordinate with finance staff

• Liaise with the finance officer to ensure timely processing of payments, proper reconciliation of supporting documentation and compliance with donor requirements.
• Assist with monitoring project budgets and expenditure in coordination with the relevant staff.

Prepare audit and reporting documentation

• Assist in compiling administrative and financial documentation for audits, donor reporting and internal reviews.

Identify and improve project administrative processes

• Detect gaps or inefficiencies in project administrative or operational systems and propose practical, actionable improvements. Support internal project meetings
• Prepare agendas, take minutes, track follow -up actions and ensure documentation is properly stored and shared with relevant teams.

Provide operational support to management

• Offer practical assistance to the project management team, including coordination tasks, documentation support and day -to -day operational follow -up.

Act as a project administrative focal point

• Serve as a key point of contact for staff, partners, suppliers, consultants and other stakeholders, ensuring timely responses and smooth communication. Maintain internal systems and procedures
• Support the implementation, maintenance and continuous improvement of PAN Europe's internal administrative procedures, filing systems and organisational tools.

2. Fundraising Administration (20%)

• Provide administrative support to the Fundraising Officer in the coordination of fundraising activities.
• Support the preparation, formatting, drafting and submission of funding proposals and grant applications for specific projects and campaigns.
• Support the Fundraising Officer with maintaining relationships with external partners, and assist in collecting, organising and maintaining supporting documentat