Administrative Project Coordinator - FG0720

The Science Office (SO) represents the central unit in themanagement of the LIH research projects. The Administrative Project Coordinator(APC) will be key in the coordination of the workloads/tasks between theGroup leaders (GLs), project managers and various administrative services. He/shewill organize the flow of information between GLs, Scientific SteeringCommittee (SSC) members, Departmental Project Managers and administrativeservices to ensure smooth progression of research projects within the PLCManagement processes of the LIH.
1A-B, rue Thomas Edison, Strassen 1445, Luxembourg
08/07/2020 15:45:15
Key Accountabilities

·     Organizes exchange of information and document management related to projects by :

o  Accompanying the internal approval processes which includes: preparation of supporting material and documents; Interactions with GLs on the SSC decision and specific requirements; follow-up of the decisions taken by SSC and other decision bodies

o Creating and maintaining the projects in the project management system in collaboration with the other  SO staff and administrative services

o Maintaining formal and informal relations with administrative services and Project Managers to facilitate exchange of information


·     Maintains a ‘health check’ of the ongoing project portfolio by:

o Regular reviewing and reporting on the status of the projects’ admin related deliverables

o Assist GLs and Project Managers to assess project progress and troubleshoot possible deviations from the initial work plan.

o Bring project related issues to the attention of the relevant stakeholders and prepare troubleshooting process.

·     Coordinates regular review of SO and project management processes with SO team. Drafts improvement and elaborates specifications for new software tools or processes.


·     Assist and participate in the information session / training on PLC management.



  • Minimum Bachelor’s degree in Business Administration or any related field with a working experience of minimum five (5) years in project management or administrative services.
  • Constructive attitude, flexibility, outgoing and service oriented, Troubleshooter.
  • Excellent communication and interpersonal skills.
  • Ability to prioritize tasks and to adapt to a dynamic environment.
  • IT Literate: excellent knowledge of mainly MS office suite, ideally some knowledge of databases.
  • Language skills: Excellent written and spoken knowledge of English, Fluent command of French; German would be an advantage.
  • Knowledge of research environment desirable.

2-year fixed-term contract - Full time - start date : ASAP