Project Administrator

Department General
Deadline None

Job opportunities

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Careers at the von Karman Institute: Construct the future together!

For 65 years as international center of excellence in fluid dynamics, the von Karman Institute brings together young engineers and scientists from all over the world to study, improve their skills and perform their research.

Construct the future together! Besides its mission of education, the von Karman Institute gathers the top-level scientists and engineers to work on very challenging projects as the next generation of engines, new propulsion concepts, the new green energy, the safety of industry, solutions for a cleaner space, the Mission to Mars and many other fields of research which can make the difference for the human kind. Those scientists have access to more than 50 wind tunnels and test rigs, some of them unique in the world to help them in their projects.

VKI is a team of people looking in the same direction, for a better future, not only scientists and engineers but also students, PhD candidates, PostDocs, IT, Human Resources, accountants, librarians, designers and technicians and more....

“A scientist studies what is, whereas an engineer creates what never was“, Théodore von Kármán


Job description

As the Project Adminstrator, you will support project leaders and their respective teams in the daily administrative parts of their projects. When needed and on a case-by-case basis, to take the project leadership of non-technical projects.
You will report to a Research Manager.


Communication support (internal/external)

• Reporting support to external stakeholders (EU, ESA, Région wallonne, ...)
• Meeting organization with internal/external project stakeholders
• Follow-up of dissemination plans, project websites, … together with the VKI communication team.

Planning support

• Follow-up of top-level milestones and related deliverables (in support to the project leaders)

Financial support

• Monitoring/Reporting support of project financials (in support to the project leaders and in collaboration with the financial controller)
• Timesheet completion follow-up

Documentation/contractual support

• Administrative preparation/review of project documentation (new templates, compliance with templates, harmonization…)
• Centralization of internal/external project data packages and upload to project servers
• Contractual support (review of contractual documents, organization of contract signature cycles, …)
• IP protection support (follow-up of IP protection cycles from proposal to licensing/patent together with external IP partner)

Non-technical scope support/project leadership

• Management of non-technical work packages
• Non-technical issues management
• Project leadership of non-technical projects (scope, budget, planning, risks) following our internal project life cycle process

Proposal support

• Administrative support during new proposal cycles (documentation centralization and review, communication with internal/external stakeholders, etc.)

Requirements and Qualifications

• Bachelor’s degree with excellent credentials
• 5 years of experience in project administrative support (or other relevant function)
• Experience with institutional project reporting (EU, Region Wallonne, ESA,…) is a strong asset
• A good understanding of project contractual aspects & IP protection mechanisms is an asset
• Good organizational skills (time management, priorities management)
• Good written & oral communication skills in English and either French or Dutch

We offer

• A Permanent full time contract
• An attractive salary package, including group and hospitalisation insurance and other fringe benefits
• A stimulating and challenging job
• Work with enthusiastic people driven by passion
• An international environment with students, as a research and educational institution

Localisation :

Rhode-Saint-Genèse (Flemish-Brabant)


Please apply online via the "Apply for" button (below the page). Make sure you complete following fields:

- Individual info Tab: Personal data + upload CV & Cover letter (The other fields are NA)

- References info Tab: nice to have

(Recruiting Mgr: Philippe Planquart)

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