Programme Coordination Administrator

Your Role

As Programme Coordination Administrator, you will provide operational, administrative and coordination support to the Programme Coordination Team (PCT). The role focuses on supporting the organization, follow up, and structured handling of data and information required for programme planning, coordination, and reporting activities. You will contribute to the smooth functioning of the PCT by ensuring that documentation, trackers, administrative tasks, and schedules are accurate, up to date, and properly maintained.

The post does not involve responsibility for programme delivery, prioritisation, or decision making.

You will work within the Programme Coordination Team (PCT), a central team supporting the coordination of ECMWF programmes across business operating departments and corporate functions. The PCT works with a range of internal stakeholders, including technical teams and corporate services, to support planning cycles, resource coordination, and reporting activities. You will work under the supervision of the Head of PCT and provide day-to-day administrative support to the team.

• Maintain and update coordination tools and trackers (e.g. schedules, milestones, action lists, risks or dependencies) based on information provided by responsible teams.
• Support cross-functional operational planning, helping align programme schedules, procurement timelines, and enabling-function inputs by developing and using standard templates and coordination tools.
• Support reporting and planning activities by collecting, consolidating, quality checking, and formatting information from agreed sources and systems, e.g. Power BI, SharePoint, JIRA, and other systems, ensuring consistency and completeness.
• Track the submission of inputs for reports or coordination exercises and follow up on missing or overdue information.
• Maintain document repositories and shared work spaces, ensuring documents are structured, version controlled, and kept up to date.
• Support routine communication and information exchange between teams by assisting with coordination tasks and administrative follow up.
• Use standard digital tools, including dashboards and AI assisted productivity features where appropriate, to support administrative efficiency and organisation.
• Provide administrative support to the Programme Coordination Team, including meeting organisation, scheduling, document preparation, distribution, and follow up.
• Support development, maintenance and improvement of coordination tools, such as trackers, templates, workflows, best practice and internal guidance documentation, contributing to harmonised ways of working.

We are looking for a reliable and well‑organised administrator with strong attention to detail and a structured approach to work. You are comfortable supporting coordination activities in a multi‑stakeholder environment and understand the importance of accurate information, timely follow‑up, and clear documentation. You work conscientiously within defined responsibilities and are able to support others effectively.

If you feel that you have the relevant profile and motivation to join us but don't meet precisely all of the skills above, we still encourage you to apply.

• EQ6 level or higher, or equivalent professional experience.
• Experience working in a multi-department or structured organisational environment is an asset.
• Familiarity with public sector or intergovernmental organisation is an advantage.
• Experience in an administrative or support role, preferably in an organisational or coordination context.
• Experience in programme or project management frameworks (e.g. risk logs, issue tracking, planning cycles, etc.).
• Proficiency in standard office and collaboration tools, such as document management systems, Excel, reporting and dashboard tools (e.g. Power
  
  BI).
• Good organisational skills with strong attention to detail.
• Ability to manage multiple administrative tasks and deadlines in a structured and reliable manner.
• Discretion and reliability when handling internal and sensitive information.
• Willingness and confidence to use digital and AI…