About the role
To provide proactive administrative and operational support to assigned R&D Directors and their teams, ensuring smooth coordination of departmental activities and effective delivery of team priorities across the Research & Development (R&D) Division.
The R&D Administration Team currently consists of a Head of R&D Events & Administration supported by three administrative coordinators who work across several departments within the R&D Division. This is a 12-month maternity cover contract based in UK or Norway, with potential to extend depending on strategic priorities and resource requirements. Preference will be given to candidates who are immediately available.
Responsibilities
* Act as the main point of contact for administrative requests
* Coordinate and attend regular team calls and meetings, including preparing agendas/discussion topics, circulating supporting materials, and tracking follow-up actions and priorities
* Support team retreat and meeting planning, including sourcing and booking venues, arranging catering, coordinating accommodation and travel, managing logistics, and coordinating communications via internal platforms
* Maintain and track key departmental data, including team travel, departmental costs, and resource planning, using systems such as Excel and Salesforce
* Coordinate external courses and sponsorship agreements
* Support procurement activities, including document management, raising purchase orders, invoice and payment tracking
* Support onboarding processes for new starters
* Develop and implement new processes and procedures as required
* Provide administrative support to the R&D EDO department and Head of Events & Administration as required
Education, Experience and Competence
* Bachelor’s degree or equivalent level of education and experience
* Strong administrative and documentation skills, with a meticulous approach to record‑keeping, scheduling, and financial tracking
* Excellent organisational and time management abilities, with capacity to manage multiple priorities and meet tight deadlines
* Strong written and verbal communication skills; confident working with diverse teams, senior stakeholders, and comfortable in a virtual or hybrid environment
* Collaborative and proactive team player who builds positive relationships with colleagues and external partners
* Maintains discretion, professionalism, and integrity when handling sensitive or confidential information
* Flexible and solutions‑focused, with strong problem‑solving skills and the ability to adapt to changing priorities
* Understanding of confidentiality, data protection, and the importance of following established policies and procedures
* Self‑motivated and dependable, with a hands‑on approach to delivering and supporting high‑quality work within a collaborative team environment
* Proven experience of supporting similar teams with competing workloads in a demanding environment
* Previous event coordination experience would be advantageous
* Proficient in Microsoft Office Suite and digital collaboration tools (e.g. Miro, Doodle, Slido)
Travel and Location Requirements
* This role must be based in the UK or Norway.
* Flexible working arrangements are supported, attendance at the London or Oslo office approximately once per week or more is preferred
* International travel may be required on an occasional basis to support in‑person event delivery
What we can offer you
* The opportunity to work together with leading experts on solutions for global challenges
* Experience from the international effort on developing vaccines against emerging infectious diseases and accelerating vaccine development response to outbreaks
* A diverse and inclusive working environment
How to apply
* For more information on how to apply, please visit: https://cepisites.secure.force.com/careers
* Should you have any issues submitting your application or have questions please contact jobs@cepi.net
* Background verification will be conducted to verify information provided in the CV and available documentation.
* Deadline for receiving applications is 18th June 2026 at 23:59 CET
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