Administrative Coordinator for the EU-funded AIMARIA project (40 %)

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About the job

We have a vacancy for a four-year 40 % administrative coordinator position at the Department of Biotechnology and Food Science, NTNU. The position is linked to AIMARIA, an EU-funded Innovation Action developing omics- and AI-enabled approaches for bioprospecting and opitimised production of marine and aquatic natural products. The project brings together an international consortium and combines biotechnology, digital methods, sustainability assessment, stakeholder engagement and innovation activities.

The position will support the scientific coordinator and project team in the day-to-day administration, coordination and follow-up of AIMARIA. The role is well suited for a structured and proactive candidate who would like to work at the interface between research administration, international project coordination, biotechnology and EU-funded collaborative research.

Applicants are also encouraged to apply for the 60 % Researcher position in the Research Council of Norway-funded THREADS project in textile recycling using synthetic biology approaches (Lenke kommer så snart som mulig). Candidates who meet the criteria for both positions are welcome to apply for both.

If the same candidate is selected through the separate recruitment processes, the two part-time positions may be combined into a 100 % position, subject to NTNU’s applicable recruitment and employment procedures.

Your immediate leader is Head of Department.

Duties of the position

• Support the daily administrative coordination of AIMARIA, including project planning, timelines, action lists, meeting follow-up and internal documentation. 
•  Assist the project coordinator with reporting to the European Commission, including collection and quality control of inputs for deliverables, periodic reports and other project documentation. 
•  Coordinate practical arrangements for consortium meetings, online meetings, advisory board meetings, review meetings, stakeholder events and project workshops. 
•  Support dissemination and communication activities such as website updates, newsletters, project news items, presentations and coordination of visibility material.  

Required selection criteria

• A Master’s degree or equivalent higher education relevant to research administration, project management, biotechnology/life sciences, innovation, international relations, public administration, or another relevant field.                                                                       
• Documented ability to organize complex tasks, follow deadlines and coordinate information from several contributors. 
• Excellent written and oral English language skills. 
• Good digital competence, including experience with LaTeX, common office and collaboration tools such as Word, Excel, Teams/SharePoint or equivalent systems.
• Ability to work independently, systematically and accurately in an international project environment. 

Preferred selection criteria

• Experience from administration or coordination of externally funded research projects, preferably EU projects or other large collaborative projects. 
• Familiarity with Horizon Europe procedures, deliverables, periodic reporting, project portals or consortium-level project management. 
• Experience from a university, research institute, public sector organization or knowledge-intensive company.
• Understanding of research environments in biotechnology, synthetic biology, bioeconomy, sustainability or related fields.
• Experience with event organisation, meeting logistics, stakeholder communication and preparation of minutes/action lists. 
• Norwegian or another Scandinavian language is an advantage. 

Personal characteristics 

• Structured, reliable and attentive to detail. 
• Proactive and able to identify what needs follow-up before deadlines become critical
• Service-minded and able to communicate clearly with scientific and administrative colleagues. 
• Collaborative and comfortable working in an international consortium. 
• Flexible and able to handle several parallel tasks without losing overview. 

In the evaluation of which candidate is best qualified, emphasis will be placed on education, experience and personal suitability, as well as motivation, in terms of the qualification requirements specified in the advertisement. 

We offer

• Exciting and stimulating tasks in a strong international academic environment 
• An open and inclusive work environment with dedicated colleagues 
• Experience with coordination of a large EU-funded biotechnology and bioeconomy project. 
• Favourable terms in the Norwegian Public Service Pension Fund 
• employee benefits 

General information 

NTNU believes that inclusion and diversity is a strength. We want our faculty and staff to reflect Norway’s culturally diverse population and we continuously seek to hire the best minds. This enables NTNU to increase productivity and innovation, improve decision making processes, raise employee satisfaction, compete academically with global top-ranking institutions and carry out our social responsibilities within education and research. NTNU emphasizes accessibility and encourages qualified candidates to apply regardless of gender identity, ability status, periods of unemployment or ethnic and cultural background. 

 

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The city of Trondheim is a modern European city with a rich cultural scene. Trondheim is the innovation capital of Norway with a population of 200,000. The Norwegian welfare state, including healthcare, schools, kindergartens and overall equality, is probably the best of its kind in the world. Professional subsidized day-care for children is easily available. Furthermore, Trondheim offers great opportunities for education (including international schools) and possibilities to enjoy nature, culture and family life and has low crime rates and clean air quality. 

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As an employee at NTNU, you must at all times adhere to the changes that the development in the subject entails and the organizational changes that are adopted.  

A public list of applicants with name, age, job title and municipality of residence is prepared after the application deadline. If you want to reserve yourself from entry on the public applicant list, this must be justified. Assessment will be made in accordance with current legislation. You will be notified if the reservation is not accepted. 

If you have any questions about the position, please contact Rahmi Lale, e-mail: rahmi.lale@ntnu.no. If you have any questions about the recruitment process, please contact Joakim Henriksen, e-mail: joakim.henriksen@ntnu.no. 

The administrative coordinator is expected to start early Autumn, 2026.

If you think this looks interesting and in line with your qualifications, please submit your application electronically via jobbnorge.no with your CV, diplomas and certificates attached. Applications submitted elsewhere will not be considered. Upon request, you must be able to obtain certified copies of your documentation.    

We look forward to your application.

Application deadline: 27.07.2026 

Salary and conditions

The gross salary for the position of 1434 code is remunerated depending on qualifications and seniority. From the salary, 2% is deducted as a contribution to the Norwegian Public Service Pension Fund,  

The engagement is to be made in accordance with the regulations in force concerning State Employees and Civil Servants, and the acts relating to Control of the Export of Strategic Goods, Services and Technology. Candidates who by assessment of the application and attachment are seen to conflict with the criteria’s in the latter law will be prohibited from recruitment to NTNU. After the appointment you must assume that there may be changes in the area of work. 

It is a prerequisite you can be present at and accessible to the institution on a daily basis at campus Gløshaugen.

About the application

Your application and supporting documentation must be in English or a Scandinavian language. Please note that applications will be assessed only on the basis of the information received by the application deadline. You should therefore ensure that your application clearly demonstrates how your skills and experience meet the criteria described above. The application and all attachments must be submitted electronically via Jobbnorge.no. Applications submitted by other means will not be considered. Please do not send separate application documents or additional information by e-mail.  

Your application must include: 

• CV, certificates and diplomas. 
• A short application letter describing your motivation and relevant experience. 
• Names and contact information for three relevant referees. 
• Documentation of the scope and quality of any education taken abroad. If you already have a statement from NOKUT/HK-dir, please attach this as well. 

In the evaluation of which candidate is best qualified, emphasis will be placed on education, experience, personal suitability and motivation in terms of the qualification requirements specified in the advertisement.