Job Description

Director of Administration

International Iberian Nanotechnology Laboratory (INL)

Contract Duration:48 months

Group/Unit: Directorate

Employment Type:Full-time

Number of Vacancies:1

Location: Braga, Portugal

Job Reference:Ref.06.26.103

Open Date for Applications:March24th, 2026

Closing Date for Applications April 29th, 2026, 23h00m (Lisbon Time)

Key words: #executiveleadership #management #organisationaldevelopment #financialgovernance

The Director of Administration is a member of the Directorate and reports to the Director-General.

The Director of Administration exercises, under the authority of the Director-General, responsibility for the management and coordination of the Administration Area.

The role combines strategic oversight with institutional stewardship and contributes to the collective executive leadership of the Organisation.

Purpose of the Role

The Director of Administration oversees and coordinates administration support units ensuring the coherent, effective and compliant management of the Organisation’s financial, human, technical and operational resources in support of its research and innovation mission.

The role safeguards sound stewardship of resources, strengthens institutional processes and contributes to sustainable organisational development. As a member of the Directorate, the Director of Administration participates in the collective executive leadership of the Organisation, working closely with the Director-General and Deputy Director-General to support long-term objectives, operational excellence and overall organisational effectiveness.

Scope of Responsibility

The Administration Area comprises the following units, each led by a Head of Unit:

• Finance (including Procurement & Logistics)
• People and Culture
• Information and Communication Systems
• Communication and Conference Management
• Site Management
• Quality Management

The Heads of these units report to the Director of Administration.

The Director of Administration exercises delegated authority for the integrated management and coordination of the Administration Area, within the framework of the Organisation’s rules.

Key responsibilities

The key responsibilities will be the following

1. Executive and Strategic Leadership

• Contribute, as a member of the Directorate, to the strategic direction and overall governance of the Organisation.
• Advise the Director-General on administrative, financial and operational matters, based on qualitative and quantitative data analysis.
• Ensure that administrative frameworks and policies support the Organisation’s scientific and innovation priorities.
• Promote effective coordination between the Administration Area and the Research and Innovation Areas.
• Analyse operational workflows and recommend improvements

2. Financial Governance

• Oversee, in coordination with the Finance Unit, the preparation, execution and monitoring of the annual budget.
• Contribute to the development of medium-term financial planning and resource allocation frameworks.
• Ensure robust internal control systems and sound financial management practices.
• Oversee procurement governance and compliance with applicable rules.

3. Human Resources

• Ensure the implementation of staff policies consistent with the Organisation’s strategic objectives and Staff Rules.
• Oversee workforce planning and organisational development.
• Promote a professional, inclusive and performance-oriented working environment.

4. Operations and Infrastructure

• Ensure effective management of infrastructure, facilities and operational services.
• Oversee the governance and reliability of information and communication systems.
• Promote operational continuity, risk awareness and continuous improvement across administrative processes.

5. Institutional Governance and Compliance

• Ensure that administrative practices are consistent with the Organisation’s legal and regulatory framework.
• Support the preparation of administrative matters submitted to the Finance Committee and the Council.
• Promote transparency, accountability and institutional integrity across the Administration Area.
• Promote transparency, accountability and constructive relation with the Scientific and Innovation Areas.

MandatoryQualifications

Education

• Advanced University Degree in Public Administration, Management, Law, Engineering or a related field.

Experience and Technical Skills

• Significant senior leadership experience in complex organisations, preferably within international, public and/or research environments.
• Demonstrated experience overseeing multidisciplinary administrative functions, including finance, human resources and operations.
• Strong understanding of governance, compliance and institutional accountability.
• Proven ability to lead senior managers and foster cross-functional collaboration.
• Excellent communication skills and ability to operate effectively in a multicultural environment.
• Financial literacy and budget management experience

Personal Skills

• High standard of professional ethics and integrity.
• Capacity to exercise delegated authority with discretion and institutional awareness.
• Commitment to public service values and scientific excellence.
• Empathetic and approachable, building relationships based on trust and openness.
• Strong organisational skills and results-oriented, capable of overseeing multiple initiatives aligned with INL's objectives.
• Excellent communication skills, both written and verbal, able to convey complex ideas clearly and persuasively.
• Resilience in facing challenges and adaptable to dynamic environments.
• Strong teamwork skills, fostering a collaborative environment within INL and with external partners.
• Effective problem-solving capabilities.

Our Benefits

• Tax benefits and other Diplomatic privileges[1]
• Relocation support (travel expenses included)
• Guest House on-site included for the 1stmonth when relocating
• Private health insurance
• 30 working days of annual leave, plus 14 official holidays
• 9 days of paid sick leave per year
• Family allowance (160€/month according to family situation)
• Child allowance (200€/month for each dependent child)
• Nursery service on-site (subject to availability)
• Support for education fees of dependent children
• Support for fitness and sports expenses

How to Apply

The application must be in English and include the followingmandatory documents

a)Cover letter

b)Curriculum Vitaewith References information

c)Academic and/or Professional diplomas

Online application instructions:

1. The application is made by clicking the “Apply” button;
2. The candidate must submit the mandatory documents mentioned above inpdf formatAcademic Certificates must be included in the “Additional files” section using the “Add portfolio” button.

Incomplete applications or applications providing inaccurate information will not be considered.

How the Selection Process works

A. Applications eligibility check

This stage will be carried outon the basis of the mandatory requirements, education, experience and technical skills defined for the job, as well as the validation of the mandatory documents. Only candidates who meet the eligibility criteria will move forward to the next stage

B. CV Assessment

The Selection Committee will evaluate the eligible applications based on their CV and other submitted documents and the suitability for the position. The best ranked candidates will be shortlisted for the interview stage(s).

C. Interview(s)

The interview(s) may be done in different formats:video recording, online or onsite.

The question based interview will evaluate the match between the candidate’s profile and the requirements for the position, including the technical and personal skills. To better support this stage, the candidate may be requested to prepare a short presentation.

D. Nomination

The selected candidate will be nominated and formally offered the position, including the disclosure of the contractual conditions.

Additional Information

Application Deadline

The application deadline may be extended for an additional period without previous notice to improve the suitability and effectiveness of the recruitment process. Until the closing date, all applications will be considered and evaluated.

Application Feedback

It is important for INL to maintain good communications with all candidates. No matter the outcome of your application, we will always provide you with feedback

Background Check Disclaimer

The selected candidate may be required to complete background checks as part of our R&S process. This may include criminal, educational, employment history, and other background information relevant to the employment qualifications.

Equal Opportunity and Non-Discrimination Principle

INL follows a non-discrimination and equal access principle, wherefore all qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, gender, gender identity or expression, sexual orientation, national origin, caste, genetics, pregnancy, disability, neurodivergence, age, veteran status, or other characteristics.

[1]About INL’s Special Status:

The INL is an Intergovernmental Organisation established by its Member States, Portugal and Spain, under international law. As such, INL enjoys a privileged diplomatic and legal status, comparable to that of other international organisations.

This unique status is governed by the INL Statute and the Headquarters Agreement with the Portuguese Republic, which provide both INL and its employees with specific rights and obligations, including:

• Exemption from certain national laws and taxes, as outlined in the Headquarters Agreement, specifically in relation to work-related matters
• Eligibility for a diplomatic ID card issued by the Portuguese Ministry of Foreign Affairs, which serves as the only residency document required in Portugal for the duration of the employment contract
• Protocol obligations, including the duty to respect local regulations while exercising privileges with responsibility and discretion
• Non-application of national labour laws, as INL operates under its own legal framework and Staff Rules, approved by INL Council

INL’s legal framework is designed to support a diverse and international workforce, enabling the organisation to operate independently from its Member States, drive cutting-edge research, and foster international scientific cooperation.