Eurocities is hiring a Project Administrator – NZC

Organisation

Eurocities is a dynamic and international team where we trust in people, value constructive exchanges and collaborative work. We help people thrive in a friendly, open and healthy environment while promoting a work/life balance. Eurocities, the network of major European cities, is recruiting a Project Administrator to work on NetZeroCities. The candidate would start as soon as possible, ideally in January 2026, or as soon as possible thereafter.

About the project

NetZeroCities (NZC) is an initiative launched as part of the European Green Deal and directly supporting the European Commission’s Mission for 100 Climate-neutral and Smart Cities by 2030. NZC is being implemented by a 33-member consortium comprising diverse partners from across Europe, supporting the 112 Mission cities to achieve the Mission objectives through expertise, tools and guidance, capacity building and knowledge sharing, and innovative approaches to systemic change.

Responsibilities

As Project Administrator, you will provide administrative, financial, and reporting support to ensure the smooth implementation of Eurocities’ participation in the projects part of the NetZeroCities initiative. As part of our team, you will manage cities representatives’ travel reimbursements for peer learning programmes, monitor budgets across various projects, and coordinate documentation and reporting in line with EU requirements. You will work as part of the climate and environment team at the Eurocities Brussels office. In this role, you will:

Project administration

• Support the day-to-day administrative management of the project by:

• Maintaining project documentation, deliverables, and internal records.

• Assisting with organising project meetings, workshops, and peer learning events (logistics, agendas, minutes, follow-up).

Financial administration

• Ensure travel and goods&services costs’ compliance with the European Commission regulations (procurement and contracting procedures, eligible costs and receipts).

• In partnership with the finance team and project leads, review and monitor the budget consumption and forecast across the various running projects by:

  • Maintaining up-to-date budget spreadsheets and providing regular financial overviews to the finance team and project leads.

  • Flagging variances and identifying risks and opportunities.

  • Supporting the preparation of financial reports for the project leads.

  • Collecting and consolidating the information for reporting to the European Commission.

Travel Reimbursement & Participant Support

• Process, verify, and validate participants’ travel reimbursement claims (100–200 per year) using internal systems.

• Check compliance of claims with programme rules (eligible costs, receipts, per diem/travel rules).

• Liaise with participants to clarify and resolve issues in claims.

• Maintain clear records for audits and reporting.

• Support the development of reimbursement guidelines and templates for participants, in collaboration with project partners.

• Propose process improvements as relevant.

Project assistance (as needed)

• May participate in the organisation of programme events, as needed. May support the preparation of draft agendas, liaise with participants, etc.

Profile

You are a person who is curious and full of initiative, and you have a knack for numbers. The skills and experience to do this job successfully include*:

• Education: Bachelor’s degree in a relevant field such as public administration, Business Administration / Management, European Studies / Political Science, Economics / Finance, Project Management or related fields

• 1+ years experience in project administration

• Excellent written and spoken English.

Proven experience in the following:

• Advanced proficiency in Microsoft Excel (e.g., data analysis, pivot tables, formulas, reporting).

• CRM systems (experience with the Odoo environment is a strong advantage).

• EU project funding (knowledge of processes, applications, and compliance requirements).

Skills:

• Excellent organisational skills

• Attention to detail

• Communication and collaboration skills in a multi-cultural environment

• Ability to interact with internal/external stakeholders, in a professional manner

• Ability to present budget/financial information to non-financial stakeholders

Highly valued:

• Experience on EU-funded projects

• Client-facing experience, including at different levels of seniority

• Other languages

* We are looking for candidates who fulfil most of these criteria, but do not hesitate to apply if you think that you could be a good fit for the position.

We offer

• A full-time position as employee, under Belgian legislation. The selected candidate will need to either live in Belgium or be willing to move to Belgium for the duration of the contract (candidates need to provide a Belgian address)

• A fixed term contract until 31 December 2026 (possibility of extension depending on funding)

• Between 2.400 € and 2.900€ gross salary, according to profile and experience

• Flexible working hours

• Part-time teleworking

Benefits

• Meal vouchers, pension plan, hospitalisation insurance, public transport costs, 13th month, écochèques, 90€ net per month of teleworking allowance, training opportunities.

How to apply

Applicants are requested to send a letter of motivation, explicitly describing point by point their relevant experience and linking it to the requirements for the position, in one page maximum, together with a CV with at least two referees (including your current or last employer) by 12:00 on 26 November 2025 to: Patricia de Wouters, People & Operations Director, at [email protected].

Please send the documents in pdf format and mention ‘project officer NZC’ in the subject line.

Interviews will be held in person in Brussels on 10 and 11 December 2025.

We are aware that you might use AI when applying for this position. It’s acceptable to use AI to brainstorm, structure your ideas or edit your language. However, be aware that while AI is one of the tools we use in Eurocities, the main tool we need for the work here is our minds and experience: This is a content-based position, and one that AI cannot do for you. Please note this during the process to avoid any disappointment for either side later on. We want to use this interview to get to know you and your ideas, not what ChatGPT thinks the best answers are.