Research Office Administrator

No. Of Positions: 1 (one) Administrator

Contract type: An initial two-year employment contract will be offered with the possibility for renewal. Full Time basis

Indicative Annual Gross Salary Range: €20,000 – €25,000. The salary will be determined based on qualifications, experience, and suitability for the role. 

Probation Period: 6 (six) months

The Research Office plays a central role in supporting the Centre’s research activity, including proposal preparation, project implementation, reporting, internal monitoring, research performance analysis and coordination with researchers, project managers and administrative departments. As CYENS continues to expand its portfolio of competitive European and national research projects, the Centre is looking for a motivated professional who can strengthen the operational capacity of the Research Office and contribute to the smooth implementation of its activities.

The successful candidate will support the Head of the Research Office and the wider research management team in maintaining accurate data, monitoring project-related information, supporting internal systems, preparing reports and assisting with the administrative, personnel allocations and financial monitoring of funded projects.

• Maintain and update internal databases, trackers and filing systems.
• Prepare data extracts, tables and summaries for management, reporting and decision-making.
• Support the improvement and standardisation of Research Office workflows, templates and procedures.

• Enter, update and verify data in CYENS internal systems, including time management and project monitoring tools.
• Maintain shared calendars, Research Office records and key project documentation.
• Support the filing of Grant Agreements, reports, templates and administrative records.
• Assist with meeting preparation, minutes, action lists and general Research Office administration.

• Support periodic reporting on Research Department and Research Office performance.
• Collect and analyse data on proposals, funded projects, success rates, funding, project activity and workload.
• Prepare tables, charts, dashboards and short summaries for management reporting.

• Check project-related expenses against approved budgets and available balances.
• Review travel, purchase, equipment and service requests for completeness and budget eligibility.
• Liaise with Project Managers, HR, Finance and the Research Office on budget and personnel allocation matters.
• Maintain budget monitoring files and flag overspending risks, missing information or inconsistencies.

1. Excellent organisational, administrative and communication skills.
2. Strong attention to detail and accuracy in data entry and document management.
3. Ability to manage multiple tasks and deadlines, both independently and as part of a team.
4. Professional attitude, discretion and reliability.

1. University Degree (Bachelor’s Degree or Degree of a level equivalent to Bachelor’s Degree) or Diploma or Certificate or other study title or qualifications in Business Administration, Accounting, Finance or another relevant field.
2. Very good command of Microsoft Excel and other Microsoft Office tools.
3. Ability to work with databases, spreadsheets, online platforms and digital filing systems.
4. Good understanding of budgets, financial data and administrative procedures.
5. Language requirements: Excellent written and oral English-language skills are essential. 

• Previous experience in a research organisation, university, Centre of Excellence or EU-funded project environment.
• Experience with EU or national funded projects, project administration, reporting or financial monitoring.
• Experience with timesheet systems, project management systems, ERP platforms, dashboards or performance statistics.
• Knowledge of Greek.

For full consideration, interested applicants should submit the following items via the online application form and clearly indicate the position title in their application:

1. Full CV (including contact details).
2. Cover letter outlining: 
   1. your suitability for the role; 
   2. your motivation for applying; and 
   3. your earliest available start date.
3.  contact details of two referees. 

Important Information

• Incomplete applications will not be considered. 
• Applicants who have previously applied for a position at CYENS are required to submit a new application. 
• All applications will be treated in the strictest confidence. 
• CYENS Centre of Excellence is an equal opportunity employer. Applications are encouraged from all qualified candidates irrespective of gender, age, disability, nationality, racial or ethnic origin, religion or belief, or any other personal characteristic.

Enquiries
 For general enquiries, applicants may contact the HR Department at vacancies@cyens.org.cy.