Directorate Officer

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Employer: International Iberian Nanotechnology Laboratory (INL)

Department/Unit: Directorate

Number of Vacancies: 1

Employment Type: Full time

Contract Duration: 48 months*

*possibility to convert to an indefinite employment contract

Open Date for Applications: August 21st, 2025

Closing Date for Applications: September 10th, 2025, 23h00m (Lisbon Time)

Key words: #administrative #directorateofficer

Overview

We are seeking an experienced Directorate Officer to provide high-level administrative and operational support to the Directorate Office. This is a new position, designed to ensure the effective coordination of executive functions, institutional meetings, and high-level engagements.

The role involves managing a wide range of tasks and requires a proactive, detail-oriented, and hands-on professional with strong organisational skills, diplomatic tact, and flexibility.

The successful candidate will collaborate closely with both internal and external stakeholders to manage critical responsibilities and ensure the seamless daily operation of the Directorate Office.

The successful candidate should be available to start during September/October 2025.

Job Duties

The primary job duties will be the following:

- Provide both professional and personal administrative support to the Directorate in managing agendas, advanced planning, meetings, official visits- and day-to-day priorities;
- Maintain records of business and personal transactions and submit expense reports;
- Ensure the efficient coordination of administrative procedures and internal task flows within the Directorate Office, supporting the effective functioning of the team;
- Organise and document Directorate-level meetings and events, including scheduling, agenda preparation, meeting minutes, logistics, documentation, and follow-up;
- Anticipate needs, propose improvements, and take initiative to streamline administrative procedures and enhance coordination within the Directorate, as well as among the Directorate, the internal and external boards of INL;
- Liaise with senior stakeholders and external parties (e.g., government entities, diplomatic missions and partner institutions) to organise official meetings and visits;
- Draft, review and manage official correspondence and institutional communications;
- Organise and maintain institutional records and archives in line with INL’s information management standards;
- Facilitate the process of official signatures and e-signatures for INL’s legal representatives;
- Monitor and support protocol-related activities, ensuring alignment with diplomatic norms and institutional standard.s
- Provide consistent administrative support for Council Sessions and extend support to other INL governance bodies as required.

Mandatory Qualifications

Education

- Degree in Administration, International Relations, or a related field.

Experience and Technical Skills

- Minimum 3 years of relevant experience in executive or senior-level administrative support roles;
- Fluent in English (spoken and written);
- Proficiency in MS Office and digital administrative tools.

Other Preferred Qualifications and Skills

- Experience working in international organisations, diplomatic environments, or senior executive offices;
- Experience in coordinating travel arrangements and protocol-related activities.

Personal Skills

- Demonstrates discretion and integrity when handling sensitive or confidential matters;
- Maintains strong organisational and time management skills to handle multiple priorities efficiently;
- Pays close attention to detail to ensure accuracy in scheduling, documentation and administrative tasks;
- Brings a proactive and hands-on approach, with the ability to anticipate needs and act independently;
- Communicates with clarity, diplomacy and respect in both internal and external interactions;
- Demonstrates flexibly to changing demands and shifting priorities remaining calm and focused;
- Collaborates effectively within a team while also working timely and confidently on individual responsibilities;
- Approaches challenges with sound judgment and a solution-oriented mindset.
- Tax benefits and other Diplomatic privileges.
- Private health insurance.
- Family allowances (according to family situation).
- Free nursery service at INL premises (subject to availability).
- Support for education fees of dependent children.
- Relocation support.
- 2.5 days per month of annual leave.

How to Apply

The application must be in English and include the following mandatory documents:

- Academic and/or Professional diplomas

Online application instructions:

- The application is made online by clicking the “Apply” button below;
- The candidate must complete all required sections of the online application form;
- The candidate must submit the mandatory documents mentioned above in pdf format by including them in the “Additional files” section using the “Add portfolio” button.

Incomplete applications including the failure to provide mandatory documents or providing inaccurate information will result in the application not being considered.

How the Selection Process works

A. Applications eligibility check

This stage will be carried out on 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

We highly value your interest in becoming part of the INL experience and it is important for us to maintain good communications with all candidates. No matter the outcome of your application, we will always provide you with feedback.

Equal Opportunity and Non-Discrimination Principle

INL follows a non-discrimination and equal access principle, wherefore no candidate can be privileged, benefited, impaired or deprived of any rights whatsoever, or be exempt of and duties based on any possible discriminatory issues.

The advertisement deadline may be extended at any time without previous notice in order to improve the suitability and effectiveness of the recruitment process.

About INL

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.

To know more about INL, please visit our website: http://www.inl.int

Seniority level

- Seniority level

Associate

Employment type

- Employment type

Full-time

Job function

- Job function

Administrative

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