Administrative Coordinator

About CEPICEPI is an innovative partnership between public, private, philanthropic and civil organisations. Its mission is to accelerate the development of vaccines and other biologic countermeasures against epidemic and pandemic threats so they can be accessible to all people in need.

Central to CEPI’s pandemic-beating plan is the ‘100 Days Mission’ – its goal to develop safe, effective and accessible vaccines against new threats in just 100 days.CEPI’s work has delivered world firsts for vaccines against many of its priority pathogens including the first licensed Chikungunya vaccine, the first ever Lassa fever, Nipah and MERS vaccines to reach Phase II trials and the first Rift Valley fever vaccine candidate to be studied in Phase II in an endemic region.

CEPI has also supported programmes to generate much-needed data to expand access to Ebola and Mpox vaccines. CEPI was among the first funders of COVID-19 vaccines, ultimately building one of the world’s largest portfolios, seven of which were licensed.

The Coalition also conceptualised and co-founded COVAX, which delivered nearly two billion doses of COVID-19 vaccines to 146 countries , saving an estimated 2.7 million lives in lower-income regions.

Earlier this year, CEPI launched its CEPI 3.0 Strategy (covering 2027-2031) which will systematically reduce the likelihood and impact of epidemics and pandemics by driving the 100 Days Mission towards an operational reality.CEPI is a not-for-profit association under Norwegian Law and has offices in Oslo (HQ), London, and Washington DC.In CEPI we strive for diverse thinking, and we want a diverse pool of candidates for all our vacancies.

We work for an inclusive working environment where each employee can contribute and grow. Learn more at www.cepi.net

About the role

To provide proactive administrative and operational support to assigned R&D Directors and their teams, ensuring smooth coordination of departmental activities and effective delivery of team priorities across the Research & Development (R&D) Division.

The R&D Administration Team currently consists of a Head of R&D Events & Administration supported by three administrative coordinators who work across several departments within the R&D Division. This is a 12-month maternity cover contract based in UK or Norway, with potential to extend depending on strategic priorities and resource requirements. Preference will be given to candidates who are immediately available.

Responsibilities

• Act as the main point of contact for administrative requests Coordinate and attend regular team calls and meetings, including preparing agendas/discussion topics, circulating supporting materials, and tracking follow-up actions and priorities
• Support team retreat and meeting planning, including sourcing and booking venues, arranging catering, coordinating accommodation and travel, managing logistics, and coordinating communications via internal platforms Maintain and track key departmental data, including team travel, departmental costs, and resource planning, using systems such as Excel and Salesforce Coordinate external courses and sponsorship agreements
• Support procurement activities, including document management, raising purchase orders, invoice and payment tracking
• Support onboarding processes for new starters Develop and implement new processes and procedures as required
• Provide administrative support to the R&D EDO department and Head of Events & Administration as required
• Education, Experience and Competence
• Bachelor’s degree or equivalent level of education and experience Strong administrative and documentation skills, with a meticulous approach to record-keeping, scheduling, and financial tracking
• Excellent organisational and time management abilities, with capacity to manage multiple priorities and meet tight deadlines
• Strong written and verbal communication skills; confident working with diverse teams, senior stakeholders, and comfortable in a virtual or hybrid environment
• Collaborative and proactive team player who builds positive relationships with colleagues and external partners
• Maintains discretion, professionalism, and integrity when handling sensitive or confidential information
• Flexible and solutions-focused, with strong problem-solving skills and the ability to adapt to changing priorities
• Understanding of confidentiality, data protection, and the importance of following established policies and procedures
• Self-motivated and dependable, with a hands-on approach to delivering and supporting high-quality work within a collaborative team environment
• Proven experience of supporting similar teams with competing workloads in a demanding environment
• Previous event coordination experience would be advantageous
• Proficient in Microsoft Office Suite and digital collaboration tools (e.g. Miro, Doodle, Slido)
• Travel and Location

Requirements

• This role must be based in the UK or Norway.
• Flexible working arrangements are supported, attendance at the London or Oslo office approximately once per week or more is preferred
• International travel may be required on an occasional basis to support in-person event delivery
• What we can offer you
• The opportunity to work together with leading experts on solutions for global challenges
• Experience from the international effort on developing vaccines against emerging infectious diseases and accelerating vaccine development response to outbreaks
• A diverse and inclusive working environment

How to apply

For more information on how to apply, please visit: https://cepisites.secure.force.com/careersShould you have any issues submitting your application or have questions please contact jobs@cepi.netBackground verification will be conducted to verify information provided in the CV and available documentation.

Deadline for receiving applications is 18th June 2026 at 23:59 CET