Vacancy: Administrative and Project Support Officer

The European Blood Alliance (EBA) is recruiting an Administrative and Project Support Officer.

This new role is designed to provide administrative support across the team, strengthen member services, and support the delivery of funded projects — including preparation of EBA and its members for the implementation of the new EU SoHO Regulation. The position will contribute to improved internal coordination, knowledge management, and execution of consultations, events, and communications — while offering support to EBA members and external partners.

About European Blood Alliance (EBA)

The EBA, as a voluntary association of blood services, currently represents 32 European countries, and is the recognised voice of public blood services in Europe. Together, its members collect over 17 million blood donations annually, supplying lifesaving blood components and contributing to the health and resilience of millions of citizens.

EBA stands at the forefront of European and international collaboration on blood, tissues and cells. Through its work with the European Commission, Council of Europe, EDQM, World Health Organisation and international Transfusion Medicine organisations and partners, EBA influences policy, drives innovation, promotes excellence and strengthens the sustainability of blood systems across Europe and beyond.

EBA is registered in the Netherlands and its head office is in Brussels, Belgium.

EBA has four strategic objectives: to promote voluntary non-remunerated donations (VNRD) of blood and blood components and self-sufficiency from VNRD; to improve performance through collaboration; to support national and European authorities to promote best practice and; to facilitate information collection and knowledge exchange.

Our mission is to contribute to the safety, quality, availability and sustainability of the blood and tissue supply for the citizens of Europe by developing and maintaining strong collaboration, knowledge sharing and collective leadership amongst European blood and tissue services.

Our work is guided by five core values:

• Donor health
• Patient care
• Voluntary unpaid donation
• Openness through information sharing
• Excellence through evidence

EBA is recognised internationally for its leadership in scientific collaboration, regulatory development, advocacy, research and innovation. Through its programmes and partnerships, the Alliance helps shape the future of transfusion medicine and blood services globally.

EBA operates as a highly influential membership organisation with a small but dedicated central office team comprising an Executive Director, Operations and Projects Manager, Advocacy Manager, and Medical Director.

 Administrative and Project Support Officer

Location: Brussels (hybrid working considered – minimum 3 days/week on-site).
Reports to: Operations and Projects Manager (with overall oversight from the Executive Director)
Contract: 2 years Fixed-term, linked to project funding
FTE: 0.8-1.0 FTE; flexibility will be considered for appropriate experience.

Start date: As soon as possible, after 1 October 2026

Overview

The European Blood Alliance (EBA) is seeking a proactive, detail-oriented, Administrative and Project Support Officer to join its Secretariat, which currently comprises an Operations and Project Manager, an Advocacy Manager, a Medical Director, and an Executive Director.

Key Responsibilities

Secretariat and Office Administration

• Maintain EBA’s internal file structures, document archives and SharePoint environment so that information is accurate, organised and accessible.
• Coordinate Sharepoint access, permissions, and user-support requests
• Maintain up-to-date contact lists and databases, including EBA Working Groups rosters
• Provide day-to-day administrative support to the EBA Secretariat (filing, contracts, IT, basic vendor coordination)

Project Administration

• Support delivery of project documentation, event reporting, and partner communication
• Help track deliverables and coordinate the development of support materials and training content
• Assist with the organisation of relevant events & webinars

EBA Member Support and Communication

• Support member consultations and surveys by circulating requests, tracking responses, issuing reminders, maintaining the consultation tracker, and helping collate and present the results.
• Support newsletter production, announcements, and website content updates
• Provide logistical support to working groups: scheduling, document distribution, follow-up actions and help maintain group documentation

Event and Meeting Support

• Assist with planning and coordination of EBA meetings, workshops, and webinars
• Handle registrations, logistics, communications, and reimbursements
• Support minute-taking, document formatting, and uploading materials post-event

Financial and Procurement Support

• Support the processing of invoices, expense reimbursements, and support documentation for audit
• Assist in maintaining invoice and membership fee records
• Provide procurement admin support in line with EBA procedures

Profile

Essential

• At least 3 years of relevant experience in administrative, coordination, or project support roles
• Experience working in an international, multicultural environment; comfortable interacting with senior professionals across different countries and cultures
• Confident communicating with external stakeholders in a professional and representative way
• Fluent in English, with excellent written and verbal communication skills
• Well-organised, able to manage routine responsibilities independently, and detail-focused
• Strong digital skills particularly in Microsoft 365, SharePoint, survey tools, Teams/Zoom, WordPress)
• At ease working in a small, largely remote team with a degree of autonomy
• Applicants must have the right to work in Belgium at the time of appointment

 Desirable

• Experience in a membership association, non-profit, EU institution, or similar environment
• Working knowledge of French (used with local suppliers and legal/financial contacts)
• Experience supporting EU-funded projects
• Familiarity with knowledge/document management systems

What we offer

EBA is a small organisation doing meaningful work in a specialised European health sector. We offer a role with real variety, and a European scope that is unusual for a team of this size.

•  A varied, substantive role — not a narrow admin job, but support across governance, projects, membership, and knowledge management at European level
• Direct exposure to EU health policy, blood sector regulation, and a unique community of scientific and medical professionals across 32 countries
• A small, collegial team where your work is visible and your contribution matters
• Hybrid working: Brussels-based with flexibility, minimum 3 days on-site per week
• Salary of €3,500/month gross at 1 FTE or pro-rata if part-time, paid in accordance with the applicable Belgian payroll structure
• Meal vouchers and eco-cheques
• Supplementary holiday days
• A 2-year fixed term contract with the possibility of extension subject to funding and organisational needs
• A role that builds a strong and transferable professional profile in the Brussels association world

How to apply

Please send the following to r.popa@europeanbloodalliance.eu by 23 August, using the subject line Administrative and Project Support Officer – Application – Your full name:

1. Your CV and
2. One application note of no more than 500 words addressing the questions below

Please name the files as follows:

• Surname_Firstname_CV
• Surname_Firstname_Application

1. Your motivation

In no more than 250 words, explain why this position interests you and what you believe you would bring to EBA.

2. A short practical scenario

In no more than 250 words, explain how you would support the organisation of a survey for EBA members, from receiving the initial request from a member through to sharing the results. Please base your response on what you can learn about EBA. Include the key questions you would ask before starting and the main steps you would take.

Thoughtful use of AI tools is welcome. Shortlisted candidates may be asked to explain how they prepared their response.

EBA is an equal opportunity employer. We welcome applications from candidates of all backgrounds and do not discriminate on the basis of nationality, gender, age, religion, disability, or any other characteristic.