JOB DESCRIPTION

EuroHPC JU Vacancy Notice EuroHPC/2025/05
Project Coordination Officer
Job title Project Coordination Officer
Location Luxembourg
Grade FGIV
Contract type Contract Agent 3a
Reference EuroHPC/2025/05
Application deadline 07/01/2026

1. WHO WE ARE
The European High Performance Computing Joint Undertaking (EuroHPC JU) was established in 20181. Its mandate
was further extended in 2021 and 20242.

The EuroHPC JU aims to:
• develop, deploy, extend and maintain in the EU a world-leading federated, secure and hyper-connected
supercomputing, quantum computing, service and data infrastructure ecosystem;
• support the development and uptake of demand-oriented and user-driven innovative and competitive
supercomputing system based on a supply chain that will ensure components, technologies and knowledge
limiting the risk of disruptions and the development of a wide range of applications optimised for these
systems;
• widen the use of that supercomputing infrastructure to a large number of public and private users and support
the development of key HPC skills for European science and industry.
• develop and operate AI Factories located around EuroHPC supercomputing facilities to support the growth of
a highly competitive and innovative AI ecosystem in Europe.
Members of the Joint Undertaking are the European Union represented by the Commission, Member States and
Associated Countries to the Framework Programme
Horizon 2020, and the three private associations European Technology Platform for High Performance Computing
(ETP4HPC) Association and the Big Data Value Association (BDVA/DAIRO) and the European Quantum Industry
Consortium (QUIC).
1 Council Regulation (EU) 2018/1488 of 28 September 2018 establishing the European High Performance Computing Joint Undertaking
2 Council Regulation (EU) 2021/1173 and Council Regulation (EU) 2024/1732

The EuroHPC Joint Undertaking is located in Luxembourg.
For further information, please consult the following website: https://eurohpc-ju.europa.eu/ju.europa.eu or send
your question to the Functional Mailbox [email protected], quoting the post reference code
EuroHPC/2025/05 and your family name.

2. THE POSITION
The Project Coordination Officer (PCO) will support the EuroHPC JU with the implementation of its operations. The
PCO will work closely with the Project Officers/Managers and Financial Officers to support the effective
administration and monitoring of grants and procurements in the HPC areas of training and skills, applications,
technology, international cooperation, and infrastructure. The EuroHPC JU operations are implemented by two
units, the Research & Innovation (R&I) Unit and the Infrastructure Unit.
The activities managed by these units cover, for example:
• HPC applications: software development and R&I for HPC application software to support the uptake of new
developments and innovations in industrial and scientific use cases,
• Artificial intelligence: development of large-scale AI models and their integration in end-to-end solutions, HPC-
AI system benchmarking and adoption of AI capabilities in other areas of HPC software,
• Services and initiatives to further develop the HPC and AI innovation ecosystem, for example training, support
and networking activities, coordination with other actions, provisioning of software environments and
applications for different user communities, dedicated activities to address the specific needs of SMEs,
development of talents through education programmes and collaborations with relevant actors and initiatives.
The PCOs may also contribute to other initiatives in the Joint Undertaking’s R&I portfolio, such as international
cooperation, technology, quantum computing, training and education, which are part of the EuroHPC JU’s mission
and objectives.
Candidates should indicate their preferred Unit (R&I or Infrastructure) in their application.
The general activities of the operational units include:
Experts Management
• Manage external experts, including communication with them, preparation of forms and documentation,
contracting and payments, monitoring of attendance records and preparation of reports;
• Provide guidance and administrative support to experts on rules of procedure, reimbursement, peer-review
workflows, and use of IT platforms;
• Provide support for scheduling and organising virtual and on-site meetings such as evaluations, peer-review
panels and project reviews, including logistical and operational arrangements.
Meetings and events organisation
• Organise virtual and on-site meetings, such as evaluations, project reviews, peer-review meetings, meetings
of the JU’s Advisory Board, workshops, consultations etc.,
• Coordinate and support Programme Officers/Managers in external meetings and events.

Reporting
• Provide quality statistical analysis and reports of calls’ and projects’ data, as a contribution to the project
monitoring, quality control and evaluation;
• Prepare information for the EUROHPC JU stakeholders (Governing Board, Advisory Groups, partner DG at
the European Commission etc.);
• Contribute to the planning and reporting documents such as the Annual Work Programme, and the
Consolidated Annual Activity Report;
Ex-post audit and internal control
• Gather, process and provide information in the context of the internal control, risk assessment, quality
control, performance management and audit.
Communication
• Disseminate best practices and present the programmes and projects facilitate exchange of experiences
and participate in the design, writing, production and editing of documents, reports, and power points;
• Manage relevant functional mailboxes and ensure visibility of the calls for tenders and call for proposals;
• Support the Communication sector via contributions to presentations, articles, social media, speaking
points, conference papers.
Other
• Act as Operational Initiating Agent for all financial and contractual files assigned to the staff member by the
hierarchy;
• Perform other project-related tasks, as assigned.
Activities specific to the post in the Infrastructure Unit (Peer review Sector):
The mission of the Peer review sector is to define and implement a fair and transparent Access Policy and resource
allocation process; to maximise the exploitation of EuroHPC JU supercomputers by the EU academic and scientific
community, industry, AI dedicated users, and the public sector.
Examples for tasks of the PCO are:
• Support to the implementation of the EuroHPC JU Access Policy
• Contribute to the Peer-review team activities, including evaluation, management, monitoring and reporting
of EuroHPC JU system access calls.
Project Support and coordination
• Contribute to the launch and monitoring of access calls;
• Support Programme Officers/Managers and the Head of Sector in the preparation of notifications to
successful and unsuccessful applicants;
• Ensure proper administrative and technical implementation, in the management of peer-review workflows
(eligibility checks, reviewer allocation, panel consolidation, follow-up of evaluation outcomes);
• Manage contracts, monitor contract ceilings and expiry/renewal dates;
• Project management support and coordination of activities;
• Feed and manage IT tools, including the peer-review portals and relevant EuroHPC JU websites;
• Contribute to the documentation of the operational processes and procedures.
• Prepare statistical summaries and reports on peer-review outcomes, reviewer participation, evaluation
timelines and call performance indicators;
• Draft reports, briefing materials, statistics and meeting minutes.

Activities specific to the post in the R&I Unit:
The scope of R&I actions address: technology development; advancement of HPC applications ensuring their
relevance, efficiency, and widespread uptake in different sectors; educational and training initiatives; international
cooperation by implementation of relevant parts of EU Digital Partnerships; the uptake of HPC technologies by the
wider European R&I ecosystem; integration of quantum systems into the European HPC landscape.
The mission is implemented through strategic programmes funded under the Horizon Europe and DEP framework
programmes.
Examples for tasks of the PCO are :
• Working closely together in a team of PCOs to support the unit in monitoring and implementing operations;
• Providing back office support to the unit in close collaboration with the competent corporate support teams,
for example related to IT workflows, quality control, risk management, audits and reporting;
• Developing templates, forms and guidelines to improve the quality and efficiency of the work across the unit;
• Managing documents and information produced by the unit;
• Coordinating and further developing processes related to horizontal collaboration with other teams in the
organisation;
• Overseeing the implementation of contracts, legal and financial obligations within the responsibility of the
R&I unit;
• Communicating and negotiating effectively both internally and externally in line with the priorities of the R&I
unit.
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3. WE LOOK FOR
This publication aims to fill 2 positions (one focusing on Research and Innovation activities and one focusing on the
Infrastructure activities).
3.1 ELIGIBILITY CRITERIA
For candidates to be eligible they need to fulfil the following criteria by the deadline for applications:
You must meet the following eligibility criteria when you validate you application:
• Be a national of one of the EU Member States, Iceland, Lichtenstein or Norway and enjoy full rights as
citizens.
• Degree3:
– a level of education which corresponds to completed university studies of at least three years attested
by a diploma;
• Produce evidence of a thorough knowledge (minimum level C1) of one of the languages of the European
Union, preferably English, French or German, and a satisfactory (minimum level B2) knowledge of another
language of the European Union to the extent necessary for the performance of his/her duties4.
• Produce the appropriate character references as to their suitability for the performance of duties of the
post.5
• Have fulfilled any obligations imposed by applicable laws concerning military service.
• Be physically fit to perform the duties linked to the post.6
3.2 SELECTION CRITERIA
Candidates selected on the basis of the above eligibility criteria will then be evaluated according to the following
selection criteria.
Successful candidates should have:
3.2.1 Essential qualifications and experience
• At least 3 years of professional experience7 in the areas listed in tasks under point 2 above;
• Strong drafting and presentation skills in English, both orally and in writing (C1 level or higher8).
Only candidates who comply with the eligibility and with the essential qualifications and experience will be
considered.
3 Only diplomas that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member
States shall be taken into consideration. In case of qualifications issued by authorities outside EU Member States, the proof of recognition of equivalence by the
relevant EU Member State authorities must be specifically mentioned.
4For details on language levels, please see the Common European Framework of Reference for Languages (Common European Framework of Reference for
Language skills | Europass).
5 Prior to the appointment, the successful candidate will be requested to provide an official document issued by the competent authority attesting the absence of
any criminal record.
6 Before the appointment, the candidate shall be medically examined in line with the requirement of Article 12(2)(d) of the Conditions of employment of other
servants of the European Communities.
7 Professional experience is counted only from the date the candidate acquired the minimum qualifications required for being eligible as provided in Section 3.
Only duly documented professional activity (i.e. remunerated employment or self-employment) is taken into account.
8 Please refer to the Common European Framework of Reference for Languages.
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3.2.2 Advantageous qualifications and experience
• Experience in data analytics and data management, including competences in processing, analysing and
presenting data for the purposes of statistics and reporting;
• Experience in managing EU funded projects or EU procurement or grants procedures in the area of research
and technology;
• Experience in organising or supporting scientific or technical peer-review processes, evaluation panels or
expert assessments;
• Experience in managing experts (communication, contracting, payments, IT platforms etc.)
3.2.3 Behavioural competencies
Candidates invited for an interview and written test will also be assessed against the following criteria, which are
important to the post:
• Motivation to join the EuroHPC JU team;
• Strong ethics and integrity;
• Sense of initiative and team spirit;
• Constructive, positive and service-oriented attitude;
• Excellent planning and organisational skills;
• Excellent interpersonal skills with an ability to interact and communicate at all levels inside and outside the
organisation;
• Ability to work under pressure and respect tight deadlines;
• Attention to detail.
For each of the selection criteria listed above, candidates are invited to (briefly) explain in their motivation letter and
application in which position, activities and responsibilities they acquired or demonstrated their skills.
4. WHAT WE OFFER
ATTRACTIVE WORKING CONDITIONS, INCLUDING:
• Interesting and challenging positions with many opportunities for training and acquiring new skills and
competencies throughout your whole career;
• A package of flexible working conditions including the possibility of teleworking – we care about your work-
life balance;
• A competitive financial package, including comprehensive healthcare, accident and pension schemes;
• A multilingual, multicultural workplace where personal and professional development are strongly promoted;
• Working on topics that are high on the EU political agenda;
• Multilingual schools for your children.
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5. HOW TO APPLY
Candidates must apply through the EU CV Online system via this link: EU CV online
Before applying, candidates should carefully check whether they meet all the eligibility criteria.
To be able to apply online via the EU CV online database, candidates must first create an account or sign into an
existing account. If not done already, candidates must first fill in the electronic CV, write the motivation letter and
apply to the call for expressions of interest.