Application deadline: 20 November 2025
Job type: employment contract (full time)
Monthly gross salary before taxes: 9,500 – 12,000 PLN gross / month
Link to apply via Pracuj.pl
We are looking for a person with very strong analytical skills and a passion for continuously expanding their knowledge, learning new things, and seeking unconventional solutions.
Your duties will include full financial and administrative control of the projects you oversee — from finding the “missing penny” in the budget, through contact with funding bodies, to designing spending strategies — all based on a broad knowledge of grant guidelines, regulations, and legal acts.
We are looking for someone who does not follow well-trodden paths, can think creatively, and can propose tailored strategies for each project. All activities at Astrocent are carried out using IT tools (including an internal ERP system, MS Excel, Google Spreadsheets), so ease in working with tables, formulas and even databases — and willingness to further develop these skills — is required.
The Coordinator will have the opportunity to broaden their knowledge and skills during foreign trips to partners in the Teaming for Excellence project.
Selected candidates will be asked to complete a series of tests to verify analytical skills (including knowledge of Excel and Google Spreadsheets), creative thinking, and familiarity with grant guidelines.
The Coordinator’s responsibilities will include:
✔️ comprehensive support for project managers in project implementation, including:
▪ ensuring correct spending of financial resources (basic knowledge of public procurement law required, as well as willingness to expand knowledge in international purchasing, including customs and VAT issues and the construction/creation of fixed assets),
▪ monitoring project employment and administering PhD and research scholarships,
▪ ongoing tracking of the schedule, monitoring deliverables and milestones,
▪ monitoring—together with communications specialists—horizontal and “soft” activities, e.g., gender balance initiatives, communication and dissemination of results, and other initiatives supporting project implementation,
▪ advising project managers on project requirements related to open science and data management,
▪ preparing periodic and final project reports (excluding the scientific/technical content),
✔️ monitoring project budget execution, including verification of the availability of funds for planned expenditures in individual cost categories,
✔️ preparing accounting documents for settlement (invoice description, assignment to the relevant project cost category),
✔️ periodic reconciliation and verification of project costs with the accounting department,
✔️ preparing contracts and annexes in consultation with project managers,
✔️ coordinating activities related to external audits and project controls,
✔️ preparing official letters and conducting correspondence with funding institutions,
✔️ gathering and providing information on possible sources of funding for scientific research and R&D work,
✔️ supporting project managers in preparing applications for funding research projects (domestic and international),
✔️ formal review of submitted applications,
✔️ ongoing professional development through participation in training courses and workshops,
✔️ cooperation with other NCAC PAS departments.
✔️ English proficiency enabling smooth communication with an international team;
✔️ at least 3 years of experience in managing research projects funded from national and international sources;
✔️ good command of MS Office, especially Word and Excel;
Nice to have: experience managing projects funded by MEiN/MNiSW, NCBiR, FNP, and the EU;
✔️ basic knowledge of public procurement law and willingness to expand knowledge related to international purchasing (including customs, VAT, fixed assets);
Very good command of MS Office (especially Word and Excel) and Google Workspace tools;
✔️ familiarity with IT systems for submitting grant applications, in particular OSF, the FNP system, LSI, and the EU Funding & Tenders Portal.
✔️ work in an international team at a newly established Centre of Excellence in Poland with a planned transformation into a new independent institute;
✔️ opportunities for professional development;
✔️ participation in international events and the possibility of travel to Astrocent’s international partners;
✔️ participation in scientific events of international significance (conferences, lectures);
✔️ possibility of remote work.
Astrocent is an autonomous administrative unit of the Nicolaus Copernicus Astronomical Center of the Polish Academy of Sciences (NCAC PAS) (https://camk.edu.pl/en/), established in July 2018 under the International Research Agendas (IRA) programme of the Foundation for Polish Science. Astrocent is an international Centre of Excellence in astroparticle physics. Over the years, it has achieved significant international success and now plays an important role in major international experiments investigating dark matter, neutrinos, and gravitational waves. Astrocent’s research and technological activities are supported and stimulated by the development and application of advanced computational methods, as well as top-tier theoretical research in astroparticle physics conducted by international teams.
The Astrocent Centre of Excellence has received a grant of EUR 15 million under the European Commission’s Horizon Europe Teaming for Excellence call. This funding, together with national co-funding of the same amount, will support the further development and transformation of the existing Astrocent centre into a new, independent, interdisciplinary institute — Astrocent Plus (AC+) — in cooperation with partners from Poland, France, Canada, Germany, and Italy.
Astrocent is conveniently located in the centre of Warsaw, on the campus of the Warsaw University of Technology. The centre occupies spacious, modern laboratories and offices on the top floor of a modern building (https://cpr.pw.edu.pl/) of the Warsaw University of Technology, which fosters communication and collaboration with local engineers and physicists and enriches the scientific and academic environment. This location is also well connected to the Faculty of Physics of the University of Warsaw, the main campus of the Nicolaus Copernicus Astronomical Center, and other research institutes in Warsaw.
In fulfilment of the obligation under Article 24(6) of the Act of 14 June 2024 on the Protection of Whistleblowers (Journal of Laws, item 928), CAMK PAN informs about the possibility of reporting breaches and indicates the communication channels described in the internal reporting procedure available at: https://www.camk.edu.pl/pl/about/whistleblowers/