PMO Manager – Research Project Governance & Coordination

Job description

Adoc Talent Management is assisting one of its clients, a leading public research institute in Luxembourg, in the recruitment of a Project Management Office Manager. Our client conducts fundamental and applied research in the social sciences to inform public policy, support decision-making, and contribute to societal impact. In a dynamic, international, and multidisciplinary research environment, our client is looking for a qualified and experienced Project Management Office Manager specialised in research project management to ensure the smooth running and further development of its Project Management Office. The PMO plays a pivotal role in supporting the excellence of the institute’s research. Its mission is to support researchers efficiently throughout the entire lifecycle of their research projects. This is a strategic and operational role at the heart of research project governance. The Project Management Office Manager will support the transformation of the PMO from an administrative and contractual support function into a central coordination structure connecting researchers, management, and support services such as finance, HR, legal, administration, and institutional planning. The role combines team leadership, change management, portfolio follow-up, project coordination, funding intelligence, reporting, and decision support. Your mission As Project Management Office Manager, you will lead a small team of Project Management Officers and ensure that the PMO provides high-quality support to research teams throughout the project lifecycle. You will help structure and professionalise PMO practices, strengthen coordination between research and support functions, and provide senior management with reliable, clear, and decision-oriented information on project files, risks, priorities, and issues. You will work closely with the Chief Financial and Administrative Officer, the Strategic Program & Planning Leader, research directors, Principal Investigators, support services, and the CEO. The position requires a strong ability to combine strategic thinking with hands-on operational follow-up. You will need to understand complex project files, support your team, solve problems, manage priorities, and facilitate decisions in a demanding research environment. Key responsibilities Your main responsibilities will include: leading the PMO team on a daily basis, including workload distribution and priority definition; acting as the primary technical reference and support for team members when addressing internal or external challenges; setting individual objectives, monitoring individual performance, supporting skills development, and guiding the career paths of team members; building trust and engagement within an experienced and heterogeneous team; translating the institute’s strategic vision into actionable goals, processes, and service-quality standards for the PMO team; coordinating the follow-up of research project files and ensuring that key issues are properly addressed; maintaining a clear view of the project portfolio, with close attention to the most active or sensitive files; working in close coordination with the Strategic Program & Planning Leader and the Chief Financial and Administrative Officer; ensuring that project files are complete, coherent, and ready for internal decision-making or signature; acting as a key interface between researchers, Principal Investigators, finance, HR, legal, administration, management, external stakeholders, partners, and funding agencies; maintaining a proactive watch on European and national funding trends to anticipate strategic opportunities; supporting the transformation of PMO practices, processes, tools, and ways of working; contributing to the implementation and adoption of internal project management frameworks; providing structured reports, dashboards, analyses, and recommendations to senior management; escalating risks, bottlenecks, and decision points appropriately; facilitating discussions and arbitrations between stakeholders; representing the PMO in internal governance bodies and management discussions; being a driving force in defining and implementing optimisation initiatives for business processes and research project management. Required profile We are looking for a mature, structured, and solution-oriented professional with strong PMO expertise, proven team management experience, and excellent stakeholder management skills. You are able to bring structure, clarity, and momentum in complex environments. You know how to support change, build trust, and obtain engagement without relying on a purely top-down management style. You are credible because you know your field, you understand project management challenges, and you are able to provide clear, reliable, and useful information to both operational and senior stakeholders. Education and experience You bring: a Master’s degree / Bac+5 or equivalent in project management, business management, management, public administration, research administration, social sciences, or another relevant discipline; minimum 10 years of experience in complex project management, programme management, PMO, research administration, or a comparable role; proven experience working within a PMO environment; a solid and proven track record in team management; significant experience in the research domain or in managing projects funded by external bodies, European or national, is a major asset; experience in complex, matrix, public, institutional, international, or service-oriented organisations is highly relevant. Technical skills You demonstrate: advanced expertise in project management methods and PMO practices; strong experience in developing and managing budgets, schedules, dashboards, and project performance indicators; ability to understand administrative, financial, contractual, and organisational project constraints; excellent analytical, structuring, and reporting skills; ability to manage several complex project files simultaneously; excellent command of Microsoft Office tools; experience with project management, reporting, or portfolio management tools; familiarity with research information systems such as PURE is an asset; familiarity with ERPs such as Odoo is an asset. Behavioural skills You demonstrate: collaborative leadership; ability to federate and develop a team; natural credibility and professional maturity; strong communication and interpersonal skills; diplomacy combined with assertiveness; ability to support change and manage resistance constructively; pedagogical approach and ability to explain the rationale behind decisions or process changes; solution-oriented and service-quality mindset; strong sense of priorities and ability to arbitrate; ability to remain calm and effective in complex or sensitive situations; intellectual curiosity and openness to feedback; ability to work in multidisciplinary, cross-functional teams in a multicultural and international environment. Languages Full professional proficiency in French and English is required. Knowledge of German and/or Luxembourgish is a highly appreciated advantage. What they offer a versatile position in a multicultural, dynamic, and stimulating working environment; flexibility in the organisation of working hours and the possibility of teleworking; a competitive remuneration package according to the Collective Labour Agreement in force; half of a 13th month salary; meal vouchers; investment in career support and development, including trainings, language courses, and seminars; 32.5 days of annual leave for a full-time contract. How to apply Submit your application via the online platform, including your CV, please. You will complete your dossier during the process with your: cover letter ; copy of your last obtained degree ; contact details of 2 referees. The position will remain open until filled.