PROFESSIONAL ASSOCIATE VII/1 - PROJECT OFFICE

Role Overview
The Project Office of the University of Primorska is responsible for the administrative management and coordination of projects. In each project, it serves as the central focal point between higher education teachers and researchers (who implement the project content), students and other users, project partners, the accounting department, the human resources department, and the rectorate/secretariat. The Project Office directly manages certain projects administratively, while in cases where multiple member faculties/institutes are involved in a project, it coordinates the relevant services across the faculties and the institute. UP implements research and development projects funded by various sources (Horizon 2020 and Horizon Europe, Erasmus+ [mobility, Jean Monnet, strategic partnerships, etc.], ERDF, ESF, Interreg projects, ARIS, funds from ministries and other agencies, and funds from private donors). Funds obtained outside of core study activity financing represent more than a quarter of the university's total income, amounting to nearly 20 million euros. The department cooperates with the project offices of member faculties/institutes and monitors the development of projects, project proposals, and project implementation across the entire university. It coordinates the project management and administration system to ensure it is as unified as possible and adapts the requirements of project funders to the functioning of the university. In doing so, it systemically ensures legality both from the perspective of the Slovenian legal system and from the perspective of the funders' requirements.

Responsibilities
The work, among other duties, includes:
- Preparation of mutual agreements, consents, annexes, and decisions for the purpose of allocating employees to project work.
- Support in public procurement procedures.
- Calculation of labor costs and preparation of data for accounting and HR records for double-funding control purposes.
- Monthly review and reconciliation of costs with financial statements.
- Knowledge of accounting records and knowledge and reading of general ledger cards (account cards).
- Independent monitoring of funds and project expenditure.
- Independent management of project documentation.
- Preparation of data for project reporting purposes, reporting, management of project partners, guidance, and verification of documentation.
- Communication with control and auditing bodies.

UP is also looking to strengthen its team with personnel who will substantively coordinate projects within the project office, particularly those funded by Erasmus+ sources, as well as individuals wishing to participate in project applications. In this case, the work also includes:
- Substantive preparation, monitoring, and reporting of projects.
- Representing the university on steering and management boards of international projects.
- Communicating with partners and target groups.
- Cooperation with the Internationalization Department and management in the design and implementation of activities.
- Ensuring that UP maintains its reputation as a prompt, operational, and innovative partner in all procedures.
- Cooperation with the wider management of the university in guiding content.
- Performing other related tasks as ordered by the Secretary General, Vice-Rectors, and the Rector.

Daily communication takes place simultaneously in Slovenian and English, and occasionally in Italian and other languages. Initially, knowledge of the Slovenian language is not a prerequisite for successfully filling the position, but the candidate must be willing to learn and attend the university language course.

Requirements and Qualifications
- Education Level: Bachelor Degree or equivalent.
- Specific Education: Higher vocational education (former system), specialization after higher vocational education (former system), professional higher education (former system), first-cycle professional higher education, first-cycle university education.
- Work Experience: 3 years.
- Skills: Accuracy and reliability, ability to work in a team, computer literacy, MS Office (Word, Excel, PowerPoint), strong communication skills and accountability.

What They Offer
- A stimulating working environment in an academic rhythm within an internationally colored setting.
- The opportunity to develop the field within the institution, the country, and Europe, with full support from management.
- Independent work and the upgrading of knowledge in the field of project management and international cooperation.
- The possibility of additional training and education provided by UP to its employees.
- A regular and reliable salary.
- Contract Type: Fixed term, full-time (40 hours per week), with a probationary period of three (3) months.