Head of Administration, Financial Management and Development (f/m/d)

The CEU Democracy Institute (DI) invites applications for the position of Head of Administration, Financial Management and Development (Head of Administration). This is a senior leadership role with broad responsibilities, central to ensuring the DI’s smooth, efficient, and effective operation.

The initial contract is for one year with the possibility of renewal.

The successful candidate will assume a complex and multifaceted role encompassing the DI’s day-to-day operations, financial management, human resources, project administration, and administrative leadership. The role also involves participating in leadership meetings and contributing to strategic and operational decision-making. Key responsibilities include overseeing staff-related matters, monitoring employment and assignment contracts, and coordinating contract extensions and amendments.

The position involves leading an administrative team of more than ten professionals, providing day-to-day guidance and support, and exercising supervisory responsibilities. The administrative team works closely with the DI’s academic staff and researchers, as well as with CEU’s central administrative units, including the Finance Office, Human Resources Office, Legal Office, Events and Space Management Office and the Communications team.

The Head of Administration is responsible for ensuring that all activities under their supervision comply with relevant CEU policies and procedures.

About the CEU Democracy Institute - The Democracy Institute is CEU’s Budapest-based research institute, dedicated to supporting the transformative defense of democracy through multidisciplinary and comparative research. It brings its scholarly work to broader audiences through a diverse portfolio of public engagement activities and experimental teaching.

Strategic Leadership, Governance and Institutional Development:

• Oversee the operational management of the Democracy Institute (DI), ensuring its efficient and effective functioning.
• Participate in leadership meetings and contribute to strategic and operational decision-making.
• Contribute to institutional development, governance, resource planning, and organisational priorities.
• Represent the Institute in relevant internal and external meetings and facilitate collaboration with institutional partners.

Financial Management, Budget Planning and Compliance:

• Lead and coordinate the Institute’s budget planning, financial management, and ongoing budget monitoring.
• Oversee budget allocations and resource planning across internally and externally funded activities and projects.
• Coordinate budget adjustments and reallocations in response to changing institutional and project needs.
• Ensure compliance with CEU policies, financial procedures, and applicable donor requirements.
• Provide financial and operational oversight to support effective project implementation and the responsible use of institutional resources.

Organisational Leadership and People Management:

• Lead, supervise, and support the Institute’s administrative team, ensuring effective coordination and the delivery of high-quality administrative services.
• Provide guidance, performance feedback, and professional development support to team members.
• Oversee staff-related administrative processes, including recruitment, contract management, performance management, and staff transitions, in close collaboration with CEU’s Human Resources Office.
• Support the resolution of operational and personnel-related issues and foster a collaborative and supportive working environment.
• Facilitate effective cooperation between academic and administrative staff and coordinate administrative activities across the Institute.
• Promote collaboration and coordination among CEU’s Budapest-based units and relevant institutional stakeholders.

Operations, Program Implementation and Process Development:

• Oversee the Institute’s day-to-day operations and ensure the effective coordination of administrative, financial, HR, and programme-related processes.
• Develop, review, and improve administrative procedures and workflows to enhance operational efficiency and organisational effectiveness.
• Provide operational and administrative guidance to academic staff, research programme leaders, and project teams. Support the effective implementation of the Institute’s research programmes, projects, and other institutional activities.

External Relations, Fundraising and Stakeholder Management:

• Contribute to the Institute’s fundraising and external funding activities, including the financial planning of grant proposals and new initiatives.
• Collaborate with CEU’s Research Support Office, External Funding Committee, and other relevant institutional units.
• Maintain effective working relationships with academic and administrative colleagues, donors, external partners, and other stakeholders.
• Strengthen communication, coordination, and collaboration across the Institute, CEU, and its external partners.

Qualifications

• An advanced university degree (MA/MSc or equivalent) in economics, social sciences, public policy, international relations, law, or a related field;
• A minimum of ten years of relevant professional experience in programme management, academia, public policy, or international organisations;
• Demonstrated leadership and management experience, including the ability to supervise, motivate, and support a team;
• Strong organisational, planning, and coordination skills, with the ability to manage multiple priorities effectively;
• Excellent written and spoken English communication skills;
• Advanced computer literacy and proficiency in standard office software and digital collaboration tools;
• Ability to work effectively both independently and collaboratively in an international and multicultural environment.

What CEU Offers

• Competitive salary starting from a gross monthly salary of HUF 1,600,000;
• Access to the CEU Company Care medical service scheme;
• International environment;
• Salary supplement for meals (SZEP card);
• In-house opportunities for job-related trainings and workshops;
• Modern office space, easily accessible;
• Opportunity to work from home in line with CEU’s Home Office Policy.

About CEU

One of the world’s most international universities, a unique founding mission positions Central European University as both an acclaimed center for the study of economic, historical, social and political challenges, and a source of support for building open and democratic societies that respect human rights and human dignity. CEU is accredited in the United States and Austria, and offers English-language bachelor's, master's and doctoral programs in the social sciences, the humanities, law, environmental sciences, management and public policy. CEU enrolls more than 1,400 students from over 100 countries, with faculty from over 50 countries.

In 2019, CEU relocated from Hungary to Austria as the Hungarian government revoked its ability to issue US-accredited degrees in the country. As a result, CEU offers all of its degree programs in Vienna, Austria; and retains a non-degree, research and civic engagement presence in Budapest, Hungary, through its CEU Democracy Institute, the Institute for Advanced Study, the CEU Summer University and The Vera and Donald Blinken Open Society Archives (OSA), and its Hungarian language public educational programs and public lectures.

For more information, please visit https://www.ceu.edu/.

Requisition ID: 1022

Applicants need to submit:

CV;

Motivation letter;

Contact details of two references.

The position is open until filled. Applications will be reviewed on a rolling basis.

CEU is strongly committed to the promotion of gender equality and equal opportunities within our institution. Previous training, work experience and/or engagement with matters of equality, diversity and inclusion at the organizational level will be an asset.

Central European University does not discriminate on the basis of—including, but not limited to—race, color, national and ethnic origin, religion, gender and sexual orientation in administering its educational policies, admissions policies, employment, scholarship and loan programs, and athletic and other school-administered programs.