Operations Manager (R_16/2026_ICTER)

We are looking for an experienced, well‑organized and results‑oriented individual who will be responsible for coordinating operational processes and supporting the development of the organization. If you can effectively manage tasks, teams and projects, and you value a dynamic work environment based on collaboration and innovation, we invite you to apply for the position of Operations Manager at ICTER.

ICTER is an International Research Center operating within the Institute of Physical Chemistry of the Polish Academy of Sciences. Its mission is to conduct breakthrough research and implement innovative technologies in the field of diagnostics and treatment of eye diseases. The Center carries out numerous scientific projects funded by national and international sources and collaborates with scientific, clinical and business partners around the world.

Responsibilities of the Operations Manager

Monitoring Management Priorities

Planning and coordinating management priorities.
Ensuring leadership focus on the most important goals.
Implementing and monitoring the execution of decisions and arrangements.

Supporting the Work of the Management Board

Preparing meetings of the Management Board and committees.
Developing agendas, materials and minutes.
Monitoring the implementation of decisions taken.
Coordinating information flow to Board members.
Close cooperation with the Managing Director.

Cross‑department Coordination

Improving collaboration between departments.
Removing organizational barriers.
Coordinating initiatives requiring cooperation across multiple teams.
Ensuring consistent communication between units.

Information Management

Consolidating data from various areas of the organization.
Preparing management reports and dashboards.
Providing concise information supporting decision‑making.

Internal Communication

Preparing communications from the Management Board.
Supporting communication of organizational changes.
Ensuring consistency of strategic messaging.

Support for Organizational Processes

Initiating improvements in management processes.
Developing monitoring systems.
Standardizing project management and reporting practices.

Participation in the Teaming for Excellence Project

Supervising Work Package WP2.
Active participation in implementation and coordination of tasks.
Preparing project results (deliverables).
Conducting ongoing monitoring of progress.
Supporting the project reporting process.

Special Tasks

Conducting ad hoc analyses for the Management Board.
Coordinating actions in crisis situations.
Implementing projects assigned directly by the ICTER Chair or the Management Board.

Qualification Requirements

Education

Master’s degree.
Preferred fields: management, administration, economics, natural sciences, life sciences or related areas.
Additional training or certificates in project management are an asset.

Professional Experience

Minimum 3 years of experience in project coordination or project management, preferably funded by national or international sources.
Experience in coordinating team work and supervising task execution by employees and collaborators.
Ability to delegate tasks, monitor their implementation and support team members in achieving project goals.
Experience in preparing reports, monitoring task progress and overseeing project schedules.
Experience working with interdisciplinary teams and multiple stakeholders.
Experience in scientific, academic or R&D environments is an additional advantage.

Knowledge and Technical Competencies

Knowledge of principles for implementing and settling grant‑funded projects.
Ability to monitor project tasks, indicators and milestones.
Experience in preparing project documentation, periodic reports and project deliverables.
Ability to organize the work of project teams and coordinate activities between organizational units.
Good command of Microsoft Office (Excel, Word, PowerPoint).
Knowledge of project management tools is an asset.

Interpersonal Competencies

Excellent work organization and ability to manage multiple tasks simultaneously.
Ability to work under time pressure and effectively set priorities.
Strong communication and coordination skills.
Independence, responsibility and attention to detail.
Ability to collaborate effectively with scientific teams, administrative staff and external project partners.

Languages

Fluent Polish.
Very good command of English, both spoken and written, enabling preparation of project documentation, reports and collaboration with international partners.

Nice to Have

PhD degree or completed postgraduate studies/MBA in project management, organizational management or related fields.
Project management certificates (e.g., PRINCE2, PMP, Agile, Scrum).
Experience in projects funded by FNP, NCN, NCBR, the European Commission or other international grant institutions.
Knowledge of reporting rules and preparation of deliverables in international projects.

What We Offer