[Hiring] Operations & Administration Coordinator @World Robot Olympiad Association

Role Description

We are looking for a part-time Operations & Administration Coordinator (50%) to become a central part of our international team. This is a hands-on role for someone who enjoys creating order, keeping track of details and following things through. You will keep our country agreements and administrative processes moving and support the logistics behind our international events – in short, you help keep the WRO organization running smoothly. This role is advertised at 50%, but for the right person we are open to more hours – up to a full-time position.

Tasks

• Country & membership administration
  • Maintain a clear overview of National Organizer agreements, including renewal and expiry dates.
  • Prepare standard agreements, amendments and renewals and coordinate signatures.
  • Keep country, organization and contact information accurate and up to date.
  • Maintain an overview of annual membership fees and payment status, and follow up on outstanding agreements, documentation and payments.
  • Support the onboarding of new National Organizers and administrative changes.
• Administrative & payment follow-up
  • Support invoicing and routine payment follow-up.
  • Follow up on outstanding membership fees and other receivables.
  • Collect invoice information, payment details and supporting documentation.
  • Track administrative and payment deadlines arising from agreements.
  • Support the processing of event registration information and payments, and flag overdue or unresolved items to the right person.
• Events & logistics support
  • Support the practical coordination behind WRO meetings, Open Championships and the annual International Final.
  • Coordinate hotels, travel information, meeting rooms, transfers and participant lists.
  • Prepare visa invitation and support letters and practical documentation for international participants.
  • Support administration relating to judges, VIPs, Board and Advisory Council members and WRO staff attending events.

Qualifications

• You don't need to be a robotics expert – what matters is that you enjoy creating structure and following things through.
• Experience in administration, operations, office management, project coordination or a similar role.
• Strong organizational skills and excellent attention to detail, with a natural ability to follow up on anything still outstanding.
• Experience working with contracts, agreements, invoices or administrative documentation.
• Confident with spreadsheets, shared systems and structured information.
• Experience with international logistics, meetings or events is an advantage.
• Fluent written and spoken English (our working language).
• Comfortable working independently and taking ownership in a fully remote, multicultural team.

Benefits

• A meaningful mission: your work helps bring robotics and STEM education to young people in 100+ countries.
• Real responsibility: you own important processes rather than being one small part of a large department.
• Variety: country agreements one day, visa documentation or International Final logistics the next.
• A dedicated and truly international team with clear ownership and short decision-making paths.
• Fully remote work with flexible hours – a 50% role that fits around other commitments.

Working hours

This is a part-time role: 20 hours per week (50%). We work remotely across time zones and ask for at least 4 hours of daily overlap with 07:00–16:00 UTC+0. Some flexibility around major international events may occasionally be needed.

Start date

The role starts on 1 January 2027.

How to apply

Interested? Apply directly on this platform. Please include your CV and a motivation letter that explains your fit for this position. We expect a large number of applications and won't be able to reply to everyone, so a genuine, personal motivation letter really helps you stand out. Please write it yourself rather than relying on AI. We are far more interested in your own words and your real reasons for wanting this role than in a polished standard text.