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European Project Management

Get the project management support your EU-funded project needs.

You do not need to outsource the whole project to work with Zabala. Explore our project management services

Managing an EU-funded project means keeping partners aligned, meeting reporting requirements, monitoring progress, dealing with contractual changes and responding to unexpected issues throughout implementation.

Zabala Innovation can support your project from start to finish or step in when your team needs specialist help with a specific management task. Choose comprehensive project management or the individual services that fit your project.

500+

EU projects supported since 2014

Experience across Horizon Europe, LIFE, INnovation Fund, CEF, Interreg and other EU programmes.

Full Project Management or support when you need it

Every project has different management needs. Some organisations want one experienced team supporting management throughout the project. Others already have an internal project office and only need additional capacity or specialist expertise at a particular stage. With Zabala, you can choose the level of support that fits your project.

We provide comprehensive management support throughout the project lifecycle, covering the management activities your project may require from Grant Agreement preparation onwards.

Our team works alongside the coordinator and consortium throughout the project, providing continuity as requirements and circumstances evolve.

Depending on the project structure, Zabala may provide this support as a consortium partner or as an external project management provider.

Depending on the project, this can include:

  • Grant Agreement preparation
  • Consortium Agreement preparation and negotiation
  • Project set-up and kick-off
  • Governance and consortium coordination
  • Project secretariat
  • Progress, milestone and risk monitoring
  • Technical and financial reporting
  • Deliverables coordination and quality assurance
  • Review Meeting preparation
  • Grant Agreement amendments
  • Administrative, legal and financial support
  • Audit support
  • Strategic and ad hoc advice throughout implementation
Explore our management services

Already managing the project internally?

You can bring Zabala Innovation in for one specific challenge or combine several project management services according to your needs.

You can contract a single module, combine several services or extend the support later if your project’s needs change.

Choose support for:

  • Grant Agreement Preparation
  • Consortium Agreement Preparation & Negotiation
  • Project Set-up & Kick-off
  • Project Secretariat & Consortium Coordination
  • Progress, Milestone & Risk Monitoring
  • Reporting Period Support
  • Deliverables & Quality Assurance
  • Review Meeting Preparation
  • Grant Agreement Amendments
  • EU Project Audit Support
  • Training & Capacity Building
  • Lump Sum Project Management
Explore our management services

Choose the project management support you need

You do not have to outsource the entire management of your project. Choose the support you need and bring Zabala in at any stage.

Grant Agreement Preparation

Move smoothly from project approval to project start. We help coordinate the information, documentation and management decisions required during Grant Agreement Preparation.

Consortium Agreement Preparation & Negotiation

Set clear rules for governance, responsibilities, intellectual property and financial arrangements. We support the preparation and negotiation of Consortium Agreements adapted to your project.

Project Set-up & Kick-off

Start with clear roles, processes and working methods. We help establish governance, coordination routines, reporting processes and project management structures from the outset.

Project Secretariat & Consortium Coordination

Keep meetings, documentation and partner coordination under control. We support agendas, minutes, action tracking, communications and day-to-day project organisation.

Progress, Milestone & Risk Monitoring

Identify delays, deviations and emerging risks before they become critical. We help monitor milestones, deliverables, Work Package progress and agreed actions.

Reporting Period Support

Prepare your reporting period with a structured process for collecting, reviewing and consolidating partner contributions, including technical and, where applicable, financial reporting.

Deliverables & Quality Assurance

Keep deliverables on time and aligned with the Grant Agreement and Description of Action. We support planning, coordination, consistency checks and quality review before submission.

Review Meeting Preparation

Prepare your consortium for an upcoming EU project review. We help refine key messages, coach speakers, anticipate questions and review presentation materials.

Grant Agreement Amendments

Manage project changes with a clear strategy. We support amendment assessment, consortium coordination, justification, documentation and interaction with the Project Officer.

EU Project Audit Support

Prepare for an audit with structured support before, during and after the process. We help organise documentation, respond to requests and address preliminary findings.

Training & Capacity Building

Strengthen your team's ability to manage EU-funded projects. We provide practical support and training on project management, reporting, Lump Sum projects and other management requirements.

Lump Sum Project Management

Adapt your management processes to Lump Sum requirements. We support Work Package monitoring and reporting to ensuring an appropriate allocation of the EU contribution among beneficiaries, in line with their respective technical responsibilities

Explore all EU funding programmes

Looking for the right funding opportunity for your project? Discover the full range of European funding programmes we work with and find the ones that best match your ambitions.

Explore EU funding programmes

Already have your own EU Project Office?

Zabala Innovation can work alongside your internal team when you need extra capacity or specialist expertise.

We can support demanding moments such as reporting periods, amendments, project reviews, Consortium Agreement negotiations, audits, deliverables quality assurance or other contractual and management issues.

Get extra support for your project team

Coordinating an EU project for the first time?

Becoming a project coordinator brings responsibilities that may be new even to organisations with extensive technical experience.

We can help you establish the processes, templates and management routines required to run the project effectively from the beginning.

This can include project governance, consortium coordination, reporting processes, document management, monitoring arrangements and support in dealing with European funding requirements.

Talk to our project management team

What does professional EU Project Management give your team?

More time for technical work

More time for technical work

Reduce the management and administrative workload placed on coordinators, Work Package Leaders and consortium partners.

Earlier visibility of problems

Earlier visibility of problems

Identify delays, deviations, risks and management issues before they become more difficult to resolve.

Better consortium coordination

Better consortium coordination

Establish clear processes for meetings, decisions, responsibilities, deadlines and information exchange.

Support when things change

Support when things change

Access experienced advice when your project faces an amendment, reporting issue, review, audit or another unexpected situation.

Continuity throughout the project

Continuity throughout the project

Maintain consistent management processes even when people, organisations or circumstances change during implementation.

Access to specialist expertise

Access to specialist expertise

Draw on specialists in European funding, legal and contractual matters, financial management, communication, exploitation and innovation when your project requires it.

Access to specialist expertise

Draw on specialists in European funding, legal and contractual matters, financial management, communication, exploitation and social innovation when your project requires it.
Explore our specialist teams: Communication · Exploitation · Social Innovation

Explore our specialist teams

Expert insight

Managing a European project goes far beyond the technical work. In this video, Raquel Maeztu, European Project Management expert at Zabala Innovation, explains the main challenges coordinators face and how experienced management support can help throughout implementation. Watch the video to learn more about our approach.

How we work

  • Understand the project

    We review your Grant Agreement, Description of Action, consortium structure, project status and immediate management needs.

  • Define the right level of support

    Together with your team, we identify whether comprehensive management or one or more specific services are the best fit.

  • Set up clear processes

    We agree responsibilities, workflows, timelines, templates and communication arrangements.

  • Work alongside your team

    Our specialists support the coordinator and consortium throughout the activities covered by the assignment.

  • Adapt as the project evolves

    If new needs arise, additional management services or Zabala specialists can be brought in.

Who we support

Our European Project Management services are designed for organisations participating in EU-funded projects, including:

  • Companies/SME: Participating in or coordinating European projects without a large internal EU project management team.
  • Universities and Research Organisations: Organisations with established project offices that need additional capacity or specialist expertise at specific stages.
  • Public Organisations: Managing European projects with demanding administrative, contractual and reporting requirements.

Meet our European Project Management team

  • Raquel Maeztu

    Raquel Maeztu

    Pamplona Office

    Senior Consultant in European Projects and leader in the European Project Management Area.

  • Marcos Jareño

    Marcos Jareño

    Brussels Office

    International Business Development

  • Cristina Catalina

    Cristina Catalina

    Bordeaux Office

    Senior Business Development Manager for European Projects

Meet our team
Raquel Maeztu

“We streamline the economic and administrative aspects of your European project, enabling you to concentrate on technical execution. We guarantee compliance with all European Commission requirements, ensuring timely and high-quality management for the entire consortium. ”

Raquel Maeztu

Senior Consultant in European Projects and leader in the European Project Management Area.

Frequently Asked Questions about European Project Management

  • What does an EU project management consultant do?

    An EU project management consultant supports coordinators and beneficiaries with the organisational, administrative, contractual and financial requirements involved in implementing an EU-funded project.

    Depending on the assignment, this can include consortium coordination, reporting, deliverables, monitoring, amendments, Review Meetings, financial matters and audit support.

  • Can Zabala Innovation support an EU project that has already started?

    Yes.

    Zabala Innovation can join at different stages of project implementation. You can contract comprehensive project management support or ask us to help with a specific issue such as reporting, an amendment, an upcoming review, deliverables or an audit.

  • Do we have to outsource the whole project management function?

    No.

    You can contract Full Project Management or choose individual project management services according to your organisation’s needs.

    You can also combine several services or expand the scope later if the project’s requirements change.

  • Can Zabala Innovation work alongside our internal Project Management Office?

    Yes.

    We regularly support organisations that already have internal teams managing European projects.

    External support can provide additional capacity during demanding periods or specialist knowledge for areas such as amendments, reporting, reviews, audits or Consortium Agreements.

  • Can the responsibilities of the project coordinator be outsourced?

    The coordinator remains responsible for the obligations assigned to it under the applicable Grant Agreement.

    However, many organisational, administrative, financial and project management activities can be supported by external specialists.

    Zabala works alongside the coordinator and consortium while formal responsibilities remain with the relevant beneficiaries.

  • Can external project management support be charged to an EU-funded project?

    This depends on the programme, Grant Agreement, project structure, budget and type of service.

    The applicable eligibility and budgeting rules should therefore be reviewed before external management support is charged to the project.

    Our specialists can help assess the appropriate approach for your project.

  • Can Zabala Innovation support Lump Sum projects?

    Zabala Innovation has developed its own methodology for the management of Lump Sum projects, built on our hands-on experience as a beneficiary in Lump Sum projects under both Horizon Europe and the European Defence Fund (EDF).

    We adapt our project management support to the specific requirements of the Lump Sum model, covering project coordination, Work Package monitoring, reporting and amendments.

  • Does Zabala Innovation write technical project deliverables?

    Our project management service focuses primarily on coordination, monitoring and quality assurance.

    We can review the structure, coherence, completeness and alignment of project deliverables with the Description of Action and Grant Agreement.

    Scientific or technical content remains the responsibility of the relevant project partners unless otherwise specifically agreed.

  • Can Zabala Innovation support us during an EU project audit?

    Yes.

    We can support you throughout the entire process, from audit preparation and documentation review to responses to clarification requests and analysis of preliminary findings.

    Early preparation is key to a successful audit process. We recommend contacting Zabala Innovation as soon as you receive an audit notification, allowing sufficient time to review the documentation, identify potential issues and address them before the audit begins. This early assessment is particularly important to identify potential systemic or recurrent errors that could have implications not only for the project under audit, but also for other EU-funded projects within your organisation.

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