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Senior Administrative Officer

European Molecular Biology Laboratory (EMBL)

Location: Heidelberg - Germany
Salary: Grade 6, 7 or 8; depending on experience and qualifications.
Hours: Full Time
Contract Type: Fixed-Term/Contract
Placed On: 21st January 2019
Closes: 17th February 2019
Job Ref: HD01462

About the team/job

The post holder reports directly to the Head of the Council Secretariat, who is overall responsible for providing administrative support to the EMBL Council, Finance Committee and sub-committees of these bodies including the Scientific Advisory Committee, which advises EMBL Council. 

Your role

The Senior Administrative Officer will be responsible for:

  • Organising all aspects of the Council and Finance Committee meetings, working group and sub-committee meetings set up by the Council, Finance Committee, and Scientific Advisory Committee. This includes arranging meeting and dinner venues, logistics, translation and interpreter services, audio-visual technical services, budgeting, operating the online event registration system, and supervising support staff.
  • Preparing and distributing documents, including minutes, relating to these bodies.
  • Arranging and checking the translations of Council and Finance Committee documents.
  • Corresponding with the member state delegates and advisors concerning Council, Finance Committee and sub-committee issues.
  • Maintaining the Staff Rules and Regulations, the Financial Regulations, the Internal Financial Rules, the Rules of Procedure of Council and other official Council documents (e.g. agreements relating to the establishment of EMBL and its host sites), including updating content and information on the web and arranging translations.
  • Maintaining an archive for all Council and Finance Committee documents, agreements relating to the establishment of EMBL and its host sites, and other relevant agreements.
  • Assisting the European Molecular Biology Organization (EMBO) in the organisation of the logistics for the European Molecular Biology Conference meetings when these take place in conjunction with the EMBL Council and Finance Committee meetings.
  • Ensuring the credentials of the delegates and advisors attending the Council and Finance Committee meetings are in good order.
  • Provide cover to the Administrative Director’s Personal Assistant during their absence.

You have

The successful candidate should have a bachelor’s degree in business administration, international relations, event management or a related field. The position requires maturity, diplomacy, outstanding organisational skills, good attention to detail, excellent communication and interpersonal skills, ability to work independently and as part of a team, and commitment to meet deadlines. Excellent command of written and spoken English, German and French is essential. Some short-term travel within Europe is required. 

You might also have

Ideally three years relevant work experience in an international organisation, and experience in analyzing, understanding and applying legal texts is an asset as is experience writing minutes about different topics, including science, financial and social security matters. 

What else do I need to know

Interviews will be held on Thursday, 7 March 2019.

We are innovative and interdisciplinary laboratory with more than 1600 employees from many nations, operating across six sites: in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

As part of EMBL’s mission, Administration provides services to all personnel members across six sites in order to promote molecular biology across Europe, and to create a centre of excellence for leading molecular biologists. Administrative positions are connected to but not dependent on scientific work and knowledge. Thus, we try to establish a dynamic and collaborative working environment across the whole of EMBL to uncover the most of our employees’ potential.

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* Salary has been converted at the prevailing rate on the date placed
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