Administrative Officer

Contract Duration-Is this renewable to 9 years?:

Yes

Contract Duration-Length of Time (years/months):

3 years 

About the team/job

EMBL is Europe’s flagship laboratory for the life sciences – an intergovernmental organisation with more than 110 independent research groups and service teams covering the spectrum of molecular biology. It operates across six sites in Heidelberg (headquarters), Barcelona, Cambridge, Grenoble, Hamburg and Rome. Our mission is to perform basic research in molecular biology; train scientists, students and visitors at all levels; offer vital services to scientists in the public and private sectors within the member states; develop new instruments and methods; and engage actively in technology transfer.

EMBL shares the Monterotondo Campus with the Italian National Research Council (CNR) Institute for Biochemistry and Cell Biology (IBBC).

Together with a highly integrated team of 4 administrative officers, you will offer administrative support services to all staff in the EMBL Rome Unit with responsibilities that cover the following functions in consultation with local colleagues and the respective departments in EMBL-Heidelberg. Work requires independent judgment and initiative on assignments that are time sensitive in nature. You will report to the Head of the Unit. 

Your role

Unit Administration:

• Travel organization, and travel reimbursements for all staff members (control cost allocation for local travel invoices, online trip management).
• Assist with events logistics (bookings, payments, invoices follow-up).
• Assist administrative team on their duties (deputy for purchase officer and invoice control officer).
• Assist with the organization of compulsory medical visits for staff and liaison with the Laboratory physician for issues related to staff occupational health, and flu vaccination campaign.
• Take over administrative tasks during absences to ensure business continuity.

Finance:

• Reconciliations of the EMBL Rome Unit Credit Card.
• Management of the Petty cash (control / reconciliation).
• Assist with VAT exemptions certificates.

Purchasing:

• Purchase of goods and services in SAP and delivery follow up.
• Assist with import and export documentation. 

You have

• Proven work experience as an Administrative Officer, Administrator or similar role.
• Proven experience of being a self-starter - working independently.
• Advanced English and good working knowledge of Italian are required.
• Proficiency in word processing, office programs, accounting programs, database management.
• Excellent organization skills and a problem-solving attitude.
• Ability to successfully work in a small team whose success depends on highly integrated team work. 

You might also have

• Previous experience in a scientific or academic environment would be an advantage. 

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation. 

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

EMBL offers attractive conditions and benefits appropriate to an international research organisation with a very collegial and family-friendly working environment. Competitive salary and social security benefits, financial support for relocation, a relaxed culture, professional development, an on-site nursery, canteen and other staff facilities make EMBL a great place to work. 

What else you need to know

We are Europe’s flagship research laboratory for the life sciences – an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science. We are an international, innovative and interdisciplinary laboratory with more than 1900 employees from many nations, operating across six sites, in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

Our mission is to offer vital services in training scientists, students and visitors at all levels; to develop new instruments and methods in the life sciences and actively engage in technology transfer activities, and to integrate European life science research. The working language of the institute is English.

The initial contract is for a period of three years with the possibility of a fixed-term extension.

EMBL is a signatory of DORA. Find out how we implement best practices in research assessment in our recruitment processes here.

Please apply online by clicking the 'Apply' button.