Administrative Officer

EMBL - European Molecular Biology Laboratory

Administrative Officer

EMBL - European Molecular Biology Laboratory

Rome, Italy

Organisation data: Administration
Job Number: RM00107
Contract Type: Staff Member
Job Function: Administrative Officer (gr. 4-6)
SAP OM-Number: 60034407
Contract Duration-Length of Time (years/months): 3 years
Contract Duration-Is this renewable to 9 years?: Yes
Advertised Grade-Grading: Commensurate, depending on experience and qualifications
Closing date: 4 September 2022

About the team/job

The European Molecular Biology Laboratory (EMBL) is a world-leading international life sciences research organization with its main laboratory situated in Heidelberg, Germany and five laboratories at other sites in Europe. In Italy, EMBL employs approximately 90 people involved in fundamental research and service activities in the area of epigenetics and neurobiology. 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.


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


  • 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

We are a small, friendly, international environment with an informal culture. We offer attractive conditions and benefits appropriate to an international research organization:

  • Financial incentives: Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances;
  • Flexible working arrangements;
  • Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover);
  • Generous time off: 30 days annual leave per year, in addition to national & Rome bank holidays;
  • Relocation package including installation grant (if applicable).

What else you need to know

  • Contract duration: This position is a 3 year contract, renewable to a maximum of 9 years;
  • International applicants: We recruit internationally and successful candidates are offered visa exemptions. We will assist you throughout the visa process until relocation;
  • Diversity and inclusion: At EMBL, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We actively encourage applications from all genders and cultures, ethnic groups and all demographics;
  • Job location: This role is based in Monterotondo, near Rome, Italy. You will be required to relocate in the Rome area and you will receive a generous relocation package to support you;
  • How to apply: To apply please submit a cover letter and a CV in English through our online system.

Apply Now

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© EuroJobsites 2022

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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