Administrative Officer for Expeditions and Mobile Services

EMBL - European Molecular Biology Laboratory

Administrative Officer for Expeditions and Mobile Services

EMBL - European Molecular Biology Laboratory

Heidelberg, Germany

Organisation data: Arendt Group
Job Number: HD02313
Contract Type: Staff Member
Job Function: Administrative Assistant (gr. 3-4)
Contract Duration-Is this renewable to 9 years?: yes
Contract Duration-Length of Time (years/months): 2 years
Advertised Grade-Grading: 4 or 5; depending on experience and qualifications
Closing date: 9 December 2022

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.

As a part of the new EMBL-Programme starting in 2022, EMBL is leading the pan-European project Transversing European Coastlines (TREC) and setting up mobile laboratory services to support the TREC project and to provide scientific service to the EMBL's member states.

The TREC expedition aims to sample and study the land-water interface along European coasts to understand major ecosystem interactions and the impact of natural and anthropogenic environmental factors on selected species, tight species interactions and communities.

In the framework of the TREC expedition and the Mobile Services set up the team is looking for an Administrative Officer for Expeditions and Mobile Services to join the team and support the project in administrative matters. This position is ideally suited for an applicant who is looking for a full time position in a dynamic team immersed in EMBL's collaborative, interdisciplinary and culturally diverse research environment.

Your role

The successful candidate can participate in the following:

  • Manage all travel and accommodation related aspects for the TREC expedition and Mobile Services teams, including booking, itinerary summary, visas requirements, travel reimbursements and other administrative matters;
  • Ensures that all necessary information/documentation is filed, compiled, collated and provided in advance;
  • Establish and maintain an accurate and up-to-date electronic filing system;
  • Handling correspondence;
  • Provide support with sampling permits and expedition logistics when required.
  • Provide administrative Support for organising internal and external Expedition and Mobile Service related meetings, workshops and symposia.

You have

Excellent administrative and organisational skills and enjoys operational support to scientific projects and scientific activities; the ability to pay attention to detail and to deal with people in a friendly and professional manner; an outstanding capability to work as part of a team; the ability to establish effective channels of communication and liaison; anticipating events and ensuring that matters are dealt with efficiently, effectively and in a timely manner; and the ability to work to demanding deadlines under pressure.

You are very competent with Microsoft Office and other office programmes. You are very good at searching information, budgeting, comparing and purchasing over the internet, understanding cultural and administrative needs in different places and languages, using technology available. You are service-oriented and tactful, possess good judgement and the ability to maintain effective working relationships in a multicultural environment. You have an excellent command of English (both written and oral).

You might also have

  • Experience in executive, tourism or supply chain logistics administration.
  • Experience in working with legal documents, permits and formal correspondence.
  • Proficiency in additional European languages.
  • Experience in workshops, meetings and/or symposiums organisation.

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.

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

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