Programme Officer, EMBO Postdoctoral Fellowship Programme

EMBO - European Molecular Biology Organization

Programme Officer, EMBO Postdoctoral Fellowship Programme

EMBO - European Molecular Biology Organization

Heidelberg, Germany

Organisation data: EMBO
Job Number: EMBO00133
Contract Type: Staff Member
Publish on Nature Job Page?: Yes
Job Function: Administrative Officer (gr. 4-6)
Contract Duration-Length of Time (years/months): 5 years
Advertised Grade-Grading: 4 or 5
Contract Duration-Is this renewable to 9 years?: yes
Closing date: 31 December 2022

About the team/job

EMBO is an organisation that stands for excellence in the life sciences. To do this we support talented researchers at all stages of their careers in Europe and beyond, stimulate the exchange of scientific information, and help build a research environment where scientists can achieve their best work. The prestigious EMBO Fellowship Programme has benefited thousands of early career scientists since its implementation in the 1960s. Each year, more than 500 scientists are selected through a highly competitive and widely appraised evaluation system to benefit from the EMBO Postdoctoral Fellowships and a range of Short-Term Grants. These EMBO Fellows also benefit from a broad network of scientists made up of current and former awardees.

Your role

The Programme Officer provides administrative support mainly, but not restricted to, the Postdoctoral Fellowship scheme according to set working procedures and policies. The position includes the administrative processing of two annual selection rounds, daily support to applicants and EMBO Fellows, data entry and collation of statistics from the fellowship database, and organization of local and international meetings. The Programme Officer will be responsible for communicating with a large community of scientists and administrators from different nationalities.

Specific responsibilities:

  • Administer the entire application and evaluation process for the Postdoctoral Fellowship Programme. This includes daily correspondence with applicants, fellows and scientists in a professional, helpful manner. The process also includes collating and organizing application files for their evaluation, collecting interviewer reports for final decision, issuing award letters and grant agreements, and post-award report management;
  • Enter and curate information in the in-house fellowship database (Filemaker), collate statistical information from the database and create various reports;
  • Prepare documentation for the Fellowship Programme, Fellowship Committee, Finance and Communications departments, or others, as required;
  • Participate in the organisation of meetings and events including two Fellowship Committee meetings per year and the annual EMBO Fellows Meeting. This includes writing minutes, organizing logistics (hotel reservations, local transport, travel reimbursements) and preparation of materials (badges, abstract books etc.);
  • Maintain positive working relationships with the other members of the Fellowship Programme and assist them in their tasks, if required;
  • Liaise with the Finance and Communications Offices for coordinated inter-departmental tasks, such as issuing awards and supporting outreach;
  • Perform surveys and maintain an open line of communication with fellows and Committee members for feedback and improvement of the Fellowship Programme;
  • Perform additional tasks as required by the EMBO Director.

This position will occasionally require working outside of the normal working hours, in the evenings or during the weekend.

You have

  • At least 2 years relevant administrative experience;
  • A conscientious approach to work with attention to detail, flexibile working style and excellent organizational skills. These attributes are essential in order to coordinate a range of activities in parallel, often under tight deadlines, while maintaining a high-quality work;
  • Skills in commonly used office software;
  • The ability to work independently and in a team;
  • A service-minded, professional and helpful approach in communicating with a wide range of people, both inside and outside the organization, on a daily basis;
  • Excellent written and oral English skills.

You might also have

  • A background in science administration is desirable, preferably in an international environment;
  • Experience in working as a user with databases, particularly Filemaker, or content management systems (CMS) is an asset;
  • Experience in the organization of committee meetings, including minute-taking is an asset;
  • Additional language skills, particularly German are advantageous.

Why join us

The EMBO offices are located on the international EMBL life science research campus in Heidelberg, Germany. Heidelberg, home to around 150,000 people, is a lively university city. EMBO is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international science organization. The remuneration package comprises a competitive salary, pension scheme, medical, educational and other social benefits, as well as financial support for relocation and installation and family-related benefits where applicable.

As a non-profit organisation, we have an informal and collegial working environment that is inspired by our dedication to working for a common greater good. This position is mostly office-based, with flexible working options available.

What else you need to know

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.

The Programme Officer reports to the Head of the EMBO Fellowship Programme.

Please supply the following documents with your application:

  • Motivation letter;
  • CV/Resumé no longer than 3 pages.

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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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