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Language: English (UK)
Organisation data: Genome Biology
Job number: HD01729
Contract Type: Supernumerary
Job Function: Administrative Officer (gr. 4-6)
Closing Date: 1 May 2020

About the team/job

EMBL is looking for a Unit Administrator to support the Head of the Genome Biology Unit, and nine Group Leaders within the Unit, taking responsibilities for the following tasks.

Your role

Unit administration:

• Provide secretarial and administrative support to the Head of Unit and Group Leaders within the Unit;
• Perform general administrative functions, including: handling express shipments of reagents, ordering office supplies, distributing and collection of post, maintaining and approving online room bookings;
• Scheduling and advertising the weekly Unit seminar program and weekly Unit networking and social session;
• Scheduling and booking Unit retreats;
• Liaise with the Finance department to ensure accurate and timely payment of all Unit generated invoices, credit card and other payments;
• Liaise with HR and Visitor Services to support the recruitment of predocs, postdocs and staff;
• Liaise with the other administrative branches of the Laboratory as required;
• Respond to and efficiently prioritize all incoming and outgoing correspondence for the unit in consultation with the Head of Unit;
• Maintain an organized and transparent filing system, to provide accessible records of all relevant departmental communication and documentation.

Head of Unit and GB Group Leaders:

• Organise travel arrangements, assist with conference registrations, process forms related to the official travel, including reimbursement of travel expenses for the scientists of the Unit and visitors;
• Organise invited speaker seminars including travel booking, internal promotion of the seminar, organising the visit schedule and travel reimbursement;
• Provide administrative assistance to the Unit scientists to organise courses and meetings;
• Support the Head of Unit with correspondence, prepare briefing documents, prepare meeting agendas and take meeting minutes;
• Other ad-hoc duties as assigned.

You have

The post requires secretarial, administrative and organisational skills, the ability to provide a broad range of administrative functions, the demonstration of professional competence, discretion and respect of confidentiality, the ability to pay attention to detail while being able to complete multiple parallel tasks, and a natural ability to interact with many people of different nationalities in a friendly manner. Excellent written and spoken English and German is essential. Excellent interpersonal skills are essential, with a demonstrated track record for working well in team environment, while having an independent and motivated attitude. A proactive service oriented approach to interactions with researchers and scientists, conducted in a friendly and supportive manner is essential.

The ideal candidate will have relevant education, training and work experience, preferably in an international and scientific environment. Excellent planning and organisational skills are a must, with the ability to complete multiple parallel tasks keeping a high attention to detail. Strong skills in commonly used office software are required i.e. Microsoft Work, Excel, PowerPoint, Adobe are required. Fluency in written and spoken English is essential. A good working knowledge of German is required.

You might also have

A collaborative and inclusive approach to the workplace is vital to the post.

Why join us

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment. The remuneration package comprises from a competitive salary, a comprehensive pension scheme, medical, educational and other social benefits, as well as financial support for relocation and installation, including your family and the availability of an excellent child care facility on campus.

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 1600 employees from many nations, operating across six sites, in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

Interviews are planned for the 11-15 May 2020.

this job offer is not open for applications