The EMBL network (European Molecular Biology Laboratory) comprises of 6 laboratories located in Grenoble (France), Heidelberg and Hamburg (Germany), Hinxton (UK), Barcelona (Spain) and Rome (Italy). This network of laboratories and services (data banks, analysis and research tools) in molecular biology "encourages cooperation between European states in basic research, the development of modern instrumentation and the development of advanced teaching in molecular biology and other essentially related fields of research; to this end, it concentrates its activities on tasks which are neither not usually undertaken nor easily carried out in national institutions", according to the terms of the intergovernmental agreement that gave rise to it.
For our laboratory in Grenoble, we are looking to recruit an Administrative Officer with a focus on Finance, Purchasing and Procurement. The successful candidate will work as a member of a busy administration team, responsible for managing the day-to-day operation of purchasing and invoice management.
Your Role
Purchasing & Procurement
- Processing orders (prepare and generate purchase orders for goods and services within the authorized limit and transmit to vendors)
- Receiving goods and ensuring that the goods delivered corresponds to those ordered
- Liaising with vendors, ensuring vendor accounts are up to date, negotiating rates with suppliers
- Invoice control and invoice booking
- Liaising with the finance office to ensure orders and accounts are up to date
- Quarterly reporting on purchasing statistics
- ERP support and training of colleagues (currently SAP, a transition to Workday is planned from mid-2024)
- Providing support to managers with sourcing and justifying large purchases, including ensuring legal and financial requirements are met
- Attending working groups and actively contributing to organisastion-wide initiatives to improve processes, ensuring the site perspective is well represented
Postal and office related tasks
- Dispatching mail
- Maintaining general office equipment and supplies
- Ordering supplies for meetings and conferences
- Supervising common spaces including meeting and break rooms
- Inventory management and annual inventory return
- File management
- Management of laboratory official car
- Providing administrative back-up to other members of the Administrative team as required (reception, archiving, site entries, petty cash, assistance to newcomers, PA) Finance
- Working with the Head of Administration to deliver the annual unit budge
- Monitoring and reporting the annual investment and building budgets
- Liaising with team leaders to provide support and budget management for individual group budgets
- Liaising with the site grant officer regarding financial management of external funding
- Performing any other duty that may be assigned by the Head of Administration or Head of Unit.
You Have
- Confirmed experience in purchasing, procurement or financial support
- Confirmed SAP or Workday experience
- Fluency in French, good level of English, excellent communication skills and telephone manner
- Confirmed calendar and IT skills (MS office, google docs), trello or similar project management tool
- Excellent organization and administrative skills, the ability to prioritize tasks in a busy work environment
- Customer service and team orientated
- Confirmed ability to operate effectively in a team environment
You might also have
Experience in an international working environment
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 and other staff facilities make EMBL a great place to work.
- Don’t meet every single requirement? We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply nevertheless.
What Else You Need To Know
We are Europe’s 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.
In your online application, you will be asked to include a cover letter, CV and the contact details of 3 referees.
Please note that appointments on fixed term contracts can be renewed up to 9 years in total, depending on circumstances at the time of the review.
EMBL is a signatory of DORA. Find out how we implement best practices in research assessment in our recruitment processes here.
Please apply online through: www.embl.org/jobs
