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 Event and Travel organisation, and Purchasing. The successful candidate will work as a member of a busy administration team, responsible for the organisation of the events, travel, and purchasing.
Your Role
Required
The remit of the Administrative team includes the management of inter-institutional contracts, scientific grants management, finances (purchasing, inventory, reimbursements, budget control), travel arrangements and meetings and conference organisation. This role is full time office-based role. The successful candidate will be required to provide support in these areas. Your tasks will include the following:
Event and visit organisation
- Planning events, including scientific conferences, workshops, school visits and seminars, from start to finish.
- Generating ideas for EMBL events.
- Managing and delivering event budgets.
- Liaising with event sponsors.
- Managing logistics and event venues, including caterers, hotels, AV companies etc.
- Welcoming guests to the site, manage room booking, site entries, and catering for meetings.
- Organisation of recurring scientific seminars.
- Communications related to seminars and events, including website updates related to administration.
Travel organisation
- Planning and booking travel and accommodation for duty travel.
- Reimbursement of travel costs and follow-up.
- File management.
- Providing administrative back-up to other members of the Administrative team as required.
Purchasing
- Working with the team purchasing officer, you will process orders (prepare and generate purchase orders for goods and services within the authorized limit and transmit to vendors).
- Receive good and ensuring that the goods delivered corresponds to those ordered.
- Invoice control and invoice booking.
- Liaising with team leaders to provide support and budget management for individual group budgets.
- Performing any other duty that may be assigned by the Head of Administration or Head of Unit.
- Management of unit petty cash.
You Have
- Confirmed experience in event organisation
- 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
- Experience with SAP or Workday
- Excellent organization and administrative skills, the ability to prioritize tasks in a busy work environment
- Customer service 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, canteen 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.
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.
