ADMINISTRATIVE OFFICER TO THE STAFF ASSOCIATION

at  European Molecular Biology Laboratory

Administration
EMBL Heidelberg
EMBL is Europe’s life sciences laboratory – 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, Grenoble, Hamburg, Hinxton and Rome.
The Staff Association (SA) represents all members of personnel, a highly diverse group of approximately 2000 people from more than 80 different countries. We engage with staff, EMBL management and Council to assist in the development of policies, negotiate working conditions and strive to ensure the fair application of our organisational rules and regulations. In addition, the SA represent staff on standing committees across EMBL, organise events and clubs to support staff’s social and physical wellbeing and participate in charitable activities.
The successful candidate will run the administration of the office of the Staff Association, reporting directly to its chair(s) and officers. The office is the central communication point between staff and Staff Association committee members (staff representatives) of all six EMBL sites. It is also the central information point for all members of personnel.
Your role

Coordination tasks:

• Organise committee and working group meetings, including minute taking and dissemination as well as follow-up on action points from the meetings.
• Organise two to three annual meetings (off-site) for the Staff Association committee.
• Organise the annual elections of staff representatives and help coordinate with the election committee across all sites.
• Organise annual general meeting(s) of the Staff Association, their hybrid set-up and capture and dissemination of meeting recordings as necessary.
• Organise in-person and virtual training for staff representatives to efficiently execute their duties.
• Coordinate meetings between staff and staff representatives, management and delegates of EMBL’s governing Council.
• Provide administrative and logistical support to Staff Association and Staff Association committee activities across sites.

Financial Administration tasks

• Coordinate the distribution of the annual Staff Association budget between all sites and liaise in this regard with EMBL’s finance department.
• Liaise regularly with elected Staff Association officers across sites to monitor the Staff Association budget.
• Prepare financial reports and coordinate the annual audit of Staff Association accounts with the external auditor.

Closing date: 8 September 2024
Contract duration: 3 years
Grading: 4; 5 or 6, depending on experience and qualifications
Reference number: HD02671
You have
The post is ideal for a dynamic individual, who is service minded, empathic, discreet and can excel as an individual contributor and a team player as a focal point for staff.
A degree with experience in administration and project management would be essential, while foundational knowledge in finance and/or accounting is desirable. An excellent command of English is essential while proficiency in a second European language (German, French, Italian or Spanish) is considered advantageous. Office computing skills, web authoring experience, minute-taking as well as proven administrative and organisational experience is required. Previous experience at an international organisation is valued.
You might also have
N/A
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 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
EMBL Administration units are responsible for supporting all parts of EMBL and for undertaking and delivering long-term strategic administrative planning. With more than 200 staff, in all support areas, ranging from caretakers and gardeners to senior management staff, EMBL Administration provides administrative support to approx. 2 000 members of personnel from in excess of 80 nations. The team is dedicated to maintaining high quality services to staff at all EMBL sites.
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.

Coordination tasks:

• Organise committee and working group meetings, including minute taking and dissemination as well as follow-up on action points from the meetings.
• Organise two to three annual meetings (off-site) for the Staff Association committee.
• Organise the annual elections of staff representatives and help coordinate with the election committee across all sites.
• Organise annual general meeting(s) of the Staff Association, their hybrid set-up and capture and dissemination of meeting recordings as necessary.
• Organise in-person and virtual training for staff representatives to efficiently execute their duties.
• Coordinate meetings between staff and staff representatives, management and delegates of EMBL’s governing Council.
• Provide administrative and logistical support to Staff Association and Staff Association committee activities across sites

Financial Administration tasks

• Coordinate the distribution of the annual Staff Association budget between all sites and liaise in this regard with EMBL’s finance department.
• Liaise regularly with elected Staff Association officers across sites to monitor the Staff Association budget.
• Prepare financial reports and coordinate the annual audit of Staff Association accounts with the external auditor