Head of Administration

EMBL - European Molecular Biology Laboratory

Head of Administration

EMBL - European Molecular Biology Laboratory

Grenoble, France

Language: English (UK)
Organisation data: Administration
Job number: GR00134
Contract Type: Staff Member
Job Function: Senior Administrative Officer (gr. 6-8)

About the team/job

The European Molecular Biology Laboratory (EMBL) is a world-leading international life sciences research organization with its main laboratory situated in Heidelberg, Germany and five laboratories at other sites in Europe. In Grenoble, France, EMBL employs approximately 90 people and has a world-wide reputation for research and service activities in structural molecular biology. EMBL Grenoble shares the European Photon and Neutron (EPN) Campus with two other international organizations, the European Synchrotron Radiation Facility (ESRF) and the Institut Laue Langevin (ILL) as well as the French Institut de Biologie Structurale (IBS).

The post holder will, together with a team of 3/4 administration officers, be responsible for the management, organization and delivery of all administrative services at EMBL Grenoble. These services cover inter-institutional contracts, scientific grants, public relations and communications, finances (purchasing, inventory, budget control), human resources, travel arrangements and meetings organisation. S/he will ensure that the services are performed in an effective and efficient manner and within all legislative, policy and procedural guidelines. S/he will report to the Head of the Grenoble site and have a close working relationship with the central services under the Administrative Director at the EMBL main Laboratory in Heidelberg, Germany.

Your role

  • Lead EMBL Grenoble's administration team;
  • Advise the Head of EMBL Grenoble in administrative, institutional, legal and policy matters;
  • Contribute to strategic decision-making and implementing decisions as they relate to the EMBL Grenoble;
  • Oversee negotiation of new contracts with scientific and other partners;
  • Ensure that the services are performed in an effective and efficient manner, within all legislative, policy and procedural guidelines and according to EMBL best practices;
  • Ensure that EMBL privileges and immunities are respected and properly implemented;
  • Establish and maintain constructive relationships with the national and local authorities of France, the host member state;
  • As a member of the EPN science campus, foster constructive working relationships with other research institutes on site and advice in setting up new collaborations;
  • Oversee and implement the administration control framework including risk management;
  • Participate in internal and external working groups and advisory committees as appropriate;
  • Human Resources: Ensure correct interpretation and application of the EMBL Staff Rules and Regulations, participate in the resolution of staff disputes, oversight of local recruitment, and proposal of on-site-specific HR measures and rules, including training;
  • Finance: Budgets, finance, taxes and grants management: Oversee the development of the EMBL Grenoble budget, down to group leader level, and ensure that these are agreed with the Head of Site and regularly reported. Ensure that applications for grant funding are properly co-ordinated and support provided for awarded grants. Advise on tax matters and implement procedures for the recovery of paid taxes;
  • Purchasing: Oversee the work of the administration team on the purchasing activities of the EMBL Grenoble site in accordance with EMBL Financial Regulations and other applicable rules, advice on commercial contracts and activities;
  • Facility Management: Oversee space planning, allocation and office moves, works and maintenance;
  • Health & Safety: Ensure that proper processes and procedures are implemented to secure the well-being and safety of personnel and visitors;
  • Establish and maintain relations with other international organisations.

You have

Applicants should have an advanced university degree in Business Administration, Public Management or other relevant area, and have at least 7 years of progressively responsible international experience in a senior position.

S/he should be capable of adopting a forward looking and solution oriented attitude within the context of administration within an international organisation. The post holder should have demonstrated general managerial competences in a multi-national environment, enjoy working independently as well as possess excellent communication, networking and computer skills. S/he has an analytical and numerical mind-set with attention to detail.

Fluency in spoken and written English and French are essential for this position.

You might also have

In addition to having the competence and stature to direct all aspects of the work, the successful candidate must have specific knowledge and experience in at least one of the following fields:

  • negotiating and drafting contracts;
  • finance and budget control;
  • scientific grants management.

Why join us

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation.

What else do I need to know

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

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Don't forget to mention EuroBrussels when applying.

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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