Administrative Officer

Administrative Officer at EMBL Rome, Italy

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 Italy, EMBL employs approximately 90 people involved in fundamental research and service activities in the area of epigenetics and neurobiology.

EMBL shares the Monterotondo Campus with the Italian National Research Council (CNR) Institute for Biochemistry and Cell Biology (IBBC).

The Administrative Team is expanding, and we are looking for an Administrative Officer to join a highly integrated team of 4 Administrative Officers.

You will play a key role in offering administrative support services to all staff in the EMBL Rome Unit with responsibilities that cover the following functions in consultation with local colleagues and the respective departments in EMBL- Heidelberg.

Work requires independent judgment and initiative on assignments that are time sensitive in nature.

You will report to the Head of the Unit.

Your role

Your main duties will be as follows:

Unit Administration:

• Organize compulsory medical visits for staff and liaise with the Laboratory physician for issues related to staff occupational health, and flu vaccination campaign.
• Assist with events logistics (bookings, payments, invoices followup).

Purchasing:

• Purchase routine goods and services via EMBL's ERP system (SAP) and follow up until delivery.
• Assist the Purchasing Officer with import and export documentation.

Finance:

• Process and park the Unit credit card's invoices in EMBL's ERP system.
• Manage the Unit's Petty cash (control / reconciliation).
• Process travel and nontravel reimbursements.

In addition, the incumbent will be expected to take over administrative tasks during absences to ensure business continuity.

You have

• University degree in Economy/Finance or other relevant disciplines, or proven work experience as an Administrative Officer, Administrator or similar role.
• Proven experience of being a selfstarter working independently.
• Fluency in oral and written English and good working knowledge of Italian are required.
• Sound knowledge of MS Office (Word, Excel), GSuite, and good knowledge of database management or ERP system.
• Excellent organization skills and a problemsolving attitude.
• Ability to successfully work in a small team whose success depends on highly integrated team work.

You might also have
Previous experience in a scientific or academic environment would be an advantage.

Why join us
We are a small, friendly, international environment with an informal culture.

We offer attractive conditions and benefits appropriate to an international research organisation:

• Financial incentives: Monthly family, child and nonresident allowances, annual salary review, pension scheme, death benefit, longterm care, accidentatwork and unemployment insurances.
• Flexible working arrangements
• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
• Generous time off: 30 days annual leave per year, in addition to national & Rome bank holidays
• Relocation package including installation grant (if applicable)

What else you need to know
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Contract duration:This position is a 3-year contract, renewable to a maximum of 9 years.
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Job location:This role is based in Monterotondo, near Rome, Italy. You will be required to relocate in the Rome area and you will receive a generous relocation package to support you.

The interviews are expected to take place early September in Monterotondo.

Closing date: 31 July 2023

Grading:
Grade 4, 5, 6 depending on experience and qualifications (monthly basic salary starting at 2600 Euro)

Reference number:
RM00124

Job Types:
Full-time, Temporary, Permanent

Contract length: 36 months

Salary:
From €2,600.00 per month

Work Location:
Hybrid remote in 00015 Monterotondo, RM

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