Administrative Assistant

Administrative AssistantREF.
ASS-ADM-24-1March 22, 2024ContextThe European Gravitational Observatory (EGO) is seeking an administrative assistant to join the Virgo Administrative Department in the procurement office.EGO is a French-Italian consortium, founded by INFN and CNRS to foster European collaboration in gravitational-wave research.
EGO is located in Cascina, near Pisa – Italy, and hosts and operates the gravitational-wave detector Virgo, a 3 km-long laser interferometer (ITF).
The Virgo project involves the participation of about 130 institutions with more than 800 scientists, engineers and technicians from France, Italy, the Netherlands and other 13 European countries.EGO welcomes applications from all suitably-qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, color, religion, belief, or sexual orientation.AssignmentThe selected candidate will work as an administrative assistant in the procurement team of the EGO Administration Department and will have to:Draft administrative acts and contracts.Manage tender procedures preparatory to the purchase of goods and services, including preparing and publishing the tender notice, checking documentation of participating firms, preparing and sending tender documents, participating in tender committee operations, reviewing bids received, awarding tenders, and carrying out administrative verifications.Essential required qualifications and experienceHigh-school diploma in the scientific, classic, or accountancy field.Good knowledge of MS Word and Excel.Good knowledge of the Italian language.Knowledge of English language (B1).No criminal convictions.Desired qualifications and experienceOne or more of the following will be an asset:Good knowledge of European and national legislation on the procurement of goods, services, and works, particularly under Legislative Decree 36/2023.Good knowledge of direct contracts and tenders in accordance with legislative requirements.Good knowledge of managing the entire administrative and technical/economic document process of direct awards and tenders.Knowledge of public contracting and experience applying public procurement procedures for goods and services.Experience in drafting administrative acts and tender documents (notices, letters of invitation, specifications, contract outlines, etc.
).Knowledge of electronic procurement platforms (START, MEPA, etc.
).Experience in similar roles.Dynamic, precise, resourceful individual with excellent analytical, interpersonal, and organizational skills, capable of teamwork, with excellent problem-solving skills and strong results orientation.Place of workEGO – European Gravitational Observatory – via E. Amaldi 5, 56021 Loc.
S. Stefano a Macerata – Cascina (Pisa), Italy.
Given the lack of public transport to reach EGO, a driving license and a personal vehicle are strongly recommended.Type of contractOne-year contract, with the perspective of a permanent contract upon expiry, as "Collaboratore di Amministrazione" (Administrative Assistant), according to the "Contratto Collettivo di Lavoro del Personale EGO" (EGO personnel collective bargaining agreement).
The gross monthly salary, paid in thirteen installments, is established by the aforementioned collective bargaining agreement according to the professional profile.
Additional benefits include severance pay and a yearly performance bonus.Selection procedureOnly candidates who meet the essential required qualifications and experience are admitted to the selection procedure.
The evaluation of candidates is assigned to a Selection Board appointed by the Director of EGO.
The Selection Board will determine the evaluation criteria in the first meeting.
The first phase of the selection will be based on a review of the Application Forms and other documents received in line with the essential and desired requirements.
Only candidates who have obtained the minimum score established by the Selection Board will be able to access the second phase, which will consist of an interview.
During the interview, the Selection Board will verify knowledge of English and Italian languages, as well as MS Word and Excel and other desired qualifications.At the end of the interviews, the Selection Board will draw up a ranking of candidates who obtained at least the minimum score established during the first meeting.The EGO Consortium reserves the right not to proceed with the recruitment.Privacy policyController: European Gravitational Observatory – email: ****** Article 13 of UE Regulation (EU) 2016/79, required personal data will be exclusively collected and treated for purposes strictly connected to the selection procedure, according to current law and regulations.Providing such data to EGO is necessary for evaluating participation requirements; failure to provide these data may compromise such evaluation.
Data will be kept only for the period required by the selection, evaluation, and audit procedures.EGO guarantees each person the right of access to personal data, as well as the rectification, erasure, or restriction of them, and the right to object to their processing; such requests shall be addressed to ****** to apply?Candidates can send their CV and the EGO Application Form (to be found here) together with a cover letter and reference letters, to ******, quoting the reference number of this vacancy notice.
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