ADMINISTRATIVE OFFICER TO THE STAFF ASSOCIATION

Job Description:

Your role

• 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 off-site meetings for the Staff Association committee.
• Organise the annual elections of staff representatives and coordinate with the election committee across all sites.
• Organise annual general meetings of the Staff Association, including their hybrid set-up, and handle recording and dissemination as necessary.
• Organise in-person and virtual training for staff representatives to support their duties.
• Coordinate meetings between staff, staff representatives, management, and delegates of EMBL’s governing Council.
• Provide administrative and logistical support to Staff Association activities across sites.

Financial Administration tasks

• Coordinate the distribution of the Staff Association budget across all sites in collaboration with EMBL’s finance department.
• Monitor the Staff Association budget in coordination with elected officers across sites.
• Prepare financial reports and oversee the annual audit of Staff Association accounts with external auditors.

Additional Details

• 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 ideal candidate is a dynamic individual who is service-minded, empathetic, discreet, and capable of excelling both independently and as part of a team, serving as a focal point for staff.

A degree with experience in administration and project management is essential, while foundational knowledge in finance and/or accounting is desirable. Excellent command of English is required, with proficiency in a second European language (German, French, Italian, or Spanish) considered advantageous. Skills in office computing, web authoring, minute-taking, and proven administrative and organizational experience are necessary. Previous experience at an international organization is valued.