Location:Heidelberg, Germany
Staff Category:Staff Member
Contract Duration:3 years (renewable)
Grading:4, 5 or 6, depending on experience and qualifications
Closing Date:11 March 2018
Reference Number:HD_01244

Job Description

The European Molecular Biology Laboratory (EMBL) is one of the highest ranked scientific research organisations worldwide. The Headquarters Laboratory is located in Heidelberg (Germany), with additional sites in Barcelona (Spain), Grenoble (France), Hamburg (Germany), Hinxton near Cambridge (UK) and Rome (Italy).

This position is located in the Cell Biology and Biophysics Unit at EMBL Heidelberg. The incumbent reports to and works closely with the Head of Unit, his group Research Manager and directly with his PA.


Under the overall supervision of the Head of Cell Biology and Biophysics Unit, the incumbent will be responsible for the following tasks:

Unit administration:

  • Provides secretarial and administrative support to the Head of Unit, to the Cell Biology and Biophysics Unit Group Leaders and research groups

  • Performs general administrative functions, including but not restricted to: handling express shipments of reagents, ordering office supplies, distributing and collection of post, maintaining and approving online room booking resources

  • Schedules and advertises the weekly Unit seminar program as well as the weekly Unit wide networking and social session

  • Liaises with the Finance department to ensure accurate and timely payment of all Unit generated invoices, credit card and other payments

  • Liaises with HR and Visitor Services to support the recruitment of predocs, postdocs and staff

  • Liaises with the other administrative branches of the Laboratory as required

  • Responds to and efficiently prioritises all incoming and outgoing correspondence for the unit

  • Maintains extensive filing system and reference unit, thereby providing a transparent and accessible record of all relevant departmental communications and documentation

Head of Unit and CBB Group Leaders:

  • Makes travel arrangements, assists with conference registrations, processes and follows up on administrative arrangements and forms related to the official travel, including reimbursement of travel expense claims, for the scientists of the Unit and visitors

  • Organises invited speaker seminars including booking of venue, internal promotion of the seminar, organising the visit schedule and visitor registration

  • Provides administrative assistance to the Unit scientists to organise courses and meetings, including scheduling, venue booking, internal communication of event, catering

  • Supports the Head of Unit PA when required to manage the Head of Unit diary, make travel arrangements for the Head of Unit, prepare briefing documents, prepare meeting agendas and take committee meeting minutes as well as provide assistance to the Head of Unit with incoming and outgoing electronic correspondence

  • other ad-hoc duties as assigned


The post requires the following competencies: the ability to provide a broad range of administrative functions; the demonstration of professional competence; a conscientious work ethic and the ability to observe deadlines and prioritise tasks; persistence in the face of difficult problems or challenges; the ability to remain calm in stressful situations; the ability to take responsibility for own work and to demonstrate follow through. Excellent planning and organisational skills are a must, particularly with regards to the completion of multiple parallel tasks as well as a strong attention to detail. A service oriented approach to interactions with the researchers and scientists, the ability to establish and maintain productive relationships with colleagues by considering their needs, anticipating problems and understanding their point of view in a friendly and supportive manner is essential. A collaborative and inclusive approach to the workplace is vital to the post.

Qualifications and Experience

The ideal candidate will have relevant education, training and work experience, preferably in an international and scientific environment. Strong skills in commonly used office software are required i.e. Microsoft Work, Excel, PowerPoint, Adobe. Fluency in written and spoken English is essential. A good working knowledge of German is required. Knowledge of French would be an advantage.

Application Instructions

Please apply online through www.embl.org/jobs

Additional Information

Interviews are planned to take place on 9 April 2018.

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 from 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.

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