Liaison Officer
Location: Barcelona, Spain
Staff Category: Staff Member
Contract Duration: 3 years (renewable)
Grading: 4, 5 or 6; depending on qualification and experience
Closing Date: 17 June 2020
Reference Number: BA00053
EMBL Barcelona was established in 2017 in the Barcelona Biomedical Research Park (PRBB), one of the largest infrastructures in Southern Europe dedicated to translational research and which is located on the Mediterranean coast of north-eastern Spain.

This is an exciting, multifaceted and extremely internationally-oriented position. As Liaison Officer, you will be liaising with the Ministry of Foreign Affairs, with different departments in EMBL headquarters, other research institutes, and you will be in contact with all the international members of EMBL Barcelona, which come from different countries all around the world.

You will provide direct support to the Head of Administration/Senior Legal Officer and work under its supervision. 

Your role

You will be joining a small to medium sized, agile, friendly and very integrated EMBL Administration team, that is completely committed to facilitating, enabling and fostering science, working together with researchers to achieve the same goals. The most relevant tasks are listed below, although there is always a novelty involved in the process of implementing and ramping-up a new EMBL site.

Recruitment and onboarding
This is one of the main tasks of the role, comprising, amongst others:
  • Liaison with the Spanish Ministry of Foreign Affairs and Cooperation to request accreditation cards for staff.
  • Local assistance in organising the recruitment process of new employees.
  • Local contact person for newcomers once recruited, and responsible for their induction process (assisting newcomers to become acquainted with the relevant
  • EMBL practices and rules, organising office space, e-mail accounts, advice on accommodation and schools, etc.).
Health & Safety
Local administrative support for Health & Safety, including organisation of medical appointments for newcomers and leavers, dealing with reports, accident at work forms and organization of initiatives to improve the health & safety of EMBL’s staff.

Paralegal tasks
Some paralegal tasks, (e.g. legal searches, basic check-up of contracts, legal translations and preparation for signature) may be required.

General unit support
Support the organisation of events and meetings, translations, project management and, to a minor extent, other administrative support (minute taking, travel or room booking etc.) as needed in order to facilitate the smooth running of EMBL Barcelona.

In addition, you will perform any other duty that may be assigned by the Head of Administration.

Initiative proposing activities which add value to EMBL Barcelona will be welcome.

You have

  • Relevant university education and at least 3 years of relevant professional experience in an administration-related area.
  • An excellent command of English and a high level of Spanish. 
  • Experience working abroad, especially in an intergovernmental or in a scientific organization.
  • The ability to deal and collaborate with people in a friendly and professional manner and to establish effective channels of communication and liaison in a multi-cultural environment.
  • Flexibility, service-oriented attitude, start-up mentality and good judgement.
  • Courteous approach, reliability, tact and discretion.
  • Self-initiative and the ability to both work independently with a minimum of supervision and as part of a team.
  • Ability to ensure that matters are dealt with efficiently, effectively and in a timely manner, paying attention to detail and with the ability to work to demanding deadlines.
  • Excellent knowledge of and user proficiency in MS Office and Internet.

You might also have

  • Fluency in other languages is an asset.

Why join us

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 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.

What else you need to know

We are Europe’s flagship research laboratory for the life sciences – an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science. We are an international, innovative and interdisciplinary laboratory with more than 1700 employees from many nations, operating across six sites, in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

As part of EMBL’s mission, Administration provides services to all personnel members across six sites in order to promote molecular biology across Europe, and to create a centre of excellence for leading young molecular biologists. Administrative positions are connected to but not dependent on scientific work and knowledge. Thus, we aim to establish a dynamic and collaborative working environment across the whole of EMBL to uncover the most of our employees’ potential.

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