Programme Officer, EMBO Postdoctoral Fellowship Programme
Location: EMBO (Heidelberg, Germany)
Staff Category: Staff Member
Contract Duration: 3 years
Grading: 4 or 5; depending on individual qualification and experiences
Closing Date: 3 May 2021
Reference Number: EMBO00101
EMBO stands for excellence in the life sciences. We support talented researchers at all stages of their careers in Europe and beyond, stimulate the exchange of scientific information, and help build a research environment where scientists can achieve their best work. The prestigious EMBO Fellowship Programme has benefited thousands of early career scientists since its implementation in the 1960s. Each year, more than 400 scientists are selected through a highly competitive and widely appraised evaluation system to benefit from either Postdoctoral or Short-Term Fellowships. A key aspect of the programme is networking. EMBO Fellows benefit from a broad network of scientists made up of current and former awardees.

Your role

The Programme Officer provides administrative support mainly, but not restricted to, the Postdoctoral Fellowship sub-programme according to set working procedures and policies. The position includes the administrative processing of two annual selection rounds, daily support to applicants and EMBO Fellows, data entry and collation of statistics from the fellowship database, and organization of local and international meetings. The Programme Officer will be responsible for the communication with a large community of scientists and administrators from different nationalities. Specific responsibilities:
  • Administer the entire application and evaluation process for the Postdoctoral Fellowship Programme. This includes daily correspondence with applicants, fellows and scientists in a professional, helpful manner. The process also includes collating and organizing application files for their evaluation, collecting interviewer reports for final decision, issuing award letters, and post-award report management.
  • Enter and curate information in the in-house fellowship database (Filemaker). Collate statistical information from the database and create various reports.
  • Prepare documentation for the Fellowship Programme, Fellowship Committee, Finance and Communications departments, or others, as required.
  • Participate in the organisation of meetings and events including two Fellowship Committee meetings per year and the annual EMBO Fellows Meeting. This includes writing minutes, organizing logistics (hotel reservations, local transport, travel reimbursements) and preparation of materials (badges, abstract books etc).
  • Maintain positive working relationships with the other members of the Fellowship Programme and assist them in their tasks, if required.
  • Liaise with the Finance and Communications Office for coordinated inter-departmental tasks, such as issuing awards and supporting outreach
  • Perform surveys and maintain an open line of communication with fellows and Committee members for feedback and improvement of the Fellowship Programme.
  • Perform additional tasks as required by the EMBO Director.
This position will occasionally require working outside of the normal working hours, in the evenings or during the weekend.

You have

  • At least 2 years relevant administrative experience.
  • A conscientious approach to work with attention to detail, flexibile working style and excellent organizational skills. These attributes are essential in order to coordinate a range of activities in parallel, often under tight deadlines, while maintaining a high-quality work.
  • Skills in commonly used office software.
  • The ability to work independently and as a team.
  • A friendly and helpful personality in order to provide a professional, service-driven approach to a wide range of people, both inside and outside the organization, on a daily basis.
Excellent written and oral English language skills are a prerequisite.

You might also have

  • A background in science administration is desirable, preferably in an international environment.
  • Experience in working as a user with databases, particularly Filemaker, or content management systems (CMS) is an asset.
  • Experience in the organization of committee meetings, including minute-taking is an asset.
  • Additional language skills, particularly German are advantageous.

Why join us

The EMBO offices are located on the international EMBL life science research campus in Heidelberg, Germany. Heidelberg, home to around 150,000 people, is a lively university city. EMBO is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international science organisation. The remuneration package comprises a competitive salary, pension scheme and health insurance, and educational and other family-related benefits where applicable. As a non-profit organisation, we have an informal and collegial working environment that is inspired by our dedication to working for a common greater good.

What else you need to know

The Programme Officer reports to the Head of the EMBO Fellowship Programme. Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.