Head of Information Support and Resources

About us:

EMBO is a not-for-profit organization of more than 2100 leading researchers dedicated to promoting excellence in the life sciences in Europe and beyond. We support talented researchers at all career stages stimulate scientific exchange and foster a research environment where scientists can achieve their best work. Funded by more than 30 countries we run several highly competitive funding schemes and innovate in science training policy and publishing.

Our diverse international team of approximately 60 staff collaborates closely with one another and with external stakeholders to further our mission.

EMBO sits on the international EMBL life sciences research campus in Heidelberg Germany a lively university city of around 150000 people.

We offer attractive conditions and benefits appropriate to an international science organisation and as a not-for-profit an informal and collegial working environment inspired by our dedication to a common greater good.

About the Team:

The EMBO Information Support & Resources (ISR) team is the backbone of EMBOs digital infrastructure. This small agile team three core staff supported by a flexible pool of freelancers oversees IT systems databases and grants administration software using a combination of off-the-shelf and in-house solutions. The team operates a cluster of file database and application servers alongside EMBLs IT infrastructure and provides training support and troubleshooting to EMBOs approximately 60 staff most of whom use macOS with a small number running specialised Windows software.

Your Role:

As Head of Information Support & Resources you will lead the development and maintenance of the EMBO IT ecosystem. You will serve as a technical leader hands-on contributor and strategic this role you will lead EMBOs ISR team and oversee EMBOs computing infrastructure while actively shaping how we work streamlining workflows and introducing tools and approaches that make EMBO more efficient and future-ready.

You will bring genuine technical depth strong leadership skills and a drive to improve how things are done not just to maintain particular you will help our managers and programme teams reduce administrative burden through smart use of automation including AI-assisted tools where they genuinely help.

Your main tasks will include:

• Lead the EMBO ISR team and freelancers providing both practical support and strategic technical guidance
• Advise EMBO programmes and activities on their IT needs identifying opportunities to improve efficiency through automation and modern tooling
• Plan and develop new features for in-house workflow and data management
• Lead software and hardware procurement including business systems (such as CRM and finance tools) and the evaluation of automation and AI platforms relevant to EMBOs work
• Deliver training as needed including onboarding staff to new tools and workflows
• Supervise the administration and strategic development of the EMBO web application and resource portfolio (WordPress Django/Python Laravel/PHP; PostgreSQL MySQL FileMaker; ; Nginx on Linux bare metal or Docker)
• Oversee the administration of Linux and Windows/FileMaker servers and cloud-based services (Microsoft 365)
• Liaise with the IT Services team of EMBOs sister institute EMBL particularly on cybersecurity
• Ensure compliance with relevant IT standards GDPR and audit requirements
• Perform other duties as required by the EMBO Director

Occasional travel and work outside normal hours including evenings and weekends may be required.

You have:

Education and qualifications:

• A bachelors degree in computer science information technology or a related field

Technical expertise:

• Extensive knowledge of IT systems networks and infrastructure
• Hands-on experience in application and database development and operation
• Experience with FileMaker or similar database platforms
• Familiarity with AI tools and automation platforms relevant to an organisational context
• A strong understanding of data protection and cybersecurity principles and best practices
• Experience managing a predominantly macOS environment with some specialised Windows software

Leadership management and strategic skills:

• Demonstrated team and project leadership experience
• The ability to provide practical hands-on support as well as strategic technical guidance
• A proven track record of implementing IT strategies and initiatives aligned with organisational goals
• A proactive mindset: you seek out new tools and approaches and identify where automation and AI can reduce repetitive administrative work and improve efficiency rather than simply maintaining existing processes
• A service-oriented mindset prioritizing users needs understanding their challenges and proposing practical solutions
• Experience evaluating and procuring software including CRM and finance management tools
• The ability to plan execute and monitor IT projects successfully
• Excellent problem-solving and decision-making skills including the ability to work to the highest standards of accuracy and completeness manage risks prioritise and allocate resources
• The ability to work in a fast-paced environment with multiple concurrent projects and deadlines and to anticipate future technology needs while staying current with emerging tools and best practices

Communication and collaboration:

• Excellent interpersonal and communication skills
• The ability to communicate technical concepts effectively to non-technical audiences
• A highly collaborative approach with experience of interacting with cross-functional teams and managing relationships with external vendors and service providers
• Excellent spoken and written English
• A demonstrated commitment to integrity and confidentiality

You might also have:

• A Masters degree in computer science IT or a related field
• Experience working in multi-stakeholders organisations
• Practical experience with the specific technologies frameworks and platforms currently used at EMBO
• Experience with AI tools workflow automation platforms or related technologies
• Experience with database migration
• GDPR training
• Knowledge of scientific computing environments software and tools used in research and publishing
• Experience working in IT within the scientific or non-profit sector
• Experience working with colleagues and clients from diverse cultural and professional backgrounds

Benefits:

• Financial incentives: salary free of income tax monthly family child and non-resident allowances pension scheme death benefit long-term care accident-at-work and unemployment insurances
• Flexible working arrangements; this position is mostly office-based with flexible working options available
• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
• Generous time off: 30 days annual leave per year in addition to public holidays
• Relocation package including installation grant (if applicable)
• Campus life: free shuttle bus (select sites) on-site library subsidised on-site gym and cafeteria casual dress code and extensive sports and social club activities (on campus and remotely)
• Family benefits: Kindergarten (Heidelberg) 10 days of child sick leave generous paid maternity/parental leave and monthly family & child allowances
• Benefits for international newcomers: visa exemption education grant for private schooling financial support to travel back to your home country every second year and a monthly non-resident allowance
• For detailed information please visit our employee benefits page

What else you need to know:

• Reporting line: the Head of ISR reports to the EMBO Director
• International applicants: we recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page to find out more
• EMBL/EMBO is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes on our website
• Selection process: the process will comprise a 2030 minute pre-screening video call (which may take place while the vacancy notice is still open) a technical panel interview (online) and an in-person onsite interview
• Diversity and inclusion: EMBO is an inclusive equal-opportunity employer. We strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought and we encourage applications from candidates of all backgrounds and nationalities
• How to apply: please apply online through or Applications will close at 23:59 CET on the date shown below

Contract length: 5 years (renewable for up to 9 years)

Salary: Grade 8 (monthly salary starting at 6.04109 after tax and before 1299% EMBL social security deductions plus other paid benefits).

Why join us

EMBO is a not-for-profit organization dedicated to promoting excellence in the life sciences in Europe and beyond. We fund talented researchers at all career stages facilitate scientific exchanges through high-quality academic publishing conferences and lectures and foster a research environment where scientists can achieve their best work.

Our diverse international team of approximately 70 staff collaborate closely with one another and with external stakeholders to further our mission. EMBO is located on the international EMBL life sciences research campus in Heidelberg Germany.

Heidelberg with a population of around 160000 people is an international university city and research hub. It is attractively located between the Rhine River and the Odenwald a low mountain range that offers a wide range of outdoor activities. The city has good national and international travel connections.

Promote the life sciences

At EMBO you can contribute significantly to the advancement of life sciences in Europe and beyond. Your work will enable talented scientists to do great research and create an environment that enables their success.

Enjoy lots of benefits:

• Financial incentives:Salary free of income tax monthly family child and non-resident allowances annual salary review pension scheme death benefit long-term care accident-at-work and unemployment insurances

• Flexible working arrangements

• Private medical insurancefor you and your immediate family (including all prescriptions and generous dental & optical cover)

• Generous time off:30 days annual leave per year in addition public holidays

• Relocation packageincluding installation grant (if applicable)

• Campus life:Free shuttle bus on-site library subsidised on-site gym and cafeteria casual dress code extensive sports and social club activities (on campus and remotely)

• Family benefits: Kindergarten 10 days of child sick leave generous paid maternity/parental leave and monthly family & child allowances

• Benefits for international newcomers:Visa exemption education grant for private schooling financial support to travel back to your home country every second year and a monthly non-resident allowance.

• For detailed information please visit our employee benefits page here

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page to find out more.

• EMBL/ EMBO is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.

• Diversity and inclusion: At EMBO we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders identities nationalities and/or any other diverse backgrounds.

• How to apply: To apply please submit a Cover Letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date.

Closing Date