Events, Travel & Purchasing Officer

Your role

The tasks for this role will include the following:

Event and visit organisation

• Planning events including scientific conferences workshops school visits and seminars from start to finish.
• Generating ideas for EMBL events.
• Managing and delivering event budgets.
• Liaising with event sponsors.
• Managing logistics and event venues including caterers hotels AV companies etc.
• Welcoming guests to the site manage room booking site entries and catering for meetings.
• Organisation of recurring scientific seminars.
• Communications related to seminars and events including website updates related to administration.

Travel organisation

• Planning and booking travel and accommodation for duty travel
• Reimbursement of travel costs and follow-up
• File management
• Providing administrative back-up to other members of the Administrative team as required.

Purchasing

• Working with the team purchasing officer you will process orders (prepare and generate purchase orders for goods and services within the authorized limit and transmit to vendors)
• Receive good and ensuring that the goods delivered corresponds to those ordered
• Invoice control and invoice booking
• Liaising with team leaders to provide support and budget management for individual group budgets
• Performing any other duty that may be assigned by the Head of Administration or Head of Unit.
• Management of unit petty cash.

You have

• Minimum of 3 years experience in event organisation.
• Fluency in French good level of English excellent communication skills and telephone manner. This will be tested during the recruitment.
• Confirmed calendar and IT skills (MS office google docs) trello or similar project management tool
• Experience with SAP or Workday
• Excellent organization and administrative skills the ability to prioritize tasks in a busy work environment
• Customer service orientated
• Confirmed ability to operate effectively in a team environment

You may also have

• Experience in an international working environment

Contract length:

3 years with the possibility of renewal twice for a total contract length of 9 years.

Salary:

Grade 4 (Monthly salary starting at 3.24458 EUR after tax) other paid benefits

Why join us

EMBL is curiosity-driven community-oriented and international. As an inclusive equal opportunity employer we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are therefore committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation.

We encourage applications from individuals who can complement our existing team we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

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 to public holidays

• Relocation packageincluding installation grant (if applicable)

• Campus life:Free shuttle bus (select sites) 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 (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 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 is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.

• Diversity and inclusion: At EMBL we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women LGBTQ & individuals from all nationalities.

• 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