Head of Administration – EMBL Hamburg

Would you like to play a central role in supporting groundbreaking research and an international scientific community Join us at EMBL Hamburg as our Head of Administration!

We are looking for an experienced and motivated Head of Administration to support us by ensuring efficient well-coordinated administrative operations.

About EMBL Hamburg
The European Molecular Biology Laboratory (EMBL) is a world-leading life sciences research organization with its main laboratory in Heidelberg Germany and five additional sites across Europe. EMBL Hamburg located on the DESY campus is a vibrant centre for structural and molecular biology specialising in cutting-edge biology research and services. Our scientists develop and apply advanced methods including X-ray imaging SAXS and crystallography to address fundamental questions in molecular life sciences with a strong focus on infection biology.

As a member of the Centre for Structural Systems Biology (CSSB) EMBL Hamburg works together with partner institutes and in collaboration with DESY provides access to state-of-the-art PETRA III beamlines supporting both in-house and external researchers. This dynamic and international environment offers a stimulating workplace for scientific discovery and the operational teams that support it.

Your role

You will lead a dedicated team of 8 people and play a key role in ensuring smooth operations and effective support services. You will assist in coordinating activities between EMBL Hamburg the wider EMBL organisation and our local and international partners on the DESY campus helping to ensure an environment where science and collaboration can thrive.

Working closely with the Head of EMBL Hamburg and the functional leaders you will be actively involved in supporting a broad portfolio including human resources finance purchasing events communications and campus relationships always with a focus on efficiency fairness and wellbeing.

Key responsibilities include

1. Leadership and Administration

• Lead and develop EMBL Hamburgs administration team.

• Build and maintain close working relationships with EMBL Hamburg Managers.

• Advise and support the Head of EMBL Hamburg in administrative and institutional matters.

• Oversee and implement the administration control framework including risk management.

• Actively participate in internal and external working groups and advisory committees as appropriate.

• Ensure that operations are performed effectively and efficiently within legislative policy and procedural guidelines and according to EMBL best practices.

2. Relations and Partnerships

• Act as a bridge with EMBLs central operations services in Heidelberg and with our host site institution DESY.

• Foster constructive working relationships with DESY and other collaborating research institutes such as CSSB HARBOR UKE(University Medical Center HamburgEppendorf).

• Foster productive connections with operations teams at the different sites.

• Coordinate negotiation of agreements with scientific and other partners.

• Work with the EMBL International Relations to support relations to the local and the federal government.

4. Human Resources

• Work closely with HR colleagues at headquarters to ensure the correct interpretation and application of the EMBL Staff Rules and Regulations.

• Oversee local recruitment and propose site-specific HR measures and guidelines.

• Liaise with local national authorities regarding staff privileges visas and accreditations.

5. Finance and Purchasing

• Oversee budgets finances and grants ensuring transparency and compliance.

• Oversee the work of the administration team on the purchasing activities of the EMBL Hamburg site in accordance with EMBL.

• Financial Regulations and related policies.

6. Facilities and Operations

• Oversee space planning and allocation office works and maintenance.

• Ensure proper Health & Safety processes and procedures are in place to secure the well-being of personnel and visitors.

• Oversee the organization of events including visits by individuals and groups.

In addition to managing the team you will be engaged in performing administrative tasks.

Your profile

• Degree or equivalent in business administration management or a related field.

• Work experience in administration / operations ideally in an international and/or research environment.

• Experience coordinating administrative functions e.g. HR finance facilities events and working with internal colleagues and external partners.

• Strong organizational skills and attention to detail.

• Very good communication and interpersonal skills able to build constructive relationships.

• Able to work independently as well as part of a team.

• Proactive and solution-oriented.

• Fluency in English and German (spoken and written).

Onsite interviews are planned for April/ May 2026.

Contract length: 5 years renewable to a maximum of 9 years

Salary: Grade 7 or 8 monthly salary from EUR 5256 per month (after tax and before 12.99% EMBL social security deductions) plus other paid benefits

Application Instructions

Please submit your CV and a cover letter. We would love to hear about your current situation why you feel you are the right fit for this role how you can benefit from joining EMBL and whether you are ready to relocate to Hamburg.

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 (Heidelberg) library subsidised on-site 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 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