Your role
Coordination tasks:
1. Organise committee and working group meetings, including minute taking and dissemination as well as follow-up on action points from the meetings.
2. Organise two to three annual meetings (off-site) for the Staff Association committee.
3. Organise the annual elections of staff representatives and help coordinate with the election committee across all sites.
4. Organise annual general meeting(s) of the Staff Association, their hybrid set-up and capture and dissemination of meeting recordings as necessary.
5. Organise in-person and virtual training for staff representatives to efficiently execute their duties.
6. Coordinate meetings between staff and staff representatives, management and delegates of EMBL’s governing Council.
7. Provide administrative and logistical support to Staff Association and Staff Association committee activities across sites.
Financial Administration tasks
8. Coordinate the distribution of the annual Staff Association budget between all sites and liaise in this regard with EMBL’s finance department.
9. Liaise regularly with elected Staff Association officers across sites to monitor the Staff Association budget.
10. Prepare financial reports and coordinate the annual audit of Staff Association accounts with the external auditor.
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Closing date: 8 September 2024
11. Contract duration: 3 years
12. Grading: 4; 5 or 6, depending on experience and qualifications
13. Reference number: HD02671
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You have
The post is ideal for a dynamic individual, who is service minded, empathic, discreet and can excel as an individual contributor and a team player as a focal point for staff.
A degree with experience in administration and project management would be essential, while foundational knowledge in finance and/or accounting is desirable. An excellent command of English is essential while proficiency in a second European language (German, French, Italian or Spanish) is considered advantageous. Office computing skills, web authoring experience, minute-taking as well as proven administrative and organisational experience is required. Previous experience at an international organisation is valued.
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