EMBRC-ERIC Administrative Assistant | EMBRC

EMBRC-ERIC Administrative Assistant

2018.01.08

EMBRC-ERIC Administrative Assistant

Job Title

EMBRC-ERIC Administrative Assistant

Purpose

The EMBRC Administrative Assistant provides expert administrative services for the EMBRC Secretariat and the EMBRC Executive Director.

Contract

Full Time, minimum one-year contract of employment.

Service Group

EMBRC-ERIC Secretariat

Location

EMBRC-ERIC Headquarters, 4 Place Jussieu, Paris, France, c/o Université Pierre et Marie Curie, Paris 6.

Working Language 

The working languages are both French and English.

Brief Description of the EMBRC

The European Marine Biological Resource Centre (EMBRC-ERIC) is a distributed pan-European research infrastructure that aims to provide a strategic delivery mechanism for excellent and large-scale marine science in Europe. With its services, EMBRC-ERIC will support both fundamental and applied research, based on marine bioresources and marine ecosystems. The EMBRC-ERIC is centrally managed by the EMBRC-ERIC Executive Director, with the support of the EMBRC-ERIC Secretariat, based at the Paris Headquarters, hosted by Université Pierre et Marie Curie - Paris VI, Campus of Jussieu. For further information:

·       the EMBRC-ERIC Business Plan, update 2017 is available at: http://bit.ly/2tjQQ7n

·       the EMBRC-ERIC website: http://www.embrc.eu

·       EU Charter for Access to Research Infrastructures: http://bit.ly/2ofZ5z4

 

Main Activities

Welcome and inform the staff and users of the structure;

Keep the premises (offices and small reception area) supplied and in order;

Process incoming and outgoing mail;

Support the organization of meetings;

 

Secretariat Staff Support

Support the mission planning and expense refund of the Secretariat Staff; 

Support the Executive Director and assist with her agenda, her travels and her meetings;

 

Process administrative information and files, verify their compliance, proceed with the meticulous archiving of files and systematically inform the Executive Director about the status of files;

Follow the accounting of expenses, including requests for payments and invoices, service-made notification, issuance of payments to suppliers, and immission of data in administration software (Smartdata, SIFAC);

 

Essential Skills

Proven excellent organizational skills;

Expert use of MS Office;

Expert application of secretarial techniques;

Able to deal effectively with multiple tasks and changing tasks and schedules;

Comprehension and written and oral expression in English of minimum level "B2";

Method, rigor, efficiency, quality and precision in the organization of work.

 

Desired Skills and Competences

Minimum three years in a similar role;

Experience of administrative software in either public or private organisations;

Experience of event management;

Paralegal Skills.

 

Special Personal Attributes required for the Position:

Responsive, flexible, perseverant and at ease in interpersonal relations;

Loyal, Reliable and Discrete personality;

Candidate must have interest in being part of a team and collaboratively working to build the EMBRC;

Availability to occasionally work beyond normal hours and travel.

 

Compensation

Competitive salary, commensurate to titles and experience.

 

Conditions

Full-time, one-year contract, renewable, with probation period; Longer contract may be considered for exceptional candidates.

Overtime may be required to meet project deadlines;

 

Application

Prepare your application as one single PDF document, in English, containing a copy of your CV and the name of two references, with a short cover letter explaining your interest in this position and how you could contribute. Enclose this document in an email message, with subject: “EMBRC AA”; addressed to: <secretariat@embrc.eu>.

The position will be open until filled, the first review of candidates will be as early the 15th of January 2018. 

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