Purpose

The Financial & Administrative Officer (FAO) is the right-hand of the Chief Financial & Administrative Officer (CFAO) and will be responsible for supporting the CFAO in various financial and administrative activities of the EMRBC-ERIC.

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 Sorbonne University, Campus of Jussieu.

Job Mission and Objectives

The European Marine Biological Resource Centre (EMBRC) is looking for a motivated and competent Financial & Administrative Officer (FAO) to support the CFAO and the Executive Director in carrying out the financial and administrative activities of the EMBRC-ERIC, in the finance and administration team consists of three people. The FAO will be responsible for the efficient running of the headquarters, its coordination and supervision, taking care of all administrative and financial aspects. The FAO will be responsible for managing the organisation’s accounts receivable and payable, drawing up the organisation’s budget together with the CFAO and preparing financial reports for the General Assembly.

The FAO’s role includes contributing to the preparation of the annual budget presented by the CFAO to the General Assembly, with monthly monitoring of cash receipts and reimbursements and other assets, and monthly internal reporting, including submission of documentation for internal and external audits and certifications, for our corporate accountability. The FAO will manage EMBRC’s administrative subcontractors (legal, accounting, insurance) and deploy them in the most appropriate way to achieve our mission and objectives.

The EMBRC FAO will also support the overall administration of the EMBRC-ERIC, in relation to the quality management of its distributed operations.

The FAO will have experience of public and private not-for-profit sector administrative practices.

The FAO is the key actor in coordinating the headquarter.

Main Responsibilities

Office management

The FAO oversees general office operations and gives reports to the management, manages filing systems and office supplies, maintains IT infrastructure and keeps inventory of orders, oversees staff interactions and responds to their queries on office management issues, monitors office management and designs innovative work systems, works with CFAO to update office policies and onboard new hires, plans all in-house or off-site activities of the organization, arranges travel processes, including flight and hotel booking and organises events (EMBRC Days, retreats, etc.).

Preparation of Financial Statements

The FAO will prepare monthly financial reports. They will maintain dutifully organized records of all financial activities of EMBRC-ERIC and compile a budget update at the end of each month, as well as annually, and/or upon request. The reports will typically detail the inflows and outflows of cash, as well as other assets (in-kind resources), which helps in establishing accountability in the business. The FAO will be responsible for keeping all the documentation that supports the figures contained in the report, such as invoices and receipts, for auditing purposes.

Accounts Management

The FAO will be in charge of supervising the reception of moneys relating to the organisation’s income, such as membership fees from our member states, project grants, service payments, etc. They will also pay be responsible for the payment of the organization’s liabilities such as provider’s services, insurance premiums, and other accounts payables.

Management of EMBRC-ERIC Suppliers and Sub-contractors

As a small structure, EMBRC has a number of administrative tasks performed by external suppliers and subcontractors, such as legal advice and accounting. The FAO will manage these subcontractors and ensure that they are deployed in the most efficient manner in support of EMBRC-ERIC.

Budgeting

The FAO will assist the CFAO in preparing the annual budget, including allocation of HR time, based on the agreed requirements of the organization.

Other administrative responsibilities

As a Financial & Administrative Officer, you will be responsible to implement and maintain a range of office policies, procedures and systems to ensure the efficient running of your organisation, develop and implement information and administrative systems, manage digital and paper filing systems, ensuring that data protection laws are adhered to,manage schedules and coordinate meetings, appointments and travel arrangements, organise the office layout and oversee office maintenance, coordinating necessary repairs with external suppliers and contractors, support staff development and training, including helping with new staff onboarding, ensure compliance with office health and safety policies.

Essential Skills and Competences

Minimum five-year experience in similar role;

Command of written and spoken English and French;

Proven expert practice of private-sector, not-for-profit financial administration, for business accountability;

Excellent presentation and reporting skills, in writing and verbally;

Ability to deal responsibly with general administrative tasks;

Command of MS Office package.

Desirable Skills and Competences

Understanding of structure and functioning of European Research Infrastructure Consortia (ERICs);

Understanding of french administration and financial reporting;

Paralegal skills;

Cost-benefit analytical skills.

Special Personal Attributes Required for the Position

Accountable and working transparently, and in close interaction with colleagues;

Good social skills and ability to function in a small dedicated team;

Excellent organizational skills;

Able to produce clear and high-quality output;

Able to work towards precise objectives under specific time constraints;

High-standard work ethics;

Willingness to cover some general administrative tasks to support the team’s needs when necessary.

Remuneration

Competitive, experience-based salary.

A benefit package will be offered, including comprehensive health insurance, public transportation subsidy, and flexible work environment with remote working. All staff benefit from 7 weeks of paid leave.

Conditions

Full time, permanent contract of employment, with 3-month probation period.

Overtime may be required to meet project deadlines.

National and international travel may be required for the purpose of meeting with project partners, stakeholders, and the General Assembly.

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 cover letter explaining your interest in this position and how you could contribute. Enclose this document in an email message, with subject: “Application EMBRC FAO”; addressed to: <secretariat@embrc.eu>.

The closing date for applications is midnight on 21th June 2025.