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Staff Association Administrative Coordinator
vor 3 Monaten
Position Overview
The Staff Association Administrative Coordinator plays a pivotal role in ensuring the smooth operation of the Staff Association through effective coordination and support.
Key Responsibilities:
- Meeting Coordination: Facilitate the organization of committee and working group meetings, including the preparation of minutes and follow-up on action items.
- Annual Meetings: Plan and execute two to three off-site annual meetings for the Staff Association committee.
- Election Management: Oversee the annual elections of staff representatives and collaborate with the election committee across various locations.
- General Meetings: Organize the annual general meeting(s) of the Staff Association, ensuring a hybrid format and managing the recording and distribution of meeting content as required.
- Training Coordination: Arrange both in-person and virtual training sessions for staff representatives to enhance their effectiveness in their roles.
- Stakeholder Meetings: Coordinate discussions between staff members and their representatives, management, and delegates from EMBL's governing Council.
- Administrative Support: Provide comprehensive administrative and logistical assistance to the Staff Association and its committee activities across multiple sites.
Financial Management:
- Budget Coordination: Manage the allocation of the annual Staff Association budget across all sites, liaising with EMBL's finance department.
- Budget Monitoring: Maintain regular communication with elected Staff Association officers to oversee the budgetary status.
- Financial Reporting: Prepare detailed financial reports and coordinate the annual audit of the Staff Association's accounts with external auditors.
Contract Details:
- Contract Duration: 3 years
- Grading: 4, 5, or 6, based on experience and qualifications
- Reference Number: HD02671
Candidate Profile:
The ideal candidate is a proactive individual who demonstrates a service-oriented mindset, empathy, discretion, and the ability to function both independently and collaboratively as a key point of contact for staff.
A degree with relevant experience in administration and project management is essential, while a foundational understanding of finance and/or accounting is advantageous. Proficiency in English is required, and knowledge of a second European language (such as German, French, Italian, or Spanish) is a plus. Strong office computing skills, web authoring capabilities, minute-taking experience, and proven administrative and organizational skills are necessary. Previous experience in an international organization is highly valued.
Additional Information:
N/A
