EMBL Barcelona was established in 2017 in the Barcelona Biomedical Research Park (PRBB), one of the largest infrastructures in Southern Europe dedicated to translational research and which is located on the Mediterranean coast of north-eastern Spain. You will be joining an agile, friendly and very well integrated Administration team of approximately 7 colleagues, that is completely committed to facilitating, enabling and fostering science, working together with researchers to achieve the same goals. You will support the Head of Administration and work under its supervision. This is an exciting, multifaceted and extremely internationally-oriented position.Your roleAs an Administrative Officer, you will be liaising with the Ministry of Health, the Ministry of Foreign Affairs, with the purchase and finance departments in EMBL headquarters in Heidelberg, Germany, and other research institutes. You will be in contact with all the international members of EMBL Barcelona, which come from different countries all around the world.Main responsibilitiesThe most relevant tasks are listed here, however, due to the nature of a small admin team like this, task distribution may be altered occasionally in line with the evolution of the unit and the team. The tasks for this position will be held in coordination with the Purchase & Finance Officer and the Operations Officer.Purchase support:Purchase of goods and services in SAP (equipment/supplies for the lab) and follow-upCoordination of deliveries and SAP update with delivery notes statusSupplier management, negotiation and review of commercial conditions (Terms & Conditions (T&C;) for new suppliers), bank details (verification of details for payment)Contact point for lab on questions related to purchase, deliveries, budgets, and regarding availability of productsProducing segregation of duties reports and providing copies of delivery notes chosen for verificationFinance support:PO Invoices and follow-upDealing with invoicing through SAP and with issues or queries from the Finance department in Heidelberg.Prepare and send VAT exemptions and reimbursementsEMBL Barcelona petty cashContact point with Heidelberg for financial and budget matters (monthly statements and reports)Contact point for suppliers (bank/payment related details, T&C; and issues)Import and export support:Oversee, advise and follow-up on imports & exportProducing relevant documentation for the procedure with help of Lab techniciansObtaining authorization import from Ministry of HealthContact point with the Ministry of Foreign Affairs for customs tax exemption and following up with the institutionContact point for the customs brokerFollowing up delivery and customs dispatch with supplier and customs brokerEvents support:Coordination of logistics (bookings, payment, supplier's registration, invoicing, etc.)Liaising with event suppliers to place orders/reservations, negotiation of budget, sponsorsFollow-up on financial documentation (bank letter, T&C;, invoice).You haveRelevant university education and at least 3 years of relevant professional experience in an administration-related area, ideally in Finance and/or PurchaseAn excellent command of English and a high level of SpanishExperience working abroad, especially in an intergovernmental or in a scientific organizationThe ability to deal and collaborate with people in a friendly and professional manner and to establish effective channels of communication and liaison in a multi-cultural environmentFlexibility, service-oriented attitude, start-up mentality and good judgementCourteous approach, attention to detail, reliability, tact and discretionSelf-initiative and the ability to both work independently with a minimum of supervision and as part of a teamAbility to ensure that matters are dealt with efficiently, effectively and in a timely manner, paying attention to detail and with the ability to work to demanding deadlinesExcellent knowledge of and user proficiency in MS Office and InternetYou might also haveFluency in other languages is an assetKnowledge of SAPWhy join usEMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment. The remuneration package comprises a competitive salary, a comprehensive pension scheme, medical, educational and other social benefits, as well as financial support for relocation and installation, including your family.What else you need to knowWe are Europe's flagship research laboratory for the life sciences - an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science. We are an international, innovative and interdisciplinary laboratory with more than 1700 employees.
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