Assistant in Science Administration (f/w/d)

Area of research:

Administrative staff

Job description: Assistant in Science Administration (f/w/d)

Background
The Helmholtz Institute for Functional Marine Biodiversity (HIFMB) is a research institute based in Oldenburg. It researches marine biodiversity and its significance for the function of marine ecosystems. In doing so, it develops the scientific basis for marine conservation, marine governance, and ecosystem management.

Tasks

General assistance and secretarial duties: In close cooperation with the core group leaders, site management at HIFMB, and the science management group at HIFMB, the employee is responsible for general tasks arising within the future 6 scientific core working groups at HIFMB. Tasks will include:

1. Correspondence and communication in German and English (editing of texts, etc.)
2. Appointment coordination
3. Preparation and follow-up of appointments
4. Organizational preparation and support for internal and external events, meetings, board meetings, and other appointments.

Procurement and purchasing: Acting at the interface between science and administration at HIFMB and AWI in Bremerhaven, the employee will support extensive ordering and procurement processes. This primarily involves laboratory equipment, including chemicals and hazardous substances. The specific tasks include:

1. Supporting scientists with complex and extensive purchase requests in the AWI procurement system
2. Identifying procurement and safety regulations for on-site procurements
3. Organizing information and document flow.

Administrative Support for third-party funded projects: In close coordination with the core group leaders, administration at HIFMB, and the third-party funding department at AWI, the position holder is responsible for general tasks related to individual third-party funded projects. These tasks include, among others:

1. Supervision and coordination of reporting
2. Completion of budget and application forms
3. Organization of project meetings.

Guests and visiting scientists: The HIFMB regularly hosts visitors to the institute including visiting scientists who join the research groups for an extended period and visitors who spend a few days visiting the research groups and typically give a presentation. The position holder is responsible for, among other tasks, the following:

1. Supervision and administrative point of contact for guest scientists and invited speakers
2. Booking of travel and hotels in coordination with the travel expense department and travelers
3. Booking of internal and external event spaces
4. Obtaining and contracting catering services
5. Preparation of event spaces.

Helmholtz Program-Oriented Funding (POF): Research at the Helmholtz Association is organized into programs. The Administrative Assistant supports Science Management, the responsible Scientists, and the Program Speakers with organizational and reporting tasks.

Requirements

You will have successfully completed training or further education as a foreign language secretary or office manager or a comparable qualification, such as commercial or administrative training. You will have demonstrably excellent foreign language skills and the ability to independently and flexibly perform secretarial work.

Additionally, you should possess the following skills:

1. Proficient use of standard office applications (Word, Excel, PowerPoint, Outlook)
2. Knowledge of procurement processes
3. Class B driver's license and willingness to drive
4. Fluent written and spoken German and English skills
5. Willingness to familiarize oneself with new subject areas
6. Sense of responsibility and service orientation
7. Teamwork, organizational and communication skills, strong time and self-management
8. Ability to independently solve problems.

Additional skills and knowledge

1. First work experience is desirable, preferably in a university or scientific environment.
2. SAP knowledge is an advantage.

Further Information

The AWI is characterized by:

1. Our scientific success - excellent research
2. Collaboration and cooperation - intra-institute, national and international, interdisciplinary
3. Opportunities to develop – on the job and towards other positions
4. An international environment – everyday contact with people from all over the world
5. Flexible working hours
6. Health promotion and company fitness with Hansefit and Wellhub
7. Support services and a culture of reconciling work and family
8. Occupational pension provision (VBL)

AWI values diversity and actively promotes gender parity, as well as an open, inclusive environment that provides equal opportunities. We are convinced that diverse teams and a variety of perspectives enrich our work and our daily collaboration. In a continuous process of learning and reflection, we aim to ensure that all our employees can be themselves and feel a sense of belonging. We welcome applications from qualified people regardless of binary and non-binary genders, race and nationality, ethnic and social background, religion, age, physical abilities, neurodivergence, sexual orientation, and other identities.

Applicants with disabilities will be given preference when equal qualifications are present.

AWI fosters work-family compatibility in various ways and has received several awards as a result of this commitment. And as a new international member of our team, you can be sure that we will help you settle in. Our Family Office and International Office will be glad to support you, even before you start at AWI.

This research center is part of the Helmholtz Association of German Research Centers. With more than 42,000 employees and an annual budget of over € 5 billion, the Helmholtz Association is Germany's largest scientific organisation.