Head of Administration

Head of Administration - EMBL Rome

Location: Monterotondo, Italy

Staff Category: Staff Member

Contract duration: 3 or 5 years, renewable up to 9 years

Grading: 8, depending on experience and qualifications

The European Molecular Biology Laboratory (EMBL) is a world-leading international life sciences research organization with its main laboratory situated in Heidelberg, Germany and five laboratories at other sites in Europe. In Italy, EMBL employs approximately 90 people involved in fundamental research and service activities in the area of Epigenetics and Neurobiology. EMBL shares the Monterotondo Campus with the Italian National Research Council (CNR) Institute for Biochemistry and Cell Biology (IBBC).

As Head of Administration you will, together with a team of 10 staff, be responsible for the management, organization and delivery of all administrative and support services at EMBL Rome. These services cover inter-institutional contracts, scientific grants, public and government relations and communications, finances (purchasing, inventory, budget control), human resources, travel arrangements and events organisation. You will ensure that the services are performed in an effective and efficient manner and within all legislative, policy and procedural guidelines. You will report to the Head of the Rome site and have a close working relationship with the central services under the Chief Operating Officer at the EMBL main Laboratory in Heidelberg, Germany, such as Finance, Human Resources, Purchase, Health & Safety, Grants, Communications, Legal, and Facility Management.

Your role

• Lead, directly manage, and mentor EMBL Rome’s administration team.
• Advise the Head of EMBL Rome in administrative, institutional, legal and policy matters.
• Contribute to strategic decision-making and implementing decisions as they relate to the EMBL Rome.
• Oversee negotiation of new contracts with scientific and other partners.
• Ensure that the services are performed in an effective and efficient manner, within all legislative, policy and procedural guidelines and according to EMBL best practices.
• Ensure that EMBL privileges and immunities are respected and properly implemented.
• Establish and maintain constructive relationships with the national and local authorities of Italy, the host member state.
• As a member of the Monterotondo campus, foster constructive working relationships with other research institutes on site and advise in setting up new collaborations.
• Oversee and implement the administration control framework including risk management.
• Participate in internal and external working groups and advisory committees as appropriate.
• Establish and maintain relations with other international organisations.
• Human Resources: Ensure correct interpretation and application of the EMBL Staff Rules and Regulations, participate in the resolution of staff disputes, oversee local recruitment and contract renewals, and propose on-site-specific HR measures and rules, including training. Ensure that EMBL staff’s privileges and immunities are implemented by liaising with the Foreign Ministry and Consulates abroad on matters regarding visas and accreditation.
• Finance: Budgets, finance, taxes and grants management: Oversee the development of the EMBL Rome budget, down to group leader level, and ensure that these are agreed with the Head of Site and regularly reported. Ensure that applications for grant funding are properly coordinated and support provided for awarded grants. Advise on tax matters and implement procedures for the recovery of paid taxes.
• Purchasing: Oversee the work of the administration team on the purchasing activities of the EMBL Rome site in accordance with EMBL Financial Regulations and other applicable rules, advise on commercial contracts and activities.
• Facility Management: together with the Facility Manager, advise the Head of Unit on space planning, allocation and office moves, works and maintenance.
• Health & Safety: Ensure that proper processes and procedures are implemented to secure the well-being and safety of personnel and visitors.

You have

Applicants should have an advanced university degree in Business Administration, Public Management or other relevant area, and have at least 7 years of experience in administration and 3 years in a supervisory capacity with progressively responsible international experience in a senior position.

You should be capable of adopting a forward looking and solution-oriented attitude within the context of the administration of an intergovernmental organisation. You should have demonstrated general managerial competences in a multinational environment, enjoy working independently as well as possess excellent communication, networking and computer skills. In addition, you have an analytical and numerical mind-set with attention to detail.

Fluency in spoken and written English and Italian are essential for this position.

You might also have

In Addition To Having The Competence And Stature To Direct All Aspects Of The Work, You Must Have Specific Knowledge And Experience In At Least One Of The Following Fields

• human resources management
• negotiating and drafting contracts
• finance and budget control
• scientific grants management

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation.

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

Enjoy Lots Of Benefits

• Financial incentives: Salary free of income tax, Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
• Flexible working arrangements
• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
• Generous time off: 30 days annual leave per year, in addition to public holidays
• Relocation package including installation grant (if applicable)
• Campus life: Free shuttle bus (select sites), on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
• Family benefits: Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances
• Benefits for international newcomers: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.
• For detailed information please visit our employee benefits page.

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page, to find out more.
• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes.
• Diversity and inclusion: At EMBL, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ+ & individuals from all nationalities.
• How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date.

Closing Date: 14/05/2025