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Grants Administrator

2 weeks ago

Saffron Walden, Essex, United Kingdom Murnen Design Full time

We are looking for a Grants Administrator to join our thriving Grants Office based in Hinxton, Cambridgeshire.

You will be part of the pan-EMBL Grants Office with team members based in Heidelberg (Germany), Hinxton (UK), Grenoble (France) and Barcelona (Spain). You will be based at EMBL-EBI in the UK, reporting to the Grants Management Specialist and Supervisor. In this role, you will collaborate closely with colleagues in the EMBL-EBI Grants Office as well as team members across other EMBL sites. This position is ideal for a proactive and self-motivated individual with strong organizational and planning skills, who thrives in a team-oriented environment and is committed to achieving shared goals.

EMBL-EBI has a successful history in identifying and obtaining external funds to further their activities. The EMBL-EBI Grants Office supports a high number of applications for external funding per year, and the current external grant income to EMBL-EBI is in excess of €43.7 million per annum from over circa 180 active awards. Major funders include the European Commission, the US National Institutes of Health, UK Research and Innovation Councils, Wellcome, and other charitable organisations (e.g., Chan Zuckerberg Initiative, Cancer Research UK).

We are in the process of upgrading our ERP system and are seeking a highly motivated individual who is eager to drive process changes within a dynamic, international work environment. This role is a versatile and essential support position within the Grants Office, involving a range of administrative and operational responsibilities. The successful candidate will coordinate the involvement of the Grants Office in shared administrative processes with other offices; such as liaising with HR, Research Management Office and Budget Office regarding finance approvals.

You will also be working on improving the Grants Office's internal communication; including intranet and training materials, in coordination with colleagues in the Heidelberg Grants Office.

Main Duties and Responsibilities

Please note: The percentage of current work allocation may be subject to change with the implementation of the new ERP system.

  • (75%) Coordinate the financial approval of personnel changes at EMBL-EBI

    • Prepare and track change in commitment forms, contract renewal forms, and new recruitment.

    • Liaise with Grants Officers, Research Management Officers and the GTLs to obtain necessary authorisations for approval of personnel forms.

Remaining 25% of time to be spent on:

  • Be the main point of contact for EMBL - EBI Grants Office intranet development, including:

    • Prioritising content development.

    • Develop and publish structured content with other members of the Grants Office.

  • Independently run monthly processes, such as:

    • Distribution of current list of cost centres from SAP reports (EMBL-EBI).

    • Applicable exchange rates from OANDA (EMBL-EBI).

    • Check main funder sites for applicable funding opportunities (Pan EMBL).

    • Check main funder sites for new policy updates (Pan EMBL).

  • Arrange meetings, including booking rooms, writing and disseminating meeting minutes (Pan EMBL).

  • Assisting the Grants Officers with implementing records management processes and archiving (Pan EMBL), including maintaining the EMBL-EBI Grants e-mail inbox, including tagging of tasks to members of the team, archiving generalist information.

  • Streamline and standardise the various grant guidance documents across the different sites into a central repository (Pan EMBL).

You have

  • Competency working with Microsoft Excel.

  • High degree of numeracy.

  • Excellent analytical and technical skills.

  • Ability to prioritise, organise, and work independently.

  • High level of accuracy and attention to detail.

  • Ability to identify potential problems and solve them.

  • Excellent spoken and written English.

  • Ability to communicate clearly and succinctly.

  • Understanding of sensitivities around data protection.

  • Ability to work independently and as part of a wider administration team.

You may also have

  • Experience working in administration (esp. HR/finance).

  • Experience in Life Sciences.

  • Experience of administration of grants and contracts.

  • Project Management experience and/or knowledge.

  • Experience in writing and communications.

  • Experience in training activities.

  • Experience in dealing with staff from a number of other countries and understanding cultural differences.

Apply now Benefits and Contract Information

  • Financial incentives: depending on circumstances, monthly family/marriage allowance of £272, monthly child allowance of £328 per child. Non resident allowance up to £556 per month. Annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances.

  • Hybrid 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 eight bank holidays.

  • Relocation package including installation grant (as applicable).

  • Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely).

  • Family benefits: On-site nursery, child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances.

    • Contract duration: This position is a 3 year contract renewable up to 9 years.

    • Salary: Monthly salary starting at £2995 after tax but excl. pension & insurances) + benefits (Total package will be dependent on family circumstances).

    • International applicants: We recruit internationally and successful candidates are offered visa exemptions. Read more on our page for international applicants.

    • Diversity and inclusion: At EMBL-EBI, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ+ and individuals from all nationalities.

    • Job location: This role is based in Hinxton, near Cambridge, UK. You will be required to relocate if you are based overseas and you will receive a generous relocation package to support you.

To apply, please submit a covering letter and CV via our online system. Applications will close on 02/03/2025.

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