Grants Officer

European Molecular Biology Laboratory

Length of contract
3-9 years

About the Organisation

 European Molecular Biology Laboratory (EMBL) was set up to promote molecular biology across Europe, and to create a centre of excellence for training Europe's leading young molecular biologists. It is a non-profit, intergovernmental organisation funded by 28 member states, with funding secured from external funding bodies. EMBL has a long and successful history in identifying and obtaining external funds to further enhance its research activities. EMBL currently receives more than €70m a year in such funding income from an increasingly wide range of funders.

This currently equates to approximately 400 active awards and 350 to 400 applications for external funding per year. Major funders include the European Commission, the European Research Council (ERC), the US National Institutes of Health, and other charitable organisations (Volkswagen Foundation, Chan Zuckerberg Initiative, etc.). EMBL also receives funding from national organisations in the countries it is based, like the German Ministry for Education and Research (BMBF), the French National Research Agency (ANR), and the UK Research and Innovation (UKRI), among others.

About the role

The Grants Office is a friendly, communicative team. The work is varied, and you will have autonomy to develop and improve processes in a dynamic, international working environment. As Grants Officer, you will work collaboratively with PIs and a number of other teams (Budget Office, Legal Services) to provide a professional service for pre- and post-award grant administration. You will act as the main liaison in the management of financial, legal, and grant compliance matters on grant proposals and active grants. You will have a large portfolio of applications and grants, including postdoctoral fellowships and large collaborative projects.

In this role, you will successfully identify funding sources, manage relations with research funding bodies, and understand the management of grant compliance and contracts. You will need to be confident in conducting organised communication with and between external partners, funding bodies, professional legal, HR, and intellectual property advisors, as well as other members of the EMBL administrative team.

You will need to be able to communicate equally well with scientists, administrators, and management and demonstrate a history of proactive management of projects and problems. The work is varied, and you will have autonomy to develop and improve processes in a dynamic, international working environment.

Responsibilities

• Provide support to identify sources of external funding and disseminate information on funding opportunities, eligibility, procedures, and deadlines;
• Provide professional advice to EMBL PIs on the administrative, financial, and general compliance requirements laid down by different funding bodies;
• Provide training to scientists at different career stages about funding opportunities and support in developing grant applications.
• Provide costings for applications for external funding and assist applicants in using online submission systems.
• Ensure that all internal and external administrative stages are completed on time.
• Coordinate the review of contracts, collaboration agreements, and other related grants contractual documents, and contribute to the review of operational clauses.
• Manage the signature process of Grant Agreements and collaboration agreements;
• Coordinate reporting to funders with PIs, Budget Office and other teams as necessary;
• Coordinate, in conjunction with the relevant project manager for large collaborative projects, the administrative processes relating to the submission, contract negotiation, and management of projects;
• Meet with PIs regularly to discuss research portfolio status and upcoming applications.
• Respond to general queries regarding applications and awards from other Administration colleagues.
• Routine office duties such as the input of application and award documentation in the EMBL CRIS system, inbox management, filing and record keeping, maintenance of grant-related intranet information, and maintenance of funders’ information and rules, especially as these affect EMBL.
• Undertake training and development activities to ensure skills are kept relevant and up to date.

Skills, Competencies, & Experience

• Experience in the administration of research grants and contracts;
• An understanding of the research grant process, funders, and landscape.
• Computer literacy using Word, Excel, and Google Suite, and the capacity to pick up new systems quickly;
• Ability to organise and prioritise your workload to work independently.
• Capability to handle a heavy workload and meet deadlines.
• High level of accuracy and attention to detail;
• High degree of numeracy and are confident with figures;
• Ability to identify potential problems and solve them.
• Sound communication skills, excellent spoken and written English;
• Ability to work independently but as part of a wider administration team.
• Ability to manage highly confidential matters with diplomacy and tact.
• Proven administrative skills in a grant-making or receiving organisation;
• Understanding and empathy of an international research environment and life sciences;
• Experience of working in an academic/educational environment;
• Experience in working with SAP/Workday;
• Experience in dealing with staff from several other countries.

Required Qualifications

• Educated to degree level

Compensation & Benefits

• 30 days Annual Leave 
• Salary Free of Income Tax, Annual Salary Review
• Child and Non-Resident Allowances
• Pension Scheme, Monthly Family & Death Benefit
• Accident at Work and Unemployment Insurance
• Private Medical Insurance 
• Prescriptions and Generous Dental & Optical Cover
• Public Holidays Relocation Package 
• Kindergarten (Heidelberg), 10 days of child sick leave
• Generous paid maternity/Parental leave
• Monthly family & Child allowances; Visa Exemption, 
• Education grants for private schooling,
• Monthly non-resident allowance

Conditions of employment

• You must have the right to work in the EU

Working locations

• Hybrid model, working in the Heidelberg office and remotely

How to apply

• To apply, please submit a cover letter and a CV through our online system. Application deadline 27th April at 23:59 CET
• If you have any questions about our vacancies or the status of your application. Contact us at: [email protected]

Interviews

• We plan to hold introductory meetings with selected candidates remotely starting on 2nd May 2025, with remote panel interviews likely to take place on the week commencing 12th May 2025.

Policies

• 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.

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