1 Administrator - Grant Evaluation

The ESF is a non-profit organisation dedicated to the support of science operations through high level partnerships with research organisations. We operate in the EU and wider European environment and collaborate with major scientific stakeholders. In the frame of our development, we invite applications for an Administrator- Grant Evaluation.

The mission of the position is to provide optimal administrative support to the implementation and coordination of the Grant Evaluation (GE) activities.

This position will involve:

  • Supporting the GE team in maintaining the framework required for the efficient implementation and coordination of Grant Evaluation activities (supporting and adapting the online platform structure to specific missions, drafting operating procedures and guidelines for specific missions);
  • End to end coordination of tasks and resources (e.g. Administrative Assistants and Research Associates) to deliver standardised/recurring Grant Evaluation missions according to established procedures;
  • Supporting the team in monitoring the Grant Evaluation missions process in accordance with the mission contractual requirements and developing monitoring tools and guidelines to support the delivery of the grant evaluation support to the required standards (e.g. gender and geographical balance of reviewers or any other specific requirements from the partner);
  • Supporting review panel meetings organisation: drafting meeting documents, coordinating logistical organisation of the on-site and virtual meetings and making optimal and cost-effective travel arrangements as requested;
  • Ensuring high-quality documentation for meetings is provided in an appropriate form and in a timely manner. Documentation will include draft agendas and supporting papers and action sheets and minutes as necessary;
  • Developing and providing training, guidelines and technical support to ESF administrative assistants;
  • Ensuring the follow-up of actions as necessary;
  • Coordinating Purchase Orders and verifying /controlling invoices of Research Associates involved in the Grant Evaluation missions, and coding/processing these invoices in “Vdoc” (ESF accounting tool);
  • Overseeing the expert honoraria payments for specific Grant Evaluation missions;
  • Entering and updating relevant data into ESF information systems, in compliance with ESF Procedural Rules;
  • Acting as a contact point for scientists involved in ESF Grant Evaluation activities;
  • Supporting the development and maintenance of the College of Experts, including communication with experts and expert invitation campaigns;
  • Maintaining and updating relevant Web pages and providing support for ESF information and communication activities (newsletter, webpages…);
  • Undertaking other administrative tasks related to the Grant Evaluation activities (monitoring invitation process, etc).

The Administrator should demonstrate the following competencies: 

  • Degree or equivalent administrative/secretarial qualifications with a minimum experience of 2-5years, preferably in an international environment;
  • Proven administrative experience of the organisation of meetings and travels and knowledge of office procedures;
  • High standard of spoken and written English as the working language;
  • Good knowledge of MS Office systems (especially Excel) and experience and interest in working with online databases and in an online environment;
  • Knowledge of financial and budgetary control;
  • Good organisational skills and capacity to deliver on allocated tasks and respond in a timely manner to deadlines;
  • Ability to manage priorities;
  • Task-orientated, responsible and autonomous, and continuously improvement-minded;
  • Strong inter-personal and communication qualities within a multi-national context, including discretion, diplomacy and tolerance;
  • Transparency in working and a team-orientated work ethic (both in terms of Unit and corporate working);
  • Commitment to “customer care” with colleagues throughout the organisation and to ensuring external customer satisfaction;
  • Positive and constructive attitude.

Employment conditions:

  • The position is expected to be full-time (100% FTE) and will start as soon as possible.
  • Permanent contract (CDI).
  • The person selected for the position will be working from the ESF Headquarters in Strasbourg.

Please send your application (cover letter + CV in English) by 21 January 2022 to jobs[at]esf[dot]org quoting the following reference ADMINGE2022. Interviews will be held in Strasbourg on 25 January 2022.

The ESF will not discriminate, nor allow its staff to discriminate, against any member of staff or applicant for employment or ex-employee on the basis of gender (including in cases of pregnancy or maternity); age; ethnic, national or social origin; religion or belief; sexual orientation; disability; political opinion; social or economic condition or health.


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