Project Administrator

ECMWF - European Centre for Medium-Range Weather Forecasts

Reading, United Kingdom

1. Position information

Vacancy No.: VN15-39
Department: Research
Grade: A2
Section: Director of Research’s Office
Job Ref. No.: STF-PL/15-39
Reports to: Director of Research
Publication Date: 10 June 2015
Closing Date: 14 July 2015

2. About ECMWF*

ECMWF is both a research institute and a 24/7 operational service, producing and disseminating numerical weather predictions to its Member States. ECMWF carries out scientific and technical research directed to the improvement of its forecasts, collects and processes large amounts of observations, and manages a long-term archive of meteorological data. Satellite and in situ observations provide the information for up-to-date global analyses and climate reanalyses of the atmosphere, ocean and land surface.

For details, see www.ecmwf.int/.

3. Summary of the role

The Project Administrator will oversee and coordinate the entire life cycle of projects under the funding frameworks of the European Commission and also from other external funding sources such as the European Space Agency (ESA), and the European Organisation for the Exploitation of Meteorological Satellites (EUMETSAT). To ensure success, the Project Administrator will collaborate with internal and external partners and liaise with the funding agencies. He or she will be required to exploit economies of scale across individual projects to reduce coordination costs and risks. The successful candidate will also act as an interface between the scientific groups and the internal administration within ECMWF, such as Finance, Human Resources, Legal, Procurement, Outreach and Communications.

4. Main duties and key responsibilities

The key responsibilities of this role include:

• Supporting project proposals: partner constellation, management structure, conformity with call requirements and guidelines, proposal editing and submission;
• Supporting the consortium in the grant agreement preparation phase;
• Drafting consortium agreements;
• Monitoring progress against work plan objectives, deadlines, milestones and deliverables;
• Managing all governance bodies’ meetings and consortium meetings, including the preparation of the agenda and minutes and any follow-up tasks;
• Supporting operational preparation and the editing of scientific reports (including progress reports and deliverable reports) to the funding body;
• Managing the budget and preparing financial reports for the funding body;
• Preparing operational support in the dissemination, finalization and distribution of all contractual work;
• Acting as a helpdesk to the consortium for administrative, financial and contractual matters;
• Ensuring appropriate communication related to the project, i.e. regular updates for website and project platform; operational lead in drafting press releases and newsletters; and use of social media for dissemination, public engagement and communication;
• Coordinating the work across the departments;
• Investigating future funding opportunities.

5. Personal attributes

• Excellent interpersonal and communication skills;
• Excellent oral, written and presentation skills;
• Ability to work proactively and independently;
• Ability to prioritize work and manage time effectively;
• Excellent analytical and problem-solving skills;
• Attention to detail;
• Ability to meet tight deadlines;
• Excellent organisation skills.

6. Qualifications and experience required

Education

A university degree in sciences or engineering, together with a project management qualification or equivalent experience.

Experience

At least five years of experience in managing complex (multi-partner) research and development projects.

Some knowledge of funding requirements of EU Research Framework programmes as well as an in-depth knowledge of Horizon 2020 funding rules would be highly desirable.

Excellent working knowledge of Microsoft Office package (Word, Excel, PowerPoint) as well as web content management.

Language

Candidates must be able to work effectively in English and interviews will be conducted in English.

A good knowledge of one of the Centre’s other working languages (French or German) would be an advantage.

7. Other information

Grade remuneration

The successful candidate will be recruited at the A2 grade, according to the scales of the Co-ordinated Organisations and the annual basic salary will be £54,776 net of tax. This position is assigned to the employment category STF-PL as defined in the Staff Regulations.

Full details of salary scales and allowances are available on the ECMWF website at www.ecmwf.int/en/about/jobs, including the Centre’s Staff Regulations regarding the terms and conditions of employment.

Starting date: 1 October 2015, or as soon as possible thereafter.

Length of contract: Four years.

Location: The role will be based in the Reading area, in Berkshire, United Kingdom.

8. How to apply

Please apply by completing the online application form available at www.ecmwf.int/en/about/jobs.

ECMWF has an Equal Opportunities Policy and applications from all suitably qualified candidates are welcome.

Staff are usually recruited from among nationals of the Member States and Co-operating States.

Staff from non-ECMWF States may be considered in exceptional cases where there is a strong need for a particular competency.

* The ECMWF Member States are Austria, Belgium, Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Italy, Luxembourg, the Netherlands, Norway, Portugal, Serbia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.

The ECMWF Co-operating States are Bulgaria, Croatia, Czech Republic, Estonia, former Yugoslav Republic of Macedonia, Hungary, Israel, Latvia, Lithuania, Montenegro, Morocco, Romania and Slovakia.