[ES_JOBS_NET] Job Vacancy at ECMWF for: Senior Administrator, Bologna, Italy Closing date: 22.05.19

Julie Palmer Julie.Palmer at ecmwf.int
Wed Apr 24 10:55:36 MDT 2019

Dear Mailing list,

I am sharing the following job vacancy for:

Senior Administrator, Bologna, Italy
Position information

Vacancy No.: VN19-22

Department: Computing

Grade: B6

Section: Data Centre Operations

Job Ref. No.: STF-C/19-22

Reports to: Head of Data Centre

Publication Date: 24 April 2019

Closing Date: 22 May 2019

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 more details regarding ECMWF, see www.ecmwf.int/<http://www.ecmwf.int/>.
Summary of the role
ECMWF is moving its Data Centre to Bologna (Italy) in 2019. This role will play an import part in the initial set-up of the Data Centre and will be instrumental to the smooth running of the Data Centre Administration-related activities once it is fully functional. The incumbent will work closely with the Head of the Data Centre to provide support to the implementation of Administration-related activities at the Data Centre under the functional supervision of the relevant focal points in the Administration Department in ECMWF’s headquarters in Reading, UK. As part of a matrix organisation, this role will have a line reporting relationship to the Head of the Data Centre and a strong functional reporting relationship to the Administrative Department in the headquarters in Reading.

ECMWF’s Bologna Data Centre
The new datacentre in Bologna will be located on the site of the old Manifattura Tabacchi complex which is being converted into the Bologna Technopolo. The facility is in the process of being built and will open in September 2020. In the meantime, ECMWF operates from a temporary project office in the centre of Bologna.
Main duties and key responsibilities

Providing support to the implementation of Administration-related activities at the Data Centre, in close coordination with the Head of Data Centre and under the functional supervision of the relevant focal points in the Administration Department in ECMWF’s Headquarters in Reading, UK
Supporting the Human Resources (HR) team with the management of local suppliers such as relocation agents, medical services, language training providers, external training providers etc, initiating service requests and resolving problems
Supporting the HR team with the administration of ID card requests and other requirements linked to the Centre’s privileges and immunities (e.g. cars, etc.) and acting as local focal point for staff and Ceri for key documents
Supervising the implementation of Facilities Management (FM) related contracts in liaison with the FM team, and liaising with local suppliers as applicable
Ensuring, in coordination with the FM team, the implementation and application of specific FM policies such as Health and Safety and monitor dedicated security systems
Performing other FM tasks such as space planning, management of office furniture, general maintenance, waste management and related clerical support
Working with the Finance team on VAT related aspects
Accounting for and the reconciliation of credit card purchases and petty cash
Supporting the Finance team with the management of local suppliers in matters related to ordering, billings and payments as appropriate
Supporting the Legal Services team by acting as local liaison with local law offices
Identifying potential legal issues arising and liaising with Legal team to support their resolution
Supporting budget holders in running Data Centre specific procurements to a maximum value of £10k and the Procurement team for procurements of a higher value
This role will also involve occasional business travel to the Headquarters (UK) and to Rome
Personal attributes
·        Excellent organisational skills
·        Solution-oriented with a willingness to take a proactive lead in resolving issues in area of responsibility as required
·        Self-motivated, with a proactive approach, with the ability to work independently with minimal supervision
·        Excellent interpersonal and communication skills, including listening to and respecting the views of others
·        Ability to work under pressure and to tight deadlines
·        Flexible approach and ability to adapt to changing work priorities
·        Ability to interact with others and to act as a representative ECMWF to visitors and relevant local authorities
·        Interest in working in an international environment
Qualifications and experience required


Higher standard of education (National Vocational Qualification EQV level 4).


Strong demonstrated relevant professional experience in an administrative/ project management/facilities or office management capacity.

Experience of working in diverse teams within an international environment or an International Organisation would be highly desirable.

Knowledge and skills (including language)

Strong Microsoft Office skills are essential.

Knowledge of project management processes would be desirable.

Fluency in in both Italian and English, both orally and in writing is essential.

Interviews will be conducted in English.

Other information
Grade remuneration
The successful candidate will be recruited at the B6 grade, according to the scales of the Co-ordinated Organisations and the annual basic salary will be €57,619.08 NET of tax.
This position is assigned to the employment category STF-C as defined in the Staff Regulations. ECMWF offers an attractive salary package and the successful candidate will also be eligible to join the ECMWF Pension Scheme and will also be covered by Cigna, the Supplementary Health Insurance Scheme.

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: As soon as possible.
Length of contract: Four years with possibility of a further contract.
Location:  The position will be located in the Bologna area, in Emilia-Romagna, Italy. The successful candidate should be prepared to undertake occasional business travel to the UK and to Rome.  There will be a short induction period in the UK.
How to apply
Please apply by completing the online application form available at www.ecmwf.int/en/about/jobs.
To contact the ECMWF Recruitment Team, please email jobs at ecmwf.int.

At ECMWF, we consider an inclusive environment as key for our success. We are dedicated to ensuring a workplace that embraces diversity and provides equal opportunities for all, without distinction as to race, gender, age, marital status, social status, disability, sexual orientation, religion, personality, ethnicity and culture. We value the benefits derived from a diverse workforce and are committed to having staff that reflect the diversity of the countries that are part of our community, in an environment that nurtures equality and inclusion.

Staff are usually recruited from among nationals of the following Member States and Co‑operating States:
Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Hungary, Germany, Greece, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Montenegro, Morocco, the Netherlands, North Macedonia, Norway, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.
Staff from other countries may be considered in exceptional cases.

Julie Palmer
Recruitment and Talent Management Officer
ECMWF | HR Section
e: julie.palmer at ecmwf.int<mailto:julie.palmer at ecmwf.int> t: +44 1189 49 9161

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