[ES_JOBS_NET] ECMWF Job for: Senior Executive Assistant, Grade B6, Ref.: VN21-05, Closing Date: 25 March 2021

[ECMWF Recruitment Team]

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Thank you,
Julie Palmer


Senior Executive Assistant

1.    Position information



Vacancy No.: VN21-05

Department: Computing

Grade: B6

Section: n/a

Job Ref. No.: STF-C/21-05

Reports to: Director of Computing

Publication Date: 19 February 2021

Closing Date: 25 March 2021

Location: Reading, Berkshire, UK



2.    About ECMWF

ECMWF is both a research institute and a 24/7 operational service, producing numerical weather predictions for its Member and Co-operating States as well as users around the world. ECMWF carries out scientific and technical research and analysis aiming to continuously improve global prediction. ECMWF processes in its high-performance computing facility large amounts of observations to provide up-to-date global analyses and climate reanalyses of the atmosphere, ocean and land surface. For details, see www.ecmwf.int/<http://www.ecmwf.int/>



Over the years, ECMWF’s partnership with the European Union has grown, and in 2014 ECMWF became an entrusted entity to operate the Copernicus Atmosphere Monitoring Service (CAMS) and the Copernicus Climate Change Service (C3S) on behalf of the European Commission until mid-2021 and ECMWF is preparing plans for the next phase of the Copernicus Programme for the period 2021-2027.



ECMWF operates from its headquarters in Reading, UK, and its data centre in Bologna, Italy. In 2021, ECMWF will open an additional office in Bonn, Germany.



The Computing Department is responsible for the strategy, design and 24/7 service provision of ECMWF’s mission-critical ICT infrastructure and services. State-of-the-art high-performance computing (HPC) facilities, storage solutions to support the world’s largest meteorological data archive and ICT solutions for the organisation are core of the Department’s mission.

More than 60 technical and engineering staff, located in Reading and Bologna, provide ICT services and support to users of the ECMWF Departments of Research, Forecasts, Copernicus and Administration, as well as ECMWF’s external users in Member States and Co-operating States.

The Computing Department actively researches the technology landscape for the benefit of ECMWF’s future operations of ECMWF’s highly demanding 365/24/7 HPC facility and supporting data archive, ensuring resilient and mission-critical computing services.

3.    Summary of the role

ECMWF has an exciting opening for a Senior Executive Assistant in the Computing Department.

The primary function of this position is to provide day-to-day executive support to the Director of Computing as well as to act as the focal point for the Computing Department. The Senior Executive Assistant will report to the Director of Computing and they will also provide support in the formulation and implementation of annual work plans and activities to ensure the Computing Department meets its required deadlines. The role will also provide support to the wider department of around 60+ highly-motivated professional technical staff distributed over two duty stations in Reading, United Kingdom, and Bologna, Italy.

The successful candidate will be highly organised, with exceptional attention to detail and the ability to manage a busy and varied variety of tasks in a fast-paced environment.

Building trust and forging strong internal and external relationships will be key both across the department and across the wider organisation. We are seeking an individual with excellent communication skills, someone who is self-motivated, takes initiative, can manage their own workload and is willing to go the extra mile.

4.    Main duties and key responsibilities

Key responsibilities in supporting the Director of Computing:

·      Working closely with the Director of Computing in extensive calendar and diary management as well as planning meetings, answering correspondence, assisting in the preparation of presentations and planning and booking complex travel plans

Key responsibilities in supporting the Computing Department:

·      Acting as the department’s focal point for ECMWF’s activities relating to governing bodies and external stakeholders pertaining to the Computing Department and all associated administrative tasks

·      Arranging internal and external committee sessions, meetings and events including the Security Representative Meetings, including associated administrative tasks, minute taking and report writing, as required

·      Generating project reports for departmental activities

·      Supporting the Computing Department’s information management activities, creating and maintaining the intranet content and collaboration areas as well as web publishing as required

·      Maintaining the departmental document management and filing

·      Monitoring the contract management activities in the department and all associated tasks

·      Monitoring the department’s budget and other associated activities as required

·      Processing invoices, commitments for the department as well as the preparation of financial statements

·      Assisting in obtaining quotes and liaising with contractors and suppliers regarding the acquisition of technical equipment, renewal of maintenance contracts etc.

·      Tracking and maintaining the fixed assets for the Computing Department

·      Co-ordinating and booking mission travel

·      Initiating and advising in the review and implementation of policies and procedures and identifying best practices and continuous improvements

·      Any other duties as required to support the department





5.    Personal attributes

  *   Highly developed interpersonal, communication and active listening skills, with the ability to deal appropriately with challenging situations with diplomacy, discretion and maintaining strict confidentiality
  *   Ability to work collaboratively and independently with minimal supervision
  *   Excellent attention to detail
  *   Exceptional time management, planning and organisation skills and manage conflicting priorities
  *   Ability to work under pressure to meet tight deadlines

6.    Qualifications and experience required



Education

Candidates should have a higher standard of education (EQF Level 4).

Experience

Demonstrated experience of working in a similar function, preferably within an international context.

Experience of budgetary controls and working with spreadsheets to respond to departmental financial or budgetary enquiries.

Knowledge and skills (including language)

Advanced Microsoft Office skills (Word, Excel and PowerPoint) are required.

Strong written communication skills to draft and respond to departmental correspondence and enquiries.

Excellent time management skills to meet deadlines.

Excellent calendar management will be required.

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

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

7.    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 £59,512.68 net of tax. This position is assigned to the employment category STF-C 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: As soon as possible.

Length of contract: Four years, with the possibility of a further contract.

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

Successful applicants and members of their family forming part of their households will be exempt from immigration restrictions.

8.    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.

Please refer to the ECMWF Privacy Statement.  For details of how we will handle your personal data for this purpose, see: https://www.ecmwf.int/en/privacy.

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.



Applications are invited from nationals from ECMWF Member States and Co‑operating States, listed below:

Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Hungary, Germany, Greece, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Montenegro, Morocco, the Netherlands, Norway, North Macedonia, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.

Applications from nationals from other countries may be considered in exceptional cases.




Mrs Julie Palmer
Recruitment Officer
HR Section, Administration Department
European Centre for Medium-Range Weather Forecasts
Reading, UK | Bologna, Italy
e: julie.palmer at ecmwf.int<mailto:julie.palmer at ecmwf.int> | t: +44 118 949 9161
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