Application Deadline:20 December 2024

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General information

Offer title: Administrative Assistant

Reference: ASS-ADM-24-4

Number of positions: 1

Workplace: via E.Amaldi 5/7, Loc. S.Stefano a Macerata – Cascina (Pisa)

Date of publication: 21 November 2024

Type of Contract: “Collaboratore di Amministrazione” (Administrative Assistant)

Contract Period: 12 months, with the perspective of a permanent contract upon expiry

Expected date of employment: The earliest possible

Proportion of work: Full time

Remuneration: 32.431,10 annual gross (Liv.V Fascia 3)

Desired level of education: High-school diploma in the scientific, classic or accountancy field;

Experience required: not required

Sections: Administration Department

Missions

The EGO Consortium is opening a position for the search for a candidate who will work as an administrative assistant in the procurement team and in the finance team of the EGO Administration Department.

Activities

The candidate will have to:

• Draft administrative documents and contracts.
• Manage of tender procedures preparatory to the purchase of goods and services.
• Creation of expense commitments with Italian and foreign suppliers.
• Registration of invoices and organization of the payment agenda.
• Preparation of budget and financial statement in collaboration with the accountant Other activities related to purchases and budget.

Essential Skills

• High-school diploma in the scientific, classic or accountancy field;
• No criminal convictions.

Other Skills

One or more of the following will be an asset:

• Good knowledge MS word and excel;
• Good knowledge Italian language;
• Good knowledge of English language;
• good knowledge of the administrative documentary process of awards and tenders;
• knowledge of public contracting and public procurement procedures;
• previous experience in drafting administrative acts and tender documents;
• previous experience in accounting, invoice registration and budget drafting;
• being a dynamic, precise, resourceful person with excellent interpersonal and organizational skills, who can work in a team with optimal problem-solving skills and strong results orientation.

Work context

The European Gravitational Observatory (EGO) is seeking an administrative assistant to join the Virgo Administrative Department in the procurement office.

EGO is an international consortium, founded by INFN and CNRS to foster European collaboration in gravitational-wave research. EGO is located in Cascina, near Pisa – Italy, and hosts and operates the gravitational-wave detector Virgo, a 3 km-long laser interferometer (ITF). The Virgo project involves the participation of about 130 institutions with more than 800 scientists, engineers and technicians from France, Italy, the Netherlands and other 13 European countries.

EGO welcomes applications from all suitably-qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, color, religion, belief, or sexual orientation.

Selection procedure

Only candidates who meet the above essential required qualifications and experience are admitted to the selection procedure. The evaluation of the candidates admitted to the procedure is assigned to a Selection Board appointed by the Director of EGO. The Selection Board will determine the evaluation criteria in the first meeting. The first phase of the selection will be based on a review of the Application Forms and other documents received in line with the abovementioned essential and desired requirements. Only candidates who have obtained the minimum score established by the Selection Board in the first meeting will be able to access to the second phase of the selection, which will consist of an interview. During the interview the Selection Board will verify the skills.

At the end of the interviews the Selection Board will draw up a ranking of the candidates who obtained at least the minimum score established during the first meeting.

The completion of the hiring is subject to Italian law D.Lgs. 81/08 art.41 “Sorveglianza Sanitaria”. The EGO Consortium has the free right not to proceed with the recruitment.

Privacy policy

Controller: European Gravitational Observatory – email: ego-gw@pec.it

Responsible for data – email: privacy@ego-gw.it

Under Article 13 of UE Regulation (EU) 2016/79 of the European Parliament and of the Council, required personal data will be exclusively collected and treated for purposes strictly connected to the selection procedure also with the use of computerized procedures, according to current law and regulations concerning the implementation of this kind of activity.

Providing such data to EGO is necessary for the evaluation of participation requirements and of the holding of titles; failure to provide these data may compromise such evaluation.

Data will be kept only for the period required by the selection, evaluation and audit procedures. EGO guarantees each person the right of access to personal data, as well as the rectification, or erasure or restriction of them, as well as the right to object to their processing; such requests shall be addressed to privacy@ego-gw.it.

Applicants have to:

Candidates can send their CV and the EGO Application Form together with a cover letter and eventual reference letters, to jobs@ego-gw.it quoting the reference number of this vacancy notice.

Constraints and risks

No elements

The Director
Prof. Massimo Carpinelli