External Relations Administrator

The Communications and External Relations Division at the European Spallation Source (ESS) in Lund, Sweden, invites applications for an External Relations Administrator position.

Description of directorate/division/group

The External Relations Administrator will report to the Group Leader External Relations & European Projects. This Group is part of the ESS Communications and External Relations division, which is in charge of strategic and operation activities relating internal and external communications and stakeholder relations.

Description of main responsibilities

As External Relations Administrator your main responsibilities will be to manage and administrate following tasks:



• Weekly screening of relevant open calls and tenders on national and international level

• Setting-up, up-dating, and maintaining documents, which prove the exclusion and selection criteria in calls and tenders (e.g. CVs, scientific publication lists, balance sheets, case studies etc.)

• Management of the timely submission of all necessary reporting to grant providers and project leaders

• Supporting the drafting grant applications

• Supporting the management of existing grants, i.e.

- Project coordination of grants where ESS is the project leader
- Interface to grant authority or project leader
- Ensuring the timely and complete delivery of requested project and financial reporting



• Support of In-kind contribution activities

• Supporting the external relations and stakeholder management:

- Organization and follow-up of Partner activities in ESS member countries
- Support of the management of the ESS ILO Network
- Support the coordination and organization of formal non-procurement relationships and activities with industrial partners



• Maintenance of the address database and External Relations management tool

• Process invoices, reimbursements, purchase requests and time reporting for employees and consultants

• Contact point between the division and service functions within ESS

Qualifications

To be successful and perform well in this position, you have:



• At least 3 years experience from a similar role

• Very good skills to identify, gather and present relevant information

• Ready to adapt to a fast paced work environment

• Fast and accurate computer skills, MS Office are a must. Proficiency with Mac computers is an advantage

• Experience of working in an international environment is essential

• Excellent oral and written English skills are a prerequisite; knowledge of other European languages would be an advantage

We truly believe that to enjoy and perform in this position, you consider these following competencies as a significant part of your character. You are detailed oriented and committed and dedicated to tasks within the area for external relations. 

The position is a two-year temporary employment. Your work place will be situated in Lund, Sweden.

What ESS can offer

At ESS we offer people with talent and passion a unique opportunity to be involved in the development and building of a world leading facility for materials research. Besides attractive employment and relocation conditions, the flexibility to balance work life with private life and good opportunities to further enhance your skills; you will also enjoy being part of an organizational culture that promotes and supports internal career growth. We pride ourselves in having successful collaboration across different functions, and as the facility continues to grow we will keep nurturing the international and vibrant environment welcoming people from all across the world.

Application & Contact

Please provide your curriculum vitae and covering letter in English by clicking on “apply” and following the instructions. Please note we only accept applications via the ESS website.

The deadline for applications is 10th of August 2014. For further information regarding the position please contact Ute Gunsenheimer, ute.gunsenheimer[at]esss.se and for further information regarding the recruitment process, please contact HR Officer, Kristina Bacos, kristina.bacos[at]esss.se. 

We look forward to receiving your application.