Deputy Head of Administration and Finance EMBO

Heidelberg, Baden-Württemberg (DE)
Attractive conditions and benefits appropriate to an international science organisation.
04 May 2018
18 May 2018
Contract Type
English, French, German

EMBO stands for excellence in the life sciences. We support talented researchers at all stages of their careers, stimulate the exchange of scientific information, and help build a European research environment where scientists can achieve their best work. The EMBO headquarters, located on the EMBL campus in Heidelberg, provides a stimulating international scientific setting. 

EMBO is a Swiss-registered non-profit organization, recognized as such also under German law. Its core activities are funded by the intergovernmental European Molecular Biology Conference (EMBC), consisting of representatives of the EMBC Member States.

EMBO is seeking an experienced and skilled Deputy Head of Administration and Finance. This position will support the Head of Administration and Finance in managing EMBO’s administration and finance unit. The job has been newly created to meet the increasing complexity of the organization’s administrative and financial requirements.

Specifically, the Deputy Head of Administration and Finance will have responsibilities in three areas:

  • Finances, controlling and accounting
  • Legal Affairs
  • Administration

Finances, controlling and accounting

  • Cross-checks transactions recorded by the accountants, ensuring adherence to the four-eye principle
  • Records business transactions
  • Monitors the Internal Control System, including IT related controls
  • Develops controlling activities and management reporting
  • Oversees risk management in conjunction with the Senior Project Coordinator (strategic, operating and finance risks)

Legal Affairs

Under the supervision of the Head of Administration and Finance: 

  • Monitors and adapts the financial rules & procedures of EMBO and EMBC, ensuring their harmonisation with non-profit law
  • Provides calculations of budgetary scenarios for the Indicative Scheme of EMBC, including five-year planning in conjunction with programme heads
  • Negotiates and ensures correctness of contracts with partners and suppliers


  • Oversees procurement and purchasing, including liaison with EMBL 
  • Calculates travel claims

This position will occasionally require duty travel and working outside of the normal working hours, in the evenings or during the weekend. The Deputy Head of Administration and Finance may be requested to perform additional tasks by the Head of Administration and Finance and the EMBO Director.

Qualifications and Experience

The Deputy Head of Administration and Finance will have a university or professional qualification in taxation or business, as well as a significant experience in the field of auditing, tax advising, accounting or similar, either in a non-profit or public institution, or in the private sector. In-depth knowledge of German non-profit tax regulations and law, as well as knowledge of the German social security system is essential. Excellent spoken and written command of English and German is a must; knowledge of French or another language of the EMBC Member States is an asset.

Outstanding time management, organisational and administrative skills are essential, as is great attention to detail. The candidate will have the ability to work both autonomously and as part of a team. A high degree of professionalism, integrity, and loyalty are key qualities expected of the candidate. The role will require coping with peaks of workload and the skill to keep deadlines while maintaining high quality standards even under stress.

A good command of standard office software packages as well as accounting software (Lexware, DATEV) is required.

Application Instructions

Please apply online through

Additional Information

The EMBO offices are located on the international EMBL life science research campus in Heidelberg, Germany. Heidelberg, home to around 150,000 people, is a vibrant university city offering high quality of life. EMBO is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international science organisation. The remuneration package comprises a competitive salary, pension scheme and health insurance, educational and other family-related benefits where applicable.

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.