Finance Manager

 We're hiring! Looking for a finance specialist to support our events programme. The external training team at EMBL Heidelberg consists of around 30 dedicated staff who deliver EMBL’s mission of providing exemplary life sciences training. Our work helps position the laboratory as Europe’s premier hub for learning and collaboration in molecular biology. Be a part of this international unit that produces a programme of world-class courses, hybrid conferences and cutting-edge events.

If you have what it takes to manage the dynamic income and expenditure budgets of an international events operation and could join us in Heidelberg soon, we're keen to meet you. The job is full-time, based in Heidelberg, Germany, with flexibility to work partially remotely around the needs of the programme. Our offices are above our Advanced Training Centre venue, with views over the forest.

This financial management role works closely with the leadership team for External Training, providing regular, accurate and up-to-date financial forecasts to ensure effective management of our resources. You’ll also contribute to strategy yourself - from a finance perspective - proposing improvements and solutions to challenges. On an operational level, you’ll support the team as a whole, on a day-to-day basis, taking ownership of our financial processes as our finance specialist.

Your Role:

Financial management:

 ●  At the centre of your role is the preparation and monitoring of budgets for the events programme at EMBL Heidelberg . Forecasting at both the level of individual training courses, conferences and events and for the programme as a whole, whilst doing the same for the annual salary and office budgets, you’ll always have the full picture in sight as you steer the leadership team in balancing our annual income with our expenditure.    

●  Control costs and revenues and periodically present current status and annual forecasts for budgets to the leadership team, advising heads of any forecast variances and preparing action plans to keep the finances on course.

●  Monitor the budget and expenditure of externally funded projects and ensure project managers are informed of each project’s financial position

●  Maintain the financial processes and policies by which the team operates including: supplier invoice management, billing and routing of income from registration fees, grants, sponsorship and other contributions, speaker travel reimbursements. Support and guide the team in their delegated financial responsibilities.

●  Oversee the allocation of ‘financial assistance’ funding to be awarded to event participants by ensuring processes and guidelines are well written and kept up to date; communicate any changes in processes to event organisers; monitor and report on the financial assistance throughout the year

●  Prepare the financial element of applications for external and internal funding opportunities, notably for the twice yearly ‘EMBO Courses and Workshops’ application rounds’

●  Liaise with the head of finance and senior members of the finance teams on behalf of the training departments

●  Ensure the team follows best practice in financial operations and complies with both EMBL internal policies and external requirements

●  Serve as software and account manager for the payment gateway provider for the event registration system.

●  Cost control and benchmarking to ensure the training team both obtains and provides value for money in it’s operations

Strategic and leadership:

●  Input to the operational and financial aspects of the EMBL External Training strategy

●  Build and maintain successful working relationships with 25 to 30 events, marketing , admin’ and scientific colleagues and be on hand to support with any day-to-day financial queries

●  Represent the training team by acting as principal liaison in relationships with key internal partners, suppliers and service providers

●  Initiate and work on ad-hoc projects that continually improve the financial operations of the team

●  Contribute as a panel member to the recruitment, on-boarding and development of new team members 

You Have:

●  University level education and appropriate accountancy or financial management qualifications (eg. ACCA, CIMA, CCAB or CPA)

●  Minimum of 3 years experience in project and financial controlling, business partnering and / or management accounting

●  Sound knowledge of budgetary control and accounting concepts

●  Experience of financial management for projects, programmes (or comparable activities) that include managing both revenue and expenditure,

 ●  Ability to work both in a multi-disciplinary, collaborative team environment and to work independently. 

●  Solid business acumen and an aptitude for business development

●  Full fluency in English a must, with excellent communication and interpersonal skills

●  Solid knowledge of the usual Microsoft Office and Google Suite software packages, including advanced skills with Excel and Sheets

●  Ability to work effectively with financial and non-financial stakeholders at various levels of seniority.

●  Ability to tailor approach to different working practices and cultures, establishing excellent working relationships with diverse colleagues in an international environment. 

You might also have:

●  Proficiency in accounting software (SAP or Workday is preferred)

●  German language skills

●  Experience of working on the administration of academic research grants

●  Experience working in: an international organisation, an academic or not-for-profit environment, the meetings and events or training sectors.   

Contract length:

3 years (renewable to a maximum of 9 years)

Salary:

Grade 5 or 6 dependent on relevant skills and experience

Interviews:

Initial virtual interviews are planned for Monday 5 May with onsite interviews in Heidelberg a week later on Monday 12 May.

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation. 

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

Enjoy lots of benefits:

• Financial incentives: Salary free of income tax, Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances

• Flexible working arrangements

• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)

• Generous time off: 30 days annual leave per year, in addition to public holidays

• Relocation package including installation grant (if applicable)

• Campus life: Free shuttle bus (select sites), on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)

• Family benefits: Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances

• Benefits for international newcomers: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.

• For detailed information please visit our employee benefits page here

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page, to find out more.

• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.

• Diversity and inclusion: At EMBL, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ+ & individuals from all nationalities. 

• How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date.

Closing Date