Job Description
Your role
ECMWF has two exciting openings for Executive Coordinators (B5) in the Forecast Department, both based in our office in Bonn, Germany.
The Executive Coordinators report to the Deputy Director of Forecasts and support the formulation and implementation of annual work plans and activities to ensure the department meets its objectives and commitments, in particular for the Copernicus Programme and Destination Earth initiative which are managed by the department. Working closely with the department’s Senior Executive Coordinator, who is based in Reading, UK, they support the department’s senior management and around 150 professional scientists and technical staff based mainly in our duty station in Bonn, Germany but also in Reading, UK, and Bologna, Italy.
We are looking for experienced, highly organised individuals, who enjoy managing competing priorities and performing a variety of tasks in a fast-paced environment. Being able to build trust and strong relationships is important in this role, both in working with management and staff in the department and across the wider organisation. Likewise, excellent communication skills, proactiveness and the ability to manage your own work are essential.
Both positions will directly contribute to the Copernicus programme (CAMS and C3S) and Destination Earth initiative and in that context also interact with member states, co-operating states, external partners and service providers. You will be part of a team that is passionate about solving challenging, global problems in response to the climate crisis, making a positive impact on society.
About ECMWF
The European Centre for Medium-Range Weather Forecasts (ECMWF) is a world-leader in weather and environmental forecasting. As an international organisation we serve our members and the wider community with global weather predictions and data that is critical for understanding and solving the climate crisis. We function as a 24/7 research and operational centre with a focus on medium and long-range predictions, holding one of the largest meteorological data archives in the world. The success of our activities builds on the talent of our scientists and experts, strong partnerships with 35 Member and Co-operating States and the international community, some of the most powerful supercomputers in the world, and the use of innovative technologies and machine learning across our operations.
ECMWF has also developed a strong partnership with the European Union and has been entrusted with the implementation and operation of the Climate Change and Atmosphere Monitoring Services of the EU Copernicus Programme. We also contribute to the Copernicus Emergency Management Service. Other areas of work include High Performance Computing and the development of digital tools that enable ECMWF to extend provision of data and products covering weather, climate, air quality, fire and flood prediction and monitoring.
ECMWF is also one of the entities entrusted to implement the Destination Earth (DestinE) initiative of the European Commission, alongside with ESA and EUMETSAT as partners. DestinE aims to deploy several highly accurate thematic digital replicas of the Earth, called Digital Twins. The Digital Twins will help monitor and predict environmental change and human impact, in order to develop and test scenarios that would support sustainable development and corresponding European policies for the Green Deal.
ECMWF is a multi-site organisation, with a main office in Reading, UK, a data centre/supercomputer in Bologna, Italy, and a large presence in Bonn, Germany. We appreciate the need for flexibility in the way our staff work. We adopted a hybrid work model that is widely used by staff across ECMWF - allowing everyone to work in the office as well as remotely up to 10 days/month, including away from the duty station. We also provide opportunities for part-time work arrangements, depending on job requirements.
For details see .
Your responsibilities
- Provide general administrative support to the Forecast Department with a focus on the Copernicus Programme and Destination Earth initiatives.
- Support the management team of the of Copernicus Programme and Destination Earth initiatives and the wider Forecast Department in planning meetings, managing correspondence, preparing documents, also in relation with external governing bodies and stakeholders.
- Coordinate travel arrangements including planning itineraries, making bookings and processing claims and records.
- Plan and organize onsite and virtual meetings of the Forecast Department, with a focus on the Copernicus Programme and Destination Earth initiatives, in terms of logistics, administrative support, document preparation and follow-up actions.
- Monitor the budgets, raise purchase orders and process invoices with a focus on activities of the Copernicus Programme and Destination Earth initiative.
- Support the department’s information management activities, intranet content management, web-publishing, and maintenance of the document management system.
- Provide ad-hoc support for non-German speakers in areas such as translation of documents and guidance on administrative processes pertaining to the duty station (Bonn, Germany).
- Manage customs-related administrative matters if and when required, in liaison with the Property Services team.
- Review policies and procedures to identify and implement improvements and best practices.
- Carry out other duties as required.
What we're looking for
- Highly developed interpersonal, communication and active listening skills, with the ability to deal with challenging and sensitive situations with diplomacy and discretion.
- Ability to work collaboratively with people from diverse backgrounds.
- Client-oriented approach to service delivery.
- Confidence and ability to manage own work independently.
- Excellent attention to detail.
- Ability to work under pressure to meet tight deadlines and manage conflicting priorities.
Education
- Candidates should have a higher standard of education (ideally EQF Level 6).
Experience
- Demonstrated experience of working in a similar function, preferably within an international environment.
Knowledge and skills
- Very good verbal and written communication skills to correspond and interact with all levels of staff.
- Exceptional time management, planning and organizing skills.
- Advanced Microsoft Office skills (Word, Excel and PowerPoint).
- Candidates must be able to work effectively in English as well as in German.
- In addition a good knowledge of French, as the Centre’s other working languages, is an advantage but not required.
Other information
Grade remuneration: The successful candidates will be recruited at the B5 grade, according to the scales of the Co-ordinated Organisations and the annual basic salary will be EUR 73.718 NET OF TAX (ECMWF salaries are exempt of national income tax). ECMWF also offers a generous benefits package, including a flexible teleworking policy. The position is assigned to the employment category STF-PL as defined in the ECMWF Staff Regulations. Full details of salary scales and allowances available on the ECMWF website at , including the ECMWF Staff Regulations and the terms and conditions of employment.
Starting date: As soon as possible
Length of contract: 4 years with the possibility of extensions
Location: Bonn, Germany
Interviews by videoconference (MS Team) are expected to take place shortly after the closing date.
Who can apply
Applicants are invited to complete the online application form by clicking on the apply button below.
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 as well as from all EU Member States.
ECMWF Member and Co-operating States are: Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Georgia, Germany, Greece, Hungary, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Montenegro, Morocco, the Netherlands, Norway, North Macedonia, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Türkiye and the United Kingdom.
In these exceptional times, we also welcome applications from Ukrainian nationals for this vacancy.
Applications from nationals from other countries may be considered in exceptional cases.