Project Co-ordinator

1. Position information

Vacancy No.: VN21-45
Grade: A2
Job Ref. No.: STF-PL/21-45
Location: Reading, UK or Bonn, Germany
Department: Research
Section: Director of Research’s Office
Reports to: Deputy Director of Research
Closing Date: 1 November 2021

2. About ECMWF

ECMWF is the European Centre for Medium-Range Weather Forecasts. It is an intergovernmental organisation created in 1975 by a group of European nations and is today supported by 34 Member and Co-operating States, mostly in Europe. The Centre’s mission is to serve and support its Member and Co-operating States and the wider community by developing and providing world-leading global numerical weather prediction. ECMWF functions as a 24/7 research and operational centre with a focus on medium and long-range predictions and holds one of the largest meteorological archives in the world. The success of its activities relies primarily on the talent of its scientists, strong partnerships with its Member and Co-operating States and the international community, some of the most powerful supercomputers in the world, and the use of innovative technologies such as machine learning across its operations.

Over the years, ECMWF has also developed a strong partnership with the European Union, and for the past seven years has been an entrusted entity for the implementation and operation of the Climate and the Atmosphere Monitoring Services of the EU Copernicus Programme, as well as a contributor to the Copernicus Emergency Management Service. The collaboration does not stop there and include other areas of work, including High Performance Computing and the development of digital tools. It is enabling ECMWF to now provide data and products covering weather, climate, ait quality, fire and flood prediction and monitoring.

ECMWF has recently become a multi-site organisation, with its headquarters based since its creation in Reading, UK, its new data centre opening in 2021 in Bologna, Italy, and new offices, in Bonn, Germany.

For additional details, see www.ecmwf.int/.

3. Summary of the role

The Project Co-ordinator plays a crucial role in enabling ECMWF to identify and secure external funding opportunities which support delivery of the ECMWF strategy. They will oversee and coordinate the entire-life cycle of ECMWF-led projects under funding from the European Commission and also from other external funding sources including but not limited to the European Space Agency (ESA) and the European Organisation for the Exploitation of Meteorological Satellites (EUMETSAT). Current ECMWF-led projects include CoCO2 (https://www.coco2-project.eu/), CONFESS (https://confess-h2020.eu/) and MAELSTROM (https://www.maelstrom-eurohpc.eu/) and ECMWF plans to submit a number of further proposals led by ECMWF in upcoming calls.

The Project Co-ordinator is also responsible for coordinating and providing support across the organisation in the preparation of other bids for funding, from a wide variety of sources, as well as advising on project matters where ECMWF is a partner in a consortium. To ensure success, the Project Co-ordinator will co-ordinate with internal and external partners and liaise with the funder. They will be required to exploit economies of scale across individual projects to reduce coordination costs and risks. The successful candidate will also act as an interface between the internal project partners and all administration services within ECMWF, such as Finance, Human Resources, Legal, Procurement, Outreach and Communications.

The Project Co-ordinator will be based in the Research Department and will report to the Deputy Director of Research. The successful candidate will be highly organised, with exceptional attention to detail and take a proactive approach with a willingness to drive and manage the entire life cycle of projects.

Building trust and forging strong internal and external relationships will be key in this role. They will also have excellent communication skills, be self-motivated and take initiative.

4. Main duties and key responsibilities

The key responsibilities of this role include:

  • Managing and optimising the internal approval process for externally-funded projects
  • Supporting bids for funding, including collection and submission of all required documents
  • Negotiating agreements including consortium agreements, collaboration agreements and funding contracts
  • Assisting with project-related queries
  • Investigating future funding opportunities
  • Providing reports of activity as required

For projects where ECMWF is consortium lead, the role has responsibilities over the whole lifecycle of the project, including:

  • Supporting project proposals: partner constellation, management structure, conformity with call requirements and guidelines, proposal editing and submission, internal approval procedures
  • Supporting the consortium in the grant agreement preparation phase
  • Drafting and negotiating consortium agreements
  • Monitoring progress against work plan objectives, deadlines, milestones and deliverables
  • Managing all governance bodies’ meetings and consortium meetings, including the preparation of the agenda and minutes and any follow-up tasks
  • Supporting operational preparation and the editing of reports (including progress reports and deliverable reports) to the funding body
  • Managing the budget and preparing financial reports for the funding body
  • Preparing operational support in the dissemination, finalization and distribution of all contractual work
  • Ensuring appropriate communication related to the project, i.e. regular updates for website and project platform; operational lead in drafting press releases and newsletters; and use of social media for dissemination, public engagement and communication

For more information about the flood and fire models used in CEMS please refer to: https://emergency.copernicus.eu/

5. Personal Attributes

  • Excellent collaboration skills, with the ability to coordinate inputs and actions of multiple internal stakeholders and facilitate across the whole lifecycle of projects
  • Excellent communication skills, including very strong oral, written and presentation skills
  • Track record of managing complex negotiations, including the ability to identify and promote mutual benefits
  • Strong analytical and problem-solving skills
  • Diligence and commitment to detail, especially on contractual arrangements
  • Highly organised, with the ability to work proactively and independently, to prioritize work and manage time effectively and to drive decision making processes to conclusion

6. Qualifications and experience required

Education

  • A university degree (EQF Level 6) or equivalent in science or engineering, together with a project management qualification or equivalent experience.

Experience

  • Demonstrated experience in managing complex (multi-partner) concurrent research and development projects.

Knowledge and skills (including language)

  • Experience of working with of funding requirements of EU Research Framework programmes as well as an in-depth knowledge of Horizon Europe grants and funding rules or a similar framework is essential.
  • Knowledge of other funding programmes or mechanisms would be highly desirable
  • Some knowledge of ITT processes and procedures (e.g. from ESA, EC or EUMETSAT) would be desirable.
  • Excellent working knowledge of Microsoft Office package (Word, Excel, PowerPoint) in a shared environment as well as web content management (e.g. WordPress, Drupal).
  • Candidates must be able to work effectively in English and interviews will be conducted in English.
  • A good knowledge of one of the Centre’s other working languages (French or German) would be an advantage.

7. Other information

Grade remuneration

The successful candidate will be recruited at the A2 grade, according to the scales of the Co-ordinated Organisations and the annual basic salary will be EUR 75,178.92 (Germany) or £62,166.00 net of tax (UK) This position is assigned to the employment category STF-PL as defined in the Staff Regulations.

Full details of salary scales and allowances are available on the ECMWF website at www.ecmwf.int/en/about/jobs, including the Centre’s Staff Regulations regarding the terms and conditions of employment.

Starting date: As soon as possible.

Length of contract: Four years.

Location:The role will be based in either Bonn, Germany or Reading, UK.

Interviews conducted by videoconference are expected to take place in November 2021.

8. How to apply

Please apply by completing the online application form available at www.ecmwf.int/en/about/jobs/.

To contact the ECMWF Recruitment Team, please email jobs@ecmwf.int.

Please refer to the ECMWF Privacy Statement. For details of how we will handle your personal data for this purpose, see: https://www.ecmwf.int/en/privacy.

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, listed below:

Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Hungary, Germany, Greece, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Montenegro, Morocco, the Netherlands, Norway, North Macedonia, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.

Applications from nationals from other countries may be considered in exceptional cases.

published: 04 October 2021     Please mention EARTHWORKS when responding to this advertisement.