Administrative Assistant
REF. ASS-ADM-24-1 March 22, 2024
Context The European Gravitational Observatory (EGO) is seeking an administrative assistant to join the Virgo Administrative Department in the procurement office.
EGO is a French-Italian consortium, founded by INFN and CNRS to foster European collaboration in gravitational-wave research. EGO is located in Cascina, near Pisa – Italy, and hosts and operates the gravitational-wave detector Virgo, a 3 km-long laser interferometer (ITF). The Virgo project involves the participation of about 130 institutions with more than 800 scientists, engineers and technicians from France, Italy, the Netherlands and other 13 European countries.
EGO welcomes applications from all suitably-qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, color, religion, belief, or sexual orientation.
Assignment The selected candidate will work as administrative assistant in procurement team of the EGO Administration Department and will have to:
drafting administrative acts and contracts;manage of tender procedures preparatory to the purchase of goods and services. Specifically, the candidate will be in charge of preparing and publishing the tender notice, checking the documentation of the participating Firms, preparing and sending the tender documents, participate in the operations of the tender committee, reviewing the bids received, awarding the tender and carrying out the administrative verifications, and concluding the contract. Essential required qualifications and experience High-school diploma in the scientific, classic or accountancy field;Good knowledge MS word and excel;Good knowledge Italian language;Knowledge of English language (B1);No criminal convictions. Desired qualifications and experience One or more of the following will be an asset:
good knowledge in the european and national legislation and jurisprudence on the procurement of goods, services and works with particular reference to the procedures under Legislative Decree 36/2023;good knowledge in direct contracts and tenders, in accordance with the legislative requirements;good knowledge in managing the entire administrative and technical/economics document process of direct awards and tenders, in accordance with legislative requirements;knowledge of public contracting and experience in applying public procurement procedures for goods and services;experience in drafting administrative acts and tender documents (notice, letter of invitations, specifications, contract outline, etc.), as well as any other documents and/or information provided for the acquisition of goods, services and works;knowledge of electronic procurement platforms (START, MEPA, ecc.)experience in similar roles to those required;dynamic, precise, resourceful person with excellent analytical, interpersonal and organizational skills, who can work in a team, excellent problem-solving skills and strong results orientation.Place of work EGO – European Gravitational Observatory – via E. Amaldi 5, 56021 Loc. S.Stefano a Macerata – Cascina (Pisa), Italy. Given the lack of public transport to reach EGO, a driving license and a personal vehicle are strongly recommended.
Type of contract One-year contract, with the perspective of a permanent contract upon expiry, as "Collaboratore di Amministrazione" (Administrative Assistant), according to the "Contratto Collettivo di Lavoro del Personale EGO" (EGO personnel collective bargaining agreement). The gross monthly salary, paid in thirteen instalments, is established by the aforementioned collective bargaining agreement according to the professional profile. Additional benefits include severance pay and yearly performance bonus.
Selection procedure Only candidates who meet the above essential required qualifications and experience are admitted to the selection procedure. The evaluation of the candidates admitted to the procedure is assigned to a Selection Board appointed by the Director of EGO. The Selection Board will determine the evaluation criteria in the first meeting. The first phase of the selection will be based on a review of the Application Forms and other documents received in line with the above-mentioned essential and desired requirements. Only candidates who have obtained the minimum score established by the Selection Board in the first meeting will be able to access to the second phase of the selection, which will consist of an interview. During the interview the Selection Board will verify the knowledge of English and Italian languages and the knowledge MS word and excel and the other desired qualifications and experience.
At the end of the interviews the Selection Board will draw up a ranking of the candidates who obtained at least the minimum score established during the first meeting.
The EGO Consortium has the free right not to proceed with the recruitment.
Privacy policy Controller: European Gravitational Observatory – email: ******
Under Article 13 of UE Regulation (EU) 2016/79 of the European Parliament and of the Council, required personal data will be exclusively collected and treated for purposes strictly connected to the selection procedure also with the use of computerized procedures, according to current law and regulations concerning the implementation of this kind of activity.
Providing such data to EGO is necessary for the evaluation of participation requirements and of the holding of titles; failure to provide these data may compromise such evaluation.
Data will be kept only for the period required by the selection, evaluation and audit procedures.
EGO guarantees each person the right of access to personal data, as well as the rectification, or erasure or restriction of them, as well as the right to object to their processing; such requests shall be addressed to ****** .
How to apply? Candidates can send their CV and the EGO Application Form (to be found here ) together with a cover letter and eventual reference letters, to jobs@ ego-gw.it e quoting the reference number of this vacancy notice.
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