Administrator (m/f/d) for third-party funds and travel expenses

Organisation & Administration Jena
Microbiology & Ecology Earth Sciences and Climate Research

Job Code: 27/2022

Job Offer from June 21, 2022

The Max Planck Institute for Biogeochemistry (MPI-BGC) in Jena is dedicated to interdisciplinary basic research in the field of earth system sciences with a focus on climate and ecosystems. The internationally renowned institute, which currently employs around 230 people, will celebrate its 25th anniversary in 2022. Jena is known for high-tech industry, internationally renowned research institutions and a modern university. But it also has a beautiful natural setting in the green Saale valley with steep limestone slopes. The city of Jena has an active student scene and a diverse cultural life. We are looking for as soon as possible an administrator (m/f/d) for third-party funds and travel expenses in part-time with 0.75 FTE, initially limited for 2 years, subsequent extension possible.

Background and position description:

The administration service group comprises the areas of personnel, accounting, purchasing, incoming and outgoing goods, third-party funds, travel expenses and reception with currently 14 employees and one trainee. The successful candidate will work in a team of 4 third party funding officers and 1 travel expenses officer. S/he will work closely with scientists, some of whom are international, whose needs s/he will be able to grasp quickly due to his/her knowledge of German and English and, if necessary, other languages, and implement them in accordance with legal requirements and guidelines. The main focus of the position is in the area of third-party funding; applicants who already have experience in the area of travel expenses are particularly welcome; familiarisation with the administration of third-party funding will be provided by colleagues. Long-term employment is possible in case of successful familiarization with the tasks.

Your tasks:

  • Administrative initiation, implementation and accounting/auditing of externally funded research collaborations and projects of national and international funding agencies and MPG projects, including the preparation of interim and final reports and the preparation of external audits of the use of funds
  • Administrative coordination of partners in externally funded research consortia or externally funded projects of national and international funding agencies and MPG projects
  • Administrative processing of overarching tasks including coordination with the areas of personnel, purchasing, accounting and general administration; support in the further development of administrative processes
  • Advising researchers on administrative issues related to project application, implementation and accounting
  • Administrative processing of business trips according to the Federal Travel Expenses Act with a focus on domestic business trips
  • Ensuring the exchange of information and data with the Travel Centre of the Max Planck Society
  • Processing of the AirPlus credit card statement

Your profile:

  • Successfully completed vocational training as an office administrator or comparable qualifications
  • Knowledge and experience in the administrative initiation, implementation and accounting of externally funded projects in the field of national and international research funding; knowledge of the legal requirements of the MPG as well as national and international funding bodies
  • Knowledge and experience in the processing of business trips in accordance with the Federal Travel Expenses Act (Bundesreisekostengesetz) and the general administrative regulation on the Federal Travel Expenses Act (BRKG), including the first and second amendments to this administrative regulation
  • Knowledge of the German and English languages, both written and spoken
  • Knowledge of SAP

Our offer:

Part-time work is generally possible. If the requirements of the collective agreement are fulfilled, the job will be grouped according to EG 9a TVöD Bund; in addition, we will grant a pension based on the public service (VBL). The Max Planck Society strives for gender equality and diversity. It wants to increase the proportion of women in areas where they are underrepresented. Women are therefore explicitly encouraged to apply. We welcome applications from all fields. The Max Planck Society has set itself the goal of employing more severely disabled people. Applications from severely disabled people are expressly encouraged.

Your application:

The head of administration, Dr Matthias Braun (), will be happy to answer any questions you may have. Have we aroused your interest? Then please send us your application with cover letter, curriculum vitae as well as names and contact information of two references by e-mail summarised in a PDF file (max. 10 MB) by August 02, 2022. quoting the reference number 27/2022. to or to the

Max-Planck-Institut für Biogeochemie
Personalbüro: Kennwort "Sachbearbeiter Drittmittel und Reisekosten"
Hans-Knöll-Straße 10
07745 Jena

We kindly ask you not to use application folders, but to submit copies only, as your documents will be destroyed in accordance with data protection regulations after the application process has been completed. We look forward to receiving your application!

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