Head of Information Support and Resources

About us:

EMBO is a not-for-profit organization of more than 2,100 leading researchers, dedicated to promoting excellence in the life sciences in Europe and beyond. We support talented researchers at all career stages, stimulate scientific exchange, and foster a research environment where scientists can achieve their best work. Funded by more than 30 countries, we run several highly competitive funding schemes and innovate in science training, policy, and publishing.

Our diverse international team of approximately 60 staff collaborates closely with one another and with external stakeholders to further our mission.

EMBO sits on the international EMBL life sciences research campus in Heidelberg, Germany — a lively university city of around 150,000 people.

We offer attractive conditions and benefits appropriate to an international science organisation, and as a not-for-profit, an informal and collegial working environment inspired by our dedication to a common greater good.

About the Team:

The EMBO Information Support & Resources (ISR) team is the backbone of EMBO’s digital infrastructure. This small, agile team — three core staff supported by a flexible pool of freelancers — oversees IT systems, databases, and grants administration software, using a combination of off-the-shelf and in-house solutions. The team operates a cluster of file, database, and application servers alongside EMBL's IT infrastructure, and provides training, support, and troubleshooting to EMBO's approximately 60 staff — most of whom use macOS, with a small number running specialised Windows software.

Your Role:

As Head of Information Support & Resources, you will lead the development and maintenance of the EMBO IT ecosystem. You will serve as a technical leader, hands-on contributor, and strategic advisor. In this role, you will lead EMBO's ISR team and oversee EMBO's computing infrastructure while actively shaping how we work — streamlining workflows and introducing tools and approaches that make EMBO more efficient and future-ready.

You will bring genuine technical depth, strong leadership skills, and a drive to improve how things are done, not just to maintain them. In particular, you will help our managers and programme teams reduce administrative burden through smart use of automation, including AI-assisted tools where they genuinely help.

Your main tasks will include:

• Lead the EMBO ISR team and freelancers, providing both practical support and strategic technical guidance
• Advise EMBO programmes and activities on their IT needs, identifying opportunities to improve efficiency through automation and modern tooling
• Plan and develop new features for in-house workflow and data management
• Lead software and hardware procurement, including business systems (such as CRM and finance tools) and the evaluation of automation and AI platforms relevant to EMBO's work
• Deliver training as needed, including onboarding staff to new tools and workflows
• Supervise the administration and strategic development of the EMBO web application and resource portfolio (WordPress, Django/Python, Laravel/PHP; PostgreSQL, MySQL, FileMaker; Vue.js; Nginx on Linux bare metal or Docker)
• Oversee the administration of Linux and Windows/FileMaker servers and cloud-based services (Microsoft 365)
• Liaise with the IT Services team of EMBO's sister institute, EMBL, particularly on cybersecurity
• Ensure compliance with relevant IT standards, GDPR, and audit requirements
• Perform other duties as required by the EMBO Director

Occasional travel and work outside normal hours, including evenings and weekends, may be required.

You have:

Education and qualifications:

• A bachelor's degree in computer science, information technology, or a related field

Technical expertise:

• Extensive knowledge of IT systems, networks, and infrastructure
• Hands-on experience in application and database development and operation
• Experience with FileMaker or similar database platforms
• Familiarity with AI tools and automation platforms relevant to an organisational context
• A strong understanding of data protection and cybersecurity principles and best practices
• Experience managing a predominantly macOS environment, with some specialised Windows software

Leadership, management, and strategic skills:

• Demonstrated team and project leadership experience
• The ability to provide practical, hands-on support as well as strategic technical guidance
• A proven track record of implementing IT strategies and initiatives aligned with organisational goals
• A proactive mindset: you seek out new tools and approaches, and identify where automation and AI can reduce repetitive administrative work and improve efficiency, rather than simply maintaining existing processes
• A service-oriented mindset prioritizing users’ needs, understanding their challenges and proposing practical solutions
• Experience evaluating and procuring software, including CRM and finance management tools
• The ability to plan, execute, and monitor IT projects successfully
• Excellent problem-solving and decision-making skills, including the ability to work to the highest standards of accuracy and completeness, manage risks, prioritise, and allocate resources
• The ability to work in a fast-paced environment with multiple concurrent projects and deadlines, and to anticipate future technology needs while staying current with emerging tools and best practices

Communication and collaboration:

• Excellent interpersonal and communication skills
• The ability to communicate technical concepts effectively to non-technical audiences
• A highly collaborative approach, with experience of interacting with cross-functional teams and managing relationships with external vendors and service providers
• Excellent spoken and written English
• A demonstrated commitment to integrity and confidentiality

You might also have:

• A Master's degree in computer science, IT, or a related field
• Experience working in multi-stakeholders’ organisations
• Practical experience with the specific technologies, frameworks, and platforms currently used at EMBO
• Experience with AI tools, workflow automation platforms, or related technologies
• Experience with database migration
• GDPR training
• Knowledge of scientific computing environments, software, and tools used in research and publishing
• Experience working in IT within the scientific or non-profit sector
• Experience working with colleagues and clients from diverse cultural and professional backgrounds

Benefits:

• Financial incentives: salary free of income tax, monthly family, child and non-resident allowances, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
• Flexible working arrangements; this position is mostly office-based, with flexible working options available
• 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, and 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

What else you need to know:

• Reporting line: the Head of ISR reports to the EMBO Director
• International applicants: we recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page to find out more
• EMBL/EMBO is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes on our website
• Selection process: the process will comprise a 20–30 minute pre-screening video call (which may take place while the vacancy notice is still open), a technical panel interview (online), and an in-person onsite interview
• Diversity and inclusion: EMBO is an inclusive, equal-opportunity employer. We strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought, and we encourage applications from candidates of all backgrounds and nationalities
• How to apply: please apply online through www.embo.org/about-embo/jobs or www.embl.org/jobs. Applications will close at 23:59 CET on the date shown below

Contract length: 5 years (renewable for up to 9 years)

Salary: Grade 8 (monthly salary starting at €6.041,09 after tax, and before 12,99% EMBL social security deductions, plus other paid benefits). 

Why join us
 

EMBO is a not-for-profit organization dedicated to promoting excellence in the life sciences in Europe and beyond. We fund talented researchers at all career stages, facilitate scientific exchanges through high-quality academic publishing, conferences, and lectures, and foster a research environment where scientists can achieve their best work.
 

Our diverse international team of approximately 70 staff collaborate closely with one another and with external stakeholders to further our mission. EMBO is located on the international EMBL life sciences research campus in Heidelberg, Germany.

Heidelberg, with a population of around 160,000 people, is an international university city and research hub. It is attractively located between the Rhine River and the Odenwald, a low mountain range that offers a wide range of outdoor activities. The city has good national and international travel connections.

Promote the life sciences
 

At EMBO, you can contribute significantly to the advancement of life sciences in Europe and beyond. Your work will enable talented scientists to do great research and create an environment that enables their success.

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 public holidays

• Relocation package including installation grant (if applicable)

• Campus life: Free shuttle bus, 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, 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/ EMBO is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.

• Diversity and inclusion: At EMBO, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

• 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