Position title: Administrative Officer

Line Manager

Coordination Center of INCIPIT (key reference roles: Administrative Project Manager)

Principal Accountabilities

To provide  support to the general activities handled by the INCiPiT Coordinating Center Team, in terms of:

  • Financial support and tracking (such as but not limited to: invoicing, finalization of Work Orders, ad hoc contracts, tracking of the administrative activities of the NHs involved in the c4c project/studies)
  • Support to the periodical communications with legal and accounting consultants
  • Tracking of the agendas of pre-defined meetings/commitments and organization of ad hoc meetings, as per specific Team involvement
  • Preparing documentation (e.g. PowerPoint materials) and writing the minutes for different types of meetings
  • Distribution of materials to Operative Teams, Study Teams and or Scientific Teams
  • Support the activities of INCiPiT, including Working Groups, as requested
  • Support the interactions with local INCiPiT referees, also to retrieve specific information.
  • Administrative and finance databases management and updating
  • Office supply management
  • Maintenance of Consortium’s files


Professional Background and Experience

  • University Degree
  • Minimum of two (II) years of administrative experience (or equivalent training)
  • Preferred: experience in science/health-related organisations


Technical Competencies

  • Knowledge of accounting and invoicing systems and processes
  • Very good Knowledge of the main Office software (Word, Excel, Power Point, etc.)
  • Capability to get quick familiarity with CTMSes and databases research dedicated
  • Desirable: Experience in the fields of scientific research and clinical trial management


General Competencies

  • Professional  Knowledge of English, both spoken and written
  • Very good organizational skills, ability to manage multiple tasks and meticulous attention to detail
  • Very good time management skills
  • Very good communication skills
  • Advanced ability and attitude on team working ad in particular good capability to work in a matrix environment


To be discussed during the interview. Benchmarking with the present position as defined in academic organizations is proposed.