The Operations and Capital Project Office oversees capital investment programmes, operational / change projects and facilities for EMBL-EBI. The Office works closely with external and internal operational teams to manage large capital investment projects and programmes and EMBL leadership by contributing to consultations, external reviews and supporting impact reporting.
The successful candidate will work closely with EMBL Deputy COO (Head of Admin and Operations for EMBL-EBI) to provide strategic planning, risk and change management, project delivery and transition to business as usual for multiple EMBL operational projects.
The role will require close liaison with pan-EMBL Operations Management Team and wider administrative teams to ensure ongoing projects are completed in a timely fashion and deliver the planned internal on improvements and changes. Your roleReporting to senior management and possibly external stakeholders, you will contribute to process improvement initiatives as it relates to improving project delivery and ensure that good communication and governance processes are in place.
The focus will largely be on supporting EMBL-EBI input and implementations of multiple change initiatives, overseeing the wider project planning, coordination and delivery to business as usual. This will require leading teams that span across one or more business units to meet tight deadlines, so may require the ability to work under pressure and persistence, persuasion and patience to ensure ‘buy-in’ for the objectives, plans and aims of the projects.
Duties and Responsibilities
Every project is different and therefore your duties will change accordingly. Well understood project principles and best practice will be expected to be brought to a variety of operationally focused projects.
The initial projects forecast for this role include:
- Business Process analysis: review internal business processes to support modernisation and digitalisation of process and tools for operations. This may initially focus on EMBL-EBI specific processes but would need to be done in coordination with the activity and review across EMBL.
- Onboarding and online learning portal: working with local and central teams understand the developments required for the onboarding process for new staff and the overarching requirements needed for staff focused online learning portal. This will involve the initial planning, from project objectives, resource needs, user input framework and stakeholder communications through to development timelines and rollout schedule.
- EMBL change management project reporting structure: establishing and upgrading administration systems and digital tools and monitoring and tracking performance data to support central operational oversight of the change projects underway. (Dashboards, plans, actions/tasks and responsibility co-ordination). Presenting and writing project briefs and progress reports
- EMBL-EBI operational change projects: Fixed assets management processes and establishment of a database across a number of teams. Online ‘self service’ expenses payment module and the need to review and upgrade administration systems and tools within the Institute and interfacing with EMBL’s head office functions. Resource usage portal and administration process mapping to support operational gap analysis and a programme of improvement.
You will be expected to line manage the EMBL-EBI based operational project managers, supporting their development and providing advice to the wider project management team on best practice and sharing relevant expertise.