Laboratory Administrator

Description

Laboratory Administrator - Part Time(25hrs Per week)

Our Company

Since its founding in 1910, Hitachi has supported the development of society and the improvement of people's lives. Throughout the world, Hitachi Group employees exemplify outstanding teamwork that transcends the boundaries of geographical regions and business fields. Together, we share the Hitachi group identity and put it into practice worldwide.

The Corporate R&D of Hitachi in Europe, via its Laboratory with bases in Sophia Antipolis (France) and Munich (Germany), gives the opportunity to the postholder to work aside of Researchers working in the Green and Autonomous Mobility area, and in the Circular Industry area, with projects of global significance, and to become part of a multi-cultural team.

What you’ll be doing

Responsible for undertaking a range of standard and specific secretarial and administrative duties within a R&D department while collaborating with the Department / Lab Manager, Deputy Managers and Team Leaders.

Assit Managers and to Researchers including preparation of laboratory facilities, cleaning and storage of equipment, documentation of administrative data.

The Lab Administrator is likely to monitor and liaise with peers in other Divisions/Departments and specified suppliers.

This post requires some previous clerical experience and a good knowledge of administrative (incl. financial, P&O and HR) company procedures.

The role requires the ability to arrive at conclusions and follow the most appropriate course of action together with the department Manager. Adherence to procedures.

Accountability and Responsibilities

We are looking for a team player, who is motivated by delivering great work and the Hitachi vision.  The skills and experience we look for includes:

• Laboratory administrative management and assistance:

• Ensures that all laboratory equipment/facilities are maintained (incl. outgoing mail/parcel), are up to date and legally compliant and are always stored and available for use.

• Arranges business trips for the LM and processes/tracks expense claims, assists in travels of Lab members and in diary management of LM.

• Contributes to the organisation of local internal and external meetings and events (incl. logistics, attendees, catering).

• Raises purchase requisitions for items excluding Facilities items.

• Checks, updates, and maintains departmental filing, e.g., via SAP.

• Provides general administration support as required, e.g., taking minutes of meetings, typing letters, etc.

• Prepares for new starters joining the team, especially for Japanese expatriates or non-EC citizens.

• Processes a range of documents received from a range of sources and in line with department standards & requirements (e.g., related to Export Control, R&D Tax Credit, internal auditing, asset monitoring, patents).

• Troubleshooting: identifies and undertakes initial investigation into discrepancies related to the Laboratory administration.

• Office supply management: places orders on suppliers and liaises with logistics providers, tracking deliveries of product to suit schedule. Liaises with suppliers in collaboration with F&A and P&OS (especially on accounts/contacts), resolves queries & problems and follows up the receipt and/or delivery of product.

• Information & Analysis: collates and extracts data from several sources in order to support producing budget reports, schedules and summaries, audits; in particular for EU/FR-funded projects’ financial data.

• Processes: recommends and implements improved operational process and procedures that promotes efficiency and cost savings along with Hitachi’s guidelines.

• Invoices: processes invoices for the department, codes and seeks approvals/signatures from managers prior to passing back to F&A

Skills and Criteria

• Requires high-level non-technical comprehension of department activities, and knowledge of procedures of European Commission or National administrative and financial directives on R&D public projects.

• Requires ability to support senior management, to use office related software and communication tools (Teams, Outlook, Word, Excel, PowerPoint, etc), to communicate fluently in French and in English with people at all levels, and to prioritise and complete tasks in a timely manner.

• Requires extroversion and ability to create a good team atmosphere within multicultural / interdisciplinary teams.

• Requires ability to administrate small/medium R&D offices.

Our Values

We are proud to say we are an equal opportunity employer and welcome all applicants for employment without attention to any factor that doesn’t impact your ability to do the job, including race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.  We are proud of Japanese heritage, with our values expressed through the Hitachi Spirit:

Wa – Harmony, Trust, Respect

Makoto – Sincerity, Fairness, Honesty, Integrity

Kaitakusha-Seishin – Pioneering Spirit, Challenge

If, like us, you’re motivated by delivering first class services, thrive in a fast paced and supportive environment and want to help Hitachi to drive social innovation, we’d love to hear from you.