PURPOSE OF THE POSITION:
The purpose of this new position of Project Assistant is to provide administrative support to scientists in the Infections and Cancer Epidemiology Group (ICE) as well as external collaborators, in the conduct of long-term multi-centre epidemiological studies, to assist the scientists in ensuring timelines of project milestones and successful delivery of project objectives.
These studies can vary over time and currently include HPV vaccine impact studies in low and middle income countries (Bhutan, Rwanda, Uganda, Armenia) and the APACHES study of anal cancer natural history (6 centres in France).
The incumbent is expected to carry out duty travel throughout the year to study sites, estimated at six unaccompanied trips per year in France and two accompanied trips per year outside of France (notably Africa and Asia).
DESCRIPTION OF DUTIES:
The incumbent provides administrative support in the context of projects carried out by scientists in the ICE Group, of which the key duties are as follows.
Regularly communicate and liaise with the study collaborators and site staff to support the efficient conduct and monitoring of the research projects:
- Prepare collaborative research agreements (CRAs) using appropriate workflow, ensure timely receipt of signed CRAs, progress and financial reports from collaborating institutions to allow for timely transfer of funds to them.
- Update and follow up on project milestones. Bring discrepancies to the attention of the supervisor for his/her action.
- Prepare, amend and dispatch material transfer agreements (MTAs).
- Provide shipment related support documents such as lettres of donation to collaborating institutions, liaising with IARC's Administrative Services Group (ASO) who then prepares shipment of material.
Provide administrative support to project-related activities based in Lyon or at other study site(s) in France and abroad:
- Assist in the preparation (formatting, proofreading) of detailed and highly specific Methods of Procedures (e.g. questionnaires, sample collection, sample storage and/or sample shipping).
- Communicate with all internal and external parties concerned regarding travel authorizations, arrange flights, visas, ground transportation and accommodation of the meeting participants.
- Assist with logistics of training sessions on site in the different centres (checking and setting-up training room, ensuring training material is available and tools are ready, communication with local staff, organisation of groups of trainees).
- Visit study sites as deemed necessary by the IARC principal investigators, notably extraction of patient data from databases for insertion of this data in IARC Excel follow-up tables.
Provide administrative support for the preparation of grant applications and reports to donors:
- Proofread and format grant applications prior to submission.
- Supply supporting material, as appropriate, and provide the necessary administrative support to ensure that submission deadlines are respected.
- In conjunction with the Budget Assistant, keep track of grant work plans, budget status and deadlines through close monitoring of project milestones.
- Edit and format periodic progress reports for funding agencies.
- Essential: Graduation from secondary school or equivalent technical or commercial school recognized by a diploma (BTS or equivalent) in administration, communications, humanities or related field.
- Desirable: Further academic training in a field relevant to the position.
- At least three years of experience providing administrative support to large-scale international projects in a scientific research or public health field, including at least one year of experience providing administrative support for the preparation (in English) of grant applications and reports to donors.
- Prior work experience in a multicultural setting is also required.
- Work in an international environment,
- Proven organizational skills,
- Ability to communicate in a timely and courteous manner with internal and external partners,
- Demonstrated project management skills,
- Familiarity with relevant software: Microsoft Word, Excel, PowerPoint, Outlook, web tools.
Desirable: Experience in a support role within an international or national research institute.
Languages: Expert knowledge both English and French is required.