Job Description

The European Molecular Biology Laboratory (EMBL) is seeking an experienced and strategic Grants Office Lead to lead the Grants Office at its headquarters in Heidelberg, Germany. In this role, you will support EMBL’s world-leading scientific community in securing and managing major international research funding, while helping shape the delivery and development of high-quality grants services across the organisation.

The Heidelberg Grants Office provides comprehensive pre- and post-award support to EMBL researchers and manages a substantial portfolio of external research funding. Each year, the office supports approximately 200 funding applications and oversees more than €23 million in external grant income across more than 250 active awards. EMBL’s funding portfolio includes major European and international funders such as the European Commission, the European Research Council, the German Research Foundation (DFG), the German Federal Ministry of Research, Technology and Space (BMFTR), the State of Baden-Württemberg, as well as organisations including the Chan Zuckerberg Initiative and the Human Frontiers Science Programme.

Leading a team of six Grants Officers, you will provide strategic oversight of the grants lifecycle at the Heidelberg site. You will work closely with EMBL’s scientists to identify funding opportunities, develop competitive proposals, and ensure that awarded grants are managed in compliance with funder requirements. In collaboration with EMBL’s scientific leadership and colleagues across Finance, HR, Legal, Compliance and EMBLEM (technology transfer), you will play a central role in strengthening EMBL’s capacity to secure and manage external research funding and in delivering excellent support to its research community.

Beyond site-specific responsibilities, the Grants Office Lead will contribute to EMBL-wide initiatives by sharing best practice, mentoring grants staff, and supporting the development of harmonised processes and policies across sites. The postholder will represent the Heidelberg site in strategic planning and cross-site collaboration, working in close partnership with Grants Office Leads at other sites.

This is a varied and influential role in a dynamic, international environment. The successful candidate will have the autonomy to improve processes, support EMBL’s researchers in securing external funding, and help shape the future of grants services across the organisation.

Your Role

• Provide line management, mentoring and professional development support to the Heidelberg Grants Office team, as delegated by the Head of Grants Office.
• Supporting EMBL Heidelberg Principal Investigators and other grant or fellowship applicants in identifying external funding opportunities and preparing high-quality proposals.
• Overseeing the management of awarded grants, including compliance with funder rules, budget monitoring, and timely reporting.
• Providing support, training and guidance to grant holders on best practices for grant management.
• Supporting the efforts in ensuring EMBL’s compliance with grant funders’ requirements at the Heidelberg site and driving policy and process development around this.
• Managing the review, negotiation, and finalisation of grant agreements, consortium agreements, and related contractual documents, in close collaboration with EMBL Legal Services, EMBLEM (technology transfer) and further expert functions.
• Monitoring changes in funder policies, assessing impacts for EMBL Heidelberg, and developing action plans to address them.
• Overseeing the use of grant-related modules of EMBL’s integrated research information and financial systems
• Contributing to process improvements and harmonisation of grant administration across EMBL sites and the promotion of a culture of excellent customer service.
• Supporting the collection and analysis of grant-related data for internal reporting and strategic decision-making.
• Working closely with Finance, HR, Legal Services, Compliance, EMBLEM, scientific leadership, and other teams at EMBL Heidelberg as well as representing the site in cross-site discussions, working groups, and initiatives to ensure consistent and high-quality service delivery across EMBL.Building and maintaining strong and proactive relationships with major funders and external stakeholders.
• Supporting the Head of Grants in shaping EMBL’s grants strategy and service development.
• Ensuring the Heidelberg Grants Office is equipped to expand its services in line with EMBL’s evolving research needs and funding landscape.

You Have

Essential Qualifications & Experience

• Advanced degree (Master’s or PhD) in a relevant discipline, or another field relevant to EMBL’s mission
• Strong experience in grants management within a scientific or research environment.
• Proven experience in managing and developing teams, with the ability to motivate and inspire colleagues and foster a positive and collaborative team culture.
• In-depth understanding and experience in managing contracts, assessing compliance requirements and funder policies, and developing internal processes and policies.
• Hands-on experience with research management and financial systems.
• Excellent interpersonal and communication skills, with the ability to engage effectively with both scientific and non-scientific community, incl. external funding organisations.
• Demonstrated ability to manage complex projects, prioritise workloads, and solve problems proactively.
• Excellent written and spoken English and good working knowledge of German

Desirable Qualifications & Experience

• Postgraduate degree (Masters or PhD) or equivalent professional experience in a scientific or technical field.
• Familiarity with intellectual property, data protection, and legal aspects of grant management.
• Financial or legal qualifications, or equivalent professional training.
• Experience in international or intergovernmental research environments.
• Knowledge of additional European languages (French, Spanish, or Italian).

Essential Competencies & Skills

• Excellent organisational skills, with attention to detail and the ability to balance multiple priorities.
• Commitment to developing streamlined processes and a culture of excellent service to the scientific community.
• Strong analytical and numerical skills, including proficiency with Microsoft Office (especially Excel).
• Ability to oversee headcount and budget mapping
• Diplomatic, discreet, and skilled at handling sensitive or confidential information with diplomacy and tact.

Working at EMBL means applying your skills and energy for the greater good of science. As Europe’s flagship laboratory for the life sciences, EMBL performs world-class research across six sites and provides an international, interdisciplinary, and collaborative environment.

As Heidelberg Grants Office Lead, you will play a central role in supporting EMBL’s scientists to secure and manage external funding, directly contributing to the success of one of the world’s leading research organisations. You will lead a dedicated team, collaborate with colleagues across EMBL sites, and interact with major funders worldwide.

EMBL offers a supportive, family-friendly, and inclusive workplace with attractive employment conditions. Staff enjoy professional development opportunities, an international community, and on-site facilities including a nursery, library, and canteen.

By joining EMBL, you will become part of a diverse and collegial organisation, united by curiosity and a commitment to excellence in science and service.

Contract length: 5 years (renewable up to 9)

Salary: Grade 7 and depending on qualifications and experience

Panel interviews likely to take place in the week commencing 18 May 2026.

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation.

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

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 to public holidays

• Relocation package including installation grant(if applicable)

• Campus life: Free shuttle bus (Heidelberg), library, subsidised on-site cafeteria, casual dress code, 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 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 is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here

• Diversity and inclusion: At EMBL, 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

04/05/2026