The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing global public health challenges through research, translation into policy and education. ISGlobal has a broad portfolio in communicable and non-communicable diseases including environmental and climate determinants, and applies a multidisciplinary scientific approach ranging from the molecular to the population level. Research is organized in five programs: Climate, Air Pollution, Nature and Urban Health; Environment and Health over the Lifecourse; Global Viral and Bacterial Infections; Malaria and Neglected Parasitic Diseases and Maternal Child and Reproductive Health. ISGlobal is accredited with the Severo Ochoa distinction, a seal of excellence of the Spanish Science Ministry.

WHAT WE ARE LOOKING FOR

ISGlobal is seeking a motivated Personal Assistant to support the administrative and organizational activities of the Coordination and Research Management Office. The position will play a key role in the organization and follow-up of various strategic initiatives and institutional projects aligned with ISGlobal's scientific mission, such as support for internationalization, research career development, internal coordination mechanisms, and management of scientific events and training activities.

The Personal Assistant will be integrated into the Projects Unit and will work closely with the Coordination and Research Management Office, contributing to the successful implementation of institutional initiatives and providing cross-functional project support.

In parallel, this person will also provide support to a senior researcher and will be integrated into the pool of Personal Assistants (PAs) at ISGlobal, coordinating with them on various cross-cutting and functional office tasks.

KEY RESPONSIBILITIES

The Personal Assistant will provide administrative and organizational support to the Coordination and Research Management Office and to researchers to ensure the smooth execution of internal and cross-cutting scientific initiatives.

SPECIFIC DUTIES

• Provide logistical and administrative support to the Coordination and Research Management Office and Principal Investigators
• Provide personal assistant support to the Coordination and Research Management Office and Principal Investigators, including agenda management, travel arrangements, meeting scheduling, and follow-up on action items.
• Coordinate and support internal and external scientific and institutional events, such as webinars, workshops, seminars, external meetings and evaluations.
• Contribute to the preparation and dissemination of internal reports, policies and procedures and communication materials (newsletters, web content, etc.)
• Support to the Coordination and Research Management Office team in managing their duties (data protection, ethics, integrity, core facilities, etc.)
• Manage the publication database and repository requirements
• Perform other tasks as needed within the scope of the Project Unit
• Actively coordinate with the Personal Assistants team on tasks related to the daily functioning of the office, ensuring alignment and operational consistency.

AUXILIAR TASKS

This job description reflects the present requirements of the post but may evolve at any time in the future as duties and responsibilities change and/or develop providing there is appropriate consultation with the post-holder.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual professional assessment process.

SKILLS

• Time management
• Strong service orientation / service-minded attitude
• Strong organizational and multitasking abilities
• Communication and interpersonal skills
• Teamwork and collaboration
• Proactivity and autonomy
• Analytical and critical thinking
• Flexibility and adaptability
• Commitment to quality and continuous improvement

The post holder will adhere to ISGlobal principles contained in People management policy, including Equity, diversity and health safety. The post holder will respect, and be accountable to ensure ISGlobal policies and procedures.

TRAINING AND EXPERIENCE / QUALIFICATIONS

• Minimum education level: Relevant studies or experience in related fields; a degree is not required.
• Bachelor’s Degree in Biomedicine, Public Health or related field would be an asset.
• Full professional proficiency in English, Catalan and Spanish.
• Experience in providing administrative support and highly recommended in research management
• Willingness to work in an interdisciplinary team within a highly collaborative research institute.

LANGUAGE LEVEL

• Proficiency in Catalan, English, and Spanish.

CONDITIONS

• Duration: Permanent contract with a 6-month probationary period
• Starting date: June 2025
• Contract Type: Full time
• Salary: Technician II A (30.055€ gross annual)

HOW TO APPLY

Applicants must fill in the request form and attach the CV and a Cover Letter. Each attached document must be named with the candidate name and surname.

The receipt of applications will be open until 10th of June 2025.

The interviews could be placed during the reception of candidatures period.

Diverse candidatures are encouraged, that includes: gender, race, ethnicity, religion, age, sexual orientation, physical abilities, and political views.

SELECTION PROCESS

The selection process is designed in two phases:
1- Interview phase of a technical nature, with the team that requires the incorporation. To assess the person's skills and CV.
2 - Meeting with HR with the finalist(s) to finish assessing the profile and discuss contractual and institutional issues.

If needed any technical test could be passed. A Psychological Competency Evaluation Test will be required for the structural or transversal positions.

In accordance with the OTM-R principles, a gender-balanced recruitment panel is formed for every vacancy at the beginning of the process. After reviewing the content of the applications, the panel will start the interviews, with at least one technical and one administrative interview. A profile questionnaire as well as a technical exercise may be required during the process.

In ISGlobal we are committed to maintaining and developing a work environment in which the values and principles of our organization are respected and equal opportunities between women and men be promoted in each of the areas in which we operate, not tolerating discrimination based on criteria such as age, gender, marital status, race, ethnicity, functional diversity, political leanings, religion, sexual orientation, gender identity or gender expression.

We confirm our commitment towards the value of the diversity of our staff and student population and seek to promote peace, equity, diversity and inclusion as essential elements in contribution to improving health worldwide.