Social Security Officer

As a Social Security Officer, you will play a key role in supporting EMBL personnel by managing and advising on EMBL social security branches such as health insurance, long-term care, accident at work and death benefits, which are administered/delivered by external providers. You will ensure that employees have access to accurate information and timely support in line with the EMBL regulatory framework.

Your role

Reporting to the Head of Pay, Benefits and HR Analytics within Human Resources, you will also liaise with third-party administrators/providers on operational matters to address individual issues and requests. In addition, you will provide administrative support to EMBL's internal governance structure – the Health Insurance Scheme Working Group (HIS WG), regular working meetings with external providers and contract management activities, including tender processes. Upon request from your supervisor, you may also undertake research projects.

Your responsibilities will include:

• Serving as the first point of contact for staff enquiries related to EMBL social security branches managed by third-party administrators/providers and addressing operational issues.

• Addressing individual questions and complaints through Workday Help Cases and operating dedicated mailbox

• Issuing certificates related to EMBL social security coverage upon request.

• In cooperation with HR People Advisors and the HR ERP team, ensuring that registration and deregistration data for EMBL social security branches are accurately maintained and delivered to third-party providers.

• Providing administrative support to:

  • EMBL social security governance body
  • regular meetings with third-party administrators/providers;
  • tender processes of social security providers.

• Coordinating meetings, disseminating agendas and supporting materials, taking meeting minutes, and maintaining documentation to preserve EMBL's institutional memory.

• Undertaking research projects within the social security area among international organisations and EMBL host countries, upon request.

• Drafting clear communication materials, including FAQs, guidelines and presentations, within your area of responsibility and coordinating their clearance.

• In partnership with HR People Advisors, supporting newcomers, personnel already on board and leavers with social security onboarding, offboarding and employment life-cycle changes.

• Providing organisational support to group briefings and information sessions on EMBL social security topics.

• Drafting and updating standard operating procedures (SOPs) and continuously improving administrative processes to enhance efficiency and user experience.

• Collaborating with HR colleagues, Legal, Finance and external providers to ensure smooth cross-functional operations.

• Performing other tasks as requested.

You have

• A first-level university degree in HR, Social Sciences, Business Administration or a related field.

• At least four years of work experience in Human Resources, preferably within an international organisation.

• A solid understanding of social security systems, ideally in an international context.

• Excellent interpersonal and communication skills with a service-oriented approach.

• Strong organisational skills and attention to detail.

• Familiarity with HR ERP systems and administrative workflows.

• Fluency in English.

You might also have

• Knowledge of German or another EMBL host country language.

Contract length: 3 years (renewable up to 9 years)

Salary: Grade 4 or 5; depending on qualifications and experience (monthly salary from 3.812 EUR after tax, excl. EMBL pension and health insurance contributions of 13%, plus other paid benefits)

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