Administrative Assistant for Research & Development Public Projects - #7442725

For over a decade now, OpenNebula Systems has been leading the development of the European open source technology that helps organizations around the world to manage their corporate data centers and build their Enterprise Clouds.

If you want to join an established leader in the cloud infrastructure industry and the global open source community, keep reading, because you can now join a team of exceptionally passionate and talented colleagues whose mission is to help the world's leading enterprises to implement their next-generation edge and cloud strategies. We are hiring!

Since 2019, and thanks to the support from the European Commission, OpenNebula Systems has been leading the edge computing innovation in Europe, investing heavily in research and open source development, and playing a key role in strategic EU initiatives such as the IPCEI-CIS and the “European Alliance for Industrial Data, Edge and Cloud”.

We are currently looking for an Administrative Assistant to come and join us in Europe as part of our new team developing the next generation management platform for the Cloud-Edge Computing Continuum.

Job Description

The Administrative Assistant provides hands-on support in all the various administrative tasks and areas that keep OpenNebula Systems running while ensuring efficient and organized operations aligned to the current company's policies and standards..

This is a versatile role in which you will mainly collaborate hand-in-hand with the Administration Manager providing comprehensive administrative support for the effective management of projects funded with public funds (EU) including accounting, billing and audits on each projects’ specific policies, requirements and standards.

Additionally, Administration Assistant will also participate in all other administrative tasks including invoice management, reports, logistics and events while helping identify new opportunities and implementing new processes for a remarkable and more efficient performance of this department

What You Will Do

Provide necessary support for the effective management of projects funded with public funds (EU) including accounting, billing and audits on each projects’ specific policies, requirements and standards:

• Verifying and processing experts’ invoices.
• Maintaining financial oversight of the project, including payment processing, invoicing, contract management and procurement.
• Comprehensive administrative assistance and advising on the organisation of study visits and other logistical aspects.
• Ensuring quality control of all administrative items: contracts, declarations, order forms, invoices, budget items, financial oversight, logistics of study visits.
• Helping to organize meetings, taking care of agendas, invitations, minutes etc.
• Record purchase invoices and expenses in the designated application.
• Management and control of administrative documentation.Keep assigned inventory updated for personnel.
• Provide any additional administrative support as needed.
  
  

What You Will Bring

• Professional training in administration and finance.
• Minimum of 5 years of working experience in Administration Departments .
• Previous experience in administration, accounting, billing and audits related to EU public funding projects (preferably in European H2020, Horizon Europe, and Spain National public projects).
• Knowledge of accounting, tax, and legal standards and procedures, as well as proficiency in file systems and document management.
• Proficiency in office software programs such as Microsoft Office, Google Drive, etc.
• Excellent written and verbal communication skills in English
• Ability to work independently and in a team.
• Great attention to detail and ability to maintain a high level of accuracy in work.
• Commitment to confidentiality and security of sensitive company information.
• Ability to communicate clearly and effectively, both verbally and in writing.
  
  

What's in it for me?

Some of our benefits and perks vary depending on location and employment type, but we are proud to provide employees with the following:

• Competitive compensation package and flexible remuneration: Meals, Transport, Nursery/Childcare
• Customized workstation (macOS, Windows, Linux)
• Private health insurance
• Paid time off: Holidays, Personal Time, Sick Time, Parental leave
• Afternoon-off working day every friday and during summer
• Remote company with bright HQ centrally located in Madrid; offices in Boston (USA), Brussels (Belgium) and Brno (Czech Republic); and access to office space near your location when needed. During the first year, for onboarding purposes, and for participation on certain projects, employees should be able to attend events and face-to-face meetings in our Madrid offices and be available to travel to Brussels and maybe other European cities. All employees are also required to attend our company-wide face-to-face all-hands meetings twice a year.
• Healthy work-life balance: We encourage the right for Digital Disconnecting and promote harmony between employees personal and professional lives
• Flexible hiring options: Full Time/Part Time, Employee (Spain/USA) / Contractor (other locations)
• We are building an awesome, Engineering First Culture and your opinion matters: Thrive in the high-energy environment of a young company where openness, collaboration, risk-taking, and continuous growth are valued
• Be exposed to a broad technology ecosystem. We encourage learning and researching new technologies and methods as part of your everyday duties