HQ Manager

Job description

About the job

The European Academy of Allergy and Clinical Immunology (EAACI) is an association of clinicians, researchers and allied health professionals, dedicated to improving the health of people affected by allergic diseases.

With more than 14,000 members from 125 countries and over 50 National Allergy Societies, EAACI is the primary source of expertise in Europe for all aspects of allergy.

To support our international Headquarters team of 12 staff, we are looking for a highly motivated HQ Manager.

The EAACI Headquarters is based in Zurich Switzerland, where the HQ Manager will work full-time.

Responsibilities

Under the authority of BoO and direct guidance from the EAACI President and Secretary General, the HQ Manager is responsible for supporting the overall operations of EAACI Headquarters to achieve the organizational goals and objectives of EAACI.

Duties

• Supports the overall operations of Headquarters and is responsible for coordinating communication between Events, Communication, Science and Education teams and the timely delivery of HQ tasks allocated by the BoO, under the direct guidance of the President and SG
• Ensures the implementation of Executive Committee decisions
• Manages the budget of Headquarters and coordinates EAACI contracts preparation in collaboration with the Treasurer, the relevant VPs or other Board of Officers and with the relevant managers or officers from the HQ departments as well as the corporate lawyer and EAACI financial advisor
• Under the direct guidance of the SG coordinates the work of full-time, part-time, and contract HQ staff
• Liaison with other societies

General management

• Together with the Executive Assistant, oversees the logistics of all Board of Officers, Executive Committee and EAACI family meetings held by EAACI (task forces , committees, etc)
• Reports weekly to President and Secretary General on the current HQ activities, together with the other managers and officers
• Participates in the Board of Officers meetings upon invitation
• Supports the HQ managers and officers on matters within his/ her competence
• Establishes and maintains Academy files and records and ensures adequate record keeping in all areas of operations and easy access to all documents to the Board of Officers and Executive Committee
• Provides appropriate and adequate information to the Executive Committee and Board of Officers in a timely manner
• Assists the Board of Office and the Executive Committee in their duties

Membership service

• Ensures that member and membership issues are resolved in a timely fashion

Administration

• Follows up efficient management of Headquarters by checking structures and SOP's, according to the governance and structures elaborated by the Governance Committee and approved by the Executive Committee
• Supports the implementation of the management procedures of the Headquarters under guidance of the President and SG
• Follows up compliance of Headquarters activities with internal and external governance rules
• Follow up adequate security, upkeep, and maintenance of all buildings, facilities, infrastructure, equipment and general services of Headquarters owned, rented, or leased by EAACI
• Maintains confidentiality of all internal matters pertaining to EAACI, its members, and its operations
• Ensures that all correspondence and information flow between the HQ, BoO, ExCom and the EAACI family and between the managers and officers in the HQ is handled in an effective and timely manner

Personnel

• Supports human resources function for Headquarters, including the drafting of employment contracts together with the corporate Lawyer
• Supports an effective employee-relations strategy including performance monitoring and on-boarding of new employees
• Facilitates recruitment of new employees in collaboration with President, SG and the relevant VP
• Supports a fair and competitive compensation program
• Follows up the key performance indicators for the staff in collaboration with the SG and relevant BoO, follows and reports regularly on staff performance

Communications

• Ensures that the BoO and the Executive Committee are kept fully informed about headquarters' activities and its operations
• In cooperation with the Executive Assistant ensures that all appropriate information is circulated to the Executive Committee and/or the membership in a timely manner
• Ensures that staff members and employees are well informed and maintains open lines of communications throughout the organization

Finance

• Manages the Headquarters budget in collaboration with the President, Treasurer and the Secretary General
• Supervises the execution of EAACI contracts with external providers in cooperation with the Board of Officers, Financial and Legal advisor
• Oversees and monitors the day-to-day financial operations and reports regularly to the Treasurer
• Reviews weekly all invoices and approves invoices
• Ensures timely processing of invoices and other financial requests
• Works with and provides administrative support to the Treasurer in refining the annual operating budget
• Supports the development of financial reports
• Maintains official tax/financial records and documents according to Swiss and other applicable laws/regulations
• Collaborates with Financial Advisor in ensuring that funds are accounted for and disbursed in accordance with contractual requirements

Supervision

• The HQ Manager reports to EAACI President, Secretary General, Treasurer, Board of Officers and Executive Committee
• The performance of the HQ Manager will be reviewed by the President and Secretary General at least three times per year

Requirements

• A managerial background in a scientific organisation in the field of medical sciences.
• Fluency in English and German (written and spoken) is required, additional languages are a plus

How to apply

If you meet the above requirements, please send your application to jobs@eaaci.org with the following information and documents:

• Your possible starting date
• Email subject reference to the job application (HQ Manager)
• Cover letter
• Complete CV (professional portfolio if available)
• Annual gross salary expectation in CHF

Only complete applications will be considered. Please note that due to time constraints, we will only answer the applicants that are selected for a first round of interview