ICFO Coordinator – Research Group Support & Operations (RGO Coordination) - barcelona
5 days ago
Barcelona
ICFO is a research center located in the Mediterranean Technology Park in the metropolitan area of Barcelona, employing approximately 500 people, including researchers, PhD students, and operational staff. In its field of specialization, ICFO is consistently ranked among the highest-quality research institutions worldwide. ICFO operates within a dual framework: an internationally competitive research environment and a public-sector regulatory context. This requires combining flexibility in research activity with structured, compliant, and traceable institutional processes. Context of the Position The Finance, Compliance & Labor Affairs Area (FCLA) oversees key institutional functions, including Finance, Legal, Procurement, Labor Affairs, and Project Financial Control. As part of its strategic development, ICFO is reinforcing its Coordination function, with the objective of: • Structuring processes across teams, • Improving consistency in institutional operations, • Supporting transversal initiatives linked to research activity Within this framework, ICFO is deploying the Research Group Officer (RGO) model, designed to provide a structured and professional interface between Research Groups and Operational Teams. The RGO model aims to: • Improve clarity and completeness of administrative interactions, • Ensure consistency in the way research support is delivered, • Reduce inefficiencies and fragmentation across teams, • Enable more predictable and scalable support to research activity To support the implementation and consolidation of this model, ICFO is seeking a Coordinator of Research Group Officers, integrated within the Coordination function. Job Description The Coordinator of Research Group Officers will contribute to the deployment, coordination and consolidation of the RGO function across the institute. The role is positioned at the intersection between research activity and institutional processes, with a focus on ensuring that interactions between Research Groups and Operational Teams are structured, coherent and aligned with institutional standards. The position combines: • Coordination of a transversal function, • Structuring and standardization of processes, • Follow-up and organization of activities, • Contribution to institutional scaling and operational clarity The position is conceived within a phase of institutional development, contributing to the structuring and consolidation of coordination mechanisms that will evolve in alignment with ICFO’s digital transformation and process optimization initiatives. The role requires the ability to operate with autonomy, influence, and a strong understanding of institutional dynamics. Key Responsibilities • Support the coordination of the RGO function, ensuring consistency in approach, quality of support, and alignment across research groups, • Contribute to the organization and prioritization of RGO activities, supporting structured follow-up and visibility of workload, • Structure and consolidate the interface between Research Groups and Operational Teams, ensuring that administrative interactions are consistent, complete and clearly defined, • Identify inefficiencies or gaps in cross-team interactions and contribute to the design and implementation of improvements, • Participate in the definition, documentation and standardization of administrative workflows related to research activity, • Identify recurring patterns, inefficiencies and process gaps, contributing to their transformation into structured workflows or system-based solutions, • Support the rollout and progressive deployment of the RGO model, including onboarding, training and clarification of roles and responsibilities, • Contribute to the design, implementation and progressive consolidation of structured processes and digital tools, supporting traceability, scalability and coordination, • Collaborate with Operational Teams to ensure alignment with institutional processes, • Actively contribute to transversal initiatives within the Coordination function, particularly in areas related to process improvement, digitalization and operational scaling within FCLA, • Support the collection and structuring of feedback from Research Groups and Operational Teams, contributing to continuous improvement and to the identification of opportunities for process standardization and digitalization, • Ensure that recurring operational issues are progressively translated into structured processes or institutional solutions, avoiding dependency on ad hoc or person-based interventions Candidate Profile Minimum Requirements • University degree (Master’s or equivalent) in a relevant field, • Professional experience in a research or research-support environment (research group, project management, or institutional support), • Experience in coordination of projects, processes or multidisciplinary activities, • Strong organizational and analytical skills, • Ability to work in a structured and detail-oriented environment, • Strong written and verbal communication skills, • Written and Spoken English, • Working knowledge of Spanish or Catalan (other languages will be considered an asset) Additional Assets • PhD in a relevant field (Life Sciences, Physics, Engineering or similar), • Experience working at the interface between research and operational or administrative teams, • Exposure to institutional processes in research organizations (finance, projects, HR, legal or similar), • Experience in process improvement, workflow structuring or digitalization initiatives, • Experience supporting transversal or strategic institutional projects, • Ability to work across teams and manage interactions in complex organizational environments Why Join ICFO This position offers the opportunity to contribute to a key institutional transformation, supporting the transition toward a more structured, predictable and scalable model of research support. The selected candidate will work closely with research groups, operational teams and institutional leadership, contributing to the consolidation of coordination mechanisms, processes and tools that are critical for ICFO’s continued growth. The role is expected to evolve in connection with ICFO’s broader digital transformation efforts, offering exposure to process design, institutional scaling and cross-functional initiatives. Application Process The selection process will follow ICFO’s internal recruitment guidelines, ensuring transparency, merit-based evaluation, equal treatment of candidates and full traceability of the process. Given the nature of the position within the current institutional framework, the process is structured and non-discretionary. Publication and submission of applications The position will be publicly advertised for a minimum period of 30 calendar days. Applications must be submitted within the established deadline through the ICFOJobs Job Openings site: Required documentation: • Curriculum Vitae (CV), • Motivation letter Only complete applications submitted within the deadline will be considered. Eligibility screening After the closing of the call, applications will be assessed against the minimum requirements defined in this call. This stage follows a binary assessment (eligible / non-eligible), applied consistently to all candidates. Evaluation and selection Eligible candidates will be evaluated by a Selection Committee, based on predefined criteria established prior to publication. The process may include: • Documentary evaluation, • Practical assessment or case study, • Structured interview(s) All shortlisted candidates will be assessed under equivalent conditions. Decision and communication The final decision will be formalized in a Selection Committee Report, including the evaluation results and justification. No offer will be issued prior to its formal approval. Candidates participating in the evaluation phase will be informed of the outcome.
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