Head of Administration ALMA

The Joint ALMA Observatory (JAO) is seeking a Head of Administration with extensive experience in coordinating and leading the administration and the financial planning of a technical, multinational organization.

The Head of Administration (HoA) is an international position at the JAO, leading a department that provides the support of administrative and financial functions at the JAO, currently including contracting, hospitality, commuting, and budgetary matters, working closely with the ALMA operations teams at the JAO on delivery of effective and efficient operations. Given the funding model under which ALMA operates, a key responsibility of the HoA is to provide the interface and liaison with the ALMA Executives with respect to the Observatory's administrative, financial and contractual obligations. The HoA is expected to manage complex challenges, related to both JAO activities in Chile and activities with the Executives, and to help shape the strategic priorities of the JAO as a member of the JAO Core Management Team (CMT). The HoA reports to the ALMA Director.

ALMA has two locations in Chile: the Santiago office in Vitacura, Region Metropolitana and the Operations Support Facility (OSF) near San Pedro de Atacama in northern Chile where the ALMA telescope is located. There are approximately 250 staff at the JAO with both international and local (Chilean) staff members, with more than 20 nationalities represented.

Key responsibilities

• Manage the JAO Administration Department and its staff, including training and mentoring.
• Perform research and analysis of administrative and budgetary matters, and prepare reports/presentations as required.
• Administer the budget of all organizational units, analyze requirements, determine allocations, approve expenditures and ensure adequacy of the budget.
• Work with the CMT to plan and prepare budgets, analyze and develop business plans, and improving financial and administrative processes and performance in each of the JAO organizational units.
• Manage the oversight of vendor contracts for the JAO, in collaboration with the procurement departments of the ALMA Executives.
• Ensure appropriate training in budget management and procurement for all staff with financial responsibilities.
• Manage the hospitality facilities at the Observatory, which includes hotel management, catering, and cleaning.
• Manage commuting to and from the Operations Support Facility (OSF), including flights, buses, taxis and shuttles.
• Responsible for facilities management functions of the Santiago office, which encompass building operation, security, telecommunications and related facilities support function.
• Provide guidance and strategic advice to the ALMA Director on planning and establishing general policies, scope and appropriate standards of budget performance in each of the JAO's functional areas.
• As a member of the CMT, participate in the general management of the JAO.
• Provide the ALMA Director with data and reports necessary to communicate JAO administrative and budgetary issues to the ALMA Board, Directors Council, Executives and the CMT.
• Give presentations to the ALMA Board and its Budget Committee related to the budgetary issues, and other administrative issues of importance to the ALMA Board or its subcommittees.
• Chair the Heads of Administration Advisory Group (HAAG), a committee bringing together Administrators of each of the ALMA Executives.

Professional requirements/qualifications

Applicants shall fulfill the following requirements:

• Bachelor's degree in Business Administration, Accounting, Economics, or other related field.
• Advanced degree/certification in these fields is highly desirable.
• Extensive experience in the management of business operations, strategy, and administration of contracts (including government contracts), preferably in a scientific or technical environment.
• Extensive knowledge of management principles, practices, methods and techniques.
• Sound practical knowledge of accounting and budgeting processes, computer applications for administrative information systems, and facilities operations.
• Five years or more experience dealing with multinational major stakeholders is essential.
• Five years or more experience working in Chile or South America is an asset.
• Excellent verbal and written communication skills are mandatory.
• Five years or more experience of leading and mentoring a small team.
• Excellent people management skills are mandatory.
• Ability to travel internationally and to the observatory in the North of Chile.
• Fluency in English (oral and written) is mandatory. Fluency of Spanish is an asset.

Competencies

• Maintaining effective working relationships across the ALMA partnership
• Self-motivated and organized
• Able to cope with short deadlines under pressure
• Leadership skills

Working conditions:

• The duty station is the Santiago office, with travel to the Operations Support Facility (OSF) at 2900 meters near San Pedro de Atacama. International travel will be required.
• Due the requirement to work at the Observatory site, a successful high-altitude medical examination (HAME) is a necessary condition of employment for this position.
• The actual contractual terms will be defined by the selected employer (ESO, AUI/NRAO or NAOJ).

Starting date

1 March, 2022

Applications and Contract

ALMA International Staff will be recruited as employees of ESO, AUI/NRAO or NAOJ. Each of these employers offer competitive remuneration packages including a competitive salary as well as comprehensive social benefits, and provide financial support in relocating families. Furthermore, if applicable, an expatriation allowance as well as some other allowances will be added.

ALMA International Staff Members will be engaged to work at the JAO through one of the Executives: ESO, AUI/NRAO or NAOJ. Candidates should apply through the Recruitment Portal(s) of the ALMA Executive (ESO, AUI/NRAO, NAOJ) from which s/he would like to receive a contract offer. The selected ALMA Executive will send a contract offer to each successful candidate.

Applications must be completed in English and should include a cover letter, CV and three reference letters. Details of the application process and information about conditions and remuneration are provided in the Recruitment Portals of the ALMA partners:

• Applicants submitting their application to ESO are invited to apply online at https://recruitment.eso.org/
• Applicants submitting their application to NRAO are invited to apply online at https://careers.nrao.edu.
• Applicants submitting their application to NAOJ are invited to apply via e-mail to: "apply-alma-HeadAdmin20210831@alma.mtk.nao.ac.jp"

Deadline for receipt of applications to be considered is 31 August, 2021.

ESO, NRAO, and NAOJ are equal opportunity employers and diversity is considered an important value. Each entity seeks to promote a diverse and inclusive workforce, irrespective of nationality, gender, age, disability, ethnicity or religion.

For further information please consult (www.almaobservatory.org), as well as the ESO, NRAO, and/or NAOJ Home Pages (www.eso.org), (www.nrao.edu), or www.nao.ac.jp/en/).