HR Associate

Job Category

Job Location

Expiration Date

26 Apr 2021

HR Associate

1. Position information


Vacancy No.: VN21-06

Department: Administration

Grade: B4

Section: HR

Job Ref. No.: STF-PL/PL-06

Reports to: Head of HR

Publication Date: 23 February 2021

Closing Date: Extended to 26 April 2021

Location: Bonn, Germany


2. About ECMWF 

ECMWF is both a research institute and a 24/7 operational service, producing numerical weather predictions for its Member and Co-operating States as well as users around the world. ECMWF carries out scientific and technical research and analysis aiming to continuously improve global prediction. ECMWF processes in its high-performance computing facility large amounts of observations to provide up-to-date global analyses and climate reanalyses of the atmosphere, ocean and land surface. 


For details, see

Over the years, ECMWF’s partnership with the European Union has grown, and in 2014 ECMWF became an entrusted entity to operate the Copernicus Atmosphere Monitoring Service (CAMS) and the Copernicus Climate Change Service (C3S) on behalf of the European Commission until mid-2021 and ECMWF is preparing plans for the next phase of the Copernicus Programme for the period 2021-2027. 

ECMWF currently operates from its headquarters, located in Reading, UK, and its data centre located in Bologna, Italy. Over the course of 2021, ECMWF will be opening additional new premises in Bonn, Germany.

3. Summary of the role

ECMWF is undergoing significant change, and this is a particularly exciting time to join the Centre. We are establishing a new duty station in Bonn, Germany, which is due to open during the second half of 2021.

Key to the success of the organisation are strong HR professionals who work very closely with the line organisation to support them on day-to-day and more strategic people issues, as well as a central HR operations team that ensures that core HR processes are executed efficiently and reliably. 


The HR Associate will work closely with the HR Business Partner to support the Centre’s staff in Bonn. They will act as first point of contact for routine staff questions on working conditions, contractual and any employment-related matters. They will also be responsible for the provision of all aspects of HR administration, maintenance and organisation of staff records and data on the Enterprise Resource Planning platform (ERP). 

The HR Associate in Bonn will be an integral part of the ECMWF HR team and will work closely with the HR team in Reading, UK.  The HR Associate based in Bonn and the HR Associate based in Reading will provide cover for each other.


4. Main duties and key responsibilities

  • Acting as first point of contact for routine staff questions on employment conditions, the ECMWF staff regulations and procedures, contractual matters, entitlements, benefits, escalating issues when necessary
  • Preparing statutory correspondence and letters to staff
  • Liaising with the relevant German authorities as required
  • Coordinating contractual changes requested by departments
  • Supporting the recruitment process as required 
  • Preparing employment offers, contracts of employment and related documents
  • Supporting the offer management process by liaising with successful candidates on all matters relating to their appointment prior to their commencement of employment 
  • Coordinating the onboarding and induction process for newly recruited staff 
  • Assisting staff with all applications related to visa applications, local registrations, diplomatic car registrations etc
  • Carrying out data input to the ERP, including payroll input, in close cooperation with the Payroll Manager, and ensuring data integrity 
  • Monitoring sick leave and absences records
  • Monitoring HR administration processes, proposing changes and enhancements as required to ensure they remain efficient and reliable 
  • Participating in continuous improvement of HR processes and contributing to HR projects as required

5. Personal attributes

  • Excellent relationship management skills, including the ability to quickly build trust and credibility with staff in the allocated client groups, with discretion and the ability to maintain the strictest confidentiality
  • Capacity to handle multiple issues concurrently and to deliver reliably to tight deadlines
  • Attention to detail and diligence
  • Initiative and ability to work with minimal supervision 
  • Strong IT skills, desire to use ERP system to its fullest potential
  • Ability to work well as part of a team, taking the lead on some topics, contributing to others 
  • Solution-oriented, pragmatic approach with the desire to continuously improve processes
  • Curiosity to understand the goals of the organisation and how HR contributes to them


6. Qualifications and experience required



Candidates should have a higher standard of education (EQF Level 4).


Strong experience of working in an HR administrative capacity, ideally in an international environment.

Experience of providing HR support to line managers and individuals. 

Experience of using an HRIS and improving HR processes to make best use of it.

Knowledge and skills (including language)

Excellent working knowledge of Microsoft Office (Word and Excel) is required. 

Strong written communication skills to draft and respond to correspondence and enquiries. 

Excellent time management skills to meet deadlines.

Competency in web publishing software would be advantageous.

Candidates must be able to work effectively in English and interviews will be conducted in English.

Due to the required interactions with the German authorities, fluency in German (spoken and written) is also required. 

7. Other information

Grade remuneration

The successful candidate will be recruited at the B4 grade, according to the scales of the Co-ordinated Organisations and the annual basic salary will be EUR 57,426.24 net of tax. The Centre offers a generous suite of benefits. This position is assigned to the employment category STF-PL as defined in the Staff Regulations.

Full details of salary scales and allowances are available on the ECMWF website at, including the Centre’s Staff Regulations regarding the terms and conditions of employment.

Starting date: As soon as possible.

Length of contract: Four years, with the possibility of a further contract.

Location: The position will be based in Bonn, Germany.

8. How to apply


Please apply by completing the online application form available at

To contact the ECMWF Recruitment Team, please email

Please refer to the ECMWF Privacy Statement.  For details of how we will handle your personal data for this purpose, see:

At ECMWF, we consider an inclusive environment as key for our success. We are dedicated to ensuring a workplace that embraces diversity and provides equal opportunities for all, without distinction as to race, gender, age, marital status, social status, disability, sexual orientation, religion, personality, ethnicity and culture. We value the benefits derived from a diverse workforce and are committed to having staff that reflect the diversity of the countries that are part of our community, in an environment that nurtures equality and inclusion.

Applications are invited from nationals from ECMWF Member States and Co-operating States, listed below, and all EU Member States.

Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland France, Hungary, Germany, Greece, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Montenegro, Morocco, the Netherlands, North Macedonia, Norway, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom. 

Applications from nationals from other countries may be considered in exceptional cases.


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