Prepare and implement Calls for Proposals
- Draft the terms of reference of each Call, in interaction with the Board of Directors (BoD) of the PRACE AISBL and the High Performance Computing centres who run the computers on which resources are offered (Hosting Members (HM) and/or Tier-1 Centres, depending on the type of call) participating in the Call;
- Prepare a plan setting out the timing of each element of the call and the milestones to be met;
- Update the supporting documentation (Technical Guidelines, applications forms etc.) in conjunction with the participating Centres. This includes incorporating feedback from applicants of previous calls to improve and simplify the process, where appropriate;
- Act as the main interface between applicants and PRACE AISBL in matters relating to peer review, in particular providing support and assistance to the applicants in completing the proposal forms, and deliver feedback from the scientific and technical reviews to them.
Administer the Peer-review Process
- Perform an administrative check on all proposals (including interaction with applicants for corrections/clarifications);
- Identify and select reviewers (from a database of potential reviewers, categorised by areas of scientific expertise) and ensure that the timetable is adhered to, in liaison with PRACE Access committee (AC);
- Liaise with the HPC Centres for the technical review;
- Distribute the proposals among scientific area, in interaction with AC;
- Assign reviewers to each proposal and manage the review process (if necessary, providing assistance). Manage conflicts of interest in the assignment of reviewers to proposals;
- Perform a quality check of the reviews (for confirmation by the AC and panellists during the Prioritisation Panel);
- Communicate results to the applicants, centres and HM representatives and provide them with feedback about decisions on request;
- Interact with the lead scientists (Project Leaders) of awarded projects e.g. to manage requests for extensions, collect in final reports, scientific publications etc.;
- Maintain and update a database of all scientific output (publications, thesis, presentations, etc.) of completed PRACE awards, as listed in the final report.
Plan and organize the Prioritisation Panel
- Define the panels (size and potential merging), in interaction with AC and BoD;
- Select the panellists, in interaction with AC and BoD and invite them to attend. Manage conflicts of interest in the assignment of panellists;
- Organise the logistics aspects of the meeting, with support from the office secretarial staff;
- Prepare the master files and other documentation for each of the science panel sessions;
- Perform the secretariat of the Plenary session and Allocation Committee.
Manage the PRACE Experts and distributed resources databases
- Maintain and update a database of Experts (potential reviewers);
- Interact with the organisation which provides technical support for the PRACE Peer Review Tool (PPRTool (e.g. on updates, debugging, problems notified by the users…));
- Maintain a database of submitted proposals, their reviews, reviews outcomes, final reports;
- Provide country performance table and country data statistics per scientific area to each PRACE member, after each Call;
- Undertake additional data analysis on demand for the BoD, Council Chair, or third parties.
- Provide tailored information for press releases or reports, in response to requests from the PRACE Communications Officer;
- Provide tailored information in response to requests from the PRACE members;
- Prepare quarterly reports for the BoD, reports for the Council meetings, and for the PRACE RI annual report.
Project Management and Administration
- Take a leading role in the Project Management Office (PMO) of one or more European Commission funded projects in which the PRACE aisbl is co-ordinator or a partner
- Contribute to the administrative, financial, legal and organisational tasks for which PRACE aisbl is responsible, to meet contractual obligations to the EC
- Plan and manage the internal review and the submission of project deliverables
- Develop and implement risk analysis procedures and monitor risk management plans
- In conjunction with other members of the PMO, make recommendations on how best to deploy project resources – staffing and budgets – to meet changing requirements
- Support the Project Co-ordinator in the planning and preparation of major events such as EC Project Reviews
- Represent the project(s) at national and international meetings and to funding bodies and review panels
Guideline of the percentage of time spent on each area of responsibility
- Administration of the Peer-review Process – 40%
- Project management and project administration – 30%
- Plan and organize the Prioritisation Panel – 5%
- Prepare and implement Call for Proposals – 10%
- Manage the PRACE Experts database and distributed resources database – 10%
- Communications and Reporting (on all areas of activity) – 5%
The balance of responsibilities may change over time, by negotiation, depending on the skills and experience of the individual and the evolving requirements and responsibilities of the PRACE aisbl.
Key skills needed:
- Excellent written and spoken English;
- Degree level education in a science subject or equivalent professional experience;
- Experience of project management processes, including planning, tracking and risk assessment. Ideally experience of working on European Commission funded projects.
- Proven organisational skills;
- Ability to work as part of a team;
- Ability to work on own initiative;
- Advanced Excel skills (i.e. experience of data analysis and management of budgets);
- Ability to interact with technical teams e.g. to define requirements for peer review tool etc.
In order to apply for this position, please click here by 07 January 2016. PRACE regrets that we are not able to acknowledge all applications received. Please note that only shortlisted candidates will be contacted and invited for interview. Interviews will be held in the second half of January 2016.