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Vacancy Announcement: HFSPO Digital Workspace Officer

HFSPO is hiring a new staff member. We are accepting applications for HFSPO Digital Workspace Officer until 5th April.

Position: Digital Workspace Officer
Contract Type: Permanent contract
Reference: HFSPO/2024/DWO
Deadline: 5 April 2024
Interviews: April/May



The Human Frontier Science Program Organization (HFSPO) is a unique organization, supporting international collaboration to undertake innovative, risky, basic research at the frontier of the life sciences. It is supported financially by 16 countries and the European Commission. Since 1990, over 8500 researchers from more than 70 countries have been funded. Of these, 29 HFSP awardees have gone on to receive the Nobel Prize.
The Organization has seen much progress over recent years and is on the verge of commencing its new Strategic Plan. Concomitant with this Strategy, the Secretariat, which implements the Program, is continuing on an ambitious roadmap towards a full Digital Workspace. This position is critical for the success of this initiative.



The Digital Workspace Officer is instrumental in supporting the implementation of the Digital Workspace roadmap, which includes data, documents, reports, workflows and systems. Across three main IT applications, the position will come in support of project management, as well as in-house training and end user engagement. HFSPO currently works with Proposal Central (Altum) for grants management, Dynamics 365 (Microsoft) for financial management, as well as SharePoint and Teams for document management. Helping in developing an integrated software environment and liaising with several companies to optimize work with these applications, the Digital Workspace Officer will play an important role in shaping the architecture of the HFSPO Digital Workspace.


Reporting to the Chief Operations Officer, this new position is part of a team of 5 colleagues. Working in close collaboration with the HFSPO IT Systems Manager, the incumbent will support all projects relevant for the Digital Workspace of HFSPO.

Job Description:

Development of the HFSPO Digital Workspace

  • Oversees the development, implementation, and maintenance of digital workspace solutions tailored to meet the organization's needs.
  • Keeps abreast of innovative technology trends that should be brought into the workplace and gather digital workplace best practices by participating in continuing education, reading online and offline journals and posts, following peer groups and attending relevant events.
  • Supports the continuous improvement of the park of applications, including for instance, systems for digital signatures, systems for workflows and others. 
  • Runs tests and gathers intelligence on competing software packages.
  • Helps integrate new services into the Workspace environment, workflows and communication channels, with a particular focus on ease of use and efficiency of operations.
  • Supports work on monitoring and reporting across a number of activities.
  • Contributes to continuous development and refining of the HFSPO Digital Workspace roadmap. 

Management of the HFSPO Digital Workspace

  • Manages digital workspace platforms, including but not limited to cloud-based collaboration tools, project management software, and virtual communication platforms.
  • Contributes to maintenance and development of the HFSPO Intranet (SharePoint).
  • Provides governance support, ensures user registration management, onboarding and offboarding on all relevant systems.
  • Curates data, documents and reports and cleans obsolete information and archived material.
  • Assists necessary work in migrating and decommissioning legacy systems and reducing digital waste. 

Business continuity

  • Works closely with the IT Systems Manager to ensure that all IT issues are adequately and transparently covered.
  • Ensures helpdesk functions and deployment of new machines, as well as all administrative matters necessary for the purchase, extension, or discontinuation of software solutions.
  • Participates in IT monitoring and technological support.
  • Ensures monitoring of software use and utility.

Creation of an enabling environment for digital readiness and efficiency

  • Supports a culture of collaboration and efficient communication by promoting the use of digital workspace tools and facilitates harmonized use across divisions.
  • Participates in the change management process including support and user adoption.
  • Offers day-to-day user support, particularly at the introductory phase of new tools, troubleshoot issues and provides solutions.
  • Prepares user documentation (procedures, training materials, user manuals, presentations).
  • Supports monthly training sessions on efficient collaboration and communication, identifying training needs, building and presenting adapted learning content.

Project management for IT systems development

  • Manages the ongoing digitization project, monitoring, refining, and improving work processes.
  • Manages SharePoint and related tools, gathering feedback and following up on improvements, developments, and proposed solutions. 
  • Participates in central project management functions for workspace platforms such as Proposal Central and D365. 
  • Participates in all relevant internal and external project management meetings with service providers.
  • Supports Agile methodologies and continuous improvement.

Safeguarding IT security

  • Maintains and develops IT security to protect online digital assets.
  • Participates in the development and evolution of IT security policy.



  • Advanced degree in Information Technology, Computer Science, or related field.
  • Proven experience in digital workspace management with track record on selecting, employing and implementing workspace relevant software and solutions.
  • Good general knowledge of computer systems and proficiency in cloud-based tools such as Microsoft 365, DocuSign, Smartsheet, Slido, MS Project, Zoom and/or others.
  • Strong understanding of cybersecurity principles and best practices.
  • Analytical mindset with the ability to solve problems and make data-driven decisions.
  • Curiosity to learn about new applications and new functionalities of existing tools.
  • Demonstrated ability to manage a substantial and varied workload effectively, including managing competing demands, maintaining accuracy, and coordinating activities across and within divisions within the Organization.
  • Strong project management skills.
  • Strong team player with an ability to collaborate with all colleagues and service providers.
  • Excellent communication and interpersonal skills.
  • Excellent language skills in English with good working knowledge of French.
  • Experience with working in multi-national/cultural environments.


  • Experience with workflow systems.
  • Knowledge of programming languages and algorithms.
  • In depth knowledge of SharePoint 365.
  • Experience with PowerPlatform, PowerApps and PowerPages.
  • Experience with third party integration tools (Zapier, Make).
  • Experience with change management and championing digital workplace approaches.
  • Experience with working with ERPs/accounting systems.
  • Previous work in providing IT training.
  • Intermediate knowledge of ITIL and Agile mindset.
  • Notions of UML and Flowcharts.


As all HFSPO contracts fall under French law, the candidate must commit to being officially registered in France and working most of the time from the HFSPO Secretariat in Strasbourg (teleworking policy in place). 


The position is opened as a permanent contract with a probation period as by French regulations.
Competitive salary in reference to the OECD international remuneration scale, including coverage for health, unemployment, retirement and insurance package to the candidate including family under the rules of French law. International candidates are eligible for moving and installation expenses, and may qualify for expatriation allowance.



HFSPO holds strong shared values, which align with promoting scientific excellence at the frontier of life science. HFSPO takes pride in its distinct culture which contributes to scientific excellence through paradigm shifting international, interdisciplinary and collaborative research. HFSPO values diversity, equity, inclusion, accessibility, open science and sustainability and is committed to the highest ethical standards of integrity, accountability, independence and impartiality, transparency, respect and professional conduct. On this basis, the Program supports and nurtures individual scientists at all stages of their career and the scientific community at large.



Please submit your application to by 5 April 2024. Please include your CV, a letter of motivation listing two references and stating your current notice period. Should you have any questions on the position or the application process, kindly write to the same address. 
Furthermore, please add therein a written consent, authorizing HFSPO to process your personal data in accordance with the HFSPO Privacy Policy.
Interviews will be conducted end of April/start of May 2024.