The Administration division is the central in-house service division of the Paul-Ehrlich-Institut (PEI). Its key function is to ensure that the necessary personnel, structural, technical and financial conditions are in place to enable the PEI to perform its duties effectively. On account of the large number of tasks and special technical demands involved, the division currently includes around 200 members of staff.
The unit is responsible for the strategic and timely provision of human resources throughout the organisation as a whole. In addition to strategic HR planning, this includes staff recruitment and support, provision of employee services and the implementation of training and internships.
Finance and Procurement Unit
The unit combines the duties of budgeting, budgetary execution, accounting, financial reporting, tax matters, procurement and logistics within the PEI. Since 1999, the unit has used electronic data processing systems to administer the budget. In 2018, the budget, including revenues and administrative and staff expenditure, exceeded 100 million euros for the first time. It also focuses on providing support and administration for the external funding obtained by PEI researchers for scientific projects – there are currently 69 such projects.
PEI Gateway, Document Management Unit
The unit may be seen as the central information hub of the PEI. Incoming mail, registry, mail distribution, outgoing mail and archiving are the core duties of this internal service unit. It is also responsible for providing technical support for software applications, the electronic submission of applications for the marketing authorisation and testing of biomedicines, databases and digital communication systems. The unit is also dealing with the introduction of e-files and electronic archiving. All these measures are aimed at the increasing digitalisation of the PEI. The unit publishes and updates information on biomedicines on PharmNet-Bund.de; publication in the Federal Gazette makes official actions, such as the granting of marketing authorisations, legally binding.
Technical Services Unit
The unit ensures that the necessary structural and technical conditions are in place to enable the PEI to perform its duties, and operates and manages the 110,000 m² PEI campus, which consists of ten individual buildings, including high-security laboratories up to class S 3. With an enormous range of complex technology, the unit oversees the operation of high-security laboratories, technical equipment, building automation and media supply 24 hours a day. Together with the Hesse State Office for Construction and Real Estate (LBIH), the unit supervises state-of-the-art construction and building maintenance projects that meet the latest scientific requirements.
Information Technology Unit
The unit maintains, develops and supports the IT infrastructure that enables staff members to perform their duties in the areas of regulation, research and administration with the aid of powerful and secure IT applications. The unit plays a central role in the implementation of digitalisation, characterised by the existence of uninterrupted, electronically networked process chains between all parties involved in the process. This includes projects such as portals for the electronic submission of marketing authorisation applications and subsequent procedures, and a laboratory information and management system. The basis for all processes and their further development is a modern, high-performance IT infrastructure. All IT projects within the PEI are coordinated in the unit.
Occupational Safety and Health Protection, Laboratory Assistance Unit
The unit ensures occupational health and safety, as well as biological safety. Working with infectious materials and hazardous substances in secure genetic engineering areas requires a variety of different measures to protect staff members. Occupational safety and protection against fire, radiation and infection must all be taken into account. The central sterilisation facility is responsible for the cleaning, decontamination and inactivation of animal cages, laboratory glass and consumables. A wide range of regulations on hazardous substances, waste management and the environment must be observed and coordinated with the relevant supervisory and licensing authorities. The unit also organises occupational health management and healthcare measures within the PEI.
Fee Collection Unit
The staff is responsible primarily for billing the public and private services provided by the PEI. Each year, the PEI generates revenues of around 24 million euros from approximately 6,600 fee notices and invoices. Cost/performance accounting is also based in this unit.
The unit develops career paths, along with the organisation as a whole, in line with the PEI's strategy. The requirements and overall conditions within which an organisation operates are constantly changing. To ensure that the PEI can continue to be successful in the future, the unit develops the PEI's structural and procedural organisation accordingly. Staff development with a view to future challenges is a essential cornerstone of a successful organisation.