Support Service

The Support Service is the core of the NHRF, responsible for managing the administrative, financial, and technical issues of the Foundation, in accordance with the legal framework and the decisions of the Board of Directors and the Director of the NHRF. In addition, the Support Service is responsible for optimizing the use of information and communication technologies (ICT) to enhance internal operations, interactions with external organizations, and communication with the public and stakeholders. The primary objective of the Service is to digitize administrative processes in order to improve flexibility, efficiency, effectiveness, and transparency.

The Support Service is also responsible for the maintenance and smooth operation of the NHRF facilities, including buildings and central infrastructure, as well as for the operation of the K. Th. Dimaras Library of Science, Technology, and Culture. In addition, it plays a crucial role in promoting the activities of the NHRF, supporting technology transfer initiatives, and publicizing the scientific achievements of the Foundation, in accordance with the instructions of the Administration.

In order to fulfill its mission, the Support Services Department coordinates and supervises the Departments and Offices under its jurisdiction, with the main objective of ensuring the proper and effective operation of the Foundation, in accordance with the provisions of the current institutional framework and the decisions of the Administration. This contributes to the implementation of the Foundation’s strategic objectives and mission.

Specifically, the responsibilities of the Directorate include:

• Coordinating, supervising, and controlling the operations of the Departments and Offices under the Directorate.
• Monitoring the implementation of decisions taken by the NHRF Board of Directors, the Director of the Foundation, and other authorized persons regarding administrative, financial, technical, and support services.
• Providing guidance, advice, and coordination to the individual administrative, financial, and technical services of the Institutes for the uniform handling of relevant issues.
• Informing the Director of the NHRF, the members of the Board of Directors, and the Directors of the Institutes on the progress of financial, administrative, and technical matters, in collaboration with the heads of departments.
• Supervising and coordinating the heads of departments and offices to ensure the implementation of the decisions of the administrative bodies and the submission of progress reports to the Foundation’s administrative bodies and the competent authorities.

The Director of the Support Service is responsible for the overall coordination of the Administrative and Support Services and reports directly to the Director and Chairman of the Board of Directors of the NHRF, providing recommendations on matters falling within her area of responsibility.

The Support Service consists of the following Departments and Units:

• The Administrative and Support Services Department, which also oversees the operation of units such as the K. Th. Dimaras Library of Science, Technology, and Culture and the Technology Transfer Office.
• The Financial Services and Procurement Department, including procurement and asset management
• The Information Systems and Technical Infrastructure Department

 

---

Administrative and Support Services Department

The Administrative and Support Services Department consists of the following administrative units:

• Human Resources Office

The Human Resources Office manages all matters relating to the employment status of all types of NHRF staff, ensures the control and updating of relevant personnel files, processes data, reviews and updates files, and prepares all types of certificates and attestations. The Human Resources Office ensures compliance with Greek legislation governing recruitment procedures and with management circulars and decisions on safety and work organization, in cooperation with other relevant departments. It also handles requests and informs staff about the various regulations, codes of practice of the NHRF, etc., and organizes training activities for staff.

 

• Central Secretariat and Administrative Support Office

The Central Secretariat and Administrative Support Office of the EIE manage correspondence, protocols, and archives of the EIE, supports the office infrastructure, event organization, and bookstore, and manages the conference and seminar rooms. It also provides administrative support to committees, the Safety Technician, the Occupational Physician, etc.

 

• Project Management and Support Office

The NHRF’s Project Management and Support Office is responsible for the effective management of funded projects, provides administrative support to NHRF research staff from the proposal submission phase to the negotiation phase, as well as to NHRF Project Scientific Coordinators at all stages of project implementation, to ensure compliance with grant rules.

At the same time, it provides advice on the eligibility of expenses and communicates the main rules and obligations to funding bodies.

Finally, it is responsible for collecting and processing data on the overall achievements of the Foundation’s funding and organizing information sessions on funding opportunities and the content/requirements of specific calls for proposals, calls for applications, etc.

 

• Technology Transfer Office

The Technology Transfer Office operates under the Support Services Department and is supervised by the Special Committee for the Utilization of Research (EEAE), while the staffing and collaborations of the Office are determined by the decisions of the Foundation’s Board of Directors, taking into account the recommendations of the Special Committee for Research Utilization. The Technology Transfer Office is responsible for supporting researchers in the process of submitting applications for the management or protection of inventions and the creation of spin-off companies, managing the material to be submitted to the Special Committee for Research Exploitation and the Foundation’s Management, formulating recommendations to the Special Committee for Research Exploitation, initiating the process of evaluating the commercial exploitation potential of each invention and negotiating with third parties on matters relating to the granting of exploitation licenses, in accordance with the relevant decisions of the Board of Directors.

 

Financial Services and Procurement Department

The Financial Services Department is responsible for all financial aspects of state funding and externally funded projects, as well as the management of assets and own resources, in accordance with the institutional framework and the decisions of the Board of Directors. The main operational objectives of the Financial Services and Procurement Department are as follows:

• Ensuring sound financial management through the preparation, monitoring, and proper execution of the budget, as well as the provision of reliable financial data to the competent authorities.
• Managing supplies and real estate, ensuring the effective financial management of the Foundation’s infrastructure and assets.

The Head of the Financial Services Department has the powers of the P.O.Y., in accordance with Law 4270/2017. The responsibilities of the Financial Services and Procurement Department are divided between two main units:

• Finance, Accounting, and Financial Project Management Unit, which is subdivided into the following offices:
  • Budget Monitoring and Accounting Office: responsible for overseeing the Foundation’s budget and accounting procedures.
  • Payroll Office: manages all payroll functions, ensuring the timely and accurate compensation of employees and associates.
  • Revenue Monitoring and Expense Clearance Office: responsible for monitoring revenue and clearing expenses.
  • Cash and Payments Management Office: manages financial transactions and payments, ensuring the proper disbursement of funds.
• Procurement and Asset Management Unit, which is responsible for designing and supervising procurement procedures and managing the Foundation’s assets, ensuring compliance with procurement regulations and the effective use of resources.

 

Information Systems and Technical Infrastructure Department

The Information Systems and Technical Infrastructure Department has the following main responsibilities:

• Maintenance and operation of buildings and other infrastructure to ensure the continuous, safe, and efficient operation of all central building, electrical, plumbing, and other mechanical infrastructure of the Foundation. This includes both routine and emergency maintenance to ensure proper operation.
• Modernization and upgrading of IT systems as well as the Foundation’s building and other technical infrastructure, including the Foundation’s real estate.
• Management of IT networks and infrastructure to ensure the systematic maintenance and upgrading of the relevant systems.
• Introducing new technologies that support the work of both research and administrative staff. It is also responsible for educating and training staff on the effective use of these new technologies.
• Information systems and communications security, which is the primary responsibility of this department, ensuring protection against cyber threats and data breaches.
• Technical Support and Consulting Services, providing advice on equipment and software issues and making recommendations on the procurement of technology products to ensure that the Foundation uses the most appropriate tools for its activities.

The individual Offices of the Information Systems and Technical Infrastructure Department are as follows:

• Office of Infrastructure and Technical Works Maintenance and Operation: responsible for the maintenance, repair, and upgrading of physical infrastructure and technical works related to the Foundation’s buildings and facilities.
• IT Systems & Networks Management Office: oversees the management and optimization of the Foundation’s IT infrastructure, including network systems, telecommunications, and related technologies that are critical to its daily operations.
• Information Systems Applications Management Office: manages and supports the use and development of software and information systems throughout the NHRF.

The above Offices work closely with the following independent Offices:

a) The independent Office of Technical Security, which focuses on the security and protection aspects of the Foundation’s infrastructure, ensuring compliance with technical regulations and security standards.

b) The independent Office of Studies, which offers specialized support in the form of technical studies and project design for infrastructure upgrades and the implementation of technical projects.

c) The independent Office of the Data Protection Officer (DPO), which ensures compliance with data protection regulations and oversees the security and privacy of personal and institutional data managed by the Foundation.