Functional area: Administration

Reference: 2015-088-EXT S

The European Central Bank (ECB) is seeking applicants to fill the position of Management Assistant in the Premises Division of the Directorate General Administration.
The Premises Division comprises two sections and the New ECB Premises Project Office. The Corporate Real Estate Management section is responsible for providing all owner, landlord and tenant services, including the planning of the ECB’s medium-term spatial requirements and space management. It also operates the ECB’s environmental management system (Green ECB), conducts procurement initiatives and manages lease and service contracts.
The Technical Facility Management Section provides and oversees all technical facility management services, including the operation and maintenance of the ECB’s premises and technical infrastructure and the provision of audio and media services. It manages planning, design and construction projects relating to both new and existing premises and technical infrastructure. The New ECB Premises Project Office (NEP-PO) is responsible for the construction and finalisation of the ECB’s new premises in Frankfurt’s Ostend.
The successful candidate will be based in the NEP-PO.
The successful applicant will be entrusted with the following main tasks:

• supporting the purchasing process in respect of the New ECB Premises project and tasks allocated to the Premises Division, for example, by creating purchase orders;

• supporting invoice processing in respect of the New ECB Premises project by means of invoice validation;

• supporting budget monitoring in respect of the New ECB Premises project;
• actively managing contracts with values below the thresholds set in the European public contracts directive;
• actively managing bank guarantees;
• providing secretarial support for the Premises Division and the NEP PO;
• providing organisational and administrative support for the preparation and execution of project tasks;
• assisting with other divisional tasks, if required.

Applicants must have the following knowledge and competencies:

• relevant vocational training or a university degree in a secretarial/administrative domain, preferably in the field of construction or other relevant field or any related discipline;
• work experience of budget monitoring, purchase requisitions and invoice management in SAP in particular a sound working knowledge of SAP “Materials Management system”;
• At least one year and preferably more than three years of experience in providing secretarial and administrative support to staff and management, preferably gained in a building or construction-related field;
• both English and German language skills are required for this position. While candidates must have at least an intermediate-level command of one of these two languages (equivalent to B1 in the Common European Framework of Reference for Languages), the level of command of the other language must be advanced (C1); advanced language skills in both languages would be an asset;
• an in-depth working knowledge of a project communication management system is essential;
• a sound working knowledge of MS Office, in particular Excel and Outlook; experience in producing pivot tables would be a distinct advantage;
• sound experience of using document management systems such as OpenText Livelink, ideally as a key user.

The successful candidate will have the following behavioural competencies:

• simplifies complex processes, increasing the speed and/or quality of output;
• communicates ideas in an effective manner and ensures mutual comprehension;
• handles sensitive information in a discreet manner, respecting confidentiality;
• establishes and maintains cooperative relationships with staff and management at all levels, both inside and outside the organisation;

• understands who his/her clients are and what their expectations are;
• ensures timely responses in order to serve clients;
• manages his/her own workload independently, without burdening other team members unnecessarily;
• can be relied upon to deliver in difficult circumstances;
• prioritises tasks and pays attention to detail, even when under time pressure.

Fixed-term contract until 30 June 2016, which may be extended subject to individual performance and organisational needs.

Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.

Applications are accepted from nationals of Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.

Closing Date for Applications: Wed, 22 Apr 2015

This position has been allocated to salary band: C

 Apply on the ECB e-recruitment portal