Management Assistants

European Central Bank

Frankfurt am Main, Germany

Reference: 2013-112-EXT

Function

The European Central Bank (ECB) is seeking candidates for a pool of management assistants that the institution can draw upon as positions become available over the next 12 months. 

The ECB is the central bank responsible for the euro, the single currency in Europe. The ECB’s main task is to maintain the euro's purchasing power and thus price stability in the euro area. 

It is a young institution that was established in 1998. With staff from 27 EU countries, the unique blend of cultures, languages and professional backgrounds make the ECB interesting and attractive to work for. Its credibility and reputation rest on the quality of its contributions, the integrity of its staff and its prudent use of public money. 

Management assistants provide dedicated administrative/secretarial support to the management and staff of various organisational units. They play a key role in ensuring that business processes run smoothly and efficiently.

The ECB is therefore looking for highly qualified and committed staff with high ethical standards who enjoy working in a culturally diverse environment where demands are high. 

Successful applicants will typically be entrusted with the following main tasks:

• administrative/secretarial support for the management;
• handling of correspondence and ensuring appropriate follow-up;
• drafting, formatting and proof-reading of documents and presentations;
• taking minutes of internal meetings;
• managing calendars, filtering telephone calls, managing flows of electronic documents and arranging for office supplies;
• preparing formal dossiers for committees, working groups and decision-making bodies;
• organising meetings and special events such as seminars, workshops and missions (including invitations, arrangement for meeting rooms and hotel accommodations, as well as the management of purchase orders and invoice reconciliation);
• preparing financial/budgetary processes for the unit;
• managing business travel arrangements (e.g. booking trains, flights and hotels, and handling the corresponding expense claims);
• assisting in dealing with HR-related processes (e.g. recruitment, newcomer inductions and team training courses);
• liaising with internal and external parties; and
• administering, monitoring and supporting the institution’s document management system (OpenText Livelink) in the role of a key user.

Depending on organisational needs, part-time arrangements may be possible for certain positions.

To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.

Qualifications and experience

Applicants must have the following knowledge and competencies:

• vocational or professional secretarial training or a proven ability to perform the tasks required by the position;
• at least three years of professional experience in providing administrative/secretarial support to managers and their business units;
• advanced command of English;
• a good knowledge of at least one other official language of the EU;
• advanced knowledge of MS Word and PowerPoint, and intermediate knowledge of Excel;
• user knowledge of document management systems such as OpenText Livelink would be an advantage; and
• user knowledge of enterprise resource planning systems such as SAP would be beneficial.

Competencies

The successful candidate will have the following behavioural competencies:

• is able to organise information, manage business-related documentation and prepare meetings and events;
• manages multiple assignments, ensures timely responses and pays attention to detail also when under time pressure;
• establishes and maintains cooperative relationships with staff and management at all levels and with different cultural backgrounds, both inside and outside the organisation;
• is comfortable working with a high level of autonomy, but knows when to involve others;
• has an aptitude for identifying ways to streamline administrative processes and is proactive in implementing such changes;
• pursues projects with energy and drive;
• adapts to changing plans and circumstances with ease and;
• handles sensitive information in a discreet manner, respecting confidentiality.

Closing Date for Applications: 05.07.2013

Further Information

The recruitment process will involve a written/online exercise/test and telephone/video interview. 

Candidates assessed as suitable will be placed on a list of pre-screened management assistants. As the organisational need for management assistants will arise over the next 12 months, candidates may be invited to Frankfurt for a second interview and a written exercise. 

Based on business needs, successful candidates will be offered either:

• a fixed-term contract for 12 months or more, which may be extended subject to individual performance and organisational needs; or
• a three year fixed-term contract, with possible conversion to a contract of indefinite duration subject to individual performance and organisational needs; or
• a short-term contract for less than 12 months.

How to apply

Applications are to be made in English and submitted using our online application form. An “Applicants’ Guide” is available on our website. 

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

Further information on the ECB’s conditions of employment for short-term positions can be found at:
http://www.ecb.europa.eu/ecb/jobs/html/index.en.html.

Further information on the ECB’s conditions of employment for fixed-term positions can be found at:
http://www.ecb.europa.eu/ecb/jobs/html/index.en.html. 

This position has been allocated to salary band: C