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Administrator for Controlling & Special Tasks

Administrator Controlling and Special Tasks
Job group 4
Principal Directorate General Administration
EPO Munich (DE) 
The European Patent Office (EPO) - the second-largest public institution in Europe, with 7 000 staff members and a self-financed annual budget of EUR 2bn - is looking for an administrator to work in its controlling and special tasks department, which is part of Principal Directorate General Administration (PD 4.4).
Under the leadership of the head of department, the successful candidate will be responsible for all PD 4.4-internal IT systems and will provide strategic, operational and expert support to the principal director and her management team, while ensuring alignment with EPO rules and business goals.
PD 4.4 is accountable for all buildings-related services, including maintenance, technical installations and equipment, office space, conference services and event management, catering and security services, internal services, language services and managing the EPO's art collection. It comprises some 230 staff members spread over four EPO sites.
Main duties
  • Acting as interface with internal and external stakeholders, including Information Management (IM), Directorate-General 4 (DG4) Application Management and key users of all IT systems used within PD 4.4
  • Co ordinating with IM the management of specific PD 4.4 IT services (e.g. CAFM/Archibus)
  • Business analysis comprising modelling, optimising and co ordinating business processes across sites
  • Advising line managers of operational teams within PD 4.4 on the continuous improvement of all organisational workflows
  • Developing target concepts and implementation strategies for future business processes within PD 4.4
  • Project-management assignments as required.
Candidate profile
The ideal candidate will have:
  • at least 5 years' proven experience in a similar role, preferably acquired in a service-driven environment relating to buildings and facility management
  • very good computer literacy, especially in department-specific IT applications (including extensive knowledge of Archibus and SAP)
  • a proven ability to effectively analyse and manage business processes and procedures, including PD 4.4 customer support
  • a proven ability to apply financial regulations
  • a track record of successful project management
  • a degree in business administration, systems engineering or similar
  • excellent communication skills.
Minimum qualifications
Diploma of completed studies at Master's level or - in exceptional cases - equivalent professional experience. Excellent knowledge of one official language (preferably English) and ability to understand the other two.
Salary and benefits
The EPO offers competitive salaries, an excellent social package, and varied work in a modern international environment. The net (basic) monthly salary* for this vacancy ranges from EUR 4 500 to 6 500 per month, depending on experience. In addition, depending on their personal circumstances, EPO staff may be entitled to relocation benefits and various allowances (e.g. household, dependant's, childcare, education, expatriation, installation, rent and language allowance).
* after deduction of EPO internal tax and before deduction of staff contributions to the social-security and pension schemes.
Recruitment process
At the end of our selection process, we may also place suitable candidates on a reserve list for a limited period of time. Being on a reserve list does not guarantee a job offer or imply any entitlement to employment at the EPO. You will be considered automatically for vacancies in your field. No action is required on your part unless we contact you.
Procedure and timeframe
The successful candidate will be selected on the basis of qualifications and experience, supplemented as appropriate by interviews, tests and/or a personality questionnaire.
It is intended to hold the interviews in September, in Munich.
Please apply online, using the 'link', reference number INT/EXT/5842.
Application until: 1 September 2015
Agency calls are not appreciated.
Keywords: Facility manager, Strategic support, Operational support, Maintenance services, General administrator, Process optimization.