Corporate Services Team Leader

STAFF VACANCIES

Ref. 1627TAAD6

The European Insurance and Occupational Pensions Authority (EIOPA) is an independent advisory body to the European Parliament, the Council of the European Union and the European Commission that was established on 1 January 2011.

EIOPA is at the heart of insurance and occupational pensions’ supervision in the European Union. It is part of the European System of Financial Supervision (ESFS) which includes also the European Banking Authority (EBA), the European Securities and Markets Authority (ESMA) and the European Systemic Risk Board (ESRB).

EIOPA’s core responsibilities are to support the stability of the financial system, transparency of markets and financial products as well as the protection of insurance policyholders, pension scheme members and their beneficiaries.

Further information on EIOPA is available on EIOPA’s website: https://eiopa.europa.eu/

For its offices in Frankfurt am Main, Germany, EIOPA is currently inviting applications for a position as

Corporate Services Team Leader

Job description

Major purpose

The Corporate Support Department is responsible for supporting the operational work of the Agency, enhancing its ability to act as a responsible, competent and professional organisation, with effective and efficient internal functioning built upon strong culture, proper governance and skilled and committed people.

It is composed of the following units and teams:

• Finance and Procurement Unit
• Human Resources Unit
• IT Unit
• Corporate Services Team 

As the Corporate Services Team Leader, the successful candidate will be responsible for planning and executing the corporate services related processes and tasks (which includes facility management, hospitality services, office supplies, events organisation, conference support, catering and contract management), helping team members in complex corporate services issues, as well as providing relevant support to other Teams, Units and Departments, as required.

Main responsibilities

• Managing building and facility processes, including rental, office allocations, maintenance, cleaning, waste disposal and repair aspects (EIOPA is renting 5 floors in the ‘Westhafen Tower’ in Frankfurt am Main);
• Managing reception, switchboard and postal services;
• Managing meeting, conference and events services, including support to working group meetings (schedule, invitations, registrations, room bookings, catering services, social events, public consultations, teleconferences) as well as to sectoral & cross-sectoral training and events (seminars, workshops, public hearings, conferences, and BoS receptions);
• Ensuring timely procurement of goods and services including drafting documentation for procurement procedures; monitoring and supervising service providers and suppliers in the fields of responsibility;
• Maintaining and updating the inventory of assets and comparing the physical inventory to the data records;
• Overseeing stationery, furniture and other supplies;
• Developing/updating policies and procedures on corporate services related matters;
• Any other tasks as required by the Head of Department.

REQUIREMENTS

Eligibility Criteria

• Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities;
• Be a national of a Member State of the European Union, Norway, Iceland or Liechtenstein;
• Be entitled to his or her full rights as a citizen;[1]
• Have fulfilled any obligations imposed by the applicable laws on military service;
• Be physically fit to perform the duties linked to the post.[2]

Essential Skills

·         Qualification:

a)  a level of education which corresponds to completed university studies, when the normal period of university education is four years or more; or

b)  a level of education which corresponds to completed university studies, attested by a diploma and appropriate professional experience of at least one year, when the normal period of university education is at least three years.

• Have at least 3 years of proven full-time professional experience in a field relevant for this position acquired after the qualification required under a) or b) above;
• Proven experience in facility management;
• Proven experience in managing contracts with service providers;
• Very good command of oral and written English;
• Good command of oral and written German;
• Working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Desirable Skills

• Proven work experience in a multicultural environment;
• Proven experience in conference and event management;
• Knowledge of a third EU language.

For the above position, the following behavioural competencies have to be fulfilled:

• Flexibility in terms of openness to taking over other tasks within EIOPA in view of the dynamic and evolving institutional environment;
• Excellent team player sharing relevant information and supporting team members without taking over responsibility for their work, being able to work in different teams with different levels of stakeholders in a multicultural environment;
• Being able to have and express a critical view towards own performance and open to learn from experience;
• Being able to establish and maintain cooperative relationships both inside and outside the organization, ensuring clear communication and mutual comprehension and finding common ground/points of agreement;
• Understands who his/her clients are and ensures timely and responsive actions to address clients’ needs and expectations;
• Takes initiative to improve policies, process  and services provided;
• Being able to deliver results within tight time frames and to manage multiple assignments and track progress on numerous processes simultaneously.

Place of employment

Frankfurt am Main, Germany

Function group and grade

AD 6

Monthly basic salary

Step 1: 5.247,33 EUR

Step 2: 5.467,83 EUR

plus specific allowances where applicable*.

Start date

1 March 2017

Contract type and duration

Successful external candidates may be offered an employment contract for three years as a Temporary Agent. The contract may be renewed for a second fixed-term period, and upon its second renewal converted into a contract of indefinite duration.

Reserve list

Possibility of reserve list with validity until up to 12 months.

*Summary of Conditions of Employment

1.     Successful external candidates will be classified either in step 1
or 2.

Grade/step3	Monthly basic salary4	Monthly net salary, including specific allowances5
AD 6 Step 1	5.247,33 EUR	5.664,36 EUR
AD 6 Step 2	5.467,83 EUR	5.856,32 EUR

2.     Salaries are subject to a Union tax deducted at source and are exempt from national taxation;

3.     Depending on the individual family situation and the place of origin, the successful jobholder may be entitled to: expatriation allowance (16% of the basic salary), household allowance, dependent child allowance, education allowance, pre-school allowance, installation allowance, reimbursement of removal costs, initial temporary daily subsistence allowance, and other benefits;

4.     Annual leave entitlement of two days per calendar month plus additional days for grade, distance from the place of origin and in addition on average 15 EIOPA holidays per year;

5.     EU Pension Scheme (after 10 years of service);

6.     EU Joint Sickness and Insurance Scheme (JSIS), accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance;

7.     General and relevant technical training plus professional development opportunities;

Information reserved for applicants employed under Article 2(f) of the CEOS, in EU Agencies other than EIOPA:

According to EIOPA Management Board decision EIOPA-MB-15-072 adopting the implementing rules on the procedure governing the engagement and use of temporary staff under Article 2(f) of the CEOS, and in particular Article 12 (2), if a successful applicant from this external procedure, on the closing day for applications, as well as on the day of taking up duty at EIOPA:

·         is a member of temporary staff under Article 2(f) of the CEOS, and

• is employed within his/her agency in function group and grade included in the range “AD5 – AD7”,
   

EIOPA shall offer the applicant, in writing, the opportunity either:

a) to be assigned to the post by means of internal mobility, as per Article 10 of EIOPA-MB-15-072. In this case the contract at EIOPA will be in continuity with the contract of the previous agency (namely with regard to grade, step, seniority in step, and duration).

OR

b) in case the eligibility, qualification and professional experience requirements for the grade indicated in this external vacancy notice, (AD6) are met, to be assigned to the post on the basis of a new contract (first fixed-term) of three years duration, subject to the probationary period of 9 months, at the grade indicated in the external  vacancy notice (AD6).

Application process

The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise, a presentation to be delivered by the candidate and a bilateral interview.

Applications should be submitted in English language including:

(1) Curriculum Vitae clearly indicating (among all):

-    Qualifications (please list exact dates of your academic qualifications gained)

-    Responsibilities, experience and skills gained in previous positions (please list exact dates of your work experience gained)

-    Nationality/Citizenship

-    Language skills

and

(2) Motivation Letter of no more than one page, explaining why you are interested in the post and what would be your added value you would bring to EIOPA if selected.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the vacancy notice and these must be met by the closing date of the vacancy notice.

Applications should be submitted to recruitment@eiopa.europa.eu, specifying in the subject the reference number above. Deadline for application is 23:59 CET on 15 January 2017.

The successful candidate will be required to make an annual declaration in respect of any interests which might be considered prejudicial to his/her independence. Before recruiting a member of staff, EIOPA’s Executive Director will examine whether the successful candidate has any personal interest which may impair his/her independence or any other conflict of interest. To that end, the successful candidate, using a specific form, shall inform the Executive Director via the Ethics Officer of any actual or potential conflict of interest.

For more information on the selection process of temporary agents and on the contractual and working conditions, please, refer to:

• Candidates Manual
• Implementing rules concerning the use and engagement of temporary agents
• Staff Regulations and Conditions of Employment of Other Servants of the European Communities

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[1] Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

[2] Before being engaged, a candidate shall be medically examined by one of the institution’s medical officers in order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d) of the Conditions of Employment of Other Servants of the European Communities.

[3] Implementing rules concerning classification in step on appointment or engagement of temporary agents

[4] The basic salary is to be weighted by the current correction coefficient for Germany.

[5] An estimation of net salary, including the deduction for tax and social security and adding the allowances (this estimation has been calculated with expatriation allowance, household allowance and with one dependent child allowance). Allowances depend in any case on the personal situation of the candidate.