Facility and Contract Management Expert (External)
The European Insurance and Occupational Pensions Authority (EIOPA) is an independent European Union Authority established on 1 January 2011 by Regulation (EU) No. 1094/2010 of the European Parliament and of the Council of 24 November 2010.
EIOPA is at the heart of insurance and occupational pensions in the EU.
Our mission is to contribute to a sound, effective and consistent level of regulation and supervision of insurance and occupational pensions sectors in Europe, and to promote transparency, simplicity and fairness in the market for consumer financial products or services across the internal market for the benefit of EU citizens. Through our activities we help protect insurance policyholders, pension scheme members, customers and consumers and other beneficiaries. We furthermore play a key role in supporting the stability of the financial system, transparency of financial markets and products, and we contribute to strengthening coordination among financial supervisors at the international level.
EIOPA is part of the European System of Financial Supervision (ESFS) which includes the European Banking Authority (EBA), the European Securities and Markets Authority (ESMA) and the European Systemic Risk Board (ESRB).
Further information on EIOPA is available on EIOPA’s website: https://www.eiopa.europa.eu/
As an European Union Authority, EIOPA is committed to fostering an inclusive and dynamic working environment, providing equal opportunities to all its employees and applicants. EIOPA is committed to ensuring gender equality and to preventing discrimination on any grounds. EIOPA actively welcomes applications from all qualified candidates from diverse backgrounds, across all abilities, without any distinction on any ground such as sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, marital status or family situation or sexual orientation.
Job Purpose
Facility and Contract Management Expert
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 Corporate Services Unit
• Human Resources Unit
• IT Unit
The advertised position of Facility and Contract Management Expert is assigned to the Finance and Corporate Services Unit.
As Facility and Contract Management Expert, the successful candidate will be responsible for planning and executing corporate services-related processes and tasks, including the steering of facility management, office management and event management processes, the procurement of related goods and services, contract management and the coordination of service providers as well as budget planning and monitoring.
The Facility and Contract Management Expert will also be responsible for providing guidance and support to other members of the Unit, in particular to the Facility Management Specialist, Event Management Specialists and Finance and Procurement Specialists assigned to the corporate services area.
Main Responsibilities
• Managing building- and facility management-related processes and contracts, including rental space/real estate, strategic workspace planning, office allocation, environmental management, maintenance, repair and construction works, provision of furniture, office cleaning, gardening and waste disposal services for EIOPA’s premises (EIOPA is currently renting 5 ½ floors in the ‘Westhafen Tower’ in Frankfurt am Main);
• Managing office management-related processes and contracts, including external reception services, stationery, office supplies, postal services, provision of books and printing;
• Managing meeting- and event management-related processes and contracts, including in-house catering services, provision of beverages and external event management and broker services;
• Ensuring the timely procurement of goods and services, including the drafting of technical requirements, tender specifications and other documentation for procurement procedures as well as the evaluation of submitted tenders in line with the requirements of the EU Financial Regulation;
• Monitoring and supervising of external service providers and suppliers in the fields of responsibility, including the establishment and monitoring of service levels and performance indicators;
• Contribution to budget planning, forecasting and monitoring exercises for corporate services-related budget lines and participation in relevant financial processes (operation verification of commitments and payments in the fields of responsibility);
• Developing, drafting and updating of internal policies and procedures on corporate services-related matters and steering of related projects and change management activities;
• Environmental management, including the maintenance of EIOPA’s environmental management system and EMAS accreditation, monitoring and analysis of consumption and emission data, drafting of related documents, reports and presentations to decision-making bodies;
• Occasional support for event management-related activities, e.g. organisational support for flagship events and large conferences (scheduling, managing of invitation/registration processes, booking of venues, catering services, on-site coordination, etc.) in cooperation with the Event Management Specialists of the Unit.
• Any other tasks as required by the Head of Unit.
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];
[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.
Essential Skills and Knowledge
• 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 three 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;
• Proven experience in the procurement of goods and services;
• Very good drafting skills;
• Very good command of oral and written English;
• Good command of oral and written German (in order to facilitate communication with local authorities, landlords and service providers);
• Working knowledge of MS Office, in particular Word, Excel and PowerPoint.
Desirable Skills and Knowledge
• Proven work experience in a multicultural environment;
• Proven experience in budget planning and monitoring;
• Proven experience in project management and knowledge of relevant project management methodologies;
• Proven experience in conference and event management;
• Knowledge of the German legal framework related to facility management (e.g. workplace ordinance, occupational safety & health requirements).
Behavioural Competencies required
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 organisation, ensuring clear communication and mutual comprehension and finding common ground/points of agreement;
• Being able to establish and maintain a customer- and service-oriented approach and culture;
• Being able to deliver results within tight time frames and to manage multiple assignments and track progress on numerous processes simultaneously.
Contractual conditions
Place of employment
Frankfurt am Main, Germany
Monthly basic salary
Step 1: 6,418.36 EUR
Step 2: 6,688.09 EUR
Plus specific allowances where applicable*.
*Summary of Conditions of Employment
1. Successful external candidates will be classified either in step 1 or 2.
|
Grade / step[1]
|
Monthly basic salary[2] |
Monthly net salary, excluding allowances |
Monthly net salary, including specific allowances[3] |
|
AD 6 Step 1 |
6,418.36 |
5,398.62 | 7,221.01 |
|
AD 6 Step 2 |
6,688.09 |
5,590.01 | 7,465.45 |
[1] Implementing rules concerning classification in step on appointment or engagement of temporary agents
[2] The basic salary is weighted by the current correction coefficient for Germany (101.1%)
[3] 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.
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;
8. Modern and flexible working conditions, combining presence in the office and teleworking opportunities (some geographical restrictions apply).
Indicative Start date
1 January 2025
Contract type and duration
Successful 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 31 December 2025 with possibility for extension.
Recruitment procedure
The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise.
The online application form should be submitted in English language.
(1) Curriculum Vitae clearly indicating (among all):
- Qualifications (please list exact dates of all your academic qualifications gained)
- Responsibilities, experience and skills gained in previous positions (please list exact dates of all your work experience gained)
- Nationality/Citizenship
- Language skills
(2) Motivation 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.
Vacancy Notice publication start date: 18 October 2024
Application Deadline: 18 November 2024 23:59 CET
Applications after the deadline are not considered.
The successful candidate will be required to make an annual declaration in respect of any interests which might be considered prejudicial to their independence. Before recruiting a member of staff, EIOPA’s Executive Director will examine whether the successful candidate has any personal interest which may impair their 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: