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 Management Specialist

EIOPA is launching a call for candidates with the intention to immediately fill one position and to create a reserve list of candidates to be potentially recruited for positions which will become available in the future. The successful candidate will be a member of the Finance and Corporate Services Unit of EIOPA’s Corporate Support Department, which consists of three Units: the Finance and Corporate Services Unit, the IT Unit, the Human Resources Unit.
The Facility Management Specialist will provide administrative and operational support to EIOPA staff related to office and facility management services, ensuring a smooth running of EIOPA’s office and premises.

Main Responsibilities

Run facility and office management-related processes, such as monitoring the state of the EIOPA premises, steering maintenance and repair activities, commissioning of works and deliveries, and logistical coordination;
Coordinate meeting-related hospitality and catering services as appropriate including liaising with external service providers in a timely and cost effective manner;
Administer seating plans, develop staff allocation proposals and organise removals/relocations;
Implement relevant physical asset registrations and inventory management;
Provide advice and/or facilitate training to staff members on topics such as floor controlling/fire regulations, occupational safety and health, eco management, and other premises-related topics;
Collect and analyse relevant statistics, e.g. consumption of consumables, ecological performance indicators, etc. and draft relevant reports;
Liaise and negotiate with existing and prospective suppliers as well as other external stakeholders;
Support the contract management for the facility and office management areas (e.g. lease agreement, electricity/utilities, construction works, provision of furniture, services for cleaning/confidential waste disposal, interior gardening, catering, provision of staff beverages, office supplies, stationery, etc.);
Act as Operational Initiator and/or Financial Initiator for facilities-related budget lines;
Independently undertake budgeting, forecasting, invoice processing, consumption management activities and support the end-of-year closing of accounts procedures for all facilities-related budget lines;
Conduct market research, draft specifications and assist the evaluation of facility management-related procurement procedures;
Contribute to the documentation of facilities-related processes, the formalisation of procedures/policies and the drafting, formatting and proofreading of templates and other governance documents;
Ensure business continuity for any facilities-related processes and contracts;
Support the Facility and Contract Management Expert in any other facility and office management-related projects (e.g. change of the building, disposal of the furniture, removal) and activities;
Any other task as required.

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;
Have fulfilled any obligations imposed by the applicable laws on military service;
Be physically fit to perform the duties linked to the post.

Essential Skills and Knowledge

· Qualification:

a) a post-secondary education attested by a diploma; or

b) a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years.

· Have at least 2 years of proven full-time professional experience in a field/tasks relevant for this position acquired after the qualification required under a) or b) above

Note: Your professional experience will be counted from the time you obtained the certificate or diploma required for admission to the selection procedure.

Part-time work will be taken into account in proportion to the stated percentage in relation to full-time work. In case of internship, only paid internship is considered.

Proven experience with office management, facility management and /or hospitality-related tasks;
Proven experience of smooth working relationships with different internal and external stakeholders at different levels;
Very good English and German (at least at the level B2) oral and written communication according to Common European Framework of Reference for Languages an attested by a recognized diploma;
Very good working knowledge of MS Office, in particular Word, Excel, and PowerPoint.

Desirable Skills and Knowledge

Knowledge of the European Institutions environment;
Knowledge of facility and office management processes and occupational health and safety standards under European and German law;
Proven work experience in a multicultural environment;
Knowledge of a third EU language.

Behavioural Competencies required

· 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, 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.

· Respecting deadlines and ensuring that the work is performed in a timely manner, prioritising tasks and paying attention to detail, also under time pressure; patient while coping with a heavy workload;

· Capable of multi-tasking, prioritising and taking responsibility for own work;

· Having a service oriented approach in his/her communication style; understands who his/her clients are and what their expectations are;

· Professional, reliable, highly motivated with a genuine administrative drive, efficient and well organized;

· Demonstrating a proactive attitude and sense for accuracy;

· Being able to work independently and involving supervisor/management when necessary.

Contractual conditions

Place of employment

Frankfurt am Main, Germany

Function group and grade

Contract Agent FG III

Monthly basic salary

CA FG III Grade 8/Step 1: 3,374.39 EUR
CA FG III Grade 9/Step 1: 3,817.90 EUR
CA FG III Grade 10/Step 1: 4,319.71 EUR

Envisaged start date

1 January 2026

Contract type and duration

Successful external candidates may be offered an employment contract for three years as a Contract 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 2026, with possibility of extension.

Summary of Conditions of Employment

1. Successful external candidates will be classified in FG III, Grade 8/ Step 1, Grade 9/ Step 1 or Grade 10/ Step 1.

Function Group /Grade^[1]	Monthly basic salary^[2]	Monthly net salary, excluding allowances	Monthly net salary, including specific allowances ^[3]
FG III/GRADE 8/Step 1	3,374.39 EUR	2,958.22 EUR	4,385.78 EUR
FG III/GRADE 9/Step 1	3,817.90 EUR	3,346.15 EUR	4,804.78 EUR
FG III/GRADE 10/Step 1	4,319.71 EUR	3,725.23 EUR	5,306.68 EUR

[1] Implementing rules concerning the use and engagement of contract agents.

[2] The basic salary is weighted by the current correction coefficient for Germany (102.2%).

[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.

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

2. 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.

3. 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;

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

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

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

7. Modern and flexible working conditions, combining presence in the office and teleworking opportunities (some geographical restrictions apply).

Recruitment procedure

Application process

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: 2 October 2025

Application Deadline: 27 October 2025 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 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 contract agents and on the contractual and working conditions, please, refer to:

Candidates Manual

Implementing rules concerning the use and engagement of contract agents

Staff Regulations and Conditions of Employment of Other Servants of the European Communities

Facility Management Specialist (CA FGIII) (External)