Functional area: Administration

Reference: 2015-030-EXT

The Premises Division of the Directorate General Administration is seeking to appoint a Technical Specialist.
The Premises Division is organised into two sections and one special unit:

• The Corporate Real Estate Management (CREM) Section is responsible for providing all owner, landlord and tenant services, including the planning of the ECB’s medium-term spatial requirements and space management. It also operates the ECB’s environmental management system (Green ECB), manages procurement initiatives and manages lease and service contracts.
• The Technical Facility Management (TEFM) Section provides and oversees all technical facility management services, including the operation and maintenance of the ECB’s premises and technical infrastructure and the provision of audio and media services. It manages the planning, design and construction projects relating to both new and existing premises and technical infrastructure.

• A special unit, the New ECB Premises Project Office (NEP-PO), is responsible for the construction of the ECB’s new premises in Frankfurt’s Ostend district.

The successful candidate will be based in the TEFM section in the field of technical services.
The successful applicant will be entrusted with the following main tasks:

• leading and coordinating the Technical Services team, which provides first-level support for technical issues in close cooperation with the Service Desk in the Directorate General Administration;
• requesting, managing, supervising and supporting external facility management (FM) service providers, in particular in respect of reactive maintenance of technical installations and building equipment mainly in office and general purpose areas, including meeting and conference areas;
• planning and supervising preventive maintenance of technical installations and building equipment, e.g. for the lighting systems;
• procuring external technical services and products as required in coordination with the Division’s procurement team;
• managing framework contracts related to interior fittings (e.g. paintwork, flooring and signage), products and services;
• implementing and regularly improving the work processes of the Technical Services team;
• regularly checking and improving the quality level of the services delivered by external FM service providers and the Technical Services team itself;
• monitoring and reviewing internal and external service levels in delivering technical services;
• supporting engineers and architects in the Premises Division in the realisation of technical and building projects, especially in office and general purpose areas;
• actively contributing to the maintenance of the ECB’s “as-built” documentation, including electronic technical documentation management systems;
• administering the ECB’s art collection and the installation of art exhibitions, supporting the Directorate’s Art team;
• supervising the work of the Technical Services team and acting as a non-managerial first appraiser when required;
• improving, mapping and drafting technical facility management processes for the Premises Handbook and in the computer-aided facility management system Planon.

Applicants must have the following knowledge and competencies:

• ideally a bachelor’s degree in technical facility management, HVACS (heating, ventilation, air-conditioning and sanitary) engineering or electrical engineering or relevant field, or a relevant professional qualification comparable to the German “Meister” in the aforementioned fields plus six years of relevant experience;
• in addition, at least five years of experience in the fields of technical facility management services, with a focus on pre-planned and reactive maintenance and including the provision of support to technical and building projects in large office buildings;
• work experience in providing facility management services for an international institution or company comparable to the ECB in terms of both size (i.e. 1,500 staff or more) and complexity (e.g. encompassing a high-rise building, IT centre, conference facility, kitchen and staff restaurant) would be an asset;
• five years of experience in coordinating internal and external technical services teams would be an asset;
• experience in operating DALI lighting control systems with the provision of emergency lighting according to German building regulations would be a distinct advantage.
• knowledge of both English and German is required for this position; the successful candidate must have at least an intermediate-level command of one of these two languages (equivalent to a B1 under the Common European Framework of Reference for Languages) and an advanced (C1) command of the other language; advanced language skills in both languages would be an asset;
• a working knowledge of MS Office, in particular Word, Excel, PowerPoint and Access;
• a working knowledge of computer-aided facility management software (e.g. Planon) would be an asset;
• knowledge of document management systems such as OpenText Livelink;
• user knowledge of enterprise resource planning systems such as SAP.

The successful candidate will have the following behavioural competencies:

• analyses tasks from a variety of perspectives and chooses the appropriate approach for solving or addressing problems;
• encourages the participation and cooperation of team members and supports their efforts to enhance their professional skills;
• shares information and supports team members in the achievement of common goals;

• makes improvements to service on the basis of feedback and establishes methods for improving quality;
• has a strong commitment to service provision; ensures timely responses and quality services in order to guarantee client/occupant satisfaction;
• manages his/her own time effectively, is able to work well under pressure, plans ahead, organises work within time frames and shifts priorities;
• has a strong sense of initiative and self-motivation.

Three-year fixed-term contract , with possible conversion to a contract of indefinite duration subject to individual performance and organisational needs.
German language skills are a requirement for this position. The position holder will be required to, among other things, interact with German companies and local suppliers (for example, to understand/apply German building standards). The successful candidate will also be required to refer to and understand documents related to the ECB’s premises that are drafted in German.
English language skills are required by the successful candidate as it is the common vehicle language of the ECB.
Should the successful candidate have only an intermediate command of either German or English, he/she will thus be expected to take language tuition to bring this level to at least a higher intermediate command (equivalent to a B2) of the language. Tuition will be organised by the ECB, will be paid for in full by the ECB and lessons shall take place during working hours unless agreed otherwise. The language abilities of candidates will be tested as part of the recruitment process. The successful candidate will also be formally tested at the end of the probation period to assess the level of progression, which is a pre-condition for the successful completion of the probationary period. Where progression is slower, the ECB may consider extending the probationary period.
As part of the Technical Services team ensuring the provision of first-level support by the Premises Division Service Desk, the successful candidate is required to work at all ECB sites. He/she will at times be expected to work overtime, occasionally at the weekend, in order to carry out work that would disturb the core business of the ECB if conducted during standard working hours.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from female candidates.

Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.

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

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.

Closing Date for Applications: Mon, 23 Feb 2015

This position has been allocated to salary band: E/F

 Apply on the ECB e-recruitment portal