Office Administrator

Management & Business Support

CSO

10258

General Information
Type of contract Fixed-term contract, which may be extended subject to individual performance and organisational needs

Who can apply? EU nationals

Salary D (bracket 1 - step 1) full time monthly net salary: €3,960 plus benefits, for further information see what we offer.

Role specialisation Management Support

Working time Full time

Place of work Frankfurt am Main, Germany

Closing date 17.10.2024

Your team You will be part of the Office of the Chief Services Officer (CSO), Ms Myriam Moufakkir. This team comprises four members of staff. You will be joining at a time where innovation, transformation and digitalisation are on top of our agenda, requiring collaboration and coordination across the organisation.

In your role as Office Administrator, you will be responsible for managing the CSO’s schedule, helping her prepare for high-level meetings and conferences within and outside the ECB, and managing related processes and documentation. You will also interact with the management teams and staff in the CSO areas (Information Systems, Human Resources, Corporate Services, Governance and Transformation Services and Organisational Effectiveness), as well as other business areas within the ECB.

The team embraces a culture of inclusivity, creativity and accountability, coupled with a deep understanding of the ECB’s business activities, operations, and framework. As part of your role, you will be involved in optimising our work processes and in sustainable change initiatives.

The ECB is an inclusive employer, and we strive to reflect the diversity of the population we serve. We encourage you to apply irrespective of age, disability, ethnicity, gender, gender identity, race, religious beliefs, sexual orientation or other characteristics.

Your role As an Office Administrator to the CSO you will:

• proactively contribute to the organisation, administration and smooth functioning of the CSO Office, including managing the CSO’s schedule, organizing internal meeting with CSO leadership team as well as other key stakeholders, external meetings and business trips, tracking CSO signatures on documents and contracts;
• work closely and proactively with various high-level stakeholders, including Executive Board members’ offices, other business areas and external counterparts;
• monitor and ensure the timely submission of documents for decision-making processes, follow up on pending approvals, and oversee the successful completion of these processes;
• supporting the onboarding, handovers and training of new colleagues in the CSO office by planning, scheduling and preparing for their arrival (including planning office space allocation and relocations);
• support the preparation of ECB-wide initiatives (town halls, surveys, team building events, strategic off-sites, coffee mornings, leadership events, etc.);
• support the Secretariats of the ECB and the Eurosystem-wide Committees, chaired by the CSO and/or in which the CSO participates, in the scheduling and preparation of meetings, including conference room bookings, external dinner reservations and budget matters (purchase orders, invoice validation, sourcing of vendors, etc.);
• take the initiative when liaising with assistants across all CSO business areas so as to create a common vision and approach to office matters while ensuring good and timely information flows;
• handle system processes and drive improvements in those processes;
• monitor resources, process invoices, handle procurement, manage contracts and provide support on budgeting questions.

The position offers you excellent opportunities to work closely with the CSO and other members of her team and contribute to various initiatives involving people at different levels of seniority within and outside the ECB. In this role, you will be expected to demonstrate a high degree of professionalism and attention to detail, a strong sense of responsibility and an ability to work closely with other team members to ensure that all administrative tasks are completed efficiently and effectively.

You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills Essential:

• relevant vocational training or equivalent, or a university degree in a relevant field such as accounting, public administration, business administration, law, human resources, finance, information technology, communications or any other relevant field (see How you can join us for details on degree equivalences);
• a minimum of five years’ professional experience in the field of management support or business process support;
• experience in providing administrative support to senior executives;
• excellent communication and interpersonal skills, with a strong ability to build relationships with internal and external stakeholders;
• a proactive, service-oriented attitude and the ability to work independently and under pressure, handling sensitive information discreetly;
• experience with procurement, contract management, and budgeting;
• proficiency with standard office tools as well as programs used for planning/projects, budgeting and travel arrangements;
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

You are recognised as someone who supports others proactively. You work constantly to improve your own output and you learn willingly from other people’s diverse perspectives. Your strong capacity for analytical thinking enables you to work with incomplete information and you deliver in line with stakeholder needs.

You are motivated to contribute to the ECB’s mission, to serve the citizens of the EU as a member of a public institution and to work with colleagues from all over Europe.

You are motivated to be part of our team and to develop and use your skills and competencies to achieve the aims of this position.

Further information The contract offered will be fixed-term, the appointment being for 12 months as of the exact starting date of the selected person.

Temporary appointments may be extended or made permanent subject to organisational needs and budgetary constraints. This may result in a staff member with a non-convertible fixed-term contract being offered a convertible contract in accordance with the ECB Conditions of Employment.

For additional information on this specific vacancy, you can contact the hiring manager, Yves Guiot via email [email protected].

Application and selection process The recruitment process for this position will be conducted remotely. It may include a written exercise and interviews.

If you are not selected for this position but are still considered suitable, you will be placed on a reserve list (see step 4 of How we hire), from which you might be considered for similar positions within the ECB.

Find out how to apply for a position at the ECB.

Read more about how you can join us.