Business Process Administrator - Legal Services

Legal Services

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 (1) (minimum full time monthly net salary €3,578 and benefits, see further information section)

Working time Full time

Place of work Frankfurt am Main, Germany

Closing date 09.08.2021

Your team

You will be part of the team of Business Process Administrators in the Directorate General Legal Services (DG/L). Our Directorate General has 140 staff members providing legal advice, preparing ECB legal acts and being in charge of representation of the ECB in court. We are currently working on an extensive process mapping in our team of Business Process Administrators. The aim is to simplify processes and create space to address the evolving needs towards more digitalisation, more effective and efficient knowledge retrieval and better integrated legal operations to be more agile in serving the evolving needs of the Directorate General Legal Services in line with legal industry standards.

In your role as Business Process Administrator, you will be part of a committed team of 15 colleagues responsible for legal operations. The function is undergoing a transformation to integrate more digitalisation, follow good project management practices and preparing to be working more frequently in hybrid dynamics (virtual and onsite). The position suits in particular candidates who are eager to initiate and implement changes in a multicultural environment and enjoy taking initiative and have a natural drive for optimising working platforms to serve multiple stakeholders. 
The position will be an opportunity to fast forward your exposure and use of your experience and natural talents for technology beyond Microsoft Office which should be mastered at a very advanced level and also including advanced literacy with MS Teams/WebEx and other commonly used collaboration platforms, such as Miro or Whiteboard. 
In addition, project management and process optimisation will be key toolboxes you will be expected to mobilise to bring the working platform of the ECB legal services to a new level of maturity where collaboration and technology are key. The ECB is in contact with multiple external stakeholders, central banks, supervisory authorities, legal experts, academics, etc. It regularly organises events where technology is involved to collaborate online or onsite, requiring virtual meeting facilitation skills. 

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 a Business Process Administrator you will:
  • manage legal operations’ workflows in the ECB’s document management system (DARWIN) and master all related technological challenges;
  • apply project management skills effectively and contribute to developing processes further and constantly striving for improvements, using the relevant visual process mapping tools;
  • analyse and visualise performance data;
  • coordinate the procurement of freelancers and administer the related contractual, procurement and budgetary processes;
  • engage and collaborate with all Legal Counsels, management and with the clients of DG/L within the ECB and the ESCB;
  • provide excellence in the support of virtual and hybrid meetings and foster strong cooperation within the diverse team of Business Process Administrators.
The position offers you excellent opportunities to use apply advanced soft skills in the field of collaboration as well as state of the art technology for process management, event management, information management, legal operation management. 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

  • relevant vocational training or equivalent or a university degree in business administration, project management, process management or another relevant field (click here for details on degree equivalences);
  • in addition to the above, a minimum of two years’ experience in the field of project management or process management or change management in relation to digitalisation; 
  • sound understanding of stakeholder management, planning and reporting on tasks, projects and events;
  • advanced PowerPoint and intermediate Excel skills;
  • 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.

  • experience with visual process mapping tools;
  • advanced Excel and basic Tableau skills;
  • intermediate skills in Microsoft Teams, Miro and WebEx or similar
  • a general understanding of the mission and task of the ECB.
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. You signal any need for change by explaining it and proposing alternative solutions. 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 be part of our team and to use your skills and competencies to achieve the objectives of this position.

Working modalities

We are willing to discuss part-time arrangements.

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, with the possibility to extend, subject to budget availability.
 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 speak to the hiring manager, Martin Benisch, on +49 (0)69 1344 7445.

Application and selection process

For further information on how to join us, read more.

The recruitment process for this position will be conducted remotely. It will include a written exercise encompassing amongst others the testing of the required PowerPoint and Excel skills, a presentation and interviews.