Facilities Services Administrator

Facilities Management
Administration, Corporate Services

General Information

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

Contract end date 31.03.2023

Who can apply? EU nationals

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

Role specialisation Facilities Services

Working time Full time

Place of work Frankfurt am Main, Germany

Closing date 07.12.2021

Your team

You will be part of the Directorate Administration in the Directorate General Corporate Services. We are responsible for providing technical and infrastructural facilities management services, as well as for ensuring security, safety and operational resilience. We have around 200 staff members across three divisions – Premises, Administrative Services, and Security and Safety. We also outsource several services such as general guarding, cleaning and catering, which are provided by over 700 external personnel. 

In your role as Facilities Services Administrator you will work within the Logistic Services Section together with approximately 35 colleagues. You will be part of the Meeting Hub team which is responsible for facilitating the organisation of meetings, conferences and events. This entails several tasks such as providing dedicated training sessions to organisers, reporting service levels, reviewing processes, monitoring service level agreements, improving IT tools and coordinating with the relevant stakeholders. Through these activities we also aim at contributing to the ECB’s sustainability targets by adapting our services in line with evolving business needs. You will work closely with meeting, conference and event organisers across all the business areas of the ECB, as well as service teams within the Directorate Administration and external service providers.

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 Facilities Services Administrator you will:
  • support the organisation of meetings, events and conferences;
  • produce and analyse data, communicate them visually and present them to management in order to facilitate informed decisions and reporting (in particular with regard to meeting room usage and achievement of the ECB’s sustainability targets);
  • contribute to developing policies, training sessions and communication in relation to meetings, rooms and related services;
  • collect feedback from organisers and review the range of services offered for meetings, conferences and events;
  • contribute to the further integration of IT tools used for meetings and conferences;
  • interact and closely collaborate with the external supplier for booking meetings and related services.

The position offers you excellent opportunities to shape a sustainable meeting culture at the ECB and within the European System of Central Banks. 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 in facilities management, events management, business administration, or another relevant field (click here for details on equivalences);
  • in addition to the above, a minimum of one year’s experience in the field of facilities management, or events and/or meetings and conference organisation, combined with experience in data management, data analysis and data visualisation;
  • experience in drafting procedures, manuals or other guidelines;
  • advanced skills in using tools like Excel, Tableau and PowerPoint;
  • good organisational and presentation skills;
  • experience in stakeholder management, change management and continuous improvement;
  • 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 of working in a European institution or agency, or in an international or governmental organisation;
  • experience of using computer-aided facilities management tools;
  • experience with programming languages like Python.

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 develop and use your skills and competencies to achieve the objectives of this position.

You are aware of your strengths and areas for development and know what motivates you to perform at your highest level.

Working modalities

We are willing to discuss part-time arrangements.

Further information

The contract offered will be fixed-term, the appointment being for one year 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 speak to the team coordinator, Sonia Cuchillo, on +49 (0)1727096117 between 15:00 and 16:30 on Friday, 26 November.

Application and selection process

The recruitment process for this position will be conducted remotely. It may include a pre-recorded video interview in the pre-selection phase and – if you are invited to participate in the subsequent selection phase – a written exercise, presentation and interview. 

Find out how to apply for a position at the European Central Bank. Read more about joining us.