Head of Department Automation/Controlling/Extra Tasks
Job group 4
Principal Directorate General Administration
EPO Munich (DE)
The European Patent Office (EPO) – the second-largest public institution in Europe, with 7 000 staff members and a self-financed annual budget of EUR 2bn – is looking for a head of its Automation/Controlling/Extra Tasks department in Principal Directorate General Administration (PD 4.4).
PD 4.4 is responsible for all buildings-related services (including projects, maintenance and technical installations), a wide variety of facility-management tasks (including outsourced contractual services such as office cleaning and operation of canteens) and language and document services (translation, interpreting and document and graphic design). It comprises some 215 staff members spread over all four EPO sites – Munich, The Hague, Berlin and Vienna – and has a yearly operating and capital budget of ca. EUR 100m.
PD 4.4’s main objectives are to increase cost efficiency (in terms of both financial and human resources) and to streamline and professionalise its service catalogue and processes, whilst continuing to deliver to the satisfaction of its in-house client base.
The successful candidate will report directly to the Principal Director 4.4 and will have line-management responsibility for a small group of five staff. He/She will provide strategic, operational and expert support to the principal director, and will exercise both a supporting and steering function for PD 4.4 and the management team of four directors. The main challenges of the role are the wide range of very diverse topics, the need to formulate and implement change, and the need for co ordination with a large number of stakeholders and business partners across the entire organisation.
- Leading and managing a team of five staff members specialised in their area of responsibility (ca. 25% of time)
- Promoting automation in PD 4.4 by co-ordinating the further development of area-specific IT tools and systems (e.g. CAFM/Archibus), in close co operation with the EPO’s application-management and IT units and with the support of two specialists within Dept. 184.108.40.206
- Yearly budget planning for all areas of PD 4.4, in close co operation with the office of the Vice-President of DG 4 and other stakeholders such as Finance, Controlling and Human Resources, assisted by one staff member at ca. 40%
- Improving financial and post-related budget planning, reporting and controlling for PD 4.4
- Leading Department 220.127.116.11’s work on its special tasks:
– contract management (one staff member at ca. 60%)
– managing the EPO’s art collection (80% part-time staff member)
– work under the EPO’s Eco-Management and Audit Scheme (one staff member at ca. 50%)
– business continuity management (one staff member at ca. 50%)
- Supporting the principal director and her other line managers in designing and implementing lean business processes and a streamlined service catalogue
- Supporting the principal director with further tasks such as drafting strategic documents
- Project-management assignments as required.
The ideal candidate will have
- proven experience in a similar role, preferably acquired in a service-driven environment relating to buildings and facility management, ideally in a multicultural international organisation or company
- understanding and experience of modelling IT automation tools (ideally experience with CAFM tools such as Archibus), high levels of computer literacy
- experience of conducting and overseeing budgeting, controlling and financial processes
- strong numerical, analytical and problem-solving skills, and the ability to provide solutions (or a range of options) for approval by senior management
- ability to understand, analyse and improve processes and tasks, including new ones
- leadership experience
- the capability to deliver on time to tight deadlines
- a structured and efficient approach, and the ability to present complex topics clearly and concisely to the principal director and other senior managers
- very good written, oral and interpersonal communication skills
- the ability to build up and maintain a network of reliable contacts involving a wide variety of counterparts in a new environment
- a degree in business administration, industrial engineering or similar
- a willingness to travel on business occasionally, mainly to the EPO site in The Hague.
- Diploma of completed university studies at master’s level or – in exceptional cases – equivalent professional experience
- Excellent knowledge of one official language (English, French or German) and ability to understand the other two
- Citizenship of one of the member states of the European Patent Organisation
Salary and benefits
The EPO offers competitive salaries, an excellent social package, and varied work in a modern international environment. The net (basic) monthly salary* for this vacancy ranges from EUR 5 223 to 7 396, depending on experience. In addition, depending on their personal circumstances, EPO staff may be entitled to relocation benefits and various allowances (e.g. household, dependant’s, childcare, education, expatriation, installation, rent and language allowance).
*after deduction of EPO internal tax and before deduction of staff contributions to the social-security and pension schemes.
Duration of the contract
The contract will be for the duration of three years, extendable by two further years.
At the end of our selection process, we may place suitable candidates on a reserve list for a limited period of time. Being on a reserve list does not guarantee a job offer or imply any entitlement to employment at the EPO. You will be considered automatically for vacancies in your field. No action is required on your part unless we contact you.
Procedure and timeframe
The successful candidate will be selected on the basis of qualifications and experience, supplemented as appropriate by interviews, tests and/or a personality questionnaire.
It is intended to hold the interviews in calendar week 40 in Munich.
Please apply online, using this link, reference number EUR/1481.
Application until: 9 September 2016