Senior Business Process Assistants and Senior Management Assistants

Transcription

1 Position Details Senior Business Process Assistants and Senior Management Assistants Reference EXT Function The European Central Bank (ECB) is seeking to create a pool of candidates for the positions of Senior Management Assistant and Senior Business Process Assistant from which ECB business areas may select when hiring staff to fill those positions over the next 12 months. Senior Management Assistants provide dedicated support to senior managers and/or to staff. The focus of the role is towards secretarial support and may include administrative tasks of a cross organisational nature, such as organisation of conferences, high-level meetings, or administrative support for the work of various organisational units within the ECB. Senior Business Process Assistants support business area specific processes in fields such as IT, procurement, accounting, human resources, communications, language services, information management, administration and facility management, international relations, financial stability, and banking supervision. The ECB expects to hire a significant number of senior assistants through this campaign for full-time and part-time positions. The ECB is seeking qualified and committed candidates with high ethical standards, who enjoy working in a culturally diverse and highly demanding environment. The successful candidates for Senior Management Assistant positions will be entrusted with the following main tasks: providing administrative and secretarial support for senior management; handling correspondence and ensuring appropriate follow-up; drafting, formatting and proofreading documents and presentations; managing calendars, filtering telephone calls, managing electronic document flows and maintaining stocks of office supplies; preparing dossiers for committees, working groups and decision-making bodies; organising meetings and special events such as seminars, workshops and external activities (including preparing invitations, making arrangements for meeting rooms and hotel

2 accommodation, managing purchase orders and reconciling invoices); supporting financial/budgetary processes for the relevant organisational unit of the ECB; managing business travel arrangements (e.g. booking trains, flights and hotels, and handling corresponding expense claims); assisting with HR-related processes (e.g. recruitment, newcomer inductions and team training courses); taking minutes of internal meetings; liaising with internal and external parties; administering, monitoring and supporting the ECB s internal document management system (OpenText Livelink) in the role of a key user. The successful candidates for Senior Business Process Assistant positions will be entrusted with some of the following main tasks: supporting the organisation, administration and smooth functioning of the project management processes related to formal IT projects carried out by the ECB and the European System of Central Banks (ESCB), including planning and monitoring activities and related human and financial resources; supporting and/or coordinating and/or developing business processes; receiving and processing requests for the services of the relevant organisational unit of the ECB from its clients; supporting outsourced and procurement activities; supporting and coordinating the management of information, by (among other tasks) maintaining the workspaces within the ECB s internal document management system (OpenText Livelink) and access rights to it; compiling reports on performance management using key performance indicators (KPIs) or relevant statistics and/or metrics; processing purchasing requests and invoices, and liaising with relevant stakeholders to resolve any issues in accordance with relevant procurement, legal, budget and accounting standards; coordinating and improving workflows related to the respective business processes, including handling correspondence and telephone calls and ensuring appropriate follow-up;

3 assisting in answering telephone calls from external stakeholders (e.g., providers, journalists, media) in a fast moving environment with very short deadlines and high degree of operational risk, and drafting and preparing responses to them when necessary; drafting, formatting and proofreading documents and presentations, e.g. drafting and preparing responses to media enquires; preparing dossiers for committees, working groups and decision-making bodies; typing, formatting, distributing and copying documents for media; assisting in the organisation and planning of events, e.g. training, press-related; supporting the efficient use of the ECB s internal document management system, occasionally in the role of a key user; supporting the management team in preparing and monitoring the budget of the relevant organisational unit of the ECB by handling all relevant administrative processes, including preparing reports, conducting analysis and maintaining procedures and all relevant documentation; keeping databases up-to-date (e.g., Customer Relationship Management database CRM); assisting with HR-related processes (e.g. recruitment, newcomer inductions and team training courses). Qualifications and experience Applicants must have the following knowledge and competencies: Job-specific technical competencies: For both positions: relevant vocational, commercial or professional secretarial training or a university degree in a relevant field such as accounting, public administration, business administration, law, human resources, finance, information technology or communications. Additionally, for the position of Senior Management Assistant: ideally, three or more years of experience in providing secretarial support to managers and/or senior managers and their business units, such as arranging meetings (including meetings of large numbers of people), event management, managing calendars, information management and filing, drafting short documents and correspondence, proofreading documents, managing business travel, typing from dictation, processing invoices, monitoring budgets, managing office supplies, processing formal dossiers for committees, working groups and/or decision-making bodies, and taking minutes of meetings.

4 Additionally for the position of Senior Business Process Assistant: ideally, three or more years of experience in one or more of the following fields: the application and continuous improvement of quality management frameworks within an organisation; IT performance and (project) risk management; providing support to multiple formal extensive IT projects; IT and Information Technology Infrastructure Library (ITIL) processes; libraries and/or archives; communications in multinational environments; language services (coordination of multilingual publications and translations); digital encoding (html); Search Engine Optimisation and Google Analytics; Content Management Systems; accounting; procurement; public procurement; premises security and/or safety; risk and business continuity management; facilities management; event organisation; economic and financial education; interaction with media/press releases; Social Media administration; security administration; administration of security clearance procedures; financial accounting (e.g. accounts receivable, accounts payable, fixed assets, general ledger, VAT and other taxes); human resources, with a particular focus on training. Generic technical competencies: For both positions: an advanced command of English ; an intermediate command of at least one other official language of the EU ; proficiency in Word, Excel, PowerPoint and Outlook; ideally, knowledge of document management systems such as OpenText Livelink; ideally, user knowledge of enterprise resource planning systems such as SAP (financial and HR modules); familiarity with the ECB or similar international organisations would be an advantage. Additionally, for the position of Senior Business Process Assistant: ideally, experience using project management tools. Competencies The successful candidates for both positions will have the following behavioural competencies: handle sensitive information in a discreet manner, respecting confidentiality;

5 establish and maintain cooperative relationships with staff and management at all levels, both inside and outside the organisation; understand who their clients are and what their expectations are; share information and support team members in the achievement of common goals; learn quickly when facing new challenges; take the initiative in improving processes and products; manage multiple assignments and track progress on numerous processes simultaneously with the required level of attention to detail; can work in a matrix organisation with multiple supervisors and stakeholders and competing priorities across a portfolio of customers and clients; manage own workload independently, knowing when to involve other team members; take full ownership of the outcomes of activities and decisions; deal effectively with uncertainty and open instructions and deliver work without close supervision. are able to work in a fast-moving environment with very short deadlines and high degree of operational risk; are able to handle inquiries from internal and external stakeholders autonomously; Closing Date for Applications: Further Information To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates. To enable the ECB to maintain its business continuity capability, the successful applicants will occasionally be expected to perform work during non-standard working hours and work at the ECB s standby sites. The ECB is willing to discuss part-time arrangements. Based on business needs, successful candidates, if hired from the pool, will be offered one of the following:

6 Three-year fixed-term contract, with possible conversion to a contract of indefinite duration subject to individual performance and organisational needs; Fixed-term contract for more than 12 months, which may be extended subject to individual performance and organisational needs; Short-term contract, for a period of 3 to 12 months. Applications are to be made in English and submitted using our online application form. An Applicants Guide is available on our website. The recruitment process may include pre-screening exercises (online), a pre-recorded video interview, an on-site interview and written exercise. 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. The selection sommittee may use assessment groups to evaluate candidates suitability throughout the selection process. The selection committee will place suitable candidates on a pool list, from which candidates may be appointed to any business area within the ECB during the period of 12 months following the completion of the campaign. Further information on the ECB s conditions of employment for fixed-term positions can be found at Further information on the ECB s conditions of employment for short-term positions can be found at This position has been allocated to salary band: D