Office & Business Process Administrator (ESCB/IO), Frankfurt

Organization: European Central Bank (ECB)

Country: Germany

City: Frankfurt, Germany

Office: ECB Frankfurt

Closing date: Monday, 4 January 2021

General Information

Type of contract Short-term contract, which may be extended to up to 36 months subject to individual performance and organisational needs

Contract end date 31.12.2023

Who can apply? EU nationals working for the international public sector organisation or EU organisations performing central banking or banking supervision tasks. Your current contract must extend at least 1 year beyond the end of the potential employment at the ECB

Salary D (1) (minimum monthly net salary Â3,463 and benefits, see further information section)

Role specialisation Management Support

Working time Full time

Place of work Frankfurt am Main, Germany

Closing date 04.01.2021

Your team

You will be part of the Secretariat of the European Systemic Risk Board (ESRB), a body of the European Union. The ESRB brings together representatives from some 80 institutions as well as independent individuals chosen on the basis of their expertise. It is responsible for the macroprudential oversight of the EU financial system and contributes to preventing and mitigating systemic risk by collecting and analysing information on a broad range of financial institutions and markets, monitoring macro-financial developments and issuing warnings and recommendations to policymakers and supervisors.

The ESRB Secretariat is part of the European Central Bank (ECB). We provide analytical, statistical, logistical and administrative support to the ESRB. Our tasks include identifying and analysing systemic risk to the EU financial system, proposing macroprudential policies, assessing the macroprudential policies of EU Member States, preparing ESRB warnings and recommendations and monitoring their implementation, cooperating with supervisory and other macroprudential authorities, supporting ESRB working groups and preparing documents for meetings of the ESRB General Board.

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 your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

Your role:

As an Office and Business Process Administrator, you will:

provide secretarial and administrative support to the senior management team;
on behalf of senior management, manage correspondence, telephone calls, calendars, business travel arrangements and expense claims in a timely, proactive and service-oriented manner;
organise regular and ad hoc meetings, conferences and other events and manage all organisational documents;
organise and provide support for visits by (senior) external parties;
draft, format and proof-read letters, emails and memos;
ensure good cooperation with the member institutions of the ESRB and business areas across the ECB;
act as a key user of the ECB’s document management system, which involves the management of users and groups, permissions, security clearances, data reconciliation and destruction reports;
perform purchasing activities (purchase-to-pay) as well as contract management and invoice verification in SAP;
support human resources processes (e.g. recruitment campaigns and newcomer inductions).

The position offers you excellent opportunities to grow professionally by organising events attended by representatives of national and international organisations. 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


Tags banking contract management document management financial institutions human resources public sector reconciliation time management vocational training

relevant vocational training or equivalent or a university degree in business administration or another relevant field ( click here for details on degree equivalences);
in addition to the above, a minimum of five years‘ professional experience in providing administrative support to managers/senior managers and their business units;
experience of liaising effectively with staff and managers at all levels, including external parties in national and international institutions;
experience of drafting office correspondence, including internal and external emails, letters, memoranda and other documents;
a strong ability to manage multiple reoccurring and ad hoc tasks effectively, while prioritising the workload and meeting deadlines;
the ability to ensure the efficient functioning of an office using time management and other techniques related to storage, planning and organising;
the ability to perform tasks in line with business needs through an understanding of the ECB’s working environment, business strategy and organisational set-up, as well as of business area objectives and key activities, and interlinkages with other business areas;
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 dealing with high-level external contacts;
willingness and ability to take on a variety of different tasks within the team as demand requires.

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

Further information

The contract offered will be short-term ESCB/IO, the appointment being for 24 months as of the exact starting date of the selected person, extendable to up to 36 months.

For additional information on this specific vacancy, you can arrange to speak to the hiring manager, Tuomas Peltonen, by sending an email to

Application and selection process

The recruitment process for this position will include a written exercise and online interviews via Webex.