IT Assistant - European Central Bank

IT Assistant

Ref ECB/025/12/I
Business Area Information Systems
Directorate / Division Quality Management Services Section  

Function

Within the Directorate General Information Systems, the Quality and Management Services Section provides the following services: (i) implementing process and quality management systems (ISO 9001, ISO 20000 and SDLC); (ii) maintaining the IT service catalogue; (iii) coordinating and supporting project portfolio planning and monitoring; (iv) coordinating and supporting procurement planning and execution; (v) managing suppliers and monitoring service levels; (vi) managing licences; and (vii) providing financial and human resources planning and monitoring.

The successful applicant will join a team responsible for the following main tasks: (i) financial planning and monitoring; (ii) procurement planning and execution; and (iii) supplier and contract management.

The successful applicant will be entrusted with the following main tasks: 

processing purchase orders, contractor timesheets, goods & service receipts and invoices in line with contractual agreements and ECB rules; 

assisting with the collection of information for budget planning, the mid-year review and the budget year-end exercises; 

assisting with the monthly budget monitoring process (rebookings, etc.); 

assisting with IT total cost of ownership calculations for new and existing IT services; 

updating the IT investment plan to include new asset acquisitions; 

providing administrative support regarding procurement and contract management, for example preparing documentation and follow-up issues with stakeholders; 

maintaining a central filing system in line with the ECB’s document management system for contractual, financial and procurement-related documentation.

Qualifications and experience

Applicants must have the following knowledge and competencies:

vocational training or a formal qualification in accounting, business and administration or another relevant subject, or a proven ability to perform the tasks required by the position; 

an ability to follow administrative procedures and understand the underlying processes; 

proven experience of preparing and monitoring a complex financial budget and of contract and/or procurement management; 

familiarity with IT terminology and a good understanding of IT processes and the IT environment; 

a very good command of English with proven drafting ability and a working knowledge of at least one other official language of the EU; 

a very good knowledge of MS Office, in particular Word, Excel and PowerPoint, as well as SAP.

Behavioural Competencies

The successful candidate will have the following behavioural competencies: 

thorough analytical skills and the ability to understand abstract concepts in the fields of technical competence, as well as strong numerical skills; 

very good communication and negotiation skills, with an ability to express complex issues in a clear and concise manner, both orally and in writing; 

can negotiate skilfully in difficult situations involving both internal and external parties and establish mutually agreeable solutions; knows when to escalate a case or dispute that cannot be resolved at the working level in order not to prolong discussions unnecessarily; 

establishes and maintains cooperative relationships with staff and management at all levels, both inside and outside the organisation; finds common ground/areas of agreement and adopts win-win solutions; 

understands who his/her clients are and what their expectations are; ensures timely responses in order to serve clients; 

manages his/her own workload independently, without burdening other team members unnecessarily; and shares information and supports team members in the achievement of common goals; 

embraces new technology and processes with enthusiasm and is committed to the achievement of organisational goals; 

prioritises tasks and pays attention to detail even when under time pressure; can be relied upon to deliver in difficult circumstances; has a number of well-established ways of defusing tension; 

delivers results within tight time frames.

Duration of contract / Closing date

Fixed-term contract until 30 November 2014, which may be extended subject to individual performance and organisational needs.

Closing date for applications:  24 April 2012

Further information

Applications are to be made in English and submitted using online application form. An “Applicants’ Guide” can be downloaded from the “FAQs & Help” page. The recruitment process will include a written exercise and interviews. 

Applications are accepted from nationals of Member States of the European Union and Croatia. 

Further information on the ECB’s conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/ecb/jobs/html/index.en.html

This position has been allocated to salary band D