Business Process Administrator - Legal Services

General Information

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

Who can apply? EU nationals

Salary D (bracket 1 - step 1) full time monthly net salary: €3,960 plus benefits, for further information see what we offer.

Role specialisation Business Process Support

Working time Full time

Place of work Frankfurt am Main, Germany

Closing date 07.02.2024

Your team You will be part of the Directorate General Legal Services. Our Directorate General has 140 members of staff who provide legal advice, prepare ECB legal acts and represent the ECB in court. We are currently working on the simplification, digitalisation and automation of our processes.

Our aim, first and foremost, is to improve our ability to manage the processes supporting the creation, sharing, use, storage and management of the Directorate General’s tacit and explicit knowledge. We do this by leveraging processes and tools used for collaboration, learning and knowledge sharing (e.g. inventories and maps of knowledge resources, knowledge-sharing networks and communities of practice). Second, based on more effective and efficient knowledge retrieval, we seek to combine the effective use of data with digital technology and project management tools to support legal operations in a more agile manner. This will ensure the evolving needs of the Directorate General are met, in line with legal industry standards.

In your role as Business Process Administrator, you will be part of a committed team of 15 members of staff responsible for organising and facilitating high-level meetings and conferences, managing processes and documentation relating to court cases, and providing legal advice and legal translations. You will work closely with the Directorate General’s management, legal counsels and lawyer-linguists.

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 Business Process Administrator you will:

- evaluate and optimise current legal operations, workflows and processes, assessing the functional and technical feasibility of automation; - liaise with internal stakeholders to develop, implement and align strategies for improving business processes, including workflow adjustments and schedule optimisations, and provide comprehensive administrative support to change management functions; - document, analyse and monitor changes made to business processes, making the necessary adjustments, and carry out the training and mentoring of team members in best practice and the development of skills; - develop and maintain reports and dashboards for effective data visualisation and decision making related to legal operations and processes; - manage the storage of information in the ECB’s document management system (OpenText/DARWIN) and master all related technological aspects; - coordinate the procurement of freelancers and administer the related contractual, procurement and budgetary processes; - support the Directorate General’s management, legal counsels and lawyer-linguists in the effective performance of their tasks, which include managing court cases, providing legal advice and legal translations, and organising and facilitating meetings and events.

The position offers you excellent opportunities to apply advanced soft skills in the field of collaboration as well as to use state-of-the-art technology for process management, event management, information management and legal operations management. 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 Essential

- relevant vocational training or a university degree or equivalent in paralegal studies, business administration, project management, process management, data sciences or another relevant field (see How you can join us for details on degree equivalences); - in addition to the above, a minimum of two years’ experience in the field of coordinating and monitoring work processes, identifying and implementing process improvements, or performing project management tasks; - strong analytical skills with a focus on quality standards and efficiency; - strong collaboration and communication skills, as well as a sound understanding of stakeholder management, advanced organisational and time management skills including planning and reporting on tasks, projects and events; - advanced knowledge of business management software, the MS Office suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams and Planner) and information management systems such as OpenText or similar - advanced knowledge of tools used to organise and facilitate virtual, hybrid and onsite meetings, including Miro, Slido, Mentimeter or similar; - familiarity with knowledge management methodologies; - 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.

Desired:

- experience in change management in relation to digitalisation; - knowledge and experience of visual thinking methodologies; - experience in ticketing, work journalling and reporting on KPIs; - a track record of working with low coding, robot process automation, prompt engineering or other automation and digitalisation tools.

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 skilled at encouraging people to develop their abilities and at explaining to others what needs to be done and why it is important.

You are motivated to be part of our team and to develop and use your skills and competencies to achieve the aims of this position.

Working modalities We would be happy to discuss a part-time arrangement for this role.

Further information The contract offered will be fixed-term, the appointment being for 12 months 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 hiring manager, Antonio Luca Riso, on +49 (0)69 1344 8241 between 14:00 and 15:00 on Tuesday, 23 January 2024.

Application and selection process The recruitment process for this position will be conducted remotely. It will include a presentation, a written exercise and an interview.

If you are not selected for this position but are still considered suitable, you will be placed on a reserve list (see step 4 of How we hire), from which you might be considered for similar positions within the ECB.

Find out how to apply for a position at the ECB.

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