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CAFM and back office Manager


You will be part of Technical Services The Hague and report direct to its head. The department ensures a reliable, safe, healthy and sustainable working environment for all EPO staff.

You will manage a small team that acts as the central back office for Technical Services The Hague. It is intended that your team will manage the entire department's budgets, monitor its contracts and administer the CAFM system and all other related software (e.g. SAP, Archibus and SharePoint). Your team will also provide administrative support to the department, act as its customer interface and be responsible for technical documentation (e.g. drawings and reports).

Your main responsibilities

  • Providing line management for the team, including:
    o Setting objectives, managing performance and writing staff reports Fostering individual staff development and providing on-the-job training Managing the workload, including prioritisation
    o Acting as an organisation-wide support interface and managing corrective maintenance, contracts and energy, including:
    o Acting as a stand-alone interface between different parts of the organisation, including technicians, the Service Line, project managers, insurers, caterers and facility services
    o Being the first point of contact for urgent technical defects and complaints
    o Ensuring business continuity through the quick resolution of problems, by prioritising tasks and co- ordinating multiple complex interfaces (including co-ordinating solutions with internal stakeholders and external contractors)
    o Organising back-up cover and on-call duty to ensure continuous service provision
    o Organising and leading regular meetings of various stakeholders (i.e. technicians and service providers) Training staff from other parts of the organisation on the use of new tools and the correct application of guidelines
    o Dealing with and following up warranty claims
    o Supporting the head of department with managing the available funds and budgets

What we expect from you

  • Bachelor's in electrical, mechanical, civil or process engineering, technical facility management or, combined with a technical background, business administration
  • Good knowledge of technical maintenance
  • At least five to eight years' proven experience in technical maintenance and CAFM systems
  • Experience of budgeting and tracking budget usage Expert knowledge of process management Excellent managerial and communication skills
  • Excellent organisational skills
  • Expert knowledge of CAFM software (Archibus), Microsoft SharePoint and SAP High affinity with workflow tools and continuous improvement processes Customer orientation and ability to act in a pragmatic way
  • High level of self-motivation and resilience

Your qualifications

  • Diploma of completed university studies at bachelor's level or – in exceptional cases – equivalent professional experience
  • Working knowledge of two of the EPO's official languages
  • Citizenship of one of the member states of the European Patent Organisation

Interested in this position?
We are happy to get in touch with you! You can send your application by using the "Meer informatie" button

Time frame
It is intended to hold the interviews in the second trimester 2020, in The Hague.

* after deduction of EPO internal tax and before deduction of staff contributions to the social-security and pension schemes. The salary range depends on experience.