Corporate Services Specialist

Contract length: 5 years (renewable)
Location: Stockholm
Number of candidates to be employed: 1

Is this job for you?  

Are you an experienced professional with a background in corporate services, and are you interested in applying your skills to ECDC projects and activities and in engaging within an international environment?

What will you do? 

You will work in the Corporate Services section that manages the following areas: facilities, security, business continuity, crisis management, travel and events, and mailroom and archives within the Resource Management Services (RMS) unit.

In this position, you will have a wide variety of tasks within the scope of Corporate Services areas of activity, in particular:

• Handle enquiries and requests from staff; provide advice and support staff on matters relating to corporate services;
• Support the development and regular review of new and existing policies, procedures, guidelines and work instructions, including ECDC’s environmental programme and Environmental Management System;
• Manage the implementation of contracts of the section: order/request supplies and services, monitor and supervise service delivery in accordance with contracts;
• Initiate and manage, in collaboration with the Procurement Section, the procurement of goods and services as required. Prepare specifications and supporting documents for contracting products and services;  
• Support with the regular forecasting and planning of corporate services activities and budgets. Support the implementation of the annual budget allocated to corporate services through timely processing of commitments, payments and other transactions, in accordance with the Agency’s financial workflows;
• Maintain up-to date information on the section content management platform, the Agency’s intranet and support the appropriate internal communication to staff;
• Provide general administrative support, including electronic document archiving, filing, document registration, maintaining databases, etc;
• Carry out general support activities and make logistical arrangements;
• Compile management information; track and monitor timelines and collect, check and validate information, documentation and data;
• Perform any other tasks or duties within the scope of corporate services, as assigned by line management.

This position may require regular participation in standby working arrangements during weekends and nights as well as public holidays.

What are we looking for?

Formal requirements

For your application to be considered eligible you must fulfil all the following requirements by the application deadline:

• A post-secondary education attested by a diploma*; or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of 3 years; 
• Thorough knowledge of one of the official EU languages and a satisfactory knowledge of another official EU language to the extent necessary for the performance of your duties**;
• Nationality of one of the EU Member States or of Norway, Iceland or Liechtenstein and to be entitled to your full rights as a citizen;
• To have fulfilled any obligations imposed by the applicable laws on military service;
• Meet the character requirements for the duties involved***; and
• Be physically fit to perform the duties linked to the post.

You will need to provide appropriate documents to show that you meet all of the above criteria.

Selection criteria

For your application to be evaluated further, you will also need:

• At least 3 years (following the award of the diploma) of recent professional experience acquired in positions relevant to the job description;
• Proven experience of working in a business support services function, preferably linked to office, property or facilities management, and preferably including a solid understanding of green building and sustainability standards and frameworks;
• Experience of working with budgets or financial processes;
• Experience in or familiarity with activities related to public procurement and/or contract management;
• IT proficiency in Microsoft Office applications (Word, Excel, Power Point and Outlook) and preferably experience or familiarity with ticketing systems;
• Excellent command of English, both written and spoken.

Additionally, we will assess the following competencies:

• Analytical skills and the ability to find solutions for issues; 
• Excellent customer service and communication skills;
• Ability to work independently and strong sense of initiative and responsibility; 
• Quality driven, high level of accuracy and attention to detail; 
• Ability to work under pressure on multiple work assignments and with tight deadlines; 
• Excellent interpersonal skills with the ability to work effectively in a multi-cultural environment as a member of a team.

Depending on the number of applications received, the selection committee may apply stricter requirements within the aforementioned selection criteria.

Why ECDC?

You will play an active role in making a tangible difference in public health. 

At ECDC you will join a team of more than 400 colleagues with diverse backgrounds and professions who work together for the common goal of helping countries to prevent and respond to outbreaks and public health threats. Every position at ECDC plays an important part, and we cooperate closely for our collective goals. 

ECDC is an equal opportunities employer and encourages applications from all suitably qualified candidates without any distinction on grounds of age, gender, sexual orientation, disability, ethnic or social origin, religion, or belief. 

As an ECDC staff member, you will have the chance to on or support initiatives impacting the health and well-being of people in Europe. 

You will be joining ECDC at interesting times. In October 2022, the European Parliament endorsed an extended mandate that will allow ECDC to adopt a stronger role in supporting EU Member States in the prevention and control of infectious disease threats and improve European preparedness and response. This includes real-time surveillance systems, mobilising an EU Health Task Force to assist local responses in Member States and building a network of EU reference laboratories.

What can we offer you

We offer a competitive salary and a range of benefits, including flexible work arrangements such as teleworking and flexible working hours, health insurance and learning opportunities. 

Depending on your experience, the monthly basic salary usually starts at €3204.55 and is supplemented by various allowances, including as applicable expatriation and/or generous family allowances. Salary is exempt from national tax, instead an Agency tax is deducted. We also provide financial support when relocating to Stockholm. 

Our benefits package is designed to support a healthy work-life balance and we are committed to creating a supportive and inclusive work environment that values the well-being of our employees. 

Learn more about the benefits of joining ECDC. 

How does our selection process work?

Our selection process takes, on average, three months from the application deadline. All selection processes include a remote written test and a video conference interview; some selection processes may include additional steps.

After a candidate has been selected for the position, additional shortlisted candidates can be placed on a reserve list. The reserve list may be used when ECDC needs to fill similar positions at the same level in the future. The reserve list is valid until 31 December 2026 and may be extended.

See an overview of the different steps in the selection process and see the ECDC-candidate-guide.pdf (europa.eu) for a detailed explanation of the selection and recruitment process. 

When starting a new contract under the EU staff regulations, all new staff must successfully complete a probationary period of nine months.

How do you apply?

To apply for this vacancy, please create/ log in to your ECDC e-recruitment user account.

See detailed instructions on how to apply.

Please submit your application well ahead of the deadline in case of technical issues and/or heavy traffic on the website. After submitting your application, you will receive an automatic email message confirming receipt of your application. Ensure that the email address you provide for your applicant account is correct and that you check your email regularly.

ECDC does not accept applications submitted after the deadline or applications submitted by email, mail or any other means.

Only candidates selected for interviews will be notified. You can see the progress of the selection process from within your e-recruitment account. 

Translations of this vacancy notice in all EU languages can be obtained by using the automatic translation function on this website.

Note: 

While this vacancy notice can be translated into all official EU languages from its English original, the language of day-to-day operations in the Agency is generally English. ECDC therefore prefers to receive the application in English.

Disclaimer: Please note that in the event of any differences in meaning or interpretation between the original English version of this content and a translation, the original English version takes precedence

* Only diplomas and certificates that have been awarded in EU member states or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration