European Patent Office

Manager, CAFM and back office (Head of Section) (10465)


Job group: 5

Grade: G7 to G9 (net (basic) monthly salary* for this vacancy: EUR 5 891,56 to 7 435,96, depending on experience)

Duration of appointment: Five years

Career path: Managerial 

Location: The Hague 

Application deadline: 04.04.2020



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:
    • Setting objectives, managing performance and writing staff reports
    • Fostering individual staff development and providing on-the-job training
    • Managing the workload, including prioritisation
  • Acting as an organisation-wide support interface and managing corrective maintenance, contracts and energy, including:
    • Acting as a stand-alone interface between different parts of the organisation, including technicians, the Service Line, project managers, insurers, caterers and facility services
    • Being the first point of contact for urgent technical defects and complaints
    • 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)
    • Organising back-up cover and on-call duty to ensure continuous service provision
    • 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
    • Dealing with and following up warranty claims
    • 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


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.

To foster gender diversity, EPO encourages applications from women. 

The EPO is an equal opportunities employer and supports workforce diversity as a signatory to the Diversity Charter (Charta der Vielfalt) since 2010.
All applications for vacant positions will be welcomed and considered on the professional merits of the applicant against the role profile for the position regardless of nationality, ethnic origin, gender, sexual orientation, marital status, disability, parental responsibilities, age, religion or belief.

About the EPO

The European Patent Office

With almost 7 000 employees, the European Patent Office (EPO) is one of the largest public service institutions in Europe. Its headquarters are in Munich and it also has offices in Berlin, Brussels, The Hague and Vienna. The EPO was founded with the aim of strengthening co-operation on patents in Europe. Through the EPO's centralised patent granting procedure, inventors are able to obtain high-quality patent protection in up to 44 countries, covering a market of some 700 million people. The EPO is also the world's leading authority in patent information and patent searching.

In 2018, the EPO received over 174 000 patent applications and granted over 127 000 patents. Its free online patent database, Espacenet, contains more than 100 million technical documents from 100 countries, and its free neural machine translation service, Patent Translate, provides instant, high-quality translation in 32 languages, including Chinese, Japanese, Korean and Russian.

What we offer

  • intellectual challenges and empowerment through professional development
  • the chance to work with inspiring people from various different cultures
  • an excellent social package
  • contributory medical-insurance and pension schemes
  • relocation benefits and various allowances (e.g. household, dependants', childcare, education, expatriation, installation and rent allowance), depending on their personal circumstances


> Application procedure

> Recruitment process


🖂 jobinfo@epo.org