European Patent Office

Specialist, HVAC contract management (10459)


Job group: 6

Grade: G2 to G5 (net (basic) monthly salary* for this vacancy: EUR 3 440,02 to 4 864,28, depending on experience)

Duration of appointment: Five years

Career path: Technical 

Location: The Hague 

Application deadline: 04.04..2020



You will be part of the Technical Services team in The Hague and report direct to the manager of the technical maintenance contract. The unit ensures a reliable, safe, healthy and sustainable working environment for all EPO staff.


You will check the services provided by the main contractor in line with the EPO-internal corporate contract process to ensure quality from work preparation to execution, including documentation and invoicing. You will be the technical expert in the field of mechanical installations and need to ensure compliance with defined processes and procedures.


Your main responsibilities

  • Managing the external contractor for preventive and corrective maintenance of all the mechanical installations on the EPO's premises in The Hague:
    • Ensuring the contractor's services are in line with the law, guidelines and defined standards (processes, methods and work instructions)
    • Systematically performing random checks and contributing to the service provider's continual improvement
    • Applying the contract management methodology (tool-based)
    • Contributing to the approval of the annual maintenance plan
    • Managing small-scale work performed by contractors
    • Creating equipment ratings in line with internal regulations and Dutch codes
    • Co-ordinating and internally communicating service requests
    • Checking and approving quotations, bidding forms, goods delivered, deliverables, invoices and reports
    • Ensuring compliant and comprehensive technical documentation
    • Supporting measures to ensure harmonisation and standardisation between the EPO's sites in Munich and The Hague
    • Co-ordinating troubleshooting together with external service providers and internal experts
    • Using the CAFM preventive maintenance tool and on-demand ticket system, which will be the main tools you use in your daily work
  • Supporting projects:
    • Working with internal and external project managers to develop, execute and finalise work packages
    • Participating in Technical Services The Hague's internal on-call service


What we expect from you

  • Five or more years of experience in the field of technical maintenance
  • Sound knowledge of CAFM software (Archibus)
  • Good understanding of building management systems
  • Ability to work according to defined processes and workflows
  • Knowledge of Dutch law
  • Knowledge of the Dutch language is an advantage
  • Excellent knowledge of maintenance tools and documentation
  • Proactive support for the EPO's work to digitise its buildings


Your qualifications

  • Completed secondary education 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 2nd 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