Process Manager (13765)


Are you interested in influencing the dynamics of the European Patent Office's decision-making process? Then you are just in time for this exciting opportunity …


What we do

In 2019 we established our ambitious Strategic Plan 2023 (SP2023), which sets out our vision for where we want to be as an organisation and how we want to get there. All our teams derive their key goals and initiatives from it. Throughout the COVID-19 pandemic, which has impacted all our lives and forced us to adapt to new ways of working, we continue to rely on our highly resilient team and remain steadfast in our commitment to delivering on the objectives of SP2023.


What we are looking for

At the EPO, we rely on the hard work of our staff to translate strategic proposals, project briefs, ideas, recommendations, briefings and operational actions into documentation for submission to our vice‑presidents and the President for information, review and action. At the heart of all this is our Common Log document management system, a vital support tool for effective and speedy decision-making. To increase our turnaround time, we want to optimise our effectiveness, boost the efficiency and timeliness of our workflow, set meaningful quality standards, capitalise on best practice for document management and improve the collaborative co-creation process between stakeholders. To this end, we are now hiring four process managers for our main divisions supporting and working for top senior management.


With us you will:

  • manage, oversee and steer the end-to-end process covering the drafting, decision-making and approval workflows (including due upkeep of the Common Log system)
  • co-ordinate content integration and align early contributing units inside and outside the DG with the President's Office
  • facilitate recurring meetings with leadership to ensure effective collaboration and communication between co-creators
  • monitor, report on and take proactive action based on set KPIs covering document quality, workflow timeliness and workflow collaboration
  • drive key improvement initiatives, including the management of a document template repository and the upkeep of a roles-and-responsibilities RACI matrix
  • continuously review the workflow processes for enhancement potential and improve the operating model in a harmonised way across DGs, paving the way to an auditable ISO-robust infrastructure
  • collaborate closely with other process managers within the EPO and actively share best practice.


Apply if you have:

  • experience in and are passionate about process engineering, design and improvement; experience in driving quality management/ISO certification would be an advantage
  • experience in project or program management; experience in a management advisory role would be a distinct asset
  • the ability to manage multiple priorities simultaneously while remaining cool-headed and keeping your eye on the ball
  • the ability to network, establish and sustain partnerships with a large variety of senior stakeholders
  • a practical can-do attitude working in a collaborative and dynamic team
  • the ability to grasp relevant content quickly in order to advance documentation in the decision-making process
  • the ability to develop and draft documents, including process outlines, flowcharts and implementation procedures
  • good communication skills and are able to convey complex matters in a succinct way to target audiences
  • a digitally savvy mindset with experience, in particular, of collaborative tools and document management systems
  • knowledge of the EPO's business processes or are eager to learn about them
  • a high level of integrity in handling sensitive information and take the need for confidentiality and utmost discretion to heart
  • a diploma of completed studies at master's level or – in exceptional cases – equivalent professional experience
  • excellent knowledge (at least C1) of one official language (English, French and German) and the ability to understand the other two; in exceptional cases, excellent knowledge (at least C1) of one official language and working knowledge (at least B2) of another (in such cases, the willingness to learn the third language and to reach level B2 within a set time frame would be required)
  • citizenship of one of the member states of the European Patent Organisation.



The successful candidate will be selected on the basis of qualifications and relevant experience, supplemented as appropriate by interviews, tests and/or a personality questionnaire.




Key information


Job group: 4

Grade: G7 to G10 (net (basic) monthly salary* for this vacancy: EUR 5 880 to 8 340, which may be supplemented by various allowances depending on your personal circumstances

Duration of contract: Five years

Career path: Technical 

Location: The Hague (DG Patent granting process) / Munich (President's Office, DG Corporate Services, DG Legal and International affairs)

Application deadline: 18.01.2021

Interviews planned for: week 7-8 2021 


* 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.


We welcome all applications for vacant positions. We consider each on its professional merits – regardless of your nationality, ethnic origin, gender, sexual orientation, marital status, disability, parental responsibilities, age, religion or belief.



Why join us?
✓ Be part of the EPO`s transformation and enable innovation
✓ Work with inspiring people from a variety of cultures
✓ Develop yourself and take on an intellectual challenge

What's in it for you?
✓ A competitive salary
✓ Family-friendly benefits
✓ A good work-life balance
✓ Relocation benefits and various allowances
✓ Contributory medical insurance and pension schemes
✓ 30 days' leave per year

Who we are
We are the patent office for Europe. We are proud to deliver high-quality patents and efficient services that foster innovation, competitiveness and economic growth.

Our vision
We're currently undergoing a change inspired by a common vision: our Strategic Plan 2023. Join us on this exciting journey to a more digital, collaborative and sustainable organisation.

Our work environment
We believe that diversity is fundamental to our success. Our inclusive work environment respects, values and celebrates our individual differences. We want you to be yourself at work.

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