Facility Manager

[1] The place of employment is subject to changes in the interest of the service and always under due consideration of the Staff Member’s interests.

[2] Possibility of renewal for a fixed period and a further renewal for an indefinite period on the conditions set out in the Staff Regulations and in the Conditions of Employment for Other Servants

[3] The organisational department and the hierarchical reporting line may change in line with the developments of the EUSPA and department’s organisation.

[4] The successful candidate must hold a valid personnel security clearance at the level defined above or be able and willing to apply for it immediately after the contract signature. The procedure for obtaining a personnel security clearance shall be initiated on request of the employer only, and not by the individual candidate. Description of the EU classified information levels is available here.

The European Union Agency for the Space Programme (EUSPA) provides safe and secure European satellite navigation services, advances the commercialization of Galileo, the European Geostationary Navigation Overlay Service (EGNOS), and Copernicus data and services, engages in secure SATCOM (GOVSATCOM & IRIS²), and operates the Space Surveillance and Tracking (SST) Front Desk. Through these projects, EUSPA enhances European autonomy in space technologies, fosters innovation and creativity, supports European transport net and agriculture, all while contributing to the economic growth and health of the European Union.

EUSPA offers a diverse multicultural workplace that welcomes all applicants without distinction on any grounds of gender, race, ethnic or social origin, nationality, religion or belief, political or any other opinion, birth, gender identity, disability, age, sexual orientation, marital status or other family situation. EUSPA wishes to employ competent talents and be representative of the diversity of the EU citizens and is committed to provide the best working conditions and benefits to its staff. For more information on the EUSPA and the EU Space Programme, click here.

The current vacancy is for an opportunity in the Information and Communication Technology & Facility Management Department (ITF) which is proactively contributing to the fulfilment of the Agency’s mission, particularly regarding all matters related to the management of the information and communication systems. The ITF Department ensures smooth running of the Agency’s facilities and logistics and compliance with local health and safety regulations. The department is also coordinating and managing the Information and Communications Technology (ICT) function, including planning and managing the implementation, operation, development, optimisation and maintenance of the ICT infrastructure for both unclassified systems and systems processing EU classified information up to SECRET UE and across all EUSPA sites and remote offices (currently Prague, Saint Germain-en-Laye, Toulouse, Brussels, Noordwijk and Madrid).

The position requires permanent relocation to the Agency’s Headquarters in the heart of Europe - Prague - a location with excellent connection to numerous major European cities. The capital of the Czech Republic, on the banks of the Vltava River, is famous for its cultural life, renowned musical life, historic buildings, magical bridges, and recognized museums and monuments.

We are looking for a Facility Manager who will be responsible, under the steering and supervision of the Head of ITF, for ensuring the development, maintenance, and implementation of the EUSPA multi-site facility management (FM) strategy and the related policies, and for proposing its evolution whilst providing optimal support to the EUSPA with an emphasis on resource utilisation, and sound financial and technical management.

The EUSPA facilities included in the jobholder's portfolio are:

• EUSPA HQ in the Czech Republic, meaning the main office site and a detached data centre;
• Two Galileo Security Monitoring Centres in Saint-Germain-en-Laye, France, and San Martin de la Vega, Spain, each of them with two detached buildings within a military compound. All these buildings are in principle highly secure data centres accompanied with offices and meeting rooms;
• Galileo Reference Centre in Noordwijk, the Netherlands, which is one highly secure building combining offices and areas with ICT infrastructure;
• Other Agency facilities as decided by the Executive Director.

The portfolio may change with the evolution of EUSPA and its governing legislation.

The main tasks and responsibilities shall include – without limitation and subject to adjustments:

• Lead and manage a team of Facility Managers and officers and external contractors located in the above sites, including defining the job descriptions, organisation of work, work processes and procedures;
• Ensure that all EUSPA building systems and facilities (e.g. heating, ventilation, air-conditioning, power generators, safety installations, and security installations) are operating with the optimal performance, availability, and reliability; according to the technical specifications and operating procedures and in-line with the operational requirements for the hosting of critical infrastructure belonging to EU Space Programme components;
• Ensure that the system and process documentation is accurate, complete, and up to date;
• Develop and maintain operational processes and procedures compliant with ISO 9001 standard and ensure that the system and process documentation is accurate, complete, and up to date; Monitor Key Performance Indicators (KPIs) and compliance with service level agreements (SLAs) and ensure continuous improvement according to the assessment of risks and opportunities;
• Implement EUSPA ICT security standards, policies, and procedures relevant to protection of the facilities, in close coordination with the EUSPA Security Authority;
• Cooperate with the Central Security Office in the area of physical security systems and installations, including their integration with safety systems and building management systems;
• Ensure effective use of budget for facilities development, maintenance, and operational costs, such as utility consumption;
• Liaise directly with the building owners and local suppliers, coordinate deliveries and logistics activities;
• Ensure on-call availability of assistance in case of incidents in the building outside business hours;
• Coordinate and implement business continuity planning in the Facilities Management area;
• Oversee and ensure consistency in the planning, efficient utilisation and maintenance of the Agency’s offices and facilities, for the above sites;
• Manage procurement processes for the selection of service providers for FM activities and ensure the proper management and execution of the respective contracts and agreements;
• Ensure both inter-site and external logistics services for EUSPA (letters, parcels, equipment transport, moves and removals);
• Ensure adequate insurance of EUSPA facilities and equipment located therein;
• Manage the Agency Health & Safety policies and support Site Managers in their implementation for all EUSPA sites and offices, in cooperation with Security Authority and Central Security Office;
• In all the above activities, support Site Managers to ensure adherence to the standards for environmental management and the implementation of IT and facilities-relevant EMAS recommendations adopted by the Agency;
• Manage the EUSPA inventory of assets, organising periodic inventory checks;
• Maintain and develop an ITF culture of customer service;
• Liaise as required with EUSPA stakeholders (including relevant EU Institutions and space partners, European Commission, ESA, other agencies, host member states etc.) in the FM areas;
• Contribute to the corporate tasks of the EUSPA, such as planning, reporting, administration, financial & budget management, risk management and communications.

The selection procedure is open to applicants who satisfy the following eligibility criteria, on the closing date for application:

1. A level of education which corresponds to completed university studies⁵ attested by a diploma when the normal period of university education is four years or more OR A level of education which corresponds to completed university studies attested by a diploma and at least one year of appropriate professional experience when the normal period of university education is three years
2. In addition to the above, appropriate professional experience⁶ of at least nine years after obtaining the required diploma
3. Be a national of a Member State of the European Union, Iceland or Norway      
4. Be entitled to their full rights as a citizen
5. Have fulfilled any obligations imposed by the applicable laws concerning military service
6. Meet the character requirements for the duties involved⁷
7. Have a thorough knowledge of one of the languages of the European Union⁸ and a satisfactory knowledge of another language of the European Union to the extent necessary for the performance of their duties
8. Be physically fit to perform the duties linked to the post⁹

Temporary agents (2f) from EUSPA and other EU agencies are also invited to apply in accordance with the following EUSPA rules: https://www.euspa.europa.eu/sites/default/files/conditions_of_employment_of_temporary_staff_ta.pdf. The grade bracket applicable for internal and inter-agency mobility is AD8 – AD9. 

[5] Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. Qualifications/diplomas awarded in the United Kingdom until 31/12/2020 are accepted without further recognition. For diplomas awarded in the United Kingdom after this date (from 01/01/2021), a NARIC recognition is required: https://www.enic-naric.net/.

[6] Only appropriate professional experience acquired after achieving the minimum qualification stated in point.1 shall be considered. Where additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as professional experience. Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in point.1 shall be taken into consideration. Internships will be taken into consideration, if they are paid. Professional activities pursued part-time shall be calculated pro rata, on the basis of the percentage of full-time hours worked. A given period may be counted only once.

[7] Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

[8] The languages of the EU are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovene, Spanish, Swedish.

[9] Before a successful candidate can be appointed, they will be medically examined by a selected medical service so that the Agency will be satisfied that they fulfil the requirement of Article 28(e) of the Staff Regulation of Officials of the European Union.

All eligible applications, according to the afore-mentioned criteria, will be assessed against the requirements listed below solely based on the information provided by the candidates in their application.

The Selection Board responsible for this selection will determine the criteria to be assessed in the various phases of the selection procedure (assessment of the application forms, interview and written test) prior to being granted access to the names of the applicants.

When filling the online application, candidates are expected to clearly include elements that demonstrate how their profile matches the requirements below.

Professional experience and expertise

1. Knowledge (by training or experience) of building facility systems (e.g. heating, cooling and ventilation systems, electricity systems, fire systems, water systems, lighting, centralised building management systems);
2. General knowledge of implementation of health and safety national regulations;
3. Experience in financial, procurement and contract management, preferably in the area of security, building maintenance, or services in general;
4. Experience in implementation of environmental regulations (national and/or EU) would be considered as an advantage;
5. Experience in working in or managing a 24/7 technical environment (e.g. a datacentre) would be considered as an advantage;
6. Previous experience in working with classified information and preferably holding Personnel Security Clearance at or above SECRET UE level would be considered as an advantage;
7. Excellent command of both written and spoken English;

Required competencies

8. Motivation for the post;
9. Effective communication;
10. Ability to lead, inspire and motivate others; 
11. Transversal collaboration and working in teams;
12. Ability to deliver accurate work results in demanding operational environments, organise workload and prioritise tasks.

The current vacancy aims to fill 1 (one) post and establish a reserve list.

A comprehensive description of the selection process is available here.

Indicative date for the interview and written test: December 2024/January 2025. The date might be modified depending on the availability of the Selection Board members.

Candidates are strictly forbidden to make any contact with the Selection Board members, either directly or indirectly. Any infringement of this rule will lead to disqualification from the selection procedure.

Any questions regarding the selection procedure should be addressed only to: jobs@euspa.europa.eu

In addition, candidates having any personal relationship within the EUSPA shall declare such situation to jobs@euspa.europa.eu.

To apply for this position, candidates need to create an account by registering via the EUSPA e-recruitment tool.

Only applications submitted via the e-recruitment tool will be accepted. Applications sent via email or post will not be taken into consideration.

Multiple applications received for the same position via different accounts will lead to the exclusion of the applicant from the selection procedure.

Important: the information provided by candidates in their online application constitutes the solely basis for the assessment of the eligibility and selection criteria. Therefore, they are invited to carefully read the requirements and to provide the relevant information in such detail that would allow this assessment. Particular attention should be paid to information on the education and professional experience, in particular exact dates, description of responsibilities and duties carried out. It is the candidate’s responsibility to ensure accurate and elaborate completion of the application form and avoidance of unclarities and typos.

All sections of the application should be completed in English in order to facilitate the selection procedure.

In order to be considered, applications must be received by the closing date indicated in the vacancy notice.

Candidates are advised to submit the application well ahead of the deadline in order to avoid potential problems during the final days before the closing date of applications’ submissions. The Agency cannot be held responsible for any last-minute malfunctioning of the e-recruitment tool due to heavy traffic on the website.

Any request for technical support must be sent to: jobs@euspa.europa.eu minimum two working days before the vacancy notice deadline. Please note, that if you submit your request for technical support later, we may not be able to assist you.

Please consult the e-recruitment guideline for instructions on completing the application.

Any questions regarding the selection procedure should be addressed only to: jobs@euspa.europa.eu.

If a candidate considers that they have been adversely affected by a particular decision, they can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Union and Conditions of employment of other servants of the European Union; submit a judicial appeal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 of the EC Treaty) and Article 91 of the Staff Regulations of Officials of the European Union; or make a complaint to the European Ombudsman.

Details on how to initiate these processes are available here.

FINANCIAL ENTITLEMENTS

The remuneration consists of a basic salary¹⁰ and, where applicable, additional allowances¹¹, paid on a monthly basis and reimbursements¹², paid upon their evidenced occurrence.

The sum of the basic salary and the applicable additional allowances is weighted by the correction coefficient applicable for the location of the post¹³. The sum of usual social deductions from salary at source is subtracted from the weighted amount¹⁴. The full pay is exempted from the national income tax, but is subject to the internal income tax and the solidarity levy¹⁵.

Examples of net monthly salaries (as currently applicable in the Czech Republic) are presented below:

WORKING CONDITIONS AND BENEFITS

Information about our comprehensive welfare package, including leave entitlements, social security, professional development and benefits contributing to work-life balance, is available here.

INTERNAL AND INTERAGENCY MOBILITY

In case of internal or interagency mobility, EUSPA and the selected candidate shall conclude a contract of employment in accordance with the applicable EUSPA rules.

[10] As per Articles 92 and 93 CEOS.

[11] Household allowance (e.g. if you have a dependent child or you are married and your spouse's income is below a defined threshold); Dependent child allowance (e.g. if you have a child under the age of 18 or between 18 and 26, if in specified training programme); Education allowances (in very specific cases) or Payment of the education fees applicable to the educational institutions EUSPA has an agreement with (currently more than 18 international schools in the Czech Republic and Spain, and European Schools in France and in the Netherlands); Expatriation allowance (16% of the sum of basic salary and other applicable allowances).

[12] If staff member is requested to change the residence in order to take up duties, they will be entitled to: reimbursement of the travel costs; temporary daily subsistence allowance (EUR 51.08 for up to 10 months or EUR 41.20 for 120 days, if no dependents); installation allowance (depending on personal situation, 1 or 2 months of the basic salary – paid upon successful completion of the nine-month probationary period).

[13] Currently correction coefficients for the EUSPA duty locations are: 100,9% for CZ, 117% for FR, 111,5% for NL, 92,4% for ES. The coefficient is updated every year, with retroactive effect from 1 July.

[14]  Pension (11.10%); health insurance (1.70%); accident cover (0.10%); unemployment insurance (0.81%).

[15] Currently: income tax: tax levied progressively at a rate of between 8% and 45% of the taxable portion of the salary; solidarity levy: 6%.

[16] Kindly note that the numbers in examples b) and c) are indicative and net monthly remuneration varies depending on the personal, life and social situation of the incumbent. The various components of the remuneration are updated every year, with retroactive effect from 1 July.

Declaration of commitment to serve the public interest independently:

The jobholders will be required to make a declaration of commitment to act independently in the public interest and to make a declaration in relation to any interest that might be considered prejudicial to their independence.

The jobholders will be required to carry out their duties and conduct themselves solely with the interests of the European Union in mind; they shall neither seek nor take instruction from any government, authority, organisation or person outside their institution. They shall carry out the duties assigned with objectivity, impartiality and loyalty to the European Union.

Commitment to promote equal opportunities:

The Agency is an equal opportunities employer and strongly encourages applications from all candidates who fulfil the eligibility and selection criteria without any distinction whatsoever on grounds of nationality, age, race, political, philosophical or religious conviction, gender or sexual orientation and regardless of disabilities, marital status or other family situation.

The personal data requested from applicants will be processed in line with Regulation (EU) N° 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, officers and agencies and on the free movement of such data (repealing Regulation (EC) N° 45/2001 and Decision N° 1247/2002/EC) and the applicable privacy statement which can be accessed here.