View Vacancy -- 2021-CA-11 - Administrative Assistant
- Handling of requests for information from EU Member States and other authorities;
- Liaising with all internal sections of the agency;
- Keeping diaries and address lists up to date;
- Handling telephone enquiries;
- Organising meetings and other activities;
- Taking notes and minutes;
- Processing letters, notes and minutes and replying to correspondence;
- Establishing and maintaining filing systems;
- Acting as a point of contact for internal and external bodies i.e. CEPOL Management Board, EU Council, EU Commission, EU Parliament and UN Agencies;
- Participating in ad hoc projects as part of a team or individual;
- Managing allocated functional mailboxes;
- Managing missions for the Executive Director (preparation of mission packs for management, check-in, communicate with Travel and Logistics team, prepare draft mission claims);
- Managing recording of Decisions of the Director;
- Conducting tasks related to budget management of allocated budget lines, including financial initiation.
In addition, in order to be eligible the candidate must:
- Be a national of a Member State of the Union;
- Be entitled to his or her full rights as a citizen;
- Have fulfilled any obligations imposed by the applicable laws on military service;
- Meet the character requirements for the duties involved;
- Be physically fit to perform the duties linked to the post; and
- Have a thorough knowledge (min. level C1) of one of the languages of the Union and a satisfactory knowledge (min. level B2) of another language of the Union.
Post-secondary education attested by a diploma
or
Secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years.
In addition to the above (Education) at least 3 years of proven professional experience gained after obtaining the diploma (In total 6 years in case of a secondary education).
CEPOL employs administrative assistants in all business fields and departments in order to give support for operational and administrative areas. The vacancy is published to ensure the temporary replacement of staff on long term leave. For this reason the contract to be offered will be limited to maximum one (1) year. Extension of the contract might be possible.
In case a reserve list will be established, the candidates placed on reserve list might be offered similar posts with different contract duration.
A contract offer will be made as a member of the Contract Agent staff pursuant to article 3(a) of the Conditions of Employment of Other Servants of the European Communities. Contract of employment will be concluded for a fixed period of maximum one (1) year as per Decision of the Management Board 22/2019/MB. The exact duration will be indicated in the offer letter.
The successful candidate will be recruited as Assistant* – FG III.
*The final operational job title depends on the post allocation.
The basic monthly net pay for this post is EUR 1,749.38 (grade 8), EUR 1,978.52 (grade 9) or EUR 2,157.43 (grade 10). The correction coefficient (71.9% for Hungary on the date of publication of this vacancy notice) has already been taken into consideration for these amounts.
The grade is determined on the basis of professional experience gained after obtaining the diploma of an education required for the position and in line with applicable implementing rules.
In addition, based on personal situation, the following allowances might be granted:
- Expatriation or foreign residence allowance: 16% or 4% of the basic pay.
- Annual travel allowance: staff who are entitled to the expatriation (16%) or foreign residence (4%) allowance are entitled to be paid each calendar year a sum representing the cost of travel from the place of employment to the place of origin for themselves and, if they are entitled to the household allowance, for their spouse and dependents (above the age of 2)
- Household allowance
- Allowance for a dependent child or person treated as such:
- Pre-school allowance:
- Education allowance:
- School fees: paid by CEPOL for dependent children who joined the staff member in changing the residence to fully respect the article 20 of the Staff Regulations. The school shall be considered as non-fee paying and the staff member concerned shall not receive the education allowance mentioned in the bullet point(s) above.
The costs covered by CEPOL shall be:
- The registration and attendance fees at international schools
- The transportation costs
- Excluding all other costs as described on the Commission decision C(2004)131-53-2004 on general implementing provisions for the grant of the education allowance.
In addition, CEPOL will provide benefits and entitlements in line with those of European Union Civil Servants. Such entitlements will be established based on the necessary documents provided by the newly recruited staff member upon taking up duty with CEPOL.
The successful candidate shall undergo a probation period of 9 months.
For reasons related to CEPOL’s operational requirements, the candidate may be required to be available at short notice.
The highest scoring candidates exceeding the threshold defined in advance by the Selection Committee shall be invited for interview. Maximum number of candidates to be invited for interview shall not exceed 6. Due to the current COVID-19 situation only interviews will be organized online. In case it will be possible to conduct a remote written test the selected candidates will be notified in due time.
The information provided in applications is subject to EU legislation on protection of personal data and confidentiality of information.
Candidates who achieve 65% of the total scores available for interview will be included in a Reserve List. The reserve list will be valid until 31 December 2022 and may be extended by the decision of the Appointing Authority of CEPOL. (Please be aware that placement on a reserve list in no way guarantees future employment at CEPOL.)
Proven experience in administrative tasks and support to senior management (please provide examples, describe the experience and indicate the duration);
Experience in organising international meetings, events including travel arrangements (please provide examples, describe the experience and indicate the duration);
Proven experience in planning, monitoring and reporting on expenditure (please provide examples, describe the experience and indicate the duration);
Excellent communications skills in English both oral and written;
Proficient user of Microsoft Office applications and other widely used tools and databases, in particular Excel, Word and Outlook;
Working experience of at least 1 year in an international environment;
Strong communication and interpersonal skills and ability to work in a multicultural team;
High degree of organisational skills and accuracy, ability to prioritise tasks;
Attention to details and ability to maintain accuracy under pressure and tight deadlines;
This opportunity is closed to applications.