View Vacancy -- 2021-CA-01 - Administrative Assistant - to establish a reserve list
Support the organisation, logistics (including travel) and administration of training activities, exchanges and meetings, including required documentation; in accordance with the applicable rules and procedures;
Assist in tasks related to training needs assessments, in particular liaison with stakeholders, collection of data, presentation of data via Excel and/or other tools;
Contribute to drafting inception, progress and final reports, and provide input necessary for monitoring and evaluation, statistics, internal notes/files in relation to the activities executed;
Plan, update, monitor and report on work plans, budgets and expenditures;
Contribute to drafting terms of reference for short term experts, disseminate them, and provide input to the recruitment and hiring process as needed;
Support liaison with partners and stakeholders;
Support outreach, communication, PR and visibility actions;
Act as operational agent: ensure compliance of expenditure with the EU financial regulations whilst ensuring expenditure items are easily identified and traceable; prepare and initiate financial transactions related to the activities executed in line with the applicable rules and processes;
Keep track and consolidate evaluation tools and reports;
Contribute to the identification and dissemination of best practices and the exchange of experiences;
Perform additional support tasks for operational and administrative areas if required;
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 establish a reserve list for future needs.
A contract offer will be made as a member of the Contract Agent 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 5 years. It may be concluded for a fixed or limited shorter period of time as per Decision of the Management Board 22/2019/MB. In case of project funded posts the contract duration depends on the implementation period of the project. Duration of the contract will be clearly 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 (on the date of publication of this vacancy notice is 71.9% for Hungary and is already taken in 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 (less than 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 20. Due to the current COVID-19 situation only interviews will be organized via Skype.
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 2021 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 planning, monitoring and reporting on expenditure (please provide examples, describe the experience and indicate the duration (years));
Experience in organising international meetings, events including travel arrangements (please provide examples, describe the experience and indicate the duration (years));
Proven experience in drafting reports, analysis and evaluations (please provide examples, describe the experience and indicate the duration (years));
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.