Details
- Status
- Closed
- Opening date
- Deadline
- Department
- European Defence Agency
- Agency
- EDA - European Defence Agency
- Vacancy Type
- Public
- Type of Contract
- Contract Staff
- Grade
- FG III
- Location(s)
- Brussels, Belgium
Target audience
To be considered eligible to take part in this selection procedure, on the closing date for the submission of applications candidates must satisfy all the eligibility criteria as specified below:
- be a national of a Member State participating in the Agency;
- be entitled to their full rights as citizens;
- have fulfilled any obligations imposed on their by the laws concerning military service;
- produce the appropriate character references as to their suitability for the performance of their duties (extract from the “judicial record” or certificate of good conduct will be requested prior to recruitment);
- be physically fit to perform their duties;
- have a thorough knowledge (minimum level C1 oral and written) of one of the languages of the participating Member States and a satisfactory knowledge (minimum level B2 oral and written) of another of these languages to the extent necessary to discharge their duties;
- have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of their duties within the Agency;
- hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, and which shows the level of EUCI to which that individual may be granted access (SECRET UE/EU SECRET), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate;
- have a level of post-secondary education attested by a diploma; or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years; or, where justified in the interests of the service, professional training or professional experience of an equivalent level.
Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.
For diplomas awarded in non-EU countries, a NARIC recognition is required: https://www.enic-naric.net/
Qualifications/diplomas awarded until 31/12/2020 in the United Kingdom are accepted without further recognition. For diplomas awarded after this date (from 01/01/2021), a NARIC recognition is required.
It should be noted that due to the withdrawal of the United Kingdom from the European Union on 31/01/2020, candidates from the United Kingdom who do not hold the nationality of another participating EU Member State, are not eligible.
For native English speakers, your ability to communicate in another EU language will be tested during the selection process. To assess your foreign language levels, see: https://europa.eu/europass/en/common-european-framework-reference-language-skills
Only applications meeting all essential selection criteria will be assessed.
(1) Professional
Candidates will be required to demonstrate the following qualifications:
- at least two (2) years of relevant professional experience, acquired after the award of the qualification required as a condition of eligibility;
- excellent organisation, coordination and administrative skills, including the ability to provide support to senior management and/or teams;
- track record of organising events, workshops and large meetings, both individually and as part of a team;
- experience in performing finance-related tasks (budget planning, monitoring and cost reimbursements);
- familiarity with the EU Institutions and knowledge of the EU processes and policies;
- excellent IT, database and document management skills (particularly in a SharePoint environment), including experience in data processing software (Microsoft Word, Excel, PowerPoint) with a focus in the use of graphics, charts and visualisation of statistics;
- very good written and oral communication skills in English.
(2) Personal
All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:
- strong sense of duty and responsibility;
- ability to work in a multicultural team;
- result-orientation and strong motivation;
- strong customer service orientation;
- ability to deal with confidential information;
- flexibility and innovativeness;
- good interpersonal and communication skills;
- accuracy and attention to detail;
- ability to adapt to a quickly changing working environment;
- genuine commitment to the Agency's objectives.
Desirable
The following will be considered an advantage:
- a University degree (or equivalent academic degree) in Political/Social Sciences/Humanities, Law, Finance, Business/Public Administration, or other domain relevant to the post;
- prior experience in an EU context, including relevant experience in administration and event management;
- experience in supporting the administration of EU-funded projects;
- familiarity with the defence international environment (especially Common Security and Defence Policy - CSDP) and the EU defence community, including government, industry, institutes and academia;
- for projects/CF SEDSS IV: familiarity with the energy-related activities of the European Commission and energy aspects and challenges in the defence sector.
Why we are consulting
We are looking for dedicated, motivated and innovative assistants that will be able to provide comprehensive administrative support and to assist in the execution of various project-related tasks. The jobholders will provide either administrative project-related support, notably as part of the Consultation Forum for Sustainable Energy in the Defence and Security Sector (CF SEDSS IV), or general administrative and office support tasks. Working in a team with other assistants, the jobholders will be responsible for and/or contribute to the following activities:
Project assistance (e.g. CF SEDSS IV)
- handle administrative, organisational and logistic aspects of projects;
- contribute to the management of conferences, workshops and other events, particularly with regard to participants lists, registration procedures, and event organisation in general;
- support the organisation of meetings and video conferences and deal with the related logistics;
- actively collaborate, liaise and follow-up with representatives and experts from Member States, third countries, industry, research institutes, academia and relevant EU and other institutions in support of projects;
- manage expert reimbursement claims;
- manage database content by integrating and reviewing inputs from the ministries of defence and other stakeholders;
- support database users in accessing information;
- liaise with / support the Corporate Services Directorate (CSD) on aspects related to project tasks, as appropriate.
General administrative support
- assist with the day-to-day running of the Directorate/Unit;
- manage calendars, appointments, and incoming calls;
- organise meetings, manage missions (including reimbursement procedure and budget management) and make travel arrangements for the Directorate/Unit;
- sort and organise mail and e-mails, retrieve/store information and ensure proper record management of all key documents;
- proof-read documents, prepare PowerPoint presentations, store final versions of documents in the Agency’s Record Centre, and retrieve documentation on request;
- draft documents, prepare and send external communications to Member States and other stakeholders;
- facilitate internal communication within the Agency as well as externally;
- provide support to Project Officers on administrative tasks;
- act as back-up to other assistants.
The jobholders may be requested to take on additional tasks in the interest of the service.
Duties may evolve according to the development of EDA’s structure and activities, and the decisions of EDA management.
Respond to the consultation
Additional information
The Administrative & Project Assistant will be appointed by the Chief Executive.
Recruitment will be as a member of the contractual staff of the Agency for a four-year period. Renewal is possible within the limits set out in the EDA Staff Regulations. The successful candidate will be recruited as Contract Agent, Function Group III.
The pay for this position consists of a basic salary of 3.204,55€ supplemented with various allowances including, as applicable, expatriation or family allowances. Successful candidates are graded on entry into service according to the length of their professional experience. Salaries are exempted from national tax, instead an Agency tax at source is paid. For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer
Failure to obtain the requisite security clearance certificate before the expiration of the probationary period may be cause for termination of the contract.
Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.
Applications are invited with a view to establish a reserve list for the post of Administrative & Project Assistant at EDA. This list will be valid until 31/12/2025, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.
Legal notice
Selected candidates will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to their independence.
EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.
Please note that EDA will not return applications to candidates. The personal information EDA requests from candidates 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, offices and agencies and on the free movement of such data, and repealing Regulation (EC) 45/2001 and Decision No. 1247/2002/EC.
The purpose of processing personal data which candidates submit is to manage applications in view of possible pre-selection and recruitment at EDA. More information on personal data protection in relation to selection and recruitment can be found on the EDA website: http://www.eda.europa.eu/jobs/dataprotection