Administrative Assistant (Contract Agent, Function Group FG III)

4.  Selection criteria

Candidates will be considered for the selection phase on the basis of the following criteria, to be fulfilled by the closing date for applications:

4.1 Essential criteria

• Suitability to perform the tasks described under point 2 job description;
• At least three (3) years of professional experience⁴ in the fields related to the duties as indicated above (e.g. ‘ expert meetings support, office management roles, etc.);
• Solid experience in managing files from an administrative and financial perspective (e.g. initiation of payment files, initiation of operations workflow, etc,);
• A very good command of written and spoken English.

4.2 Advantageous criteria

• Working experience in EU research and/or call management activities;
• Familiarity with EU IT tools (e.g. EMI, COMPASS, etc.);
• Working experience in an international environment.

4.3 Behavioural competences

Throughout the different phases of the selection procedure they will also be assessed on the following criteria that are essential to the post:

• Excellent command of MS Office tools (Word, Excel, Outlook, Powerpoint, etc.).
• Strong organisational skills to handle multiple tasks simultaneously and ability to prioritise;
• Flexibility and ability to work efficiently and accurately under pressure, or when multi-tasking
• Strong customer service-oriented approach;
• Excellent communication and inter-personal skills;
• Proactive approach to problem-solving and task execution.
• Excellent teamwork skills and ability to work well in a multicultural environment;
• Keen eye for detail with the ability to maintain high standards of accuracy under pressure of tight deadlines;
• Ability to work autonomously and effectively in small teams.

In order to be evaluated in the best possible way, candidates are advised to give evidence of their knowledge with specific examples and/or detailed professional experience. Candidates are invited to be as detailed and as clear as possible when describing their professional experience and specific skills and competences in their application form.

Failure to comply with the eligibility and essential selection criteria will result in the disqualification of the applicant concerned

5. Appointment and reserve list

The recruitment will take place upon a decision of the IHI JU Executive Director (the Appointing Authority).

The Executive Director of the IHI JU will select a successful candidate from the reserve list and offer them the post. A binding commitment can only be made after the verification of all conditions⁵ and will take the form of a contract signed by the Appointing Authority of the IHI JU.

The successful candidate will be required to make a declaration of their commitment to act independently in the public interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.

The reserve list could be used to fulfil other positions within the IHI JU depending on the needs of the Joint Undertaking and will be valid until the date indicated in the relevant vacancy (the validity of the reserve list may be extended).

Candidates should note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on the availability of posts and budget. The IHI JU may decide at any time during the procedure not to pursue the recruitment.

The reserve list for this post will be valid until 31 December 2025 and may be extended at the discretion of the Appointing Authority of IHI JU. 

6. Deadline for applications

Interested candidates are invited to submit their application by no later than 26 April 2024 at 23:59 (Brussels Time/Central European Summer Time) following the instruction in the ANNEX.
Apply HERE. 

7. Condition of employment

The place of employment will be Brussels, where the Joint Undertaking premises are located.

The successful candidate will be recruited as a Contract Agent Function group FGIII, pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Union, for a period of 3 years. After an evaluation of the performance of the post holder’s performance and, subject to budget availability, the term of office may be extended. The period of engagement will not in any case exceed the lifetime of the IHI Joint Undertaking.

The place of employment will be Brussels, where the IHI JU premises are located.

The basic monthly salary for FG III, grade 8 (step 1) is 3.111,21 € subject to an annual review of remuneration provided for in Article 65(1) of the Staff Regulations, and to a Community tax deducted at source and staff members are exempt of national taxation. In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation allowance or foreign allowance  (16% of basic salary, or 4% of basic salary), household allowance, dependent child allowance and education allowance. A comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance, and travel insurance. Further information regarding rights, conditions of employment and benefits can be found at the following link:
Staff Regulations
 

IMPORTANT NOTE

Candidates are invited to read the ANNEX that represents an integral part of this vacancy and provides information on how to complete the application, the steps of the selection process and appeal procedures.

 

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