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TEMPORARY STAFF MEMBER ASSISTANT IN RELATIONS WITH NATIONAL AUTHORITIES (AST 5) (FEMALE OR MALE) M/F

Location : Brussels
Publication end on external website : 23/12/2020 12:00
Service : 01-Office of the Secretary-General
Reference : ASSISTANT POUR LES RELATIONS AVEC LES AUTORITÉS NATIONALES
Guide for Candidates :

General remarks

Before applying, please read carefully the Guide for Candidates attached to this recruitment notice.

The guide is an integral part of the recruitment notice. It will help you to understand the rules governing selection procedures organised by the European Parliament and how to apply.

 

CONTENTS

 

A.               DUTIES AND ELIGIBILITY

B.               PROCEDURE

C.               APPLICATIONS

 

ANNEX:    GUIDE FOR CANDIDATES IN SELECTION PROCEDURES ORGANISED BY THE EUROPEAN PARLIAMENT

A. DUTIES AND ELIGIBILITY

1.         General remarks

 

The European Parliament has decided to open the procedure for filling a temporary post of assistant (AST 5), in relations with national authorities, for the Cabinet of the Secretary-General.

The contract will be concluded on an open-ended basis. Recruitment will be at grade AST 5, first step, the basic salary for which is EUR 4 883.11 per month. This salary is subject to the Community tax and to the other deductions laid down in the Conditions of Employment of Other Servants of the European Union (Council Regulation (EEC, Euratom, ECSC) No 259/68 (OJ L 56, 4.3.1968, p.1), as amended by Council Regulation (EC, Euratom) No 723/ 2004 of 22 March 2004 (OJ L 124, 27.4.2004, p. 1) and most recently by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013 amending the Staff Regulations of Officials of the  of the European Union and the Conditions of Employment of Other Servants of the European Union (OJ L 287, 29.10.2013, p. 15). It is exempt from national tax. The step at which the successful candidate will be recruited may be adjusted in accordance with her or his professional experience. Moreover, in certain circumstances, allowances will be paid in addition to the basic salary.

The engagement of temporary staff is directed to securing for the institution the services of persons of the highest standard of ability, efficiency and integrity, recruited on the broadest possible geographical basis from among nationals of Member States of the Union.

The European Parliament is an equal opportunities employer and accepts applications without discrimination on any grounds, such as gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, sexual orientation, marital status or family situation.

Any reference in this notice to a person of the male sex shall be deemed also to constitute a reference to a person of the female sex, and vice versa.

 

Job description

2.         Job description

Working in the Office of the Secretary-General, you will, among other tasks, be in charge of the follow-up of working groups’ activities in different areas such as buildings, communication or human resources with national authorities, in particular those of Belgian, French and Luxembourg. In this context, solid organisational skills are required. Previous experience in a Parliament is an asset. You will ensure the implementation of the conclusions of the working groups with national authorities, in particular those of Belgian, French and Luxembourg. As the post involves numerous internal and external contacts, it requires excellent writing skills, great ease of communication and very good interpersonal skills. The working language is French. A good command of other languages would constitute an asset.

The post is based in Brussels but may be transferred to one of Parliament’s other places of work , you will be required to travel on a regular basis between Parliament's three places of work (Brussels, Luxembourg and Strasbourg), as well as other places.

 

Your main duties will include the following:

-    Following up the activities of the working groups in areas such as buildings, communication, human resources, passing on information up and down the hierarchy

-     Making contacts and liaising with national authorities, in particular with Belgium, France and Luxembourg

-     Assisting the working groups with various administrative tasks, particularly for the drafting of minutes

-     Compiling dossiers following established procedures, in paper or electronic form, and providing the decision-making authorities with finalised dossiers with relevant background information, if necessary

-     Following up decisions, providing information in answer to inquiries on progress in the cases, drawing up summaries

-     Carrying out specific tasks within the department's area of activities

These duties call for the following competencies:

-        Organisational and planning skills

-        Analytical and comprehension skills

-        A meticulous approach

-        Interpersonal skills

-        Confidentiality/discretion

 

Eligibility

3.         Eligibility

On the closing date for applications, candidates must meet the following conditions:

(a) General conditions

In accordance with Article 12(2) of the CEOS, you must:

–          be a national of one of the Member States of the European Union,

–          enjoy full rights as a citizen,

–          have fulfilled any obligations imposed on you by the laws concerning military service,

–          produce the appropriate character references as to your suitability for the performance of

your duties.

(b)       Specific conditions

(i)      Qualifications and skills required

You must 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, followed by at least three years’ professional experience relevant to the duties. These three years of experience will not be taken into account when assessing the professional experience required below.

The selection committee will take account of the differences between the Member States’ education systems. Examples of the minimum qualifications required are given in the table included in the Guide for Candidates in selection procedures organised by the European Parliament.

(ii)     Professional experience required

After gaining the above-specified qualifications, you must have acquired at least 5 years of professional experience relevant to the duties. Previous experience in a Parliament is an asset.

(iii)   Knowledge of languages

You must have a thorough knowledge (at least C1 level) of one of the European Union’s official languages (language 1): Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish or Swedish,

and

a very good knowledge (at least B2 level) of English or French (language 2).

Language 2 must be different from language 1.

Candidates are informed that the two language 2 options for this selection procedure, i.e. English and French, have been laid down in the interests of the service. By virtue of the duties involved, the post of assistant in relations with national authorities, calls for specific abilities: organisational and planning skills, analytical and comprehension skills, a meticulous approach, interpersonal skills as well as confidentiality and discretion.

Knowledge of English or French is essential if the staff member is to meet his or her responsibilities in the context of the duties. He or she will be required to develop working relationships with stakeholders who speak mainly English or French in order to achieve objectives and carry out projects specific to the European Parliament.

The temporary staff member will be required to carry out his or her tasks mostly in French. French is widely used in written and oral communication with Parliament’s political and administrative authorities and other directorates-general. In addition, the position also involves frequent contact with stakeholders whose main language of communication is French.

English is the language most frequently used in dealings with the directorates-general and Parliament’s political and administrative authorities, in particular when it comes to the drafting of documents.

Accordingly, if the person recruited is to understand and perform his or her duties and contribute to the smooth running of the department, he or she must be able to communicate effectively with management, colleagues and outside interlocutors in at least one of these two languages.

In addition, in the interests of equality of treatment, all candidates, even if they have one of these two languages as their first official language, are required to have a satisfactory knowledge of a second language, which must be the other of those two languages.

Admission to the selection procedure

B. PROCEDURE

 

1.         Admission to the selection procedure

The procedure is based on qualifications and tests.

If you

–            meet the general eligibility conditions and

–            have submitted your application in accordance with the arrangements specified and by the closing date,

the selection committee will assess your application in the light of the specific eligibility conditions.

If you meet the specific eligibility conditions, the selection committee will admit you to the selection procedure.

The selection committee will base its decisions solely on the information given on the application form and substantiated by supporting documents (for further details see the Guide for Candidates in selection procedures organised by the European Parliament).

Assessment of qualifications

2.         Assessment of qualifications

Based on a marking grid laid down in advance, the selection committee will assess the qualifications of candidates admitted to the selection procedure and draw up a list of the 12 best candidates, who will be invited to the written test.

In assessing the candidates’ qualifications, the selection committee will take particular account of the following aspects (to be substantiated by supporting documents enclosed with the application file):

-        additional qualifications and diplomas relevant to the duties;

-        experience in compiling dossiers;

-        experience in drafting notes, summaries, minutes;

-        experience of liaising with national authorities;

-        experience of assisting with administrative tasks and following up decisions;

-        professional experience in a multicultural and multinational environment.

Marking: 0 to 20 points

Tests

3.         Tests

Written test

(a)     Drafting test in language 2 (English or French), based on a set of documents, to test your ability to perform the duties described in Section A.2. and to understand business requirements, provide solutions and support end-users.

Time allowed: 3 hours

Marking: 0 to 40 points (pass mark: 20 points)

This test will be organized remotely

 

The six candidates who have obtained the highest number of points will be invited to the oral tests, provided they have achieved the pass mark.

 

Oral tests

(b)     Interview with the selection committee in language 2 (English or French) to assess, taking account of all the information contained in your application file, your suitability to perform the duties set out in Section A.2. The selection committee may decide to test your language knowledge as specified on the application form.

Time allowed: 45 minutes

Marking: 0 to 40 points (pass mark: 20 points)

This test can be organized remotely

(c)     Role Play in language 2 (English or French) to enable the selection committee to assess your adaptability and negotiating skills and interpersonally skills.

Time allowed : 25 minutes

Marking: 0 to 20 points (pass mark: 10 points)

This test can be organized remotely

 

 

List of suitable candidates

4.         List of suitable candidates

The list of suitable candidates will contain, in order of merit, the names of the three candidates who have obtained the highest overall scores in the procedure (assessment of qualifications and tests) and have passed each of the tests.

Candidates will be informed individually of their results.

The list of suitable candidates will be posted on the official noticeboards in Parliament’s buildings.

Successful candidates who are offered a job may be required to produce the originals or certified copies of all or part of the requisite documents, for verification.

The period of validity of the list of suitable candidates will expire on 31 December 2024; however, it may be extended. If it is extended, the candidates whose names have been included on the list will be informed in good time.

Applications

C. APPLICATIONS

 

Before completing the application form, please read carefully the annexed Guide for Candidates in selection procedures organised by the European Parliament.

You must apply on the online platform Apply4EP.

To apply you must have an account. You can only have ONE account.

To create this account, you click on the "apply online" tab after having read the vacancy notice.

 

The deadline for applications is:

23 December 2020, 12h00 (noon) Brussels time.

 

Please DO NOT TELEPHONE to ask about the timetable for the procedure.