RECRUITMENT NOTICE PE/308/2024/S/INLO

TEMPORARY STAFF MEMBER

Administrative Manager (AD 8) 

Before applying, you must read carefully the Guide for candidates for selection procedures organised by the European Parliament attached to this recruitment notice. 

The Guide is an integral part of the recruitment notice and helps to understand the rules governing selection procedures and how to go about applying.

CONTENTS

A.               JOB DESCRIPTION AND ELIGIBILITY

B.               PROCEDURE

C.               APPLICATIONS

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

A. JOB DESCRIPTION AND ELIGIBILITY

1.      General remarks

The European Parliament has decided to open the procedure for filling one temporary staff member post, in grade AD 8, in the Directorate-General for Infrastructure and Logistics (DG INLO). The place of work is Brussels.

The profile sought is that of Administrative Manager.

The contract will be conducted for an indefinite period. Recruitment will be at grade AD 8, first step, the basic salary is EUR 8 216.45 per month.  This salary is subject to Union tax and to the other deductions provided for by the Conditions of Employment of Other Servants of the European Union (CEOS). It is exempt from national tax. The step at which the successful candidate is recruited may be adjusted in accordance with her/his professional experience. Moreover, in certain circumstances allowances will be paid in addition to the basic salary.

The European Parliament is an equal opportunities employer and welcomes applications without discrimination on any ground such as gender, 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.

2.      Job description

The Directorate-General for Infrastructure and Logistics (DG INLO) offers expertise in facility management, logistics and building projects covering some 1.1 million square metres in Brussels, Luxembourg and Strasbourg and in the liaison offices in the Member States. It also provides catering and transport services and manages Parliament’s office space, and is responsible, for example, for furniture and supplies and distributing mail.

Working either directly under a director of the Directorate-General for Infrastructure and Logistics or in a unit attached to the Director-General, the administrative manager will perform advisory and analytical tasks in one or more of the directorate-general’s areas of responsibility as described below.

Based in Brussels, the administrative manager will be required to travel regularly between Parliament’s three places of work (Brussels, Luxembourg and Strasbourg) and elsewhere. The role involves close collaboration with the Director (-General), other departments in the Directorate-General for Infrastructure and Logistics, other Directorates-General in the Secretariat and, where necessary, with Members of the European Parliament. The administrative manager will provide senior management with timely and relevant advice and information on matters falling within his/her sphere of responsibility.

These duties call for thoroughness, communication skills, a high degree of confidentiality, the ability to analyse and summarise, forward-planning skills, diplomacy and the ability to liaise comfortably with a wide range of people at all levels. Importance is attached to the ability to deal with a wide range of often complex problems, respond rapidly to changing circumstances and communicate effectively. Candidates must show initiative and strong motivation. She/he must be capable of working intensively on a regular basis, both on her/his own and as part of a team, and of adapting to a multicultural and multilingual working environment.

Under the authority of the direct supervisor and within the context of programmes and priorities established by Parliament’s governing bodies and their management, the administrative manager will carry out the following main duties:

–        advise the management in all the legal and administrative aspects of the entity, in particular by analysing the applicable legislation and case law;

–        optimise use of the department’s resources to provide a quality service in her/he areas of activities;

–        devise, draw up, formalise, propose, implement and follow up on legal and administrative aspects of the entity’s responsibilities;

–        coordinate the planning and preparation of notes submitted to specific governing bodies of the Parliament (e.g. the College of Quaestors, Bureau Working groups, etc.);

–        provide legal expertise to the unit dealing with the property market surveys;

–        accompany senior management to  meetings or represent management at internal and external working parties;

–        draft studies,  reports, notes, letters, statistics and any other documents relating to the environmental and social responsibility (accessibility and environment-related issues) of the European Parliament, including draft rules;

–        liaise with involved departments and/or counterparts at interinstitutional level;

–        steer and coordinate specific projects to ensure successful completion.  

3.      Eligibility

On the closing date for applications, you must meet the general and specific eligibility criteria:

(a)     General criteria

Under Article 12(2) of the Conditions of Employment of Other Servants of the European Union, you must:

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

–        enjoy full rights as a citizen,

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

–        be able to produce the appropriate character references as to your suitability for the performance of your duties.

(b)     Specific criteria

(i)      Qualifications required

–        a level of education which corresponds to completed university studies attested by a diploma, when the normal period of university education is four years or more,

or

_         a level of education which corresponds to completed university studies attested by a diploma and relevant professional experience to the job description (section 2a) of at least one year when the normal period of university education is at least three years. This year of professional experience will not be considered when calculating the required period of professional experience specified in point 3.(b)(iii).

Diplomas, whether issued in a Member State or in a non-EU country, must be recognised by an official body of an EU Member State, such as the ministry of education.

Candidates holding diplomas issued in a non-EU country must enclose with their application an EU equivalence for their diplomas. For further information on recognition of qualifications obtained in a non-EU country in the ENIC-NARIC networks, please consult the following link: https://www.enic-naric.net. The selection committee will take account of the differences between education systems. Examples of the minimum qualifications required are given in the table included in the Guide for candidates. Candidates who will not enclose an EU equivalence for their diplomas and/or candidates with diplomas not recognised by an official body of an EU Member State will not be admitted to the selection procedure.

(ii)        Professional experience required

After obtaining the qualifications giving access to the selection procedure (see point (i) above), you must have acquired the following professional experience:

–        candidates must have acquired at least 6 years of professional experience relevant to the duties specified in section A.2.(a). 3 of which in a national administration or institutions or body of the European Union. 

(iii)    Knowledge of languages

Candidates must have a thorough knowledge (level C1 minimum) 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 satisfactory knowledge (level B2 minimum) of English or French (language 2). 

If your language 1 is English or French, you must have a satisfactory knowledge (level B2 minimum) of any of the other 23 European Union official languages. Language 2 must be different from language 1. 

B. PROCEDURE 

The procedure is based on qualifications and tests.

1.         Admission and assessment of qualifications (1st phase)

(a)     The appointing authority will draw up a list of applicants who have submitted their applications in the form required by the closing date and who meet the general conditions set out in Section A.3.(a). This will be forwarded to the selection committee with the application files.

(b)     The selection committee will check candidate’s application files if they meet the specific conditions set out in Section A.3(b).

(c)     On the basis of a marking grid laid down in advance, the selection committee will assess the qualifications of all eligible candidates and draw up a list of the 6 best eligible candidates, who will be invited to the tests. The selection committee will invite any candidates tied for the final qualifying place.

The selection committee will base its decisions solely on the information given on the application form, which must be substantiated by supporting documents, submitted together with and at the same time as the application form (for further details see the Guide for candidates for Selection Procedures organised by the European Parliament, point 3.3).

In assessing the candidates’ qualifications, the selection committee will take particular account of the following aspects:

–        qualifications and diplomas,

–        experience in accompanying senior management to or representing management at meetings and on internal and external working parties;

–        experience in optimizing the use of departmental resources, including human and budgetary resources;

–        experience in advising the management in all the legal administrative aspects of the entity, in particular the analysis the applicable legislation and case law;

–        experience in preparing and facilitating decision-making in areas of managerial and/or operational responsibility and in examining various issues; 

–        substantial experience in drafting reports, notes, letters, statistics and any other type of document related to the environmental and social responsibility, including drafting rules for the European parliament;

–        proven experience in assisting with the administrative and financial management of a department, ensuring compliance with appropriate regulations;

–        experience in liaising with relevant departments and counterparts at the interinstitutional level;

–        experience in steering and coordinating specific projects to ensure their successful completion;

–        work experience in a multinational environment, demonstrating the ability to integrate diverse cultures.

Marking: 0 to 20 points.

You will be informed by email whether or not the selection committee has decided to admit you to the tests.

2. Tests (2nd phase)

With a view to assessing candidates’ knowledge and skills to perform the duties described above, the selection committee will hold the following tests:

Written test

a) Drafting test in English or French, on the basis of a file, to assess your capacity to perform the duties described in point A.2., as well as your drafting skill.

Duration of the test: maximum 90 minutes

Scoring: from 0 to 20 points (minimum required: 10 points)

Oral test

b) Interview with the selection committee in English or French, in order to assess, taking into account all the information in the application file, your suitability to perform the duties described in section A.2.

Maximum duration of the test: maximum 45 minutes.

Scoring: from 0 to 40 points (minimum required: 20 points).

You will receive instructions concerning the tests in good time. You must follow the instructions to the letter. Any failure to follow the instructions or any action not consistent with the instructions will lead to your immediate disqualification.

3.         Lists of suitable candidates

The selection committee will draw up a list of suitable candidates which will contain, in alphabetical order, the names of the three candidates who have obtained the highest overall scores in the procedure (assessment of qualifications and tests), provided the candidate has achieved the pass mark in both tests. The lists will include any candidates tied for the final place.

You will be informed in writing of your results.

The period of validity of the lists of suitable candidates will expire on 31 December 2028. Its validity may be extended by decision of the appointing authority. If extended, the candidates whose names have been included on the list will be informed in good time.

C. APPLICATIONS

You must apply via the Apply4EP platform: https://apply4ep.gestmax.eu/search

You must read carefully the Guide for candidates for selection procedures organised by the European Parliament before completing the application form.

Deadline for applications

12.00 (noon), Brussels time, on 6 November 2024