RECRUITMENT NOTICE PE/307/2024/S/INLO

TEMPORARY STAFF MEMBERS

Legal Administrator (AD 5 & AD 7)

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 two temporary staff member posts in grade AD 5 and in grade AD 7 in the Directorate-General for Infrastructure and Logistics (DG INLO). The place of work is Brussels for the AD 5 post and Luxembourg for the AD 7 post.

The profile sought is that of Legal Administrator.

The contract will be conducted for an indefinite period. Recruitment will be at grade AD 5, first step, with a basic salary of EUR 5 672,78 per month and at grade AD 7 first step, with a basic salary of EUR 7 261,98 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.

This notice covers two grades (AD 5 and AD 7). Candidates may apply for one grade only. Therefore, as referred to in Section C. of the recruitment notice, you must opt for a grade when applying online, and may not change your choice after validating your online application.

Subject to certain conditions, however, the selection committee may reassign applications for grade AD 7 to grade AD 5.  The conditions for reassignment are set out in Section B.1(b) of the recruitment notice.

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 legal administrator will perform advisory and analytical tasks in one or more of the directorate-general’s areas of responsibility as described below.

Based in Brussels and Luxembourg (depending on the grade), the legal administrators will be required to travel regularly between Parliament’s three normal places of work (Brussels, Luxembourg and Strasbourg) and elsewhere. The role involves close collaboration with the director (-general) and with the other departments in the Directorate-General for Infrastructure and Logistics, with the other directorates-general in the Secretariat and, where necessary, with Members of the European Parliament. The legal administrators will provide senior management with timely and relevant advice and information on matters falling within his or 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. The Candidate 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.

The Legal Administrator at grade AD 5 will carry out, under the authority of the direct supervisor and in the context of programmes and priorities drawn up by Parliament’s governing bodies and their management, 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;

–        manage the entity’s contracts following dedicated procurement procedures;

–        handle possible complaints and request for information relating to procurement and the execution of contracts;

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

–        prepare all aspects and monitoring of tender procedures leading to the conclusion of contracts under the entity’s remit, from the drafting of the procedural documents to the signing of the contract, and participating in opening and evaluation committees, inter alia.

The Legal Administrator at grade AD 7 will carry out, under the authority of the direct supervisor and in the context of programmes and priorities drawn up by Parliament’s governing bodies and their management, the following main duties:

–        advise the management in all complex legal and administrative aspects of the entity, providing detailed analysis and interpretation of intricate legislation and case law;

–        oversee and strategically manage the entity’s high-value and complex contracts, ensuring strict compliance with advanced procurement procedures;

–        address and resolve high-stake complaints and requests for information relating to procurement and contract execution, including handling disputes and mediations;

–        accompany/represent  senior management at high-level meetings and on both internal and external working parties, ensuring effective communication and advocacy for the entity’s interest;

–        lead the comprehensive preparation, execution and monitoring of complex tender procedures, from drafting intricate procedural documents to overseeing the signing of the contract, and actively participating in opening and evaluation committees, ensuring adherence to strict compliance standards.

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

For grade AD 5

·         a level of education which corresponds to completed university studies of at least three years attested by a diploma in the field of Law.

For grade AD 7

·         a level of education which corresponds to completed university studies attested by a diploma in the field of Law 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 in the field of Law and relevant professional experience as per the job description (section A.2.) 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.

(ii)        Professional experience required

For grade AD 5

·         No professional experience is required.

For grade AD 7

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

·         at least 4 years of professional experience relevant to the duties specified in section A.2. 2 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).

For applications to grade AD 7: When verifying eligibility, the selection committee may reassign an application to grade AD 5 if the following conditions are met:

– the details given in the application indicate clearly that the candidate does not meet the eligibility criteria for grade AD 7, but does meet them for grade AD 5;

and

– the candidate, in the declaration, has consented to reassignment to grade AD 5. 

If no declaration of consent is submitted or it is incomplete, candidates who do not meet the eligibility criteria for grade AD 7 cannot be reassigned to grade AD 5 and will therefore not be admitted to the selection procedure.

If a candidate has been reassigned to grade AD 5, their application will be reassessed alongside all other applications for grade AD5. 

 (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 for each grade, who will be invited to the tests. The selection committee will invite any candidates tied for the final qualifying place for each grade.

 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, for grade AD 5, the selection committee will take particular account of the following aspects:

-        qualifications and diplomas,

-        demonstrated knowledge in accompanying senior management to meetings;

-        proven ability to represent management in both internal and external working parties,

-        in-depth knowledge/skills in advising management on  legal and administrative matters;

-        proficiency in analysing and interpreting applicable legislation and case law,

-        comprehensive knowledge of tender preparation process, including drafting the procedural documents and compliance with tender procedures and contractual obligations

-        demonstrated knowledge/skills in evaluating proposal against criteria and ensuring transparency;  

-        demonstrated ability to work in an  European or international environment.

Marking: 0 to 20 points.

In assessing the candidates’ qualifications, for grade AD 7, the selection committee will take particular account of the following aspects:

-        qualifications and diplomas,

-        experience in representing/accompanying senior management at high-level meetings and on both internal and external working parties,

-        experience in advising the management on complex legal and administrative matters, with a focus on detailed  analysis and interpretation of intricate legislation and case law,

-        experience in the comprehensive preparation, execution and monitoring of complex tender procedures, from drafting intricate  procedural documents to overseeing contract signing,

-        experience in leading and actively participating in opening and evaluation committees,

-        work experience in a European or international environment, particularly in high-stakes legal and administrative contexts.

Each criterion will be marked on a scale (from 1 to 5).  Candidates will be assessed on their overall score to determine their suitability for the position.

Marking: 0 to 20 points.

You will be informed by email whether the selection committee has decided to admit you to the tests based on your eligibility and points obtained in the qualification assessment.

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 candidate’s drafting skills.

Duration of the test: maximum 90 minutes

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

This test may take place in person or online.

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).

This test may take place in person or online.

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 for each grade 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 list of suitable candidates will be published on the official website of the European Parliament.

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 in selection procedures organised by the European Parliament before completing the application form.

When applying online, candidates must specify the grade for which they are applying for (AD 5 or AD 7). It is also compulsory for all candidates to download, fill in, date and sign the “Declaration of Consent”, and upload it to their application this will allow you to proceed with the application from page 2 to page 3.

This declaration is important for AD 7 candidates, as it allows the selection committee to reallocate them to a lower grade if necessary and only if requested by the candidate.

Deadline for applications

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