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ADMINISTRATOR - ADMINISTRATIVE MANAGER - PE/257/S (AD 5) M/F

Location : Brussels
Publication end on external website : 28/06/2021 12:30
Service : 08-Direction Générale des infrastructures et de la logistique
Ref. : PE/257/S
Guide for Candidates :

General remarks

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

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

 

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 (AD 5) of administrator, Administrative manager, in the Communication Unit, Directorate for Resources, Directorate-General for Infrastructure and Logistics

The contract will be concluded on an open-ended basis. Recruitment will be at grade AD 5, first step, the basic salary for which is EUR 4 917.29 per month. This salary is subject to Community 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 his or her 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 accepts applications without discrimination on any ground such as gender, race, color, 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.

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.

Posted to Brussels, the administrative manager (‘the administrator’) will carry out, under the authority of the head of unit and in the context of programmes and priorities drawn up by Parliament’s governing bodies and their management, the following main duties:

– disseminating all relevant information required by the users of Parliament’s services, including Members and staff;

– advising senior management on communication policy vis-à-vis the political authorities (i.e. the Quaestors and the Vice-President(s) with responsibility for buildings);

– implementing to the letter the communication strategy approved by the director-general;

– overseeing a forum, video production and communication measures;

– representing the DG in the organisation of in-house events.

These duties call for the ability to analyse problems and think clearly and for drafting skills. The administrator will also be required to show initiative, adaptability and a strong commitment to customer service and the ability to anticipate problems. He or she must demonstrate the ability to grasp a range of often complex problems, to react quickly to changing circumstances, to communicate effectively, to work intensively on a regular basis, both individually and as part of a team, to adapt to a multicultural and multilingual environment and to deal with people at all administrative levels.

These duties will involve regular travel to Parliament’s other normal places of work (Luxembourg and Strasbourg) and elsewhere.

The post calls for:

- knowledge of the structure, organisation and environment of Parliament’s Secretariat and of the various players involved;

- knowledge of the administrative, budgetary and management procedures applicable in the areas of activity;

- drafting skills;

- knowledge of the IT applications used in the EP environment and specific to the DG and/or the areas of activity;

- excellent knowledge of one of the European Union’s official languages and very good knowledge of at least one other.

The following skills are required:

- ability to analyse and understand information

- organisational and planning skills

- adaptability

- communication skills

- confidentiality/discretion.

Eligibility

3. Eligibility

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

(a) General criteria

In accordance with Article 12(2) of the CEOS, candidates 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 them by the laws on military service,

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

(b) Specific criteria

(i)      Qualifications and skills required

Candidates are required to have a level of education which corresponds to completed university studies of at least three years’ duration attested by an officially recognised diploma in an area relevant to the job description. 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.

(ii)     Professional experience required

No professional experience is required. Professional experience relevant to the job description would be an advantage, however.

(iii)   Knowledge of languages

Candidates must have a thorough knowledge 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 of English or French (language 2). Language 2 must be different from language 1.

Please note that the minimum levels required above apply to each area of linguistic aptitude (speaking, writing, reading, listening) referred to on the application form. These aptitudes correspond to those specified in the Common European Framework of Reference for Languages (https://europass.cedefop.europa.eu/fr/resources/european-language-levels-cefr).

Candidates are informed that the language 2 options for this selection procedure have been laid down in the interests of the service, and more specifically in order to meet DG INLOs actual service needs. Given the duties involved, as set out in section 2 of this recruitment notice, and the level of responsibility the staff member will have, he or she will be required to display highly developed written and oral communication skills in order to interact with stakeholders inside and outside Parliament at various administrative levels.

English and French are the languages most frequently used in preparing conferences and events, whether at meetings, in working documents or in the context of any other form of written or oral communication. They are also the languages normally used to communicate both within the directorate-general concerned and with the other directorates-general and Parliaments political and administrative authorities (30% English and 70% French). Lastly, they are the languages used in almost all dealings with external interlocutors (60% English and 40% French). Accordingly, if the person recruited is to perform their duties and ensure that the department runs smoothly, they must be able to communicate effectively 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 one of those two languages.

Admission to the selection procedure

The procedure is based on qualifications and tests.

1. Admission to the selection procedure

If you

  • meet the general eligibility criteria,
  • 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 criteria.

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

The committee will base its decisions solely on information given on the application form which is substantiated by supporting documents (for further details see the Guide for Candidates).

Assessment of qualifications

2. Assessment of qualifications

On the basis of an evaluation 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 to be invited to the written test.

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

  • qualifications and diplomas relevant to the job description;
  • experience of work in the specified area in an administrative body responsible for buildings and logistics;
  • experience of organising events;
  • experience of media relations;
  • experience of drafting press releases;
  • experience of organising press conferences;
  • experience of work with elected and/or other representatives;
  • experience of work in and/or with political bodies;
  • experience of work in a multicultural and multinational environment.

Marking: 0 to 20 points

Tests

Written test

a) Drafting test in language 2 (English or French), based on a set of documents, to test candidates’ ability to perform the duties set out in section A.2 and their drafting and summarising skills.

Time allowed: 3 hours.

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

This test will be organised online.

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 the candidates’ application files, their 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.

Maximum time allowed: 45 minutes

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

(c) Group discussion or role-play exercise in language 2 (English or French) to enable the selection committee to assess your adaptability, negotiating and decision-making skills and performance in a group or in a given situation.

The selection committee will decide how long the group discussion test will last on the basis of the composition of the groups.

The maximum duration of the role-play exercise will be 25 minutes.

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

These tests may be held remotely.

You will receive instructions concerning the written test and the oral tests in good time. The tests will take place at a specific time on a specific date. If you do not reply to an invitation, cannot be contacted by email or fail to show up for a test, you will be disqualified. 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.

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 in writing of their results.

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

If you are offered a job, you will be required to produce the originals of all requisite documents, including diplomas and employment certificates, for verification.

Inclusion on a list of suitable candidates does not constitute either a right to, or a guarantee of, recruitment.

Applications

You must apply via the Apply4EP platform:

You are asked to read carefully the Guide for Candidates in selection procedures organised by the European Parliament before completing the application form and to provide the relevant supporting documents.

Closing date for applications

The closing date for applications is

12.00 (noon) Brussels time on 28.06.2021.

 An acknowledgement of receipt will automatically be sent to you as soon as your application form has been validated.

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