RECRUITMENT NOTICE PE/321/2025/S/ITEC

TEMPORARY STAFF MEMBER 

Legal Administrator (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 outlines 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 to fill one temporary staff member post in grade AD 7 in the Directorate-General for Innovation and Technological Support (DG ITEC). The place of work is Brussels. 

The profile sought is that of Legal Administrator. 

The contract will remain in effect for an indefinite period. Recruitment will be at grade AD 7 first step, with a basic salary of EUR 7 559.72 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 depending on their 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 Innovation and Technological Support (DG ITEC) provides comprehensive IT and communication services to support the European Parliament’s legislative and administrative activities. It ensures the development and maintenance of a multilingual internal workspace, granting Members and staff secure access to essential documents and information anytime, anywhere. Additionally, DG ITEC is responsible for designing, developing and managing Parliament’s IT systems, in line with an innovation strategy that addresses the needs of Members, political groups, directorates-general, the European Ombudsman and the European Data Protection Supervisor.

DG ITEC also oversees the implementation of a secure and sustainable technical strategy for Parliament’s IT and telecommunications infrastructure. Furthermore, it manages the production and electronic distribution of parliamentary documents and collaborates with the Publications Office for the official publication of legislative texts and other documents.

Based in Brussels, the legal administrator will be required to travel regularly between Parliament’s three normal places of work (Brussels, Luxembourg and Strasbourg) and elsewhere. The legal administrator will work in close collaboration with senior management and various departments within DG ITEC, as well as with the other directorates-general in the Secretariat and, where necessary, with Members of the European Parliament. The legal administrator 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:

–       providing guidance to management on all legal and administrative matters pertaining to the entity, providing a detailed analysis and interpretation of intricate legislation and case law;

–       writing studies, notes and summaries and analysing, devising and preparing draft rules in their area of responsibility and on all topics relating to the management of the department at the request of senior management;

–       accompanying/representing senior management at high-level meetings and both internal and external working parties, ensuring effective communication and advocacy for the entity’s interests;

–       ensuring that the relevant departments implement administrative matters within the deadline, maintaining contact with the various parties, keeping them informed and coordinating their contributions;

–       drawing up and/or checking documents in which Parliament enters into commitments and which are likely to be referred to in disputes;

–       sitting on committees or administrative bodies, representing Parliament on certain bodies; supporting operational departments as required in carrying out specific activities/projects;

–       taking responsibility for the preparation and conclusion of public procurement contracts;

–       handling sensitive/complex public access requests to DG ITEC documents, after joint processing with the respective business owner and in close cooperation with the Directorate-General for the Presidency (DG PRES). 

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. The candidate must show initiative and strong motivation. They must be capable of working intensively on a regular basis, both on their own and as part of a team, and of adapting to a multicultural and multilingual working environment.

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 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, such as the ministry of education, of an EU Member State.

Candidates holding diplomas issued in a non-EU country will be requested to provide a certificate of EU equivalence for their diplomas if they receive a recruitment offer. 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 do not subsequently submit 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: 

·        at least four years’ professional experience relevant to the duties specified in Section A.2., two of which must be in a national administration or European Union institution or body.

(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 one of the other 23 European Union official languages. Language 2 must be different from language 1. 

The language 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 Legal Administrator calls for specific abilities: analytical, drafting, technical supervision and administrative management skills. The newly recruited staff member must therefore be able to understand the tasks to be carried out, address problems and communicate effectively with outside interlocutors and with management and colleagues. 

Knowledge of at least one of these two languages is essential for the staff member to fulfil their responsibilities and meet the service’s needs, particularly to establish effective working relationships with stakeholders who mainly use English or French. This is crucial for achieving objectives and executing the projects specific to the Directorate-General for Innovation and Technological Support (DG ITEC), where English and French are the primary working languages. 

French is the language most commonly used for internal communication within and among the units of the directorate to which the successful candidate will be assigned. English, meanwhile, is the language most frequently used in dealings with the other directorates within DG ITEC, as well as with the other directorates-general and with Parliament’s political and administrative authorities, particularly when drafting documents and participating in strategic discussions.

English and French are also used during public procurement forum meetings, in which the recruited candidate will actively participate. A good command of French is also essential for a proper understanding of the legislation in force in France, Belgium and Luxembourg. The role also requires drafting legal documents, preparing studies and summarising complex legal concepts, all of which must be communicated clearly and accurately. Many of the internal and external communications, legislative texts, case law updates and procedural guidelines are available primarily in these two languages. Therefore, a strong command of English and/or French is critical to ensure precise interpretation, compliance and high-quality work.

DG ITEC places considerable emphasis on effective communication among its staff to ensure smooth collaboration and operational efficiency. As a result, all of DG ITEC’s vacancy notices, both internal and external, require candidates to have a strong command of one of these two languages and a good working knowledge of the other. Proficiency in at least one of these languages will enable the successful candidate to perform tasks efficiently in various linguistic contexts and to fully integrate into the diverse, multilingual environment of the European Parliament.

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 list will be forwarded to the selection committee with the application files.

(b)     The selection committee will check whether candidates’ application files meet the specific conditions set out in Section A.3(b) – Admission.

(c)     On the basis of a marking grid defined in advance, the selection committee will assess the qualifications of all eligible candidates (see point B.1(b) above) and draw up a list of the six best eligible candidates, who will be invited to the tests. The selection committee will invite any candidates tied for the final qualifying place – Assessment of qualifications.

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 candidates’ qualifications, 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 both internal and external working parties;

-       experience in advising management on complex legal and administrative matters, particularly in the context of the EU institutional framework, with a focus on detailed analysis and interpretation of intricate legislation and case law related to IT law and EU IT procurement;

-       experience in preparing documents related to parliamentary commitments and other sensitive issues;

-       strong communication skills, both oral and written, with the ability to convey complex legal concepts and information concisely to various stakeholders, including senior management and external entities;

-       experience in drafting high-quality legal studies, notes, and summaries and in preparing comprehensive legal and administrative analyses and draft rules in response to senior management’s requests;

-       experience in leading and actively participating in bid opening and evaluation committees;

-       experience in coordinating inputs from multiple stakeholders and maintaining regular communication to ensure projects progress smoothly;

-       experience in preparing and participating in public procurement procedures;

-       experience in a multicultural and multilingual environment, and the ability to liaise comfortably with a wide range of people at all levels.

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 whether candidates possess the knowledge and skills needed 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 Section A.2, as well as your 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 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.         List 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 they have achieved the pass mark in both tests. The list 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 list 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 due 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 4 February 2025