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PE/259/S - TEMPORARY STAFF MEMBER, ADMINISTRATIVE AND TECHNICAL ASSISTANT (AST 3)

Location : Luxemburg
Publication end on external website : 22/11/2021 12:00
Service : 08-Direction Générale des infrastructures et de la logistique
Reference : PE/259/S - ASSISTANT(E) ADMINISTRATIF(VE) ET TECHNIQUE
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 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 IN 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 a temporary staff member post (AST 3) in the Directorate-General for Infrastructure and Logistics, Directorate for Logistics, Office Allocation and Moves Unit.

The profile sought is that of administrative and technical assistant responsible for coordinating work on all issues relating to the allocation of offices and moves for all European Parliament users in Luxembourg.

The contract will be concluded for an indefinite period. Recruitment will be at grade AST 3, first step, the basic salary for which is EUR 3 841.17 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 candidates are recruited may be adjusted in accordance with 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 accepts applications without discrimination on any ground 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.

Job description

2. Job description

The Directorate-General for Infrastructure and Logistics (DG INLO) helps to ensure proper infrastructure and logistics management at the European Parliament’s various places of work.
DG INLO’s mission is to handle:

  • technical and administrative management of Parliament’s buildings in Brussels, Luxembourg and Strasbourg and the liaison offices in the Member States;
  • management of the equipment and services departments involved in running the buildings;
  • management of equipment (purchasing, transport, removals, message services, catering, shops, etc.) and practical arrangements for meetings.

Based in Luxembourg, the person recruited will help to coordinate work on all issues connected with the allocation of offices and related moves for all users in the European Parliament. Performed under the authority of the head of unit and in the context of programmes and priorities drawn up by Parliament’s governing bodies and management, the duties will involve in particular:

  • managing spaces and items of property; planning and coordinating the processing and follow-up of requests for office allocation, moves and furnishing of offices for the Administration in Luxembourg and coordinating with all the relevant departments;
  • supervising and optimising equipment and furniture storage spaces at the three sites;
  • informing the various technical departments (telecommunications, removals) of changes in office allocation;
  • processing and following up requests for technical assistance made by the departments.

The duties involved also call for excellent organisational and coordination skills and a very high degree of initiative in finding workable and creative solutions to space management requests. Thorough practical knowledge of logistics and client service is essential, as well as knowledge of office systems. The duties require very good communication skills and an ability to work as part of a team.

The work will entail frequent travel between Parliament’s places of work and contact with many different people inside and outside Parliament.

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, 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 the duties concerned.

(b) Specific criteria

(i) Qualifications 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,

or

  • four years’ professional training or professional experience of an equivalent level. Managing the buildings occupied by Parliament requires a knowledge of its directorates, departments and clients. In addition, a large quantity and wide range of equipment needs to be checked, organised and insured. This professional experience, acquired on the job, is useful, necessary and important in order to ensure business continuity of service.

The professional experience required under the second and third indents will not be taken into account when evaluating the professional experience required under point A.3(b)(ii).

(ii) Professional experience required

After gaining the qualifications or professional experience specified under A.3(b)(i), you must have acquired at least three years’ relevant professional experience in the administrative (allocation) and technical (removals, fitting-out, maintenance) management of premises.

(iii) Knowledge of languages

You must have a thorough knowledge (level C1) 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) 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://europa.eu/europass/en/common-european-framework-reference).

The language 2 options for this selection procedure (English or French) have been laid down in the interests of the service and reflect the skills required to perform the duties involved. The person recruited must be able to understand the tasks to be carried out, address problems and communicate effectively with people inside and outside Parliament and with superiors and colleagues. All these tasks are carried out in both languages.

Accordingly, if the person recruited is to perform these tasks and help to 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 also be one of these two languages.

Admission to the selection procedure

B. 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.

It will base its decisions solely on the information given on the application form and substantiated by supporting documents.

Assessment of qualifications

2. Assessment of qualifications

On the basis of 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):

  • professional experience in monitoring and allocating workspaces (offices) in buildings of more than 30 000 m2;
  • professional experience in coordinating fitting-out activities (including moves) and team management;
  • professional experience in managing inventories and stocks;
  • experience of working with internal or external entities, e.g. service providers;
  • experience in using computer applications for managing space, stocks and moves;
  • experience of work in a multicultural and/or 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 set out in section A.2 and your drafting skills.

Time allowed: 3 hours.
Marking: 0 to 40 points (pass mark: 20).
This computer-based test will be held remotely.

The six best candidates who obtain the highest number of points in the written test 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 knowledge of the languages specified on the application form.

Maximum duration: 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 skills, creativity and decision-making, as well as your 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 20 minutes.
Marking: 0 to 20 points (pass mark: 10).

These tests will be held remotely.

You will receive instructions concerning the written and 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

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 achieved the pass mark in each of the tests.

You will be informed individually in writing of your 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 2025. Its validity may be extended by decision of the appointing authority. 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

C. APPLICATIONS

To apply, you must have an account on the Apply4EP platform: https://apply4ep.gestmax.eu/search/index/lang/en_US. You may create only ONE account. To do so, click on the ‘Apply online’ tab at the bottom of the page.

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

Closing date for applications

The closing date for applications is

12.00 (noon), Luxembourg time, on 22 November 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.