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PE/279/S - TEMPORARY STAFF MEMBER - ADMINISTRATIVE MANAGER (AD 9)

Location : Brussels
Publication end on external website : 24/10/2022 12:00
Service : 00-European Parliament
Reference : PE/279/S - CADRE ADMINISTRATIF, DOMAINE BUDGÉTAIRE (AD 9)
Guide for Candidates :

General remarks

Before applying, you must 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 (AD 9).

The profile sought is that of administrative manager. The place of work will be Brussels.

The contract will be concluded for an indefinite period. Recruitment will be at grade AD 9, first step, the basic salary for which is EUR 8 408.50 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, 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.

 

  1. Job description

The successful candidate will be attached to the Secretariat of the Bureau and the Quaestors, which is responsible for preparing and following up the meetings of these two governing bodies, in particular by preparing draft decisions, technical notes, minutes, follow-up letters and notices to Members, as well as the files and documents distributed at those meetings. It is also responsible for the organisation of all the working groups of the Bureau and the Quaestors. In addition, the Secretariat is responsible for the day-to-day management of matters falling under the remit of the above-mentioned bodies and for their correspondence. It also compiles and updates the Compendium of Rules, which contains the decisions adopted by the Bureau, the Conference of Presidents and the Quaestors.

The successful candidate will be responsible for helping to prepare meetings of the Bureau and the Quaestors, including Bureau working groups, in particular by taking part in the drafting of chair notes, technical notes and minutes for such meetings. The successful candidate will take part in the management of a Bureau working group in close cooperation with the relevant directorate-general and the Cabinet of the Secretary-General. The successful candidate will also be responsible for providing support to the head of unit in connection with matters relating to the activities and responsibilities of the Bureau and the Quaestors. He or she will have a thorough knowledge of the political environment of the European Parliament and of the environment of the political groups. He or she will be required to demonstrate a sound knowledge of the specific competences of the Bureau and the Quaestors, and of the relations between the different governing bodies.

Proven professional experience in budgetary matters, including the annual budget procedure of the European Union, is required. Excellent drafting skills in English and a very good knowledge of the procedures governing the organisation and functioning of the European Parliament’s governing bodies and its decision-making process are essential. The successful candidate must have excellent communication and inter-personal skills, supported by relevant experience, as well as diplomacy and discretion. He or she must be able to work to tight deadlines and timetables.

The main duties will include the following:

  • helping to prepare meetings of the Bureau and the Quaestors, including Bureau working groups, in particular by taking part in the drafting of chair notes, briefings, technical notes, follow-up letters and minutes for such meetings;
  • participating in the management of a Bureau working group in close cooperation with the relevant directorate-general;
  • monitoring budget issues, including the annual budget procedure of the European Parliament;
  • drafting various letters and other documents relating to the unit’s activities;
  • liaising with the departments involved and/or counterparts at institutional level;
  • piloting and coordinating specific projects.

In a large majority of cases, briefings, technical notes, minutes and follow-up letters to members of the Bureau and/or the relevant departments of the European Parliament need to be drafted in English. For that reason, very good knowledge of, and drafting skills in, English are required. In a small minority of cases, this work needs to be done in French. For this reason, knowledge of French would be an asset.

These duties call for the following:

- ability to analyse and understand information;

- organisational and planning skills;

- adaptability;

- communication skills;

- confidentiality/discretion.

Frequent travel to Strasbourg and flexible hours are to be expected.

 

  1. Eligibility

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

(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

Candidates must have:

  • a level of education which corresponds to completed university studies of at least four years’ duration attested by a diploma officially recognised in one of the Member States;

or

  • a level of education of at least three years of university studies attested by a diploma officially recognised in one of the Member States, followed by at least one year’s relevant professional experience.

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.

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.

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

(ii)        Professional experience required

In addition to the qualifications required under point A.3(b)(i), you must have acquired at least 10 years of professional experience relevant to the duties specified in section A.2, including at least 6 years in an international environment.

(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 one of the European Union’s official languages (language 2): 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.

Either language 1 or language 2 must be English.

Knowledge of French would be an asset.

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 abilities correspond to those specified in the Common European Framework of Reference for Languages (https://europa.eu/europass/common-european-framework-reference-language-skills).

 

The English language requirement in this selection procedure has been laid down in the interests of the service and reflects the skills required to perform the duties involved.

 

The person recruited must be able to understand the tasks to be carried out, deal with high-level issues and communicate effectively with people inside and outside Parliament in English. Of all the letters drafted by the Secretariat of the Bureau and the Quaestors in 2021, 94% were in English. Almost all of the other 6% were drafted in French. Almost 300 letters were drafted, only one of which was in another official language.

 

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.

 

  1. 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. The selection committee will invite any candidates tied for the final qualifying place.

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):

  • experience of work in and/or with political bodies;
  • professional experience with budgetary matters;
  • professional experience in drafting briefings, technical notes, minutes and follow-up letters;
  • professional experience in preparing high-level meetings;
  • experience in a European and/or international environment.

Marking: 0 to 20 points.

 

  1. Tests

Written test

Test in two parts:

(a) Drafting test in English (language 1 or language 2), based on a set of documents, to test your ability to perform the duties set out in section A.2 and your drafting and summarising skills;

(b) Written test in the official EU language which you have chosen as your language 1 or language 2 for this procedure and which is not English. This test is intended to assess your knowledge of the procedures governing the organisation and functioning of the European Parliament’s governing bodies and of its decision-making process.

Maximum time allowed: 2 hours for part (a) and 30 minutes for part (b).

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

This computer-based test will be held remotely.

The six candidates who obtain the highest number of points in the written test will be invited to the oral test, provided they have achieved the pass mark.

Oral test

(c) Interview with the selection committee in English 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 will also test your knowledge of French if you have specified it on the application form.

Maximum duration: 45 minutes.

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

This test may 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.

 

  1. 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. The list will include any candidates tied for the final place.

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 2026. 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.

 

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.

Candidates must read the Guide for Candidates carefully BEFORE completing their application form.

 

Deadline for applications

Candidates must apply online on the Apply4EP platform at the latest by

12.00 (noon), Brussels time, on 24 October 2022

 

Please DO NOT TELEPHONE to ask about this selection procedure.

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