RECRUITMENT NOTICE PE/333/2025/S/PERS
TEMPORARY STAFF MEMBER
Administrative Manager (AD 8)
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 one temporary staff member post, in grade AD 8, in the Directorate-General for Personnel. The place of work is Brussels.
The profile sought is that of Administrative Manager.
The contract will be for an indefinite period. Recruitment will be at grade AD 8, first step, for which the basic salary is EUR 8 651.92 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.
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 Personnel (DG PERS) manages human resources within Parliament’s Secretariat to ensure Members of the European Parliament can perform their duties effectively. Its role goes beyond administrative functions, embracing proactive workforce planning, recruitment, training and development, with a strong emphasis on individual support, equality and diversity. DG PERS focuses on the individual, providing customised social and medical support, while ensuring all its activities are aligned with institutional needs, applicable rules, and budgetary constraints. DG PERS works with Parliament’s other directorates-general to promote a service-oriented mindset and ensure financial resources are used efficiently through robust control mechanisms.
The administrative manager will supervise and coordinate a team of file managers dealing with staff privileges and immunities. The team is responsible for the application of the protocol on privileges and immunities (Protocol No.7 of the Treaties) in the European Parliament’s three main places of work: Belgium, France and Luxembourg. The successful candidate will represent the team in different forums, bringing expertise when requested. Contacts with all types of colleagues, in particular Accredited Parliamentary Assistants (APAs), are part of the role’s daily tasks. The successful candidate will be closely involved in activities linked to the change of parliamentary terms.
These responsibilities require strong communication skills, strict confidentiality, diplomacy, and the ability to interact effectively with people at all levels. The candidate must be able to handle intensive workloads on a regular basis, working both independently and as part of a team, and be at ease in a multicultural and multilingual work environment.
Under the authority of their direct supervisor, the administrative manager will perform the following main duties:
- supervising and coordinating a team of file managers responsible for staff privileges and immunities, ensuring the efficient use of resources in delivering administrative and legal support services;
- devising, drawing up, proposing and following up objectives and action plans, contributing to the implementation of strategic and operational objectives;
- supporting the implementation of internal procedures and workflows, including the coordination of administrative validations and approvals;
- steering and coordinating specific projects, contributing to the organisation of projects or training initiatives in the relevant fields of activity, ensuring planning and delivery;
- preparing studies, notes, summaries and/or statistics, analysing and preparing draft rules supporting the interpretation and implementation of regulations in the relevant areas of activity;
- supporting and enabling decision-making in the department’s area of responsibility, as well as providing input and advice to management on legal, operational and administrative aspects of the entity.
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,
(b) Specific criteria
(i) Qualifications required
– a level of education which corresponds to completed university studies attested by a diploma, 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 and relevant professional experience to the job description (section 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)(ii).
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.
Candidates holding diplomas issued in a non-EU country must enclose with their application an EU equivalence for their diplomas. 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 will not enclose 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:
- candidates must have acquired at least six years of professional experience relevant to the duties specified in section A.2., of which at least two years must have been gained 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 either 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.
In the application form you must therefore choose English or French as Language 2.
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Candidates are informed that the language options for this selection procedure, i.e. that candidates must have at least a satisfactory knowledge of English or French as language 2, have been laid down in the interests of the service. By virtue of the duties involved, the post of administrative manager 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 multiple external partners and with management and colleagues.
Knowledge of at least one of these two languages is essential if the staff member is to meet their responsibilities and the needs of the service in the context of the duties he or she will be required to perform, in particular the need to develop working relationships with stakeholders who mainly speak English or French and achieving objectives and carrying out projects specific to the Directorate-General for Personnel to which the successful candidate will be recruited, in which English and French are the working languages.
English and French are the primary working languages used to communicate within the unit and across the directorate-general to which the successful candidate will be assigned. English and French are the languages most frequently used in dealings with the other directorates in the Directorate-General for Personnel, with other directorates-general and with Parliament’s political and administrative authorities, in particular when it comes to the drafting of documents.
A good command of French is also important for a proper understanding of the legislation in force in France, Belgium and Luxembourg. It is also the standard language of communication with external partners (service providers, administrations and local authorities in connection with the rules in force).
The Directorate-General for Personnel places great importance on effective communication between its staff members. Vacancy notices published inside and outside the European Parliament stipulate the need for at least a very good command of one language and a satisfactory knowledge of the other, specifically English and French. This selection procedure should adhere to the long-standing practice applied by the Directorate-General for Personnel. |
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.
Based solely on the information given on the application form, substantiated by supporting documents, submitted together with the application form, i.e. by the closing date for applications; (for further details see the Guide for candidates for Selection Procedures organised by the European Parliament, point 3.3):
(b) The selection committee will examine the supporting documents submitted to verify which candidates meet the specific conditions set out in Section A.3(b) for admission.
(c) The selection committee will assess the qualifications of admitted candidates solely on the basis of the supporting documents submitted. Using a predefined marking grid, the selection committee will evaluate the admitted candidates and draw up a list of the six highest-ranked eligible candidates, who will be invited to the tests. The selection committee will invite all candidates tied for the final qualifying place.
When assessing the candidates’ qualifications, the selection committee will take particular account of the following aspects:
- qualifications and diplomas relevant to the field (law, public administration, political science);
- professional experience in supervising and coordinating a team in administrative and/or legal support for human resources;
- experience in developing, implementing and monitoring objectives and action plans, contributing to strategic or operational priorities within an administrative or legal context;
- proven experience in supporting administrative and financial management, including the coordination of internal workflows (e.g. contract validation or electronic signature processes);
- experience in planning, organising, or delivering projects or training activities, particularly in legal or institutional domains;
- substantial experience in drafting legal or administrative documents, such as notes, reports, rules, summaries or statistical overviews, in a multilingual and complex environment;
- experience in providing legal and/or administrative advice to management, including the analysis and interpretation of applicable legislation, case law or internal rules;
- proven ability to prepare and facilitate decision-making in areas of operational or managerial responsibility by providing structured input or analysis;
- experience in liaising and coordinating with other departments and/or institutional partners, ensuring consistency and alignment in administrative or legal matters;
- professional experience in a multicultural or multinational working environment, demonstrating adaptability and strong interpersonal and intercultural skills.
Marking: 0 to 20 points.
You will be informed by email whether or not the selection committee has decided to admit you to the tests.
2. Tests (2nd phase)
With a view to assessing candidates’ knowledge and skills relevant to the duties described above, the selection committee will hold the following tests:
Written test
a) Drafting test in language 2 (English or French), to assess your ability to perform the duties described in point A.2., as well as your drafting skills.
Duration of the test: maximum 90 minutes
Marking: from 0 to 20 points (minimum required: 10 points)
Oral test
b) Interview with the selection committee in language 2 (English or French), in order to assess your ability to perform the duties described in section A.2.
Maximum duration of the test: maximum 45 minutes.
Marking: from 0 to 40 points (minimum required: 20 points).
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 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 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 good 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 16 September 2025
An acknowledgement of receipt will automatically be sent to you as soon as your application form has been validated.
You should only communicate about this competition via your Apply4EP account. Please DO NOT TELEPHONE to ask about this competition.
You are responsible for regularly checking the inbox of the email address you indicated in your Apply4EP account.
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