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You are here: Home About Us Job vacancies EUOSHA/CA/11/01 – Administrative Assistant (FGII)

EUOSHA/CA/11/01 – Administrative Assistant (FGII)

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Mar 07, 2011 11:00 PM
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RECRUITMENT FOR THE EUROPEAN AGENCY FOR SAFETY AND HEALTH AT WORK (EU-OSHA)

The European Agency for Safety and Health at Work (EU-OSHA) is a decentralised agency of the European Union, established in 1996 and based in Bilbao (Spain). The Agency has a staff of approximately 65.

The aim of EU-OSHA is to promote safer, healthier and more productive workplaces by providing the European institutions, the Member States and those involved in health and safety at work with technical, scientific and economic information. Further information on our activities can be found on our website: http://osha.europa.eu

The Agency is organising a selection procedure with a view to drawing up a reserve list for the recruitment of Contract Agents for the following position:

EUOSHA/CA/11/01 – Administrative Assistant (FGII)
Up to 3 years renewable contract

JOB FRAMEWORK

Administrative Assistants provide support with clerical and secretarial tasks performed under the supervision of a Temporary Agent in one of the different Units of the Agency at its headquarters in Bilbao (Spain).  

JOB PROFILE

Main functions and duties

  • Reporting to the respective Head of Unit at the headquarters in Bilbao, the jobholder will be required to provide efficient secretarial and administrative support services.

The nature of the duties of the Administrative Assistant will entail the following:

  • Provide administrative and logistical support for the organisation of internal and external events (such as meetings, workshops, training events, selection procedures, public events, etc.).
  • Provide administrative and logistical support in the preparation and production of information products (such as reports, publications and online information).
  • Assist in the implementation, upgrading and reporting of Agency databases including the extranet and intranet.
  • Design documents as required (e.g. letters, forms, notes, reports).
  • Take, transcribe and prepare notes, minutes, routine correspondence, presentations and/or other documents.
  • Ensure administrative follow up of missions, holidays, leave and absences, etc. and assist with mission travel arrangements
  • Provide administrative support in the preparation of briefing files, presentations, etc. and ensure the collection and preparation of materials as required.
  • Manage information requests: draft answers under the supervision of the Head of Unit and feed data into relevant database(s).
  • Provide assistance in various matters (printers, copy machine, liaison with general services for stationery, etc.).
  • Perform other duties related to the post as required.

JOB REQUIREMENTS

General terms and conditions

To be considered eligible, applicants must satisfy all the following requirements on the closing date for submission of applications.

  • Be a national of one of the Member States of the European Union or of Iceland, Norway or Liechtenstein (parties to the EEA Agreement);
  • Enjoy your full rights as a citizen.
  • Have fulfilled any obligations imposed on you in your home country by the laws on military service
  • Be physically fit to perform the duties linked to the post; [1]

Certificates, diplomas and professional experience

  • A post secondary education attested by a diploma, or
  • successful completion of intermediate education plus two years’ relevant supplementary specialised training plus five years’ appropriate professional experience.

Knowledge of languages

A good knowledge of English, both spoken as well as written, with a good command of at least one other official language of the European Union.

SELECTION CRITERIA

The following criteria will be used to assess candidates through their application forms, interviews and written tests.  The ‘motivation letter’ section on the application form allows you to provide more information on how you meet these criteria.  

Essential

  • Experience in communicating and liaising effectively with people at all levels both within the organisation and with external bodies;
  • Good coordination skills, a sense of initiative, flexibility, discretion and reliability;
  • A solid knowledge of Microsoft Office applications (Outlook, Word, Powerpoint, Excel, etc.) as well as an awareness of document management systems.
  • Ability to work in an international environment.
  • Good drafting skills in English

Assets to be considered advantageous for selection

  • A working knowledge of the EU institutions

ENGAGEMENT AND CONDITIONS OF EMPLOYMENT

The engagement for a vacant post will be decided by the Agency’s Director on the basis of the reserve list of candidates proposed by the Selection Committee. Candidates should note that an inclusion in the reserve list does not guarantee recruitment. The established reserve list may be used for the recruitment of a similar post depending on the needs of the Agency and will be valid until the end of the year following the year of engagement concerned by this selection process (the validity of the reserve list could be extended).

A contract offer will be made pursuant the Conditions of Employment of Other Servants of the European Communities [2] up to a three-year period (subject to a probationary period of nine months) which may be renewed not more than once for a fixed period of time. Any further renewal shall be for an indefinite period. 
Job environment
The post is based at the Agency headquarters in Bilbao (Spain). The job holder shall work in a multicultural environment where ongoing dialogue between management and staff, including representatives of the staff, is regarded as vital. The Agency is characterised by open plan and small office seating arrangements as well as a no smoking policy that forms part of its health and safety at work overall policy. Working time is based around flexitime and core working hours. English is the Agency’s main working language.
Pay and welfare benefits
As at 1st January 2011, the monthly basic gross salary at Function Group II, grade 4 step 1.was € 1919,18. In addition to this basic salary, the jobholder may be entitled to various allowances, in particular an expatriation or foreign residence allowance and family allowances, including household allowance, dependent child allowance, pre-school allowance and an education allowance, which may represent a significant percentage of the total remuneration.

Under certain circumstances, in particular where the jobholder is obliged to change his/her place of residence in order to take up employment, the Agency may also reimburse various expenses incurred on recruitment, notably removal expenses.

The salary of the jobholder is subject to a Community tax deducted at source and is exempt from national tax. The salary package includes the European Community social security and pensions schemes. Candidates are invited to familiarise themselves with employment conditions as stated in the Staff Regulations of Officials of the European Communities, Conditions of employment of other servants of the European Communities [3].

APPLICATION PROCESS

There are two stages to the application process:
Stage 1 - Online registration
At the first stage candidates must submit the official application form to be downloaded from the Agency’s website.

Candidates are requested to send their completed application in the main working language of the Agency, which is English. All parts of the application form must be completed in full and candidates should assess and check before submitting their application form whether they fulfil all the conditions for admission laid down in the vacancy notice, particularly in terms of qualifications and relevant professional experience.

Applications must be sent to recruitment@osha.europa.eu by not later than 23:00, Central European Time (CET) on 7th March 2011. The subject of the e-mail should include the reference of this vacancy (EU-OSHA/CA/11/01) and the candidate’s surname.

Candidates will be eliminated if:

  • they do not use and duly complete the official application form provided by the Agency;
  • their application is received after 7th March 2011 at 23:00, CET;
  • they do not meet the admissibility criteria;
  • they do not follow the guidelines for online application detailed above.

The Agency regrets that, due to the large volume of applications it receives; only candidates invited to interview will be contacted.

Stage 2 - Submission of a full application (only for candidates invited to an interview)

Candidates invited for interview must bring with them on the day of the interview original supporting documents (proof of nationality, diplomas, academic qualifications, employment certificates, professional references etc.) needed to prove that they satisfy all conditions for admission as well as one set of copies.

All documentary evidence of professional experience must indicate start and end dates for previous positions and the start date and continuity for the current position held. On the day of the interview the candidate will be requested to sign his/her application form and by signing the form the candidate certifies on his/her honour that the information provided is complete and accurate.

The purpose of processing of the data submitted by candidates is to manage each application in view of a possible pre-selection and recruitment at the Agency. The personal information the Agency requests from applicants will be processed in line with Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data [4].

SELECTION PROCEDURE

A Selection Committee is appointed for each selection procedure. The Selection Committee will analyse the applications to assess their compliance with the requirements specified above. On this basis the Selection Committee will identify the best admissible candidates and invite them for an interview, which could include other appropriate testing.

The work of the Selection Committee and its deliberation is confidential. Candidates shall not make direct or indirect contact with the Selection Committee or have anybody do so on their behalf. The Appointing Authority reserves the right to disqualify any candidate who disregards this instruction.

All inquiries for information should be addressed to info-recruitment@osha.europa.eu or by letter to the European Agency for Safety and Health at Work, Gran Via 33, E-48009 Bilbao, Spain, quoting the reference of the competition (EU-OSHA/CA/11/01).

The Agency is an equal opportunity employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, gender or sexual orientation and regardless of disabilities, marital status or family situation.

APPEAL PROCEDURES

If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities at the following address:

The Director
European Agency for Safety and Health at Work
33, Gran Via
48009 Bilbao
Spain

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22 March – http://europa.eu/eur-lex) starts running from the time the candidate is notified of the act adversely affecting him/her.

1 As a condition for the engagement, the successful candidate shall be medically examined in order that the Agency may be satisfied that he/she fulfils this requirement of Article 12(d) of the Staff Regulations, Conditions of employment of other servants of the European Communities.