Human Resources Assistant ECHA

European Chemicals Agency

Helsinki, Finland

ECHA provides the Member States and the EU institutions with the best possible scientific and technical advice on issues relating to the chemicals under REACH Regulation and biocidal products under the Biocidal Product Regulation. ECHA is responsible for managing, and in some cases carrying out, the technical, scientific and administrative aspects of the regulations, and ensuring consistency at Community level in its application. You will find more information on the ECHA website at: www.echa.europa.eu.

1. THE JOB

The Human Resources (HR) Assistant will work in the Resources Directorate of ECHA in the Human Resources Unit.

The Human Resources Unit is responsible for a range of strategic and operational human resource activities including: human resource planning and budgeting; development and implementation of HR policies; staff selection, recruitment and retention; administration and payroll; professional training, learning and development and the occupational health and welfare of staff.

The HR Assistant will report directly to a Team Leader in one of the three activity areas of the Human Resources Unit, and may be responsible for the following tasks:

Selection and Recruitment

• Assist in the management of the establishment plan of posts and reserve lists;
• Coordinate the selection processes of ECHA for statutory (temporary and contract) staff, Seconded National Experts, and trainees;
• Assist in the drafting and publication of Vacancy Notices;
• Participate in selection procedures as a member of the Selection Committee; advise the Selection Committee on the conduct of selection procedures and provide guidance and advice on best practice and applicable rules;
• Provide assistance in the recruitment process of the Agency (draft employment offers and contacts, handle pre-employment medicals, etc).

HR Management and Development

• Assist in the conduct of the performance appraisal and promotion exercises;
• Assist in the design and development of ECHA’s induction and traineeship programmes;
• Design job descriptions and competency maps, and manage the related database;
• Assess the need for, and develop, job analysis instruments and materials;
• Administer the job descriptions and the probationary period reporting processes for statutory staff;
• Ensure the identification of organisational and individual training needs and the design and delivery of learning and development plans for staff members;
• Contribute to the design, implementation, monitoring and coordination of general learning and development activities;
• Manage the staff engagement surveys organised by the Agency.

HR Administration and Services

• Ensure the timely and accurate administrative management of entitlements and benefits for staff (including determination of individual rights; payroll; contracts; administration of personal files and administration of the HR database);
• Contribute to effectively integrating newly-recruited colleagues (including induction, provision of information of ECHA’s relocation service, registration with the Finnish foreign ministry and schooling);
• Liaise with candidates on matters related to on-boarding (employment conditions, relocation, induction etc.);
• Assist in leave and absence monitoring, reporting and follow-up (including sick leave, part-time leave, parental leave and special leave);
• Assist in the administrative procedures for staff leaving the organisation;
• Ensure the timely and accurate preparation of payments related to the payroll.

Shared responsibilities:

• Ensure the correct application of the EU Staff Regulations and CEOS as well as relevant implementing rules;
• Contribute to effective functioning, collaboration and cooperation within the Human Resources Unit;
• Contribute to the drafting of quality management documents for the processes within the assigned areas of responsibility (for example, process descriptions and work instructions);
• Prepare public procurement and tender procedures in the relevant areas of activity;
• Prepare commitments and payments to external contractors for services provided to ECHA (for example, recruitment services, training programmes, relocation services and medical services);
• Ensure the follow-up of the staff budget execution and forecast, and assist in the staff budget planning exercise;
• Prepare HR statistics, metrics and reports;
• Other administrative tasks, as required.

2. QUALIFICATIONS

Minimum requirements:

a) Successful completion of at least a level of post-secondary education attested by a diploma

OR

b) Successful completion of a level of secondary education attested by a diploma, giving access to post-secondary education, and at least three (3) years of relevant professional human resources experience.

Only qualifications issued by EU Member State authorities or EEA authorities and qualifications recognized as equivalent by the relevant EU or EEA Member State authorities will be accepted.

3. PROFESSIONAL EXPERIENCE

A minimum of three (3) years of relevant professional human resources experience attained after achieving the minimum requirements set out in 2.a or 2.b above.

4. SELECTION CRITERIA

If you meet the eligibility criteria set out in section 2 and 3, you will be assessed on the basis of the selection criteria outlined below. The candidates who are judged to be the most suitable on the basis of the selection criteria will be invited to an interview.

• Your academic qualifications and their relevance to the main areas of work listed in section 1;
• Your professional human resources experience: the range of fields covered, the breadth and level of work performed and its relevance to the areas of work listed in section 1.

The following will be considered as assets:

• Experience in applying EU Staff Regulations, as well as implementing rules in the HR field;
• Professional experience of working abroad, preferably in a similarly multicultural, complex organisation.

The academic qualifications, professional experience and knowledge and the experience considered as an asset must be described in the ECHA CV.

5. HOW TO APPLY

You can submit you application and find more information (complete vacancy notice, application form and ECHA CV) on ECHA website http://echa.europa.eu/web/guest/about-us/jobs/open-positions.

Important: Failure to submit an ECHA CV will lead to exclusion from the procedure.

The deadline to fill in the application form and submit the ECHA CV is 25 January 2013 at noon 12:00, Helsinki time (11:00 a.m.CET).