Clerical Assistant - TEN-T EA | Brussels
The TEN-T Executive Agency was created by the Commission’s Decision 2007/60/EC of 26 October 2006, in accordance with Council Regulation (EC) No. 58/2003 laying down the statute for executive agencies to be entrusted with certain tasks in the management of European Union (hereinafter "Union") programmes.
In close collaboration with the Commission's Directorate General for Energy and Transport, the Agency manages the Union funds available for the promotion of Trans-European Transport Networks under Decision 1692/96/EC of the European Parliament and of the Council of 23 July 1996 establishing Union guidelines for the development of the TEN-T.
On the basis of its mandate, the Agency is responsible for the technical and financial implementation of TEN-T projects from both the 2000-2006 and 2007-2013 Financial Perspectives. It is set to carry out its duties until 2015. Its staff are specialists in project management, transport engineering, finance and legal affairs etc. The Agency is based in Brussels and employs 100 agents. The purpose of this publication is to set up a reserve list which will be used to cover the future potential needs of the Agency.
The TEN-T Executive Agency (TEN-T) - Tasks :
The Agency is responsible, in the framework of Union action in the field of the trans-European transport network, for the implementation of tasks concerning the granting of Union financial aid pursuant to the Council Regulation (EC) No 2236/95 and the Regulation (EC) No 680/2007, with the exception of tasks requiring discretionary powers in translating political choices into action, such as programming, the establishment of priorities, the selection of projects according to Article 5 of the Regulation (EC) No 680/2007, programme evaluation and legislative monitoring. The Agency is responsible in particular for the following tasks:
a) assistance to the Commission during the programming and selection phases, as well as management of the monitoring phase of the financial aid granted to projects of common interest under the budget for the trans-European transport network, as well as carrying out the necessary checks to that end, by adopting the relevant decisions using the powers delegated to the Agency by the Commission;
b) coordination with other Union financial instruments, in particular by ensuring the coordination of the granting of financial aid, over the entire route, for all projects of common interest which also receive funding under the Structural Funds, the Cohesion Fund and from the European Investment Bank;
c) technical assistance to project promoters regarding the financial engineering for projects and the development of common evaluation methods;
d) adoption of the budget implementation instruments for revenue and expenditure and implementation, where the Commission has delegated responsibility to the Agency, of all operations required for the management of Union actions in the field of the trans-European transport network, as provided for in the Council Regulation (EC) No 2236/95 and the Regulation (EC) No 680/2007;
e) collection, analysis and transmission to the Commission of all information required by the Commission for the implementation of the trans-European transport network;
f) accompanying measures to contribute to the efficiency and effectiveness of the TEN-T programme in order to maximise its European added value, including promotion of the TEN-T programme to all parties concerned and the improvement of its visibility to the general public, in the Member States and bordering third countries;
g) any technical and administrative support requested by the Commission.
For further information please go to the following website: http://tentea.ec.europa.eu/en/home.htm.
a) assistance to the Commission during the programming and selection phases, as well as management of the monitoring phase of the financial aid granted to projects of common interest under the budget for the trans-European transport network, as well as carrying out the necessary checks to that end, by adopting the relevant decisions using the powers delegated to the Agency by the Commission;
b) coordination with other Union financial instruments, in particular by ensuring the coordination of the granting of financial aid, over the entire route, for all projects of common interest which also receive funding under the Structural Funds, the Cohesion Fund and from the European Investment Bank;
c) technical assistance to project promoters regarding the financial engineering for projects and the development of common evaluation methods;
d) adoption of the budget implementation instruments for revenue and expenditure and implementation, where the Commission has delegated responsibility to the Agency, of all operations required for the management of Union actions in the field of the trans-European transport network, as provided for in the Council Regulation (EC) No 2236/95 and the Regulation (EC) No 680/2007;
e) collection, analysis and transmission to the Commission of all information required by the Commission for the implementation of the trans-European transport network;
f) accompanying measures to contribute to the efficiency and effectiveness of the TEN-T programme in order to maximise its European added value, including promotion of the TEN-T programme to all parties concerned and the improvement of its visibility to the general public, in the Member States and bordering third countries;
g) any technical and administrative support requested by the Commission.
For further information please go to the following website: http://tentea.ec.europa.eu/en/home.htm.
Description of the job :
Assist the DMO to manage and preserve files that adequately and properly document the organisation, functions, policies, decisions, procedures and essential transactions of the TEN-T Executive Agency.
S/he will assist the DMO in the implementation and follow-up the Agency's document management policy.
Assist the DMO to manage and preserve files that adequately and properly document the organisation, functions, policies, decisions, procedures and essential transactions of the TEN-T Executive Agency.
S/he will assist the DMO in the implementation and follow-up the Agency's document management policy.
This includes:
Document management
- Register and assign incoming mail in Ares
- Manage and apply security markings on sensitive documents
- Manage the Nomcom application: open and close e-Domec compliant files (dossiers)
- Produce accurate reporting on unfiled documents and open workflow tasks
- Produce statistics on incoming and outgoing documents.
- Monitor the use of Ares and modify incorrect registered documents.
- Monitor the closure of official files within the agency and organise their transfer to the intermediate archives.
- Provide helpdesk support to Ares users and liaise with DIGIT to solve Ares issues.
- Implement the Agency's archive schedule: physical conservation, elimination and transfer of files.
- Maintain clearly labelled, well organised archives and provide registered documents on request.
- Perform quality checks on registered documents and archives.
- Verify that the borrowing procedures from the central archives are respected.
- Ensure the correct reception and dispatching of paper mail in collaboration with the Commission Central Mail Service and the Secretariat of the Agency's Director.
Logistic Support
- Under the guidance of the Records/Logistic Officer, replacement and deputizing the building and logistic officer for tasks such as preparation and follow-up of orders for office supplies or management of supplies and equipment.
Qualifications and experience required :
A. Eligibility criteria
- 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, and appropriate professional experience of three years. In this context professional experience is considered to be appropriate if it has been obtained in one of the areas of activity of the European Commission following the award of the diploma giving access to this function group,
or
- following completion of compulsory education, a total of eight years of:
- appropriate professional training and/or
- professional experience of an equivalent level involving tasks similar to those that the member of the contract staff will be required to perform.
In this context, professional training cannot be taken into account unless it consists of at least one academic year of full-time training following compulsory education and is attested by a certificate recognised by a Member State of the European Union,
or
- professional experience of an equivalent level involving tasks similar to those that the member of the contract staff will be required to perform.
In this context, professional training cannot be taken into account unless it consists of at least one academic year of full-time training following compulsory education and is attested by a certificate recognised by a Member State of the European Union,
or
- following completion of compulsory education, a total of ten years as a member of staff of the European Union and including training provided by the institution in a field relevant to the duties to be carried out,
or
- in exceptional circumstances and where justified in the interests of the service, professional training or equivalent professional experience; the use made of this provision will be recorded in a register.
and
- Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another EU language to the extent necessary to perform his/her duties. Excellent communication skills in EN and FR.
In addition, in order to be eligible a candidate must:
- be a national of one of the Member States of the European Union;
- be entitled to his or her full rights as citizen;
- meet the appropriate character reference as to his/her suitability for the performance of his/her duties;
- have fulfilled any obligations imposed by the applicable laws concerning military service, and;
- be physically fit to perform the duties linked to the post.
Candidates must be included in the European Personnel Selection Office (EPSO) data base for contract agents in function group II in a field appropriate to the profile of the post and have successfully passed the EPSO selection tests for that function group.
Please note that candidates who are on a valid EPSO list published in 2010 (CAST2010) are eligible on the condition they have successfully passed the complementary tests (DB3), as an Annex to the selection procedure CAST2010. The candidates concerned are invited to consult the letter they received from EPSO for further information.
B. Selection criteria :
Essential
- Proven professional experience acquired in positions closely related to the profile of the post.
- Very good command of English and French.
- Experience of working in a multi-cultural and international environment.
- Proven abilities to use electronic office equipment (word processing, spreadsheets, email, internet, etc.).
Advantageous :
- Professional experience in an EU Institution.
- Good interpersonal, communication and improvisation skills.
- Motivated, dynamic and robust personality with proven aptitude for team work.
- Knowledge of the document management systems Ares and Nomcom.
Appointment and conditions of employment
The jobholder will be appointed on the basis of a shortlist proposed by the selection committee.
The jobholder will be recruited as contract staff, in function group II, pursuant to Article 3a of the new Conditions of Employment of Other Servants of the European Communities.
The basic monthly salary within this function group will correspond to the function group II, grade 4 or 5.
The jobholder will serve a probation period of 9 months.
The initial contract will be for a duration of 2 years and may be renewed.
The place of employment will be Brussels where the Agency has its activities.
For reasons related to the Agency’s operational requirements, the candidate will be required to be available at short notice.
For further information on the legal framework of temporary agents see the web site of the Directorate-General for Human Resources and Security (DG HR) on the internet at
http://ec.europa.eu/civil_service/docs/toc100_en.pdf
The jobholder will be recruited as contract staff, in function group II, pursuant to Article 3a of the new Conditions of Employment of Other Servants of the European Communities.
The basic monthly salary within this function group will correspond to the function group II, grade 4 or 5.
The jobholder will serve a probation period of 9 months.
The initial contract will be for a duration of 2 years and may be renewed.
The place of employment will be Brussels where the Agency has its activities.
For reasons related to the Agency’s operational requirements, the candidate will be required to be available at short notice.
For further information on the legal framework of temporary agents see the web site of the Directorate-General for Human Resources and Security (DG HR) on the internet at
http://ec.europa.eu/civil_service/docs/toc100_en.pdf
Equal opportunities :
The European Union takes great care to avoid any form of discrimination in its recruitment procedures and actively encourages applications from women.
Application procedure :
For applications to be valid, candidates must submit:
- a detailed curriculum vitae, in EU CV format ; (if possible word or pdf)
- a letter of motivation, including his/her views on the mission of the proposed position (2 pages maximum).
- The EPSO letter informing the candidate of having successfully passed the competition.
Please note that the motivation letter forms an essential basis for the pre-selection decision.
Applications must only be sent to the following mailbox: TENTEA-recruitment@ec.europa.eu, indicating the above-mentioned reference number TEN-T/2013/CA/FGII/06 as subject.
Closing date:
Applications must be sent no later than 07/06/2013.
Supporting documents showing evidence of the provided information may be requested at a later stage. No document will be sent back to candidates.
Candidates are invited to apply in English, to facilitate the selection process.
In no circumstances should candidates approach the selection committee themselves, either directly or indirectly concerning this recruitment. The authority authorised to conclude contracts reserves itself the right to disqualify any candidate who disregards these instructions.
Selection procedure
Applications must only be sent to the following mailbox: TENTEA-recruitment@ec.europa.eu, indicating the above-mentioned reference number TEN-T/2013/CA/FGII/06 as subject.
Closing date:
Applications must be sent no later than 07/06/2013.
Supporting documents showing evidence of the provided information may be requested at a later stage. No document will be sent back to candidates.
Candidates are invited to apply in English, to facilitate the selection process.
In no circumstances should candidates approach the selection committee themselves, either directly or indirectly concerning this recruitment. The authority authorised to conclude contracts reserves itself the right to disqualify any candidate who disregards these instructions.
Selection procedure
Oral test (30 min)
Interview with a selection board in English to assess:
your suitability to carry out the duties of a clerical assistant,
your specialist knowledge in the field of Deputy Document Management Officer,
your communication, inter-personal and problem-solving skills,
your knowledge of the TEN-T EA and its policies,
your motivation and your ability to adjust to working as a Contractual Agent in a multicultural environment.
Interview with a selection board in English to assess:
your suitability to carry out the duties of a clerical assistant,
your specialist knowledge in the field of Deputy Document Management Officer,
your communication, inter-personal and problem-solving skills,
your knowledge of the TEN-T EA and its policies,
your motivation and your ability to adjust to working as a Contractual Agent in a multicultural environment.
This test will be marked out of 100 (pass mark: 60).
Candidates receiving at least the pass mark (60 out of 100), will be included in the reserve list of suitable candidates. Please note that inclusion in the reserve list does not guarantee recruitment.
Appeal procedure
Candidates receiving at least the pass mark (60 out of 100), will be included in the reserve list of suitable candidates. Please note that inclusion in the reserve list does not guarantee recruitment.
Appeal procedure
A candidate who feels that a mistake was made in the assessment of his/her profile may ask to have it re-assessed by sending, within 15 calendar days of the date on the email notifying the rejection of his/her application, a request for review, quoting the number of the selection procedure concerned to the Chairman of the Selection Committee at the following address:
TENEA-HR-INFO@ec.europa.eu
TENEA-HR-INFO@ec.europa.eu
The selection board will reconsider the application and notify the candidate of its decision within 15 calendar days of receipt of the letter.
Data protection
Data protection
The purpose of processing of the data submitted by candidates is to manage the applications in view of a possible pre-selection and recruitment at the TEN-T EA. The personal information requested from candidates 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 European Union institutions and bodies and on the free movement of such data.
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