Personal Assistant to the CE & DCE

EDA - European Defence Agency

Personal Assistant to the CE & DCE

EDA - European Defence Agency

Brussels, Belgium

Directorate: Management Team
Contract type: Temporary agent
Group: N.A.
Grade: AST6
Indicative starting date: 16/07/2021
Security Clearance: SECRET UE/EU SECRET
Management of staff: N.A.
Closing date for applications: 31/08/2020

The selection of candidates will follow the EDA Staff Recruitment Procedure. Candidates must apply for this post via the EDA website http://www.eda.europa.eu - vacancies. Please note that to make an EDA on - line application you will need to create your EDA profile using a valid e - mail address and a password.

1. BACKGROUND

The European Defence Agency was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.

The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).

2. THE AGENCY'S WAY OF WORKING

The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team- working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.

3. THE TEAM

The Management Team consists of the Chief Executive (CE), the Deputy Chief Executive (DCE) and the four Directors and is supported by the Policy and Planning Unit and the Media and Communication Unit.

4. DUTIES

Under the supervision of the Chief Executive (CE) and of the Deputy Chief Executive (DCE), the 2 Personal Assistants (positions to be filled in July 2021 and November 2021) will provide administrative and secretarial support to the Chief Executive (CE) and the Deputy Chief Executive (DCE). In particular, they will be responsible for/contribute to the following activities:

  • performing duties in a secretarial and administrative capacity such as drafting and finalising routine correspondence, retrieving documentation and storing information; organising and booking business trips (follow up from the creation of the Mission Order to Declaration of expenses);
  • operating and updating the Chief Executive and Deputy Chief Executive’s filing system, manage paper and electronic correspondence and documentation;
  • assisting in any other duty which may be required by the Chief Executive and Deputy Chief Executive, managing their diary, noting all meetings and conferences, arranging all office calls, visits, scheduling appointments, social engagements and internal meetings and taking care of related logistics (booking rooms and arranging catering for meetings (upon demand), notifying and welcoming visitors);
  • supporting the Chief Executive and Deputy Chief Executive for all the aspects of their arrangements, programmes and correspondence, taking into account in-house procedures and including collection and preparation of all elements for briefings, speaking notes etc. for the CE and DCE’s meetings and missions;
  • working closely together with the other Personal Assistant and being his/her back up during his/her absence;
  • managing, planning and supervising the driver’s calendar;
  • working closely with the Assistant to the Chief Executive’s Policy Office on the preparation of the Steering Board meetings and liaise with other EDA directorates’ assistants to ensure a smooth flow of documents;
  • taking on additional tasks as required in the interest of the service.

Due to the nature of the function, the jobholders shall be able to meet flexible working hours.

Duties may evolve according to development of the EDA’s structure and activities, and the decisions of EDA management.

5. ELIGIBILITY CRITERIA

To be considered eligible to take part in this selection procedure, on the closing date for the submission of applications candidates must satisfy all the eligibility criteria as specified below:

  • be a national of a Member State participating in the Agency;
  • be entitled to his/her full rights as a citizen;
  • have fulfilled any obligations imposed on him/her by the laws concerning military service;
  • produce the appropriate character references as to his/her suitability for the performance of his/her duties (extract from the “judicial record” or certificate of good conduct will be requested prior to recruitment);
  • be physically fit to perform his/her duties;
  • have a thorough knowledge of one of the languages of the participating Member States and a satisfactory knowledge of another of these languages to the extent necessary to discharge his/her duties;
  • have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of his/her duties within the Agency;
  • hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, and which shows the level of EUCI to which that individual may be granted access (SECRET UE/EU SECRET), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate;
  • have 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 at least three years.

Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.

6. SELECTION CRITERIA

A. Essential

(1) Professional

The candidate will be required to demonstrate that he/she has:

  • at least five years of experience in similar duties;
  • excellent coordination, administrative and secretarial skills;
  • ability to work under pressure and readiness to work off-duty hours when required;
  • experience in a multinational environment;
  • ability to provide support to Senior Management;
  • excellent knowledge of the use of data processing technology, e.g. MS WORD, EXCEL, POWERPOINT and OUTLOOK;
  • familiarity with the EU environment;
  • familiarity with protocol matters;
  • excellent written and oral communication skills in English and a good knowledge of French.

(2) Personal

All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:

  • strong sense of duty and responsibility;
  • ability to present a positive and professional image of the EDA in external relations;
  • good organisation, sense of initiative and receptiveness to change in a rapidly evolving work environment;
  • ability to work in team in a multicultural environment;
  • accuracy and attention to detail;
  • excellent interpersonal skills and customer service orientation;
  • ability to deal with confidential information;
  • able to meet flexible working hours due to the nature of the function.

B. Desirable

The following will be considered an advantage:

  • familiarity with the defence environment.

7. INDEPENDENCE AND DECLARATION OF INTEREST

The Personal Assistant to the CE & DCE will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.

8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT

The Personal Assistant to the CE & DCE will be appointed by the Chief Executive.

Recruitment will be as a member of the temporary staff of the Agency for a four-year period. Renewal is possible within the limits set out in the EDA Staff Regulations. The successful candidate will be recruited as Temporary Agent, grade AST6.

The pay for this position consists of a basic salary of 5.524,91€ supplemented with various allowances, including as applicable expatriation or family allowances. The successful candidate will be graded on entry into service according to the length of his/her professional experience. Salaries are exempted from national tax, instead an Agency tax at source is paid. For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer.

Failure to obtain the requisite security clearance certificate before the expiration of the probationary period may be cause for termination of the contract.

Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.

Applications are invited with a view to establishing a reserve list for the post of Personal Assistant to the CE & DCE at the EDA. This list will be valid until 31/12/2021, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in the EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.

9. EQUAL OPPORTUNITIES

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

10. APPLICATION PROCEDURE

Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard copy or ordinary e-mail) will not be accepted. Applications must be submitted no later than midnight. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1) on the date of the deadline.

When applying, candidates from Ministries of Defence or other governmental entities are encouraged to inform their national administration.

A selection panel will be appointed. Please note that the selection panel's internal proceedings are strictly confidential and that any contact with its members is forbidden. Each application will be screened based on the requirements of the job profile stated in the vacancy notice. The most suitable applicants will be called for an interview and a written test. If recruited, you will be requested to supply documentary evidence in support of the statements that you make for this application. Do not send any supporting or supplementary information until you have been asked to do so by the Agency.

Please note that once you have created your EDA profile, any correspondence regarding your application must be sent or received via your EDA profile. For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@eda.europa.eu.

11. DATA PROTECTION

Please note that EDA will not return applications to candidates. The personal information EDA requests from candidates will be processed in line with Regulation (EU) N° 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) 45/2001 and Decision No. 1247/2002/EC.

The purpose of processing personal data which candidates submit is to manage applications in view of possible pre- selection and recruitment at EDA. More information on personal data protection in relation to selection and recruitment can be found on the EDA website: http://www.eda.europa.eu/jobs/dataprotection.

Don't forget to mention EuroBrussels when applying.

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EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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