Office Assistant(s) - General Position – Contract Agent FGII

Europol/2017/CA/FGII/015

ABOUT EUROPOL

This selection procedure is intended to establish a reserve list of successful candidates (indicative number is 15).

Europol is a well-established and recognized organisation that became an EU agency in 2010. It is constantly looking for creative, self-reliant and energetic employees, who are up to the challenges involved in international crime-fighting, to work in its state-of-the-art headquarters in The Hague, the Netherlands.

It employs more than 1,000 personnel, including around 130 analysts, to identify and track the most dangerous criminal and terrorist networks in Europe. Our people come from a variety of professional backgrounds such us law enforcement, finance, legal, information technologies, human resources, communication, etc.

Working in close-knit teams, our specialists use their expertise and our cutting-edge technology to support investigations into serious organised crime and terrorism within and outside the EU.

Europol has:
• disrupted many criminal and terrorist networks
• contributed to the arrest of thousands of dangerous criminals
• helped recover millions of euros of crime proceeds
• helped hundreds of victims of trafficking and abuse, including children.

The working environment at Europol has a lot to offer. It is:
• highly collaborative
• intellectually stimulating
• multilingual
• multidisciplinary
• international

Prospective candidates should be prepared to work in a dynamic and fast-moving environment that requires a high level of flexibility, and should have the ability to perform well within a team.

Equal opportunity
Europol is an equal opportunities employer and encourages applications without distinction on the basis of gender, colour, racial, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, nationality, age, sexual orientation or gender identity.

We aim to create and maintain a healthy and attractive work environment that supports women and men in their career planning and in achieving a healthy work-life balance.

Employment at Europol is open to nationals of EU Member States. There is no nationality quota system in operation, but Europol is striving for a broad range of nationalities in order to keep a well-balanced geographical distribution among its staff members. Applications from female candidates are particularly encouraged.

If you would like to be part of a supportive team that allows you to make a strong contribution, and if you have seen a position that appeals to you, we'd like to hear from you.

BACKGROUND, MAIN PURPOSE AND TASKS OF THE POST

This selection procedure is intended to establish a reserve list of successful candidates for eventual future engagement to vacant Office Assistant positions in all Units/Departments of Europol.
Subject to completion of the engagement procedure, recruited candidates will carry out the tasks set out below under the supervision of a Senior Specialist and/or Head of Unit.
If it is in the interest of the service, post-holders may be transferred to another Unit/Department within Europol to perform tasks comparable to those outlined in the vacancy notice and in line with professional skills and competencies.

Under the guidance of the Head of Unit and supervision of the Senior Specialist the successful candidate will, have to carry out the following tasks:
• Provide general administrative and secretarial support;
• Keep track of pending files and monitor outstanding tasks, deadlines and requests;
• Assist with the preparation of meetings and follow-up including preparation of documents, archiving files and taking minutes related to the area of work;
• Manage common mailboxes, handle incoming and outgoing internal and external mail and handle incoming telephone calls;
• Assist in drafting memos and other correspondence, register correspondence in the electronic Document Management System and archive of documents;
• Keep the diary of the Unit/Department up to date and schedule various internal and external meetings;
• Perform any other task in the area of competence as identified by the line manager.

REQUIREMENTS - ELIGIBILITY CRITERIA

CANDIDATES MUST:
• Be a national of one of the Member States of the European Union and enjoy full rights as a citizen;
• Have fulfilled any obligations imposed by the applicable laws on military service;
• Produce appropriate character references as to his or her suitability for the performance of the duties;
• Be physically fit to perform the duties pertaining to the position (prior to appointment, the successful candidate will be medically examined by one of the institution’s medical officers in order that the institution may be satisfied that the candidate fulfils the requirements of Article 12(2)(d) CEOS)
• Produce evidence of a thorough knowledge of one of the languages of the Union and a satisfactory knowledge of another language of the Union to the extent necessary for the performance of the duties.

CANDIDATES MUST POSSESS:
• Possess a level of post-secondary education attested by a diploma (if the official duration of the course is less than 3 years, the difference shall be deducted from professional experience in accordance with the information below)

Duration of professional training Professional experience
More than 6 months and up to 1 year 3 years
More than 1 year and up to 2 years 2 years
More than 2 years and up to 3 years 1 year

OR
• Possess a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least 3 years;

OR

• Professional Training of equivalent level of post-secondary education and after having completed the training, at least the number of years of relevant professional experience as indicated below:

Duration of professional training Professional experience
More than 6 months and up to 1 year 3 years
More than 1 year and up to 2 years 2 years
More than 2 years and up to 3 years 1 year

 

 

REQUIREMENTS - SELECTION CRITERIA

a. Professional experience (assessed mainly during the Shortlisting phase):
Essential:
• Relevant recent professional work experience;
• Experience in drafting correspondence, combined with excellent ability to prepare and draft documentation in English;
• Experience in working with document management systems.
Desirable:
• Experience of working in an international, multidisciplinary work environment;
• Experience of working in an area of law enforcement / public administration;
• Specific training in secretarial field.

b. Professional knowledge (assessed during the Selection procedure - Written/Practical test and/or Interview):
Essential:
• Confident user of MS Office applications and the internet.

c. General competencies (assessed during the Selection procedure - Written/Practical test and/or Interview):
Essential:
Communicating:
• Very good communication skills in English, both orally and in writing.
Analysing & problem solving:
• Keen eye for detail with the ability to maintain standards of accuracy under pressure of tight deadlines.
Delivering quality and results:
• High degree of commitment and flexibility.
• High level of customer and service-orientation.
Prioritising and organising:
• Good administrative and organisational skills.
Resilience:
• Ability to work well under pressure, both independently and in a team;
• Good interpersonal skills, including the ability to effectively liaise with other departments, groups and teams as well as with external partners.
Living diversity:
• Ability to work effectively in an international and multi-cultural environment.

SELECTION PROCEDURE

The Contracting Authority sets up a Selection Committee which consists of three members, one from the HR/Recruitment and Selection Team of Europol, one from the concerned Directorates or Department and one designated by the Staff Committee.
The Selection Committee determines candidates’ suitability for the position by assessing their skills, experience and qualifications against the established job profile and makes an initial selection from the applications received.
The Selection Committee will invite the 15 highest scoring candidates (short-listed). All candidates having a score equal to the 15th highest scoring candidate will be included to the list of invited candidates. 
Shortlisted applicants are invited to participate in a post-related selection procedure, generally consisting of written and/or practical tests and competency-based interviews.
The Contracting Authority makes a decision on inclusion in the reserve list of successful candidates on the basis of advice from the Selection Committee. He will inform the Committee of his decision. All candidates who attend the selection procedure will be informed whether they are included in the reserve list.
When the Office Assistant post becomes available the Contracting Authority makes a decision about the appointment from the reserve list on the basis of advice from the HR Unit and the concerned Directorate. It may be possible to invite the selected reserve candidate/s for a second interview.
Candidates who attended a selection procedure may request feedback on their performance of the written test and interview within three months after the selection procedure. Europol will not be in a position to respond to feedback inquiries received outside this time frame.
The Selection Committee’s work and deliberations are confidential. It is forbidden for candidates to make direct or indirect contact with the members of the Selection Committee or for anyone to do so on their behalf. All enquiries or requests for information or documentation in relation to the competition should be addressed to the Europol Recruitment Team.
Detailed information on the selection procedure, including the appeal procedure is available in the Europol Recruitment Guidelines, which can be found on Europol’s website.

SALARY

Scale: FG II

The recruited successful candidate will be engaged in Function Group FGII, grade 4 (EUR 2, 046. 33) or grade 5 (EUR 2, 315.36), subject to years of professional experience.
In line with applicable implementing rules the professional experience gained after the education required for the grades above is as follows:

Grade Proven professional experience
 4 Up to 7 years
 5 More than 7 years
   

In addition, if applicable, allowances such as expatriation allowance, household allowance, dependent child and education allowance may be granted.

Europol offers a comprehensive welfare package comprising additional benefits such as medical insurance, unemployment and invalidity allowance as well as a pension scheme.

Salaries are subject to a community tax but exempt from national taxation.

TERMS AND CONDITIONS

PROBATION PERIOD
Engagement for this position is subject to the successful completion of a probationary period of 9 months. Within this period the successful candidate will have to undergo a post-related security screening.

Europol reserves the right to terminate the contract of employment during or at the end of the probation period in accordance with Article 14 of CEOS.

SECURITY SCREENING AND CERTIFICATE OF GOOD CONDUCT
All candidates who have successfully passed a selection procedure are required to apply for a national "Certificate of good conduct" at the time an offer of employment is made.

The "certificate of good conduct" must be provided to Europol prior the signature of the employment contract. In case of unfavourable entries in the "Certificate of good conduct" Europol reserves the right not to award an employment contract. However, the national certificate of good conduct does not substitute a valid full Personal Security Clearance Certificate (PSCC) that must be obtained for all Europol staff at the level indicated in the Job Description.

A PSCC is a certificate issued by a competent authority establishing that an individual is security cleared. It contains: the level of clearance, the date of issuance and the date of expiry. Failure to obtain the requisite security clearance before the expiration of the probationary period may be cause for termination of employment contract.

The requested level of Security Clearance for this post is: CONFIDENTIAL UE/EU CONFIDENTIAL.

CONTRACT OF EMPLOYMENT
The successful candidate will be recruited as Contract Agent FG II pursuant to Article 3 (a) of the Staff Regulations of Officials and Conditions of Employment of Other Servants of the European Communities, for a period of 5 years (full-time – 40 hours a week).

The contract may be renewed once for a period of 4 years. Only in highly exceptional cases, Europol grants third contracts of an indefinite nature.

The duration of the current contract of Europol staff members will be taken into account if they are successful in the selection procedure.

The place of employment will be The Hague, The Netherlands.

For further information on terms and conditions please consult the EC Staff Regulations which are available on Europol’s website.

ADDITIONAL INFORMATION

MAIN DATES

Deadline for application: 1 December 2017, 23:59 CET
Recruitment procedure: January 2018
Starting date of employment: to be determined

APPLICATION PROCESS AND SELECTION PROCEDURE
Please refer to the Europol Recruitment Guidelines available on Europol’s website for further details on the application process and the selection procedure.

CONTACT DETAILS
For further details on the application process please call +31 (0) 70 353 1583 or +31 (0) 70 353 1298. You may also contact us by email.

DATA PROTECTION
The data submitted is processed in order to assess the suitability of candidates for a position at Europol. All personal data collected for the purpose of the selection procedure will only be used within this specific context and will not be disclosed to any third party, except for restricted posts in which the application may be transmitted to the National Unit as part of the application process.
Any data provided will be treated in strict confidence and in full compliance with all applicable data protection rules. The legal bases for the processing of personal data are the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Communities (Title III Chapter 1) and their implementing rules.
All documents provided to Europol will be kept in Europol’s files and will not be returned to the candidate. Applications of non-recruited candidates will be kept for a maximum of seven years. Data of non-recruited applicants on the reserve list for appointment will be kept for a maximum of five years after the expiry of the reserve list. Data of recruited candidates will be transferred to their personal file. The Head of Unit Human Resources is responsible for the data processing operation.
Candidates have the right to access, rectify, block and erase their personal data in accordance with the applicable data protection rules. Candidates have a right of recourse to the Europol Data Protection Officer (Europol - Data Protection Office – Eisenhowerlaan 73, 2517 KK The Hague, The Netherlands) and the European Data Protection Supervisor (www.edps.europa.eu).

Apply

Deadline

01 December 2017

Contract type

Contract Agent

Unit/Group

Europol organisation

Reports to

Head(s) of unit (various Directorates of Europol)