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

Europol/2018/CA/FGII/017

ABOUT EUROPOL

This selection procedure is intended to establish a reserve list of successful candidates (indicative number is 15). Europol may retain the right to make use of the reserve list to select candidates for similar posts, should business needs require so.

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/Department.

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

REQUIREMENTS - SELECTION CRITERIA

a. Professional experience (assessed mainly during the Shortlisting phase):
Essential:
• Experience in drafting correspondence, combined with excellent ability to prepare and draft documentation in English;
• Experience in working with document management systems.

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):
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 at least three members, one from the Human Resources Unit of Europol, one from the concerned Unit or Department and one designated by the Staff Committee.

For non-restricted posts the Contracting Authority may designate up to two additional members to the Selection Committee on a proposal from the Management Board, either from another service of Europol, from outside Europol or from outside the community institutions including Member States.

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 all candidates having a score equal to the 30th highest scoring candidate to take part in the first stage (written test) of the recruitment procedure. Candidates will be required to perform the written test remotely.
As a next stage the selection committee will assess the written tests against the selection criteria. All candidates having a score equal to the 20th highest scoring will be invited to the (skype/face time) interview stage of the selection procedure.

The Contracting Authority takes a decision 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 of the outcome.

The candidates will be required to send their eligibility documentation electronically. They will be informed that any formal appointment from Europol will be subject to them providing the original documents or certified copies when requested.

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, 077. 02) or grade 5 (EUR 2, 350.09), 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 allowance and education allowance may be granted. 

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

Salaries are subject to a community tax but are 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.

MAIN DATES

Deadline for application: 7 January 2019, 23:59 CEST
   
   

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) 70 302 5235 or +31 (0) 70 353 1298. You may also contact us by email.

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 up to a maximum of 5 years, and the 2 contracts cannot exceed 9 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. 

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

ADDITIONAL INFORMATION

Privacy Notice
Regulation 45/2001 applies to the processing of personal data carried out in the process of selection and recruitment of staff at Europol following the application of this Regulation to all administrative personal data held by Europol in accordance with Article 46 of the Europol Regulation.
Data controller
The controller of the processing operation upon your personal data is the Head of the Human Resources Unit.
Purpose of the collection of data
The data submitted is processed in order to assess the suitability of candidates for a position at Europol as temporary agent (TA), contract agent (CA), intern or trainee and to administrate the documentation related to the selection. The data collected in order to comply with this purpose are the ones required in the application form plus all data provided by the data subject in paper or electronic format.
Legal bases for processing personal data
The legal bases for the processing of personal data for temporary agents, contract agents and interns are:
• Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Communities (Title III Chapter 1) and their implementing rules;
• Management Board Decision laying down general implementing provisions on the procedures governing the engagement and the use of temporary agents at Europol of 30 July 2010;
• Management Board Decision laying down general implementing provisions on the procedures governing the engagement and the use of contract agents at Europol of 13 October 2010.
• Management Board Decision defining the Europol posts that can be filled only by staff engaged from the competent authorities of the Member States (“restricted posts”) of 13 December 2017;
• Decision of the Europol Director on Internships of 15 March 2018. 
Recipients of the data
Recipients of the data for the positions of temporary and contract agents are Europol staff employed in the Administration Department dealing with HR and financial matters, the members of the Selection Committee, the concerned Europol National Units (for restricted posts and restricted – Annex II posts), the Deputy Executive Director Capabilities and the Executive Director.
Recipients of the data for interns are Europol staff employed in the Administration Department dealing with HR and financial matters, the Supervisor of the intern and its superior line management as well as respective colleagues involved in the selection process and the Deputy Executive Director Capabilities.
Data storage and retention
All documents provided to Europol will be kept in Europol’s files and will not be returned to the candidate. Applications of non-shortlisted candidates will be kept for a maximum of four years for temporary and contract agents. 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. Data of the selected interns will be kept for seven years after the finalisation of the internship programme.
Rights as data subject
Candidates have the right to access, rectify, block and erase their personal data in accordance with the applicable data protection rules.
Contact in case of queries concerning the processing of personal data
Candidates have a right of recourse to the Europol Data Protection Officer (Europol - Data Protection Officer - Eisenhowerlaan 73, 2517 KK The Hague, The Netherlands) and the European Data Protection Supervisor (edps@edps.europa.eu).
Kindly note that opposing to this processing operation will automatically exclude you from being considered for the recruitment and selection procedure.

Apply

Deadline

07 January 2019, 23:59:59 CET

Contract type

Contract Agent

Unit/Group

Europol organisation

Reports to

Head(s) of Unit; Head(s) of Team; Senior Specialist(s) - various Directorates at Europol