EEA/CA/2008/5

Reference no. EEA/CA/2008/5 – Secretary – Contract Agent (Function Group II)

The European Environment Agency (EEA) is organising an open competition with a view to drawing up a reserve list of contract agents to work as secretaries.
The EEA is an agency of the European Union (EU) and one of the decentralised Community bodies. The EEA aims to support sustainable development and to help achieve significant and measurable improvement in Europe’s environment, through the provision of timely, targeted, relevant and reliable information to policy-making agents and the public.
The place of work will be Copenhagen, Denmark.

Functions and duties:

The tasks will include several or most of the following:

• Register incoming and outgoing mail in database
• Monitor leave and absences
• Organize missions and meetings
• Prepare minutes of meetings
• Drafting of correspondence
• Preparation of presentation materials
• Assistance in specific areas depending on the programme to which the candidate will be assigned

Eligibility:

Formal requirements:

Candidates applying must satisfy the following general requirements on the closing date for the submission of applications:

• Citizenship of one of the Member Countries of the EEA (Member States of the European Union plus Iceland, Liechtenstein, Norway, Switzerland and Turkey);
• Enjoy full rights as a citizen;
• Have fulfilled any obligation imposed by law concerning military service;
• Meet the educational requirements as described under “Eligibility”;
• Have a thorough knowledge of one of the languages of the EEA Member Countries and a satisfactory knowledge of a second of these languages.

Education certificates and diplomas:

• A post-secondary education attested by a diploma, or
• A secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of at least three years. The secondary education diploma giving access to post-secondary education may be replaced by a certificate of adequate professional training of not less than three years on condition that there was no similar professional training giving access to higher education at the time it was issued, or
• Successful completion of intermediate education plus two years’ relevant supplementary specialised training plus five years’ appropriate professional experience.

Range of professional experience and skills:

• Minimum three years of relevant secretarial experience;
• Experience in working in an international environment;

• Excellent knowledge of the main MS Office Software, namely Word, Excel, PowerPoint and Outlook;
• Good organisational and interpersonal skills;
• Good knowledge of English.

APPLICATION PROCEDURE:

Interested candidates must apply by filling in the application form below. To the application form must be attached:

• The template CV below duly filled in, and
• A letter of motivation

Closing date for application: 05 January 2009, at 12.00 (Central European Time)

Applications sent after this date will be rejected.

Please ensure that you observe the following:

1. Remember to take time zones into consideration when sending your application.
2. Include both a CV using the Europass template attached above and a letter of motivation.
3. Once your application has been submitted, you will receive an automatic reply.
4. It is your responsibility to keep the automatic reply message as proof of submission of your application.
5. Should you not receive an automatic reply message, please submit your application again.

CONTRACTUAL CONDITIONS:

The successful candidate will be offered a Contract Agent contract in accordance with the Conditions of Employment of Other Servants of the European Communities. The duration of the contract will be for a limited time period not exceeding three years, with the possibility of being renewed once for the same period.

SELECTION PROCEDURE:

Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications.

Eligible candidates whose application shows evidence of all required competences and skills may be invited for an interview, which will be held for the most part in English. Candidates pre-selected for an interview will be asked to undergo a written test.

The Selection Committee submits the list of suitable candidates to the Appointing Authority who decides on the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.

The reserve list for this post will be valid until 31 December 2010 and may be extended at the discretion of the Appointing Authority.

Prior to contract signature, the successful candidate will be asked:

• to provide original or certified copies of all relevant documents proving his/her eligibility, including an extract from his/her police file;
• to undergo a compulsory medical examination to establish that he/she meets the standard of physical fitness necessary to perform the duties involved.

The Agency is an equal opportunities employer.

PERSONAL DATA PROTECTION:

Any personal data provided by the User shall be processed pursuant to European Regulation related to personal data protection, in particular Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movements of such data. It shall be processed solely for the purposes of the performance, management and follow-up of information requested by the User. The User shall have the right of access to his personal data and the right to rectify any such data that is inaccurate or incomplete. Should the User have any queries concerning the processing of his personal data, he shall address them to the European Environment Agency.

REQUEST FOR REVIEW:

Candidates who have not been admitted to the selection procedure will be notified by letter. The candidate may ask to have her/his application reconsidered by sending a request for review to the Chairman of the Selection Committee at the address indicated on the letter within 21 calendar days from the date of the letter of notification.