Recruitment of Contract Agents
THE COMMUNITY FISHERIES CONTROL AGENCY - CFCA - IS A EUROPEAN UNION
BODY ESTABLISHED IN 2005 TO ORGANISE OPERATIONAL COORDINATION OF FISHERIES
CONTROL AND INSPECTION ACTIVITIES BY THE MEMBER STATES AND TO ASSIST THEM
TO COOPERATE SO AS TO COMPLY WITH THE RULES OF THE COMMON FISHERIES POLICY
IN ORDER TO ENSURE ITS EFFECTIVE AND UNIFORM APPLICATION.
The Community Fisheries Control Agency is organising selection procedures
with a view to drawing up reserve lists for the following positions:
The Agency will welcome applications from highly motivated candidates
to participate in a small team, in the first steps of the setting up phase
of the administrative organisation of CFCA.
1. Conditions of employment
The successful applicants will be appointed as Contract Staff members
of CFCA, according to the provisions of Article 80, title IV of the Conditions
of Employment of other servants of the European Communities (CEOS).
The successful candidates will be recruited in function Group
II for the above mentioned positions 0605 and 0606.
The initial duration of the contract is of one year, with possibility
of renewal.
The place of employment is Brussels, Belgium, where the temporary seat
of CFCA is situated. As decided by the European Council on 13 December
2003, the official seat of the Agency is in Vigo, Spain, where CFCA will
be relocated at a date which is to be fixed.
Applicants are informed that Staff members of CFCA will not be entitled
to any additional indemnities than those already foreseen by the CEOS
when the relocation in Vigo will take place.
1. General conditions for applications
Candidates may apply only where meeting the following criteria for consideration
of their application:
A. Common conditions to all positions
- You must be a national of one of the Member States of the European
Union or of Iceland or Norway.
- You must be entitled to your full rights as a citizen.
- You must have fulfilled the obligations imposed on you by the laws
concerning military service.
- You must meet the character requirements relating to the position
you apply for.
- You must submit a completed application for each post applied for.
- You will be invited, if selected for an interview, to sign and date
a declaration that information provided in the application documents
is true and complete.
Candidates may apply in any of the official languages of the European
Community, but it would be helpful to apply in English in order to facilitate
the selection process, when the Agency follows a practise of using English
as working language.
However candidates are also requested to state their educational qualifications
and positions held in the language of origin.
The Agency is an equal opportunity employer and encourages applications
from women.
If you are invited to an interview, you will be asked to submit supporting
documents to prove the information provided in your application.
B. Submission of applications
Each application shall contain the following documents:
These three documents should be sent by electronic mail only
to:
cfca-vacancies-ca@ec.europa.eu
Please, note that only complete applications containing the above mentioned
documents and information required will be taken into account.
Deadline for sending your application is Friday 01 December 2006.
2. Selection procedure
A. Selection
A selection board is set up for the selection procedure. The principle
of confidentiality, which states that the proceedings of the selection
board must be secret, shall apply. It works in two ways: first, it imposes
obligations to ensure equal treatment for candidates; and second, it seeks
to protect the selection board to ensure that its decisions are totally
impartial.
The selection board adheres strictly to the conditions of admissions
laid down in the publication notice when deciding whether of not candidates
are to be admitted. Candidates admitted to a previous selection procedure
will not be automatically eligible. Candidates are strictly forbidden
to make any contact with the members of the selection board, either directly
or indirectly. Any infringement of this rule will lead to disqualification
from the selection procedure.
Should the selection board discover at any stage in the procedure that
the candidate does not meet one or more of the general or special conditions
for admission to the selection procedure or that the information on the
application form does not correspond with the supporting documents, the
candidate will be disqualified.
The selection board decides on those candidates who are admitted to the
selection procedure in accordance with the requirements as specified in
the publication notice. The applications of the candidates admitted to
the selection procedure are reviewed and the selection board decides on
those candidates who are invited to attend for interview. The selection
board may decide on the need for interviewees to undergo one or more written
tests related to the nature of the duties in order to facilitate the selection
process. Following the interviews, which are conducted by the selection
board, the selection board decides which candidates will be placed on
the reserve list.
B. Reserve list and recruitment
Each candidate will be informed by mail whether or not he/she has been
placed on the reserve list. Candidates should note that inclusion on the
reserve list does not guarantee appointment. The recruitment procedure
is as follows: as and when funds become available, candidates on the reserve
list will be considered and the reserve list will be drawn on to fill
vacancies. If a letter of intention is issued, the candidate must undergo
a compulsory medical examination to establish that he/she meets the standard
of physical fitness necessary to perform the duties involved and the candidate
must provide original or certified copies of all relevant documents.
Successful candidates who are recruited undergo an initial probation
period of 9 months.
C. Pay and welfare benefits
The pay of staff members consists of a basic salary supplemented with
various allowances, including family allowances.
Basic salary: there is a basic salary scale for each grade, divided into
a number of steps. Staff members progress automatically to the next step
every two years until they reach the top of the scale for that grade.
Allowances: in addition to their basic salary, staff members may be entitled
to various allowances, in particular an expatriation or foreign residence
allowance, and family allowances, including household allowance, dependent
child allowance, pre-school allowance and an education allowance.
Under certain circumstances, in particular where staff members are obliged
to change their place of residence in order to take up employment, the
Agency may also reimburse various expenses incurred on recruitment, notably
removal expenses.
Additional information can be obtained from the web site of the European
Commission at the following address:
http://ec.europa.eu/dgs/personnel_administration/contract_agents_en.htm
D. Important
Please, take note that a binding commitment can only be made
after verification of all conditions and will take the form of a contract
signed by the Executive Director.
Note that this call may be used for the recruitment of a similar
post, for a period of 2 years following the closing date stipulated. Therefore
candidates whose name will be put on a reserve list could be offered a
contract during this period of time.
Please note that the selection process may take some time to be completed
and that no information will be released during this
period. Once a selection process has been completed, its status will be
displayed on the web site of DG FISH of the European Commission, and,
when available, on the web site of CFCA.
3. Specific requirements and details of positions offered
SECRETARIES (TWO POSITIONS)
Ref: FISH/CFCA/CA/GR2/0605
Job description
Functions and Duties:
Under direct supervision of the Head of Unit, the Secretary will provide
secretarial and administrative support and will be in charge of:
- Drafting, correcting, proofreading, copying or typing a variety of
material in draft or final form including correspondence, reports, meeting
documents, minutes, statistical or tabular data, letters, memoranda,
etc. where appropriate using word processing or spread sheet applications;
- General administrative tasks such as contract management and filing,
ensuring that all paperwork conforms to administrative and budgetary
systems;
- Fact finding and general research;
- Preparing and updating lists, files and databases related to work
of the assigned team ensuring that the information is correct and current,
maintaining mailing lists, simple bibliographies or similar material;
- Supporting the delivery of information services and archiving, in
response to the needs and the potential needs of the users;
- Assisting in the preparation of meetings being responsible for editing
documents during the meeting and for arranging logistics including availability
of meeting rooms, photocopying and distribution of relevant documents.
This may also include travel/accommodation arrangements and support
to financial reporting;
- Organisation of appointments and meetings for the line manager or
members of the assigned team;
- Organisation of missions including hotel reservations, transport,
reimbursement of travel expenses;
- Making and receiving internal and external telephone calls and receiving
and assisting office visitors;
- Contributing to the efficient and smooth working of the Agency including
making proposals for its improvement;
- Supporting and training fellow colleagues when needed;
- Any other administrative duties deemed beneficial to the functioning
of the Agency.
Qualifications and experience required
A. Eligibility criteria
- Level of secondary education attested by a diploma giving access
to post-secondary education and three years of professional experience
or;
- Level of post secondary education of an official duration of three
years attested by a diploma. When the official duration of the post-secondary
education is less than three years, the difference in time is to be
compensated with additional professional experience after the award
of the diploma.
- A minimum of two years of the above mentioned experience must have
been spent in the functions of the post
- Thorough knowledge of English with a good knowledge of at least one
other official language of the European Union
- Proven abilities to use MS. Project and MS Office tools
B. Selection criteria
Essential:
- 3 years of secretarial experience, in addition to the above;
- Ability to communicate effectively with colleagues and external contacts
at different levels;
- Ability to draft correspondence and short communications clearly
and simply;
- Proven experience of filing methods and record management;
- Good interpersonal skills, discretion and tact;
- Ability to organise one’s workplace autonomously within a complex
and demanding environment;
- Ability to work both independently and as part of a team;
Advantageous:
- Prior experience as a secretary in an international or European context;
- Knowledge of a third language of the European Union, preferably Spanish
- Knowledge of financial and/or document management environments
- Experience in the Fisheries and maritime Affairs.
OFFICE AND UTILITIES MANAGER
Ref: FISH/CFCA/CA/GR2/0606
Job description
The Office and Utilities Manager is in charge of office and equipment
management, of facilitating working conditions of staff and ensuring smooth
running of office facilities with:
- Acting as the first point of contact for general service support
issues, whether submitted by telephone, e-mail or otherwise;
- Classifying and incidents and problems (urgency and priority);
- Assigning the ticket to the responsible officer and/or external party,
who is most suitable to find a solution to the problem, when necessary;
- Monitoring the status of open tickets to be within the time limit
according to the relevant service level;
- Notifying and informing the post holders of the resolution of incidents;
- Resolving minor (technical) malfunctions reported by post holders
(handy man for building- and office equipment related maintenance and
repairs);
- Assisting in services related to mail, deliveries of goods, stationary
orders, internal moves, cleaning, plant care and kitchenette services;
- Pro-active operational control on upkeep of meeting rooms, and common
(facility) area’s;
- Liaising and co-operating with respective Security-Facilities Management-General
Services and Events personnel resolving reported incidents;
- Performing any other tasks requested by the management.
Qualification 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 professional experience of at least
3 years;
- In addition to the above, 2 years of proven appropriate professional
experience directly related to the current position;
- Thorough knowledge of one of the official languages of the European
Union and a satisfactory knowledge of another of the EU official languages.
B. Selection criteria
Essential:
- Professional experience and knowledge in the areas mentioned above
under “key accountabilities”;
- Fluency in written and spoken Dutch in view of the need to deal with
third parties (contractors) who do not speak any foreign languages but
Dutch
- Ability to work under time pressure;
- Troubleshooting and technical skills in relation to minor Building/Technical
related problems;
- Pro-active and able to handle multiple tasks when required;
- Skill in operating construction tools.
- Ability to work with and knowledge of a Facility Management Information
System.
- Excellent written and communication skills.
Advantageous:
- Fluency in written and spoken English;
- Degree or Diploma in Facilities Management;
- Working experience in a multicultural/EU environment.
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