This selection procedure is intended to establish a reserve list of successful candidates (indicative number is 10) to be [eventually] used to fill available posts, including grant funded ones, in the Administration Department. Europol may retain the right to make use of the reserve list to select candidates for similar posts in other Departments, should business needs require so.
Under Europol’s organisational structure, the Capabilities Directorate hosts two Departments, being ICT (C1) and Administration (C2).
The Administration Department (C2)of Europol is responsible for ensuring the delivery of the following services, in the interests of the service and in compliance with the Financial and Staff Regulations and other applicable provisions:
1. Planning and monitoring Europol’s financial and human resources at corporate level;
2. Managing the recruitment, administration and development of Europol’s staff;
3. Developing and implementing Europol’s policies, processes and procedures related to financial planning and administration;
4. Facilities management, including the logistical management of Europol’s non-ICT devices.
Purpose of the post
The purpose of the post is to provide support to the main areas of the Administration Department:
• Human Resources (C2-A)
• Finance (C2-B)
• Facilities (C29)
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.
Recruited candidates will report to a (Senior) Specialist and/or Head of Unit/Department.
BACKGROUND, MAIN PURPOSE AND TASKS OF THE POST
Recruited candidates will carry out the following functions and duties:
• Perform duties of Financial Initiating Agent (FIA) or Operational Initiating Agent (OIA), financially or operationally initiating and processing financial commitments, de-commitments and invoices in the ABAC system, inform relevant persons about the status of commitments and invoices
• Timely and proactively manage ABAC transactions for commitments, payments and carryovers, contributing to the achievement of the quarterly and year-end KPI’s and corporate targets for performance. Participate and support in the yearly planning, contribute to the budget implementation results
• Maintain an overview of the budget commitments, their consumption, related invoices and produce reports and other documentation needed for the supervision of the budget implementation. When necessary communicate with contract managers and suppliers to collect relevant information to speed-up processing of invoices
• Prepare and process purchase orders, ensure delivery documents are obtained and payments are processed. When required, support procurement and grant related activities within the department, including liaising with other teams (e.g. Legal, Procurement, Finance etc.)
• Provide assistance and support to the project teams and staff in relation to financial processes whilst ensuring compliance with existing procedures and regulations when performing financial processing with an operational aim
• Support the line management in the coordination of the administrative, organisational and general support activities: propose new tools and working practices for the continuous improvement of the efficiency and quality of service in the area of responsibility
For Human Resources
• Provide support in relation to a wide range of HR areas: HR Front Office, personnel,, recruitment, staff development, health and wellbeing area on administration matters;
• Participate in the implementation, maintenance and up-date of the HR system within the area of responsibility;
• Maintain and develop overviews and statistics as required as well as monitor time critical events and ensure timely and accurate follow up.
Logistic asset management and the management of the headquarters office space and workplaces:
• Plan, coordinate and communicate internal staff migrations (new and exit staff, and internal removals) and ensure provision of workplaces according to the internal procedures and legal standards;
• Manage and optimise the usage of workplaces in the building(s) and maintain the organisational seating plan;
• Manage the facility related assets and their locations and ensure that all procedures and workflows are in place to maintain a reliable asset database.
Contract management of multiple service contracts:
• To take care of service delivery management and assure that the services are being delivered as agreed to the required level of financial resources, performance and quality;
• To take care of relationship management, establish the relationships between the service providers in an open and constructive manner;
• To take care of the contract administration, the formal governance of the contract and changes linked to the contract documentation;
• Assist in facility related asset management to ensure that all procedures and workflows are in place to maintain a reliable asset database.
In each of the areas, the jobholder may be responsible for transversal tasks such as:
• Assisting in the preparation of rules, reports, policy proposals and management information including periodic reports;
• Ensuring timely communication to staff on any changes in the relevant rules;
• Initiation of financial transactions in the relevant area of activities;
• Liaising with relevant services in the European Commission and other EU Institutions and Agencies on issues related to the function;
• Acting as a focal point for internal and external queries;
• Continuous updating of the intranet, web pages and databases;
• General administrative tasks (management of correspondence, filing, photocopying, minutes, information collection, etc.);
• Other tasks as deemed necessary and required by line management.
The functions and duties pertaining to the individual profiles may possibly be associated with an EU grant funded project, and therefore be of a limited duration in time.
a. 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 post (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) of the Conditions of Employment of Other Servants of the European Union (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.
b. Candidates must
• Have a level of post-secondary education attested by a diploma. When the official duration of the post-secondary education is less than 3 years, the difference shall be deducted from the 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 1 year
• Have a level of secondary education attested by a diploma giving access to post-secondary education and relevant professional experience of at least 3 years.
a. Professional experience (assessed mainly during the Shortlisting phase):
• At least one year of recent experience in administrative and secretarial/office support (related to some of the responsibilities mentioned under point 2 above);
• Experience in drafting correspondence, combined with excellent ability to prepare and draft documentation in English;
• Experience in working in an international, multidisciplinary work environment.
• Experience in working with document management systems;
• Experience in the field of HR;
• Experience in EU Agency/ies in a financial actor role such as initiation and hands-on experience of ABAC;
• Experience in the field of Facility Management, Contract Management, or similar;
• Experience in managing confidential and sensitive information.
b. Professional knowledge (assessed during the Selection procedure - Written/Practical test and/or Interview)
• Knowledge of administration area(s) and principles (including human resources, financial management or facilities);
• Knowledge of and the ability to implement data protection requirements related to the handling of personal data.
c. General competencies (assessed during the Selection procedure - Written/Practical test and/or Interview):
• Very good communication skills in English, both orally and in writing;
• Very good drafting skills.
Analysing & problem solving:
• Keen eye for detail with the ability to maintain standards of accuracy under pressure of tight deadlines;
• Good analytical and problem solving skills including the ability to anticipate potential problems, determine and implement solutions;
• Competent user of Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook) and the internet.
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.
• 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.
• Ability to work effectively in an international and multi-cultural environment.
All applications for Contract Agent posts must be submitted through the online recruitment system accessible via Europol’s website.
The Authority Authorised to Conclude Contracts of Employment (AACC) sets up a Selection Committee, which consists of at least three members, consisting of one chair and at least one member from the Administration of Europol and one member designated by the Staff Committee.
The Selection Committee determines candidates’ suitability for the post 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 who reach a minimum score of 60%, having a score equal to the 15th highest scoring will be invited to the (skype/face time) interview stage of the selection procedure.
The Selection Committee provides to AACC a list of successful candidates, based on their performance during the selection procedure. The AACC establishes a reserve list of successful candidates, which is, in principle, valid for 12 months. The validity of the reserve list may be extended once, in principle, for 12 months. All candidates who attend the selection procedure will be informed of the outcome.
Candidates who attended a selection procedure may request feedback on their performance in 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 Recruitment and Selection 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.
The AACC shall classify contract staff in their function group taking into consideration their qualifications and professional experience at the time of entry into service.
The basic monthly salary is:
grade 8 (EUR 2.758,47), grade 9 (EUR 3.121,03) or grade 10 (EUR 3.531,25).
Grade Qualifications and professional experience
8 Less than 5 years
9 Between 5 years and 15 years
10 15 years or more
Staff pay EU tax at source but salaries are exempt from national taxes. Compulsory deductions are made for medical insurance, pension and unemployment insurance.
Subject to the applicable conditions being met, as defined in the EU Staff Regulations (EUSR)/CEOS and further specified in the case law of the Court of Justice of the European Union, allowances such as expatriation allowance (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary), household allowance, dependent child and / or education allowance may be granted.
Staff enjoy worldwide insurance coverage by the Joint Sickness Insurance Scheme (JSIS) and are insured against sickness, the risk of occupational disease and accident.
Europol offers flexible working arrangements, a comprehensive provision for annual leave as well as parental leave supporting a healthy work-life balance.
Indicative net salary sample calculation:
a) Staff member (single) in receipt of expatriation allowance (16%): for grade 8: EUR 3.322,40; for grade 9: 3.481,70; for grade 10: 3.847,27
b) Staff member with two dependent children in their custody in receipt of expatriation allowance (16%): for grade 8: EUR 4.567,85; for grade 9: 4971,19; for grade 10: 5.427,73
The above information is indicative and for information purposes only. It is merely meant to give an indication of your possible net salary in light of the currently applicable amounts of the related allowances and the level of taxation. It has no legal value and no rights can be derived from it.
The information is based on figures applicable as of July 2019.
Contract of employment
The successful candidate will be recruited as Contract Agent FG III pursuant to Article 3(a) of the CEOS.
Contract linked to duties not funded by an EU grant
The initial contract will be concluded for a fixed period of 4 years (full-time – 40 hours a week). The contract may be renewed, in principle, for a fixed period of 2 years. Any further renewal shall be for an indefinite duration.
Contract linked to duties of limited duration in time, funded by an EU grant
The initial contract will be concluded for a fixed period of between 13 months and 4 years (full-time – 40 hours a week, unless otherwise specified), depending on the requirements and duration of the grant-funded post. The contract may be further renewed for another fixed period and, subsequently, for an indefinite duration, subject to the interest of the service and the availability of an EU grant. The end of such funding constitutes a valid ground for non-renewal or termination of the contract.
In case of successive contracts under Article 3a) of the CEOS, the duration of the contract offered will be set in accordance with the provisions of the Decision of the Management Board of Europol of 4 October 2019 governing the conditions of employment of contract staff employed under the terms of Article 3a) thereof.
The place of employment will be The Hague, The Netherlands.
For further information on terms and conditions please consult the EUSR/CEOS available on Europol’s website.
Engagement for this post is subject to the successful completion of a probationary period of 9 months.
In case of successive contracts under Article 3a) of the CEOS, a candidate may be exempt from the requirement to serve another probationary period in accordance with the provisions of the Decision of the Management Board of Europol of 4 October 2019 governing the conditions of employment of contract staff employed under the terms of Article 3a) thereof.
Europol reserves the right to terminate the contract of employment during or at the end of the probation period in accordance with Article 84 the CEOS.
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. Europol aims to create and maintain a healthy and attractive work environment that supports our colleagues in their career planning and in achieving a healthy work-life balance. Employment at Europol is open to nationals of EU MS. 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.
TERMS AND CONDITIONS
Security screening and certificate of good conduct
Candidates who have been recruited to a post at Europol are required to furnish a valid certificate of good conduct before the start of their employment. The certificate of good conduct must be provided to Europol prior the signature of the employment contract. The certificate of good conduct must be issued by the relevant authorities of the country of nationality of the candidate and must not be older than three months at the time of submission to Europol. Europol reserves the right not to proceed with the signature of the contract based on the content of the certificate or if the candidate fails to provide the certificate to Europol.
The certificate of good conduct does not substitute a valid security clearance required for all Europol staff at the level indicated in the vacancy notice. Failure to obtain the requisite security clearance before the expiration of the probationary period may be cause for termination of the employment contract.
Candidates who currently hold a valid security clearance at the level indicated in the vacancy notice or above do not need to obtain a certificate of good conduct or a new security clearance and must provide a copy of the current security clearance certificate to Europol prior to the signature of the employment contract. Europol shall verify and confirm the continued validity of the security clearance. In case Europol determines that the security clearance is not valid, the candidate will be required to provide a valid certificate of good conduct prior to the signature of the employment contract. Europol may at any time terminate the employment contract if the result of the security screening is not positive and the necessary clearance level is not granted or extended.
The requested level of security clearance for this post is: CONFIDENTIAL UE/EU CONFIDENTIAL.
Europol respects your privacy and is committed to protecting your personal data. Your data will be processed in accordance with Regulation (EU) 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 applicable to Europol under Article 46 of the Europol Regulation.
For additional information, please consult the applicable privacy statement available on our website.
Deadline for application: 23 March 2020, 23:59 Amsterdam Time Zone
Recruitment procedure: April/May 2020
Application process and selection procedure
Please refer to the EUROPOL RECRUITMENT GUIDELINES available on Europol’s websitefor further details on the application process and the selection procedure.
For further details on the application process please call +31 (0) 70 302 5235 or +31 (0) 70 353 1146