Junior Officer - Administration and Co-ordination - Montesquieu Institute

  Junior Officer (Administration and Co-ordination)  Grade AD 5   Ref. : EFSA/X/AD/2010/006      The Executive Directorate    The goal of the Executive Directorate is to support the Executive Director of EFSA in  leading the organisation. It comprises a number of discrete functions including the provision  of the secretariats of the Scientific Committee, which advises the Executive Director on  scientific approaches and other strategic issues, and the Advisory Forum, which provides  Member State input to EFSA's activities. The Executive Directorate is supported by the  Internal Audit, Strategy & Prospective and Quality Management functions and the Office of  the Executive Director provides the secretariat of EFSA's Management Board.    The Scientific Cooperation and Assistance Directorate    EFSA's core activity is to provide independent scientific advice on food safety issues  throughout the food chain.  The Scientific Cooperation and Assistance Directorate is involved in the collection and  analysis of data in the fields within EFSA's mission, cooperation and networking with  Member States, emerging risks, and the provision of scientific and technical assistance to the  Commission and EFSA units. It consists of the Assessment Methodology Unit, Scientific  Cooperation Unit, the Emerging Risk Unit, the Pesticides Unit, the data Collection and  Exposure Unit and the Zoonoses Data Collection Unit.    The Risk Assessment Directorate    EFSA's core activity is to provide independent scientific advice on food safety issues  throughout the food chain. The Risk Assessment Directorate is currently composed of ten 

Scientific Panel support Units, these being the Food Additives and Nutrient Sources (ANS),  the Food Contact Materials, Enzymes, Flavourings (CEF), the Animal Health and Welfare  Unit (AHAW), the Biological Hazards Unit (BIOHAZ), the Contaminants Unit (CONTAM),  the Feed Additives Unit (FEEDAP), the Genetically Modified Organisms Unit (GMO), the  Nutrition Unit (NDA), the Plant Protection Products Unit (PPR) and the Plant Health Unit  (PLH).     The Communications Directorate    The European Food Safety Authority (EFSA) is committed to ensuring that all interested  parties, stakeholders and the public at large receive timely, reliable, objective and  meaningful information based on the risk assessments of its Scientific Committee and Panels  and its own scientific expertise. Communicating its own initiatives and promoting  collaboration with Member States and stakeholders are crucial to building coherence in risk  communications and consumer confidence in the risk assessment process. Working closely  with other EFSA colleagues, in particular EFSA Science and External Relations, the EFSA  Communications team develops and contributes to strategies, programmes and initiatives to  achieve these goals. The Communications Directorate includes the Press Office unit, the  Public Information and Events Unit and the Web Team.    The Directorate of Administration    The mission of the Directorate of Administration is to contribute to the implementation of  EFSA's mandate and vision by providing an optimal support to all EFSA's Directorates. The  Directorate is made up of the Finance Unit, Legal & Policy Affairs Unit, Human Resources  Unit, IT & Operations Unit, Accounts Section.       The job    The tasks may include:    ·   Liaising with the Authority's administrative services (Finance and Procurement,  Human Resources, Legal & Policy Affairs Unit, IT & Operation Unit);  ·   Providing administrative support on coordination of budgetary, financial, and human  resource issues;  ·   Assist in providing data information and advice on on-going strategic issues which  may in the mid to long term have an impact on the strategic direction of the European  Food Safety Authority;  ·   Assist with the provision of background analysis of statistics trends and other  information to provide evidence and demonstrate directions including the collection  and organisation of information and data required for prospective surveillance;  ·   Actively coordinate the Secretariat of the Unit/Directorate, which includes  preparation of meetings and agendas and drafting of minutes. Identifying issues  requiring intervention and recommending appropriate action. Contribution to  ensuring internal communication of deliberations and effective implementation of  decisions taken;   ·   Participation in tasks forces and working groups established by EFSA;  ·   Development of working documents and templates in view of harmonisation;  ·   Development and implementation of administrative procedures;   2   

·   Support in the internal co-operation: contribute to the co-ordination, planning and  development;  ·   Coordination with other units;  ·   Drafting documents for the Head of Unit/Director;  ·   Providing technical support in editing/re-writing, proof-reading and formatting of  documents;  ·   Undertaking ad hoc assignments at the request of the Head of Unit/Director;  ·   Maintain a close liaison with the Member States, Commission services and other  relevant Community agencies and structures, within the remit of the Unit/Directorate.    Each job holder reports to the Head of a given Unit/Directorate.      The requirements    Qualifications and experience    A.   Eligibility criteria    i.   A level of education which corresponds to completed university studies of at least  three (3) years attested by a diploma in the fields of: Public/Business  Administration, Political Sciences, Economics, Finance, Accounting,  International  Relations, Law and European Studies;  ii.   Thorough knowledge of one of the official languages of the Communities and a  satisfactory knowledge of another language of the Communities;  iii.   Candidates must be nationals of a Member State of the European Communities;   iv.   Candidates must have fulfilled any obligations imposed on them by laws  concerning military service;  v.   Meet the character requirements for the duties involved;  vi.   Candidates must be entitled to his or her full rights as a citizen;  vii.   Be physically fit to perform the duties linked to the post 1 .      B.   Selection criteria    Essential criteria    ·   Knowledge and/or experience in areas related to the fields covered by the job  description;  ·   Sound understanding (by training or experience) of administrative and/or  financial  and/or procurement procedures;  ·   Experience in drafting procedures, administrative documents or guidelines in the  English language;  ·   Practical knowledge of office automation tools such as MS Word, Excel,  PowerPoint, electronic management of documents;   ·   Excellent knowledge of English, both written and spoken;                                                              1   Before the appointment, a successful candidate shall be medically examined by an institutions' medical officer in order  that the European Food Safety Authority may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff  Regulations of the Officials of the European Communities.   3   

·   Excellent organisational skills with a proven proactive approach and an eye for  detail;  ·   Strong analytical skills with an ability to analyse complex issues and to present views  and positions in a concise and persuasive manner, both in writing and orally;   ·   Mature judgment and sense of initiative with the ability to identify priorities and to  make necessary adjustments as required;  ·   Keen team player with the confidence to develop good relationships at all levels  across the Organisation;  ·   High degree of flexibility, creativity and resourcefulness;   ·   Ability to handle sensitive or confidential information appropriately.    Assets    ·   Experience gained in an international and/or multi-cultural context;  ·   Sound understanding (by training or professional experience) of the finance rules and  regulations of the European Union);  ·   Understanding (by training or experience) of the EU institutional environment and  policy framework in which EFSA operates;  ·   Knowledge and/or experience in the management of databases and reporting tools  (e.g. Business Object);  ·   Comprehensive up-to-date knowledge and understanding of EFSA's relations with  national and international organisations;  ·   Understanding of recent policy initiatives and changes at the European level;  ·   Proven record in working efficiently with colleagues to achieve organisational goals.      Selection procedure     The eligibility of candidates will be assessed only if the requirements requested in the  vacancy notice are met by the closing date of the submission of applications. Depending on  the needs of the Authority and its teams, a shortlist will be established. Shortlisted applicants  will be invited for an interview by the Selection Board and may be also interviewed by the  Executive Director. The interview will mainly be held in English and during the selection  process candidates may be required to undergo a competency assessment exercise. The  interview will take place in Parma (Italy), where the Authority has its seat and where the  place of employment is.    Candidates invited to an interview will be requested to submit, on the day of the interview, a  non-certified copy of their diploma(s) and evidence of their professional experience, clearly  indicating the starting and finishing dates, the function(s) and the exact nature of the duties  carried out. However, prior to contract signature, the successful candidate/s will be requested  to provide EFSA with original or certified copies of all relevant documents proving the  eligibility requirements.    The Selection Board will establish a reserve list composed of at least 6 (six) candidates,  provided that they meet the above mentioned essential criteria and assets. The Executive  Director will appoint the selected jobholder/s. This reserve list may be used for the  recruitment of a similar post depending on the needs of the Authority, and will be valid until  31/12/2011 (the validity of the reserve list may be extended). Candidates should note that  inclusion on a reserve list does not guarantee recruitment.  4   

  Please note that the Selection Board's internal proceedings are strictly confidential and that  any contact with its members is strictly forbidden.      Appeal procedures    If a candidate considers that he/she has been adversely affected by a particular decision,  he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the  European Communities and Conditions of employment of other servants of the European  Communities, at the following address:    The Executive Director  EFSA  Selection procedure Ref.: EFSA/X/AD/2010/006  Largo N. Palli, 5/A  I-43121 PARMA    The complaint must be lodged within 3 months. The time limit for initiating this type of  procedure starts to run from the time the completion of the selection procedure is published  on the Web-site at:  http://www.efsa.europa.eu/en/opportunities/recruitment.html .    Conditions of employment     Depending on the budgetary situation, selected candidate/s may be offered a five-year  contract in accordance with the conditions of employment of other servants of the European  Communities. Before signing the contract, the selected candidates will be asked to sign a  declaration of interest. The successful candidates will be recruited in the grade AD5. The  basic monthly salary for the grade AD5 (step 1) is  4.267,72. In addition to the basic salary,  staff members may be entitled to various allowances, such as a household allowance,  expatriation allowance (16% of basic salary), dependent child allowance and education  allowance. The salary is subject to a Community tax deducted at source and staff members  are exempt of national taxation.     Please note that recruitment is done in the first or second step of the indicated grade,  depending on the duration of the acquired professional experience. EFSA offers a  comprehensive welfare package including pension scheme, medical accident and  occupational disease insurance coverage, unemployment and invalidity allowance and travel  insurance. Further information regarding rights and conditions of employment can be found  in the following document:  http://ec.europa.eu/civil_service/docs/toc100_en.pdf   The Authority is an equal opportunities employer and takes care to avoid any form of  discrimination.    Submission of applications    Candidates are requested to submit their application online through the Authority's website:  www.efsa.europa.eu  or download the forms from the EFSA website and send their  application by registered mail to the following address:     5   

  EFSA   Human Resources Unit   Ref.: EFSA/X/AD/2010/006  Largo N. Palli, 5/A  I-43121 PARMA  Candidates should note that the online application is the recommended method. Moreover,  the online method will allow candidates to enter into their application until the deadline in  order to make changes.    Applications delivered via email will not be accepted. An application will be deemed  admissible only if it includes a duly completed application form. This vacancy notice and the  form are only available in English. Candidates are kindly invited to fill in their application  form in English, in order to facilitate the recruitment procedure. The Authority regrets that,  due to the large volume of applications only candidates selected for interviews will be  notified. Information concerning the status of the selection procedure can be found at the  following address:  http://www.efsa.europa.eu/en/opportunities/recruitment.html .    Please note that EFSA will not return applications to candidates. The personal  information EFSA requests from candidates will be processed in line with Regulation  (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on  the protection of individuals with regard to the processing of personal data by the  Community institutions and bodies and on the free movement of such data. The purpose  of processing of the personal data candidates submit is to manage applications in view of  a possible pre-selection and recruitment at EFSA.    More information on personal data protection in relation to selection and recruitment can  be found on the EFSA website:   http://www.efsa.europa.eu/en/legalnotice.htm     Deadline    Applications must be sent no later than 16 th  August 2010 at midnight (Local time, GMT  +1). For those sent by registered mail, the postmark date will serve as a proof. The Authority  will disregard any applications received after that date.    Please note that, due to the extremely large number of applications we receive, when  reaching the deadline for submission of applications, the system may have problems to  process the large amounts of data. We therefore advise the applicants to send in their  application well ahead of the deadline.   6   

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