Administrative Assistant - Data Protection Office - Montesquieu Institute

Name of the Post:           Administrative Assistant with the Data

Protection Office – AST 3

Reporting to:                     Head of Unit

• 1. 

  Background

Applications are invited for this position at the European Police Office

(Europol).¹

Europol is located in The Hague, The Netherlands, and its main tasks are the following:

• a) 

  to collect, store, process, analyse and exchange information and intelligence;
• b) 

  to aid investigations in the Member States, in particular by forwarding all relevant information to the national units;
• c) 

  to ask the competent authorities of the Member States concerned to initiate, conduct or coordinate investigations and to suggest the setting up of joint investigation teams in specific cases;
• d) 

  to provide intelligence and analytical support to Member States in connection with major international events;
• e) 

  to prepare threat assessments, strategic analyses and general situation reports relating to its objective, including organised crime threat assessments.

For more information please visit Europol’s website www.europol.europa.eu.

¹ Europol has been established under the Council Decision (EC) No. 2009/371 of 6 April 2009. EDOC~437057

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• 2. 

  Purpose of the post

The successful candidate will provide administrative assistance to the Data Protection Office in the area of data protection and confidentiality matters.

• 3. 

  Tasks and responsibilities

The successful candidate will have to carry out the following main duties:

• • 

  Assist with the preparation of meetings including the necessary follow–up (taking minutes or drafting conclusions), i.e. mainly archiving files in the Document Management System (DMS) of Europol and in hard-copy format, arranging administrative matters for business trips;
• • 

  Management of the Unit’s common mailboxes including keeping track of incoming tasks, requests and deadlines;
• • 

  Support the organisation of Joint Supervisory Body inspections and other internal meetings – taking minutes and ensuring the follow up of tasks;
• • 

  Give support to the handling of legal files and matters that require confidentiality;
• • 

  Help processing the workflow of documents submitted to or received from the Directorate including proof reading and carrying out the quality check of official documents and correspondence;
• • 

  Provide administrative support for Data Protection Office-driven projects;
• • 

  Take care of the maintenance of DPO information folders for the Head of Unit, e.g. the work planning, budget and coordination of the leave overviews etc;
• • 

  Carry out occasional research, using internet and library resources;
• • 

  Any other tasks in the area of competency as assigned by the Head of Unit
• 4. 

  Requirements

4.1 Eligibility criteria: 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;

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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;²

Produce evidence of a thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities to the extent necessary for the performance of the duties.

• b. 

  Candidates must have

Possess a level of post-secondary education attested by a diploma;³

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;

OR

Professional training or professional experience of an equivalent level in a relevant area (e.g.Business Administration School) and after having completed the training, at least the number of years of relevant professional experience indicated in the table below:

Table 1:

• • 

  In addition to the above at least 3 years of relevant professional work experience gained after the award of the diploma.

4.2 Selection criteria:

• a. 

  Professional experience: Essential:

• • 

  Have experience in handling information according to confidentiality standards;
• • 

  Have experience of working in an administrative function;

² 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

³ When the official duration of the course is less than 3 years the difference shall be deducted from professional experience in accordance with Table 1

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Possess experience of organising meetings and visits, preferably in an international environment.

Desirable:

• • 

  Have experience in working with Document Management Systems;
• • 

  Have experience in drafting correspondence, particularly briefing notes and memos;
• • 

  Possess experience of working in a multi-disciplinary or international work environment;
• • 

  Have experience in working within law enforcement, or in the governance department of an international organisation or public service authority would be an advantage;
• b. 

  Professional knowledge:

Essential:

• • 

  Proficient user of Microsoft Office applications (MS Word, Excel, FrontPage, Outlook), and the internet;
• c. 

  Technical skills and competencies:

• • 

  Keen eye for detail with the ability to maintain standards of accuracy;
• • 

  Excellent communication skills in English, both verbally and in writing;
• • 

  Excellent organisational skills including the ability to plan own work load, exercise initiative and work independently.
• d. 

  Social skills and competencies:

Essential:

• • 

  Possess a high level of corporate spirit and be able to function both as an independent professional and as a member of a team;
• • 

  Show a high level of initiative and creativity;
• • 

  Be capable of co-operating with other colleagues from different cultural backgrounds while displaying a high degree of integrity at all times;
• • 

  Be capable of organising and managing work, including the ability to be the stress resistant to demanding tasks, heavy workload and time pressure.
• 5. 

  Salary

Scale: AST 3

The basic monthly salary is EUR 3, 333,77 (step 1).

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In addition, if applicable, allowances such as expatriation allowance, household allowance, dependent child allowance and education may be granted.

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

Salaries are subject to a community tax but exempt from national taxation.

• 6. 

  Terms and conditions

10.1 Probation period

Engagement for this position is subject to the successful completion of a probationary period of 6 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.

6.2      Security screening and certificate of good conduct

In order to ensure that all candidates who have successfully passed a selection procedure comply with the security standards and do not have a criminal record we request all successful candidates to apply for a national “certificate of good conduct” at the time an offer of employment is made.

The certificate of good conduct provides evidence that the candidate is suitable to be employed by Europol. However, the national certificate of good conduct

does not substitute a full security clearance that must be carried out for all Europol staff in accordance with the clearance level determined for the position.

6.3      Contract of employment

The successful candidate will be recruited as Temporary Agent AST 3 pursuant to Article 2 (a) of CEOS, for a period of 5 years. The contract may be renewed.

The place of employment will be The Hague, The Netherlands.

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

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• 7. 

  Additional Information

7.1 Main dates:

Deadline for application: Recruitment procedure: Starting date of employment:

31/08/2010

21/09/2010 and 22/09/2010

as soon as possible

7.2 Contact Details:

Please consult the EUROPOL RECRUITMENT GUIDELINES on www.europol.europa.eu for further details on the application process and the selection procedure or call +31 (0) 70 353 1467 or +31 (0) 70 302 5298.

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