Secretary - Hoofdinhoud

(F/M)

VACANCY NOTICE REF.: EASA/AST/2012/004

Deadline for applications: 24/02/2012 at 23:55 hrs CET

Date of publication: 24/01/2012

(Cologne time)

Type of contract: Temporary Agent

Place of employment: Cologne, Germany

Function group and grade: AST 1

Duration of contract: 5 years, with possibility of

Monthly basic salary: 2.654,17 EUR at step 1 plus, specific

extension

allowances where applicable.*

Organisational unit: All EASA Directorates

Reporting to: applicable Section Manager, Head of

Possible reserve list valid until: 31/12/2013 (the validity of the

Department or Director

reserve list may be extended)

ORGANISATIONAL

LOCATION

The Executive Directorate: A dedicated team assists the Executive Director in the general management and functioning of the Agency. The Executive

Directorate is comprised of the Cabinet of the ED, Communications and External Relations, notably with the European Union

institutions and the Member States, Safety Analysis, Internal Audit and Human Resources.

The Finance and Business Services Directorate:

The Finance & Business Services Directorate delivers the following services: Finance (budget and accounting), establishment

of the Agency's Business Plan, Applications Management, Outsourcing to National Aviation Authorities and Qualified Entities,

Procurement, IT/IS and Corporate Services including Facility Management..

The Certification Directorate:

The Certification Directorate is responsible for all certification tasks (application of Articles 5, 20 and 21 of the EASA Regulation No 216/2008), e.g. Type Certification and continued airworthiness of products, parts and appliances, environmental

approval of products etc.

The Approvals and Standardisation Directorate:

The Approvals and Standardisation Directorate is responsible for ensuring that the standards in aviation safety, as established

by the Basic Regulation and its Implementing Rules are properly, uniformly and consistently implemented and maintained by

the National Aviation Authorities (NAAs) of the Member States of the EASA system.

The Rulemaking Directorate:

The Rulemaking Directorate concentrates all rulemaking activities of the Agency. The rulemaking activities cover all domains:

initial and continuing airworthiness of aeronautical products, civil aviation and environmental protection, air operations and

flight crew licensing. They have been recently extended to the safety regulation of airport and air navigation services. The Agency will assist the Commission in the field covered by EU OPS, and took over the tasks of the Central JAA in the field of

flight crew licensing and air operations with helicopters.

JOB CONTENT

Based on the competences of the candidate as assessed during the selection process, the successful candidate will be

appointed to a specific vacancy in one of the EASA Directorates.

He/she will provide comprehensive secretarial services and/or administrative support including:

Assigning incoming correspondence and preparation of routine correspondence for signature to the applicable addressee;

Registering, dispatching and archiving correspondence;

Maintaining the filing system and managing the archive;

Keep databases up-to-date;

Establishing and maintaining files and records related to the work of the Directorate, Department and/or Section;

Acting as a first point of contact for internal and external enquiries;

Maintaining a schedule of appointments;

Organising meetings and conferences;

Coordinating on-site visits and assisting in welcoming visitors;

Facilitating internal communication within the Agency as well as outside the service;

Keeping track of work in progress and ensuring the follow-up of assigned tasks until completion;

Making travel arrangements and hotel reservations, where necessary with the assistance of the agency's travel agent,

and processing reimbursement claims in accordance with applicable rules;

Managing the Section's/Department's missions, holidays, leave and absence records;

Ordering office supplies;

Gathering and/or preparing materials for publication on the Agency's internet and/or intranet;

Performing various other secretarial and administrative tasks as deemed necessary.

PROFESSIONAL QUALIFICATIONS AND OTHER REQUIREMENTS

A. ELIGIBILITY CRITERIA

• 1. 

  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 appropriate

professional experience of at least 3 years.

• 2. 

  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 his/her duties;*1

• 3. 

  Be a national of a Member State of the European Union, Norway, Iceland, Liechtenstein or Switzerland;
• 4. 

  Be entitled to his or her full rights as a citizen;*2
• 5. 

  Have fulfilled any obligations imposed by the applicable laws on military service;
• 6. 

  Meet the character requirements for the duties involved and
• 7. 

  Be physically fit to perform the duties linked to the post.*3

B. SPECIFIC COMPETENCES AND SKILLS a) Essential

Education and/or training and/or professional experience in a domain related to the job description demonstrating a

proven capacity to provide administrators/experts/managers with the necessary logistical support;

Proven good knowledge of MS office tools (MS Word, MS Excel, PowerPoint, Outlook) as shown by training and/or

professional experience;

Demonstrated customer-focused approach to work, showing responsiveness and flexibility towards internal and external

customers as shown by specific training and/or professional experience;

Very good written communication skills with proven capability to gather and organise information to produce

presentations, arrange and collate information for meetings and preparation of reports, notes and minutes;

Capacity to communicate and liaise with internal and external parties;

Proven capacity to manage travel related issues as shown by training and/or professional experience;

Proven knowledge of filing/archiving methods and records management;

Ability to take responsibility for areas of work and see them through to conclusion, ensuring deadlines are met;

Ability to deliver accurate work under pressure and tight deadlines;

*1

In addition, in order to be eligible to their first promotion, staff members have to have a working knowledge of a third EU language,

as described in the applicable Staff Regulations and Implementing Rules. *2

Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal

record. *3

Before being engaged, a member of the temporary staff shall be medically examined by one of the institution's medical officers in

order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d).

Very good organisational skills;

Good command of both written and spoken English.

• b) 

  Advantageous

Good understanding of administrative procedures within the European Union Institutions and/or Agencies as shown by

specific training and/or professional experience;

Knowledge of an ERP tool as shown by training and/or professional experience;

Professional experience in multicultural environments;

Good command of both written and spoken French and/or German.

For applications to be valid, the candidates must submit their application through the eRecruitment*4

tool including:

the completed electronic EASA application form;

a motivation letter of no more than one page, explaining why the candidate is interested in the post and what her/his

added value would be to the Agency if selected.

FOR FURTHER DETAILS ON THE AGENCY'S RECRUITMENT PROCEDURE, PLEASE CONSULT "RECRUITMENT

PROCEDURE" UNDER THE SHORTCUTS. *SUMMARY OF CONDITIONS OF

EMPLOYMENT

Depending on the individual family situation and the place of

• 1. 

  Salaries are exempted from national tax, instead a

origin, staff members may be in addition entitled to:

Community tax at source is paid;

• 2. 

  Annual leave entitlement of two days per calendar
• 6. 

  Expatriation or foreign residence allowance;

month plus additional days for grade, distance

• 7. 

  Household allowance;

from the place of origin and in addition on average

16 EASA holidays per year;

• 8. 

  Dependant child allowance;
• 3. 

  General and applicable technical training plus
• 9. 

  Education allowance;

professional development opportunities;

• 10. 

  Installation allowance and reimbursement of removal costs;
• 4. 

  EU Pension Scheme (after 10 years of service);
• 11. 

  Initial temporary daily subsistence allowance;
• 5. 

  EU Joint Sickness and Insurance Scheme, accident and occupational disease insurance coverage,
• 12. 

  Other benefits.

unemployment and invalidity allowance and travel

For further information on the respective conditions, please consult the "Working for Us" section of the EASA web site:

insurance;

http://www.easa.europa.eu/recruitment/working-for-us.php

COMMITMENT

Declaration of commitment to serve public interest

Commitment to promote equal opportunities:

independently:

The Agency is an equal opportunities employer and strongly

The jobholder will be required to make a declaration of

encourages applications from all candidates who fulfil the eligibility

commitment to act independently in the public interest

and selection criteria without any distinction whatsoever on grounds

and to make a declaration in relation to the interests

of nationality, age, race, political, philosophical or religious

that might be considered prejudicial to his/her independence.

conviction, gender or sexual orientation and regardless of disabilities, marital status or other family situation.

*4

https://erecruitment.easa.europa.eu/default.aspx