Human Resources Assistant - Hoofdinhoud

(F/M)

VACANCY NOTICE REF.: EASA/III/2012/002

Deadline for applications: 02/03/2012 at 23:55 hrs CET

Date of publication: 31/01/2012

(Cologne time)

Type of contract: Contract Agent

Place of employment: Cologne, Germany

Function group and grade: FG III

Duration of contract: up to a maximum of 36 months,

Monthly basic salary: 2.457,08 EUR at step 1 plus, specific

with possibility of extension

allowances where applicable.*

Organisational unit: Human Resources Department, Executive Directorate

Reporting to: Head of Personnel or applicable Section

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

Manager

reserve list may be extended)

ORGANISATIONAL

LOCATION In the Executive Directorate a dedicated team assists the Executive Director in general management and functioning of the

Agency, in external relations, communications and liaisons notably with the European Union Institutions and the Member States, in aviation safety analysis, in risks assessment, in internal audit and quality management, and in Human Resources.

The Human Resources (HR) Department is divided into three Sections and the jobholder will provide administrative

support in one of the Sections assisting in the day-to-day activities of the applicable team.

The Recruitment Section is in charge of attracting candidates, selecting the most suitable ones for interviews and ensuring

timely and efficient recruitment to guarantee the steady quantitative and qualitative growth of EASA as well as to maintain the

size of Agency in terms of staff.

The HR Administration & Services Section ensures the correct administration of employment contracts, payroll and individual

entitlements. The team also provides services and support to EASA staff on a range of issues (including follow-up of leave and

absences, relocation, medical services, schooling etc.).

The HR Management & Development Section is in charge of the professional development of the staff. The team is responsible

for HR processes such as performance appraisal, promotion and the design and delivery of internal training courses.

JOB CONTENT

Reporting to the Head of Personnel or to a Section Manager within the HR Department, the selected candidate will manage tasks within the HR Department according to the EU Staff Regulations and in particular according to the Conditions of

Employment of Other Servants (CEOS) and the EASA HR policy documents.

The jobholder will be responsible for personnel matters and will be assigned to one of the following areas: Recruitment, HR

Administration & Services, HR Management & Development.

Main responsibilities in the field of Recruitment:

Organising and coordinating recruitment procedures including pre-selecting applicants, organising tests and interviews,

conducting interviews, and preparing the respective reports;

Coordinating pre-employment activities;

Assisting in the Employer Branding activities of the Agency;

Representing the Agency as an employer at fairs and events;

Assisting in the analysis and planning of the Agency's staffing needs, and following up on the execution of the staffing

plan;

Administrating and monitoring of interim staff and trainees.

Main responsibilities in the field of HR Administration & Services:

Ensuring the administrative management of entitlements and benefits for staff (including: determination of individual

rights, payroll, contracts, administration of personal files);

Ensuring the correct and timely preparation of payments related to the payroll, in cooperation with the Finance

Department;

Ensuring the follow-up of the personnel budget execution and forecast, and assisting in the personnel budget planning;

Contributing to the design and delivery of the induction programme for newcomers, and of the administrative procedures for staff leaving the organisation;

Ensuring timely information to staff on issues related to HR Administration & Services and changes in the relevant rules.

Main responsibilities in the field of HR Management & Development:

Assisting in running performance appraisal and promotion procedures;

Supporting the assessment of competencies and assisting in the implementation of competency maps;

Ensuring the identification of individual and organisational training needs and the establishment of training maps for staff members;

Contributing to the design, implementation, monitoring and coordination of general training activities in the Agency,

including management training and induction training for newcomers.

In each of the sections the jobholder will be responsible for transversal tasks such as:

Ensuring the correct application of the EU Staff Regulations and CEOS as well as relevant implementing rules;

Participating in the development, implementation and follow-up of staff policies, implementing rules, procedures and

internal guidelines;

Assisting in the preparation of rules, reports, policy proposals and management information including periodic reports;

Preparation of public procurement and tender procedures in the relevant areas of activity;

Monitoring of framework and service contracts, and liaising with external service providers;

Initiation of financial transactions in the relevant area of activities.

Liaise with relevant services in the European Commission and other EU Institutions and Agencies on issues related to the

HR function;

Acting as a focal point for internal and external queries;

Consultation of and cooperation with the operational departments' focal points on HR-related issues;

Continuous update of the HR intranet, web pages and databases;

Other 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 three 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;

• 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;*1
• 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.*2

B. SPECIFIC COMPETENCES AND SKILLS

• a) 

  Essential

Education and/or training in HR, administration, finance, law or other relevant subject giving a similar background

demonstrating the ability to work in an HR function;

Knowledge and/or preferably relevant professional experience in at least one or more of the following domains:

o

Recruitment and selection;

o

Personnel administration and services;

o

HR development and training;

Computer literacy and in particular a good knowledge of MS Outlook, MS Office (in-depth knowledge of Excel favourable)

and Internet;

Excellent communication skills as shown by professional experience and/or specific training;

Effective organisation skills and ability to handle large volume of work in an efficient and timely manner;

Strong commitment to promoting a service minded and customer oriented administration;

Prominent personal probity and highly developed sense of legality and confidentiality;

Ability to cope concurrently with different tasks and to work under pressure;

*1

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

record. *2

Before being engaged, a member of the contract 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 82 (3)(d).

Good command of both written and spoken English.

• b) 

  Advantageous

Knowledge of HR management theories, principles and modern practices;

Knowledge of the EU Staff Regulations and CEOS as well as relevant implementing rules in the field of Human Resources

as shown by specific training and/or professional experience;

Professional experience in multicultural environment, preferably in a similarly complex organisation;

Developed sense of initiative with proven ability to work independently with minimum supervision;

Motivated, dynamic personality with strong aptitude for team work;

Good command of German and/or French.

For applications to be valid, the candidates must submit their application through the eRecruitment*3

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.

Important: Candidates will be required to specify in their application the Section within the HR Department for which they are applying. Candidates may only apply for one Section. Henceforth, candidates applying for this selection should clearly indicate

in their motivation letter the Section within the HR Department for which they are applying (either HR Recruitment, or HR

Administration & Services, or HR Management & Development). Failure to do so will result in the exclusion from the selection

procedure.

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

PROCEDURE" UNDER THE SHORTCUTS.

*SUMMARY OF CONDITIONS OF

EMPLOYMENT 1.

Depending on the individual family situation and the place of origin, staff members may be in addition entitled to:

Salaries are exempted from national tax, instead a

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
• 12. 

  Other benefits.

and occupational disease insurance coverage, unemployment and invalidity allowance and travel

For further information on the respective conditions, please

insurance;

consult the "Working for Us" section of the EASA web site: 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

conviction, gender or sexual orientation and regardless of

independence.

disabilities, marital status or other family situation.

*3

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