Lead Assistant (Corporate Support Functions)
Reporting to the respective Head of Service, the Lead Assistant will be responsible for specific tasks depending on the assignment in one of the above-mentioned specific areas:
Processing contracts of employment, individual entitlements and allowances under the EU Staff Regulations, on-boarding and departure procedures;
Managing leave and working time under the EU Staff Regulations and supporting administration of occupational health cases;
Operational or financial initiation and processing of staff related expenditure, salaries, payroll, and emoluments, trainees and seconded national experts’ allowances, business travels’ and candidates’ reimbursements;
Performing administrative tasks in line with the EU Staff Regulations and/or Financial Regulations and implementing rules;
Contributing to effective functioning, collaboration and cooperation within the services and across other departments of the Agency;
Ensuring timely and customer focused communication to staff and key stakeholders in the implementation of new or updated HR policies and rules (presentations, information sessions, microsites, workshops, etc.);
Preparing HR reports and statistics for management (e.g. budget monitoring reports);
Liaising and working with the Staff Committee, Verifying Officers, Budget Counterparts, Auditors, the European Commission and other EU bodies on staff related matters;
Maintaining relevant ERP modules and related SAP databases and contributing to process improvements by keeping working instructions (WINs), guidance documents, templates and other relevant documents update;
Coordinating administrative aspects of procurement activities and, coordinating calls for tender;
Demonstrating understanding of applicable regulations and capability to articulate activities in compliance to those;
Preparing contracts and supporting the administration of contracts (amendments, option release, termination, specific contracts from framework contracts);
Monitoring and reporting on contract and vendor performance and compliance to contractual obligations including service level agreements (SLAs) and qualitative indicators;
Contributing to the service planning and reporting activities and support in the continuous improvement of relevant processes and procedures;
Maintaining and updating records in the relevant IT tools and databases and ensuring accuracy;
Providing assistance in the preparation of audit files for internal, external and ex-post audits including follow-up as required;
Maintaining and promoting effective working relationships with colleagues within and across other services.
Providing advice and training on procurement and contract procedures including review of draft procurement documents, draft contracts, amendments and renewals;
Assisting with the preparation of the Agency’s annual procurement plan;
Providing support to the Head of Service, Department and/or Division.
To be eligible for consideration for this position, you are required to:
enjoy full rights as a citizen of a European Union Member State, Iceland, Liechtenstein or Norway;
possess a level of post-secondary education attested by a diploma,
a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years, completed before closing date of this vacancy notice;
have at least 6 years of relevant professional experience after obtaining the relevant diploma and before the closing date of this vacancy notice;
have a thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2);
have fulfilled any obligations imposed by applicable laws concerning military service.
For criteria 1, 2, and 3 above it will be necessary to provide proof of each one at the interview stage. Only candidates eligible will be assessed by the selection committee in accordance with the assessment criteria below.
Proven professional experience of at least 3 years in corporate support functions (i.e. HR administration and/or Finance and/or Procurement (and contract management) described in the tasks above;
Proven professional experience in working with a finance and/or HR module of an Enterprise Resource Planning (ERP) software;
Proficiency in applying Microsoft Office tools in relation to tasks described above, in particular Power Point, Word and Excel;
Proven professional experience in financial management and reporting;
Proven professional experience in dealing with audit related queries on either HR or procurement and contract management.
Proven professional experience in working within a regulatory environment with administrative processes and procedures;
Knowledge of the relevant legal framework (EU Staff Regulations and/or Financial Regulations), Financial regulations and the Vade-mecum on public procurement applicable to the European Commission and other EU institutions/agencies and their related implementing rules;
Knowledge in working with HR, business travel or Finance related SAP FIN or HR modules;
Basic skills in project management;
Experience in applying different sourcing arrangements and contractual models, to deliver services to a business environment;
Experience with Fixed Price and/or Quoted Time and Means contracts;
Excellent customer service skills;
Proven professional experience in working in a multicultural environment.