# CA2004133EN.01000301.xml

| 11.5.2004 | EN | Official Journal of the European Union | CA 133/3 |
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11.5.2004

EN

Official Journal of the European Union

CA 133/3

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NOTICE OF OPEN COMPETITION:

NOTICE OF OPEN COMPETITION:

ADMINISTRATIVE ASSISTANT — OPERATIONAL SUPPORT

ADMINISTRATIVE ASSISTANT — OPERATIONAL SUPPORT

(CONTRACT OFFICER)

(CONTRACT OFFICER)

Reference: EF 04/04

(2004/C 133 A/01)

The European Foundation for the Improvement of Living and Working Conditions in Dublin is an autonomous body established by a regulation of the Council of the European Communities. The Foundation is organising an open competition to fill a vacancy and to form a reserve list for the recruitment of an:

ADMINISTRATIVE ASSISTANT — OPERATIONAL SUPPORT (CONTRACT OFFICER) — (MALE OR FEMALE)

The Foundation is an equal opportunities employer.

Candidates are asked to give careful attention to this notice of competition and to use only the official application form:

I.   NATURE OF DUTIES

As part of a small team, the successful applicant will carry out tasks relating to tendering, contracting and administrative financial tasks relating to budgetary forecasting and control of the operational budget of the Foundation. These tasks will include:

| — | Tendering and Contracting:






  — | advising Foundation staff on contracting procedures, |
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Tendering and Contracting:

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advising Foundation staff on contracting procedures,

| — | administration of contracts, |
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administration of contracts,

| — | preparation of management information, |
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preparation of management information,

| — | creation and updating of procedure notes and templates, |
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creation and updating of procedure notes and templates,

| — | development and maintenance of a contract information database including a ‘frequently asked questions’ section on the intranet site, |
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development and maintenance of a contract information database including a ‘frequently asked questions’ section on the intranet site,

| — | preparation of management information. |
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preparation of management information.

| — | Budgetary planning and control:






  — | assistance with budget management and forecasting tasks, |
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Budgetary planning and control:

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assistance with budget management and forecasting tasks,

| — | collection and provision of management and financial information for the Foundation's programme of work, |
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collection and provision of management and financial information for the Foundation's programme of work,

| — | pre-clearance of meeting request forms before submission to the Directorate. |
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pre-clearance of meeting request forms before submission to the Directorate.

| — | Other tasks:






  — | assistance in the planning and coordination of the Foundation's annual work programmes, |
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Other tasks:

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assistance in the planning and coordination of the Foundation's annual work programmes,

| — | involvement in provision of regular in-house training on operational support tasks, |
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involvement in provision of regular in-house training on operational support tasks,

| — | involvement in the maintenance of the OSU's intranet pages, |
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involvement in the maintenance of the OSU's intranet pages,

| — | undertaking such other duties and responsibilities as may be directed. |
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undertaking such other duties and responsibilities as may be directed.

II.    CONDITIONS FOR ADMISSION

The competition is open to candidates who, by the closing date for applications, fulfil the following conditions:

A.   GENERAL CONDITIONS

| — | You must be a citizen of one of the Member States of the European Union |
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You must be a citizen of one of the Member States of the European Union

| — | You must be entitled to your full rights as a citizen |
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You must be entitled to your full rights as a citizen

| — | You must have fulfilled any obligations imposed on you by the laws concerning military service |
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You must have fulfilled any obligations imposed on you by the laws concerning military service

| — | You must be able to produce character references as to suitability for performance of the duties specified. |
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You must be able to produce character references as to suitability for performance of the duties specified.

B.   SPECIAL CONDITIONS

1.   Qualifications and professional experience required

| — | At least a certificate of advanced secondary education |
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At least a certificate of advanced secondary education

| — | At least three years relevant work experience |
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At least three years relevant work experience

| — | Ability to work with the Foundation's computer-based tools and software systems, particularly knowledge of MS Office (Excel, Word, Powerpoint), Dreamweaver, Filemaker Pro. |
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Ability to work with the Foundation's computer-based tools and software systems, particularly knowledge of MS Office (Excel, Word, Powerpoint), Dreamweaver, Filemaker Pro.

| — | Experience of working with financial data and legal documentation |
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Experience of working with financial data and legal documentation

| — | Proven organisational skills |
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Proven organisational skills

| — | Ability to work under pressure |
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Ability to work under pressure

| — | Good communication skills including the ability to convey complex and often technical information. |
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Good communication skills including the ability to convey complex and often technical information.

2.   Knowledge of languages

You must have a thorough knowledge of one of the official languages of the European Union (Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Slovak, Slovene, Spanish, Swedish) and a satisfactory knowledge of at least one other official language of the European Union, including a satisfactory knowledge of English. Knowledge of additional official languages of the European Union is desirable.

You must be able to prove that you meet the conditions for admission by means of appropriate documents (copies of diplomas, certificates from university authorities and employers, etc.).

As the successful candidate, in addition to meeting the above requirements, you will be expected to:

| — | take initiative for developing and maintaining the knowledge and expertise necessary to perform effectively and keep up to date with all relevant regulations and procedures within and outside the Foundation (EU laws, Foundation Financial Regulations and associated implementing rules, etc.), |
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take initiative for developing and maintaining the knowledge and expertise necessary to perform effectively and keep up to date with all relevant regulations and procedures within and outside the Foundation (EU laws, Foundation Financial Regulations and associated implementing rules, etc.),

| — | structure your approach to work in a way that best supports the business process of the Foundation, providing high quality service, |
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structure your approach to work in a way that best supports the business process of the Foundation, providing high quality service,

| — | be proactive and self-reliant with the ability to work effectively within a small team, |
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be proactive and self-reliant with the ability to work effectively within a small team,

| — | show attention to detail, accurately checking processes, tasks and data, |
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show attention to detail, accurately checking processes, tasks and data,

| — | be comfortable in a job with a significant numerical content. |
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be comfortable in a job with a significant numerical content.

III.   ORGANISATION OF THE COMPETITION

The competition will be based on examination of application forms followed by tests and interviews of short-listed candidates.

A.   Examination of Applications

| 1. | A list of the candidates who have submitted their applications using the official application form in English and by the closing date required (see section V), and who fulfil the general conditions set out in section II A, will be drawn up and forwarded to the Selection Committee with the applications. To assist in the administration of applications, candidates are requested to submit a curriculum vitae in English, together with their application. |
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1.

A list of the candidates who have submitted their applications using the official application form in English and by the closing date required (see section V), and who fulfil the general conditions set out in section II A, will be drawn up and forwarded to the Selection Committee with the applications. To assist in the administration of applications, candidates are requested to submit a curriculum vitae in English, together with their application.

| 2. | The Selection Committee will examine the applications and draw up a list of candidates who fulfil the special conditions set out in section II B.
  It will base its decision exclusively on the information given on the application form and backed up by supporting documents. Candidates who do not fulfil the requisite conditions for admission under section II or who have not provided relevant documentary evidence in support of their claims by the closing date will be eliminated at this stage. A curriculum vitae will not be regarded as a supporting document.
  The most suitable candidates will be invited to tests and for interview(s) with the Selection Committee. |
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2.

The Selection Committee will examine the applications and draw up a list of candidates who fulfil the special conditions set out in section II B.

It will base its decision exclusively on the information given on the application form and backed up by supporting documents. Candidates who do not fulfil the requisite conditions for admission under section II or who have not provided relevant documentary evidence in support of their claims by the closing date will be eliminated at this stage. A curriculum vitae will not be regarded as a supporting document.

exclusively

The most suitable candidates will be invited to tests and for interview(s) with the Selection Committee.

| 3. | Information on state of procedure:
  At the end of each stage, candidates will receive a personal letter informing them of the decisions taken in their case. |
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3.

Information on state of procedure:

At the end of each stage, candidates will receive a personal letter informing them of the decisions taken in their case.

B.   RESERVE LIST

A reserve list of suitable candidates will be drawn up by the Foundation.

The list will be used as a reserve for recruitment should additional vacancies arise. It will be valid for two years after the closing date for the competition and may be extended. If it is, successful candidates will be duly informed.

IV.   CONDITIONS OF EMPLOYMENT

Nationality

The successful candidate will be subject to the regulations laying down the Conditions of employment of staff of the Foundation (Council Regulation (ECSC, EEC, Euratom) No 1860/76 and its subsequent amendments) or to the Staff Regulations of officials of the European Communities, as appropriate at the time of recruitment.

Category and grade:

The successful candidate will be recruited to grade B 5 (1).

1

Place of employment:

Dublin, Ireland. Residence within reasonable distance of the Foundation's offices will be required.

Pay:

The initial basic monthly salary will be according to Grade B 5, step 1, to B 5, step 3 of the salary table under Article 66 of the Staff Regulations of officials of the EU, depending on the candidate's training and professional experience, or in accordance with the revised provisions set out in the amended Staff Regulations of officials of the European Communities, as appropriate. It will, where appropriate, be increased by the allowances set out in the relevant Staff Regulations.

Pay is subject to Community tax and other deductions laid down in the Staff Regulations. It is, however, exempt from any national taxation.

The pay is subject to the Irish weighting factor which is currently 123,3 %.

V.   APPLICATIONS

You must use the form contained in this issue of the Official Journal for your application. Having completed and signed it, you must post it, together with the curriculum vitae in English and photocopies of any supporting documents (diplomas, employment certificates or any other documents to support claims made on the application form), preferably by registered post not later than 18 June 2004, as attested by the postmark, to:

must

signed

18 June 2004

| Aoife Caomhánach, |
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| Secretary to Selection Committee |
| (Reference EF 04/04) |
| European Foundation for the Improvement of Living and Working Conditions |
| Wyattville Road |
| Loughlinstown |
| Dublin 18 |
| Ireland |
| E-Mail: recruit@eurofound.eu.int |
| Fax (353 1) 282 25 30. |

Aoife Caomhánach,

Secretary to Selection Committee

(Reference EF 04/04)

European Foundation for the Improvement of Living and Working Conditions

Wyattville Road

Loughlinstown

Dublin 18

Ireland

E-Mail: recruit@eurofound.eu.int

Fax (353 1) 282 25 30.

VI.   IMPORTANT INFORMATION FOR CANDIDATES

| — | Candidates should use the official application form as contained in this notice. |
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Candidates should use the official application form as contained in this notice.

| — | The application form should be completed in English. |
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The application form should be completed in English.

| — | In preparing their applications, candidates may in no event refer to documents, applications or other forms submitted in connection with previous applications. |
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In preparing their applications, candidates may in no event refer to documents, applications or other forms submitted in connection with previous applications.

| — | Successful candidates who receive an offer of employment will be required to produce the originals of their diplomas, academic qualifications or employment certificates. |
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Successful candidates who receive an offer of employment will be required to produce the originals of their diplomas, academic qualifications or employment certificates.

| — | Supporting documents will not be returned to candidates. |
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Supporting documents will not be returned to candidates.

| — | Candidates are asked to report any change of address in writing without delay, mentioning the competition number. |
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Candidates are asked to report any change of address in writing without delay, mentioning the competition number.

| — | Candidates are reminded that the Selection Committee's work and deliberations are confidential. It is forbidden for candidates to make direct or indirect contact with the Selection Committee or for anybody to do so on their behalf. All enquiries or requests for information or documentation in relation to the competition should be addressed to the Secretary to the Selection Committee, Aoife Caomhánach (email recruit@eurofound.eu.int). |
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Candidates are reminded that the Selection Committee's work and deliberations are confidential. It is forbidden for candidates to make direct or indirect contact with the Selection Committee or for anybody to do so on their behalf. All enquiries or requests for information or documentation in relation to the competition should be addressed to the Secretary to the Selection Committee, Aoife Caomhánach (email recruit@eurofound.eu.int).

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(1)  The Council has adopted a proposal from the Commission to amend the Staff Regulations of the European Union. This proposal contains, inter alia, a new career system. If these new Staff Regulations are adopted by the Foundation in due course, they will replace the Foundation's current Staff Regulations and the successful candidates would therefore be offered posts on the basis of the new Regulations.

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inter alia

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