Recruitment notice PE/188/S — Director (Function group AD, grade 14) — Secretary-General — Office of the Secretary-General
Date: 2015-09-01
Institutions: European Parliament
Subjects: European Parliament, Secretary General of an Institution, administrator, competition (EU), consultancy, job vacancy, personnel administration








CA2015287EN.01000801.xml










1.9.2015   


EN


Official Journal of the European Union


CA 287/8





RECRUITMENT NOTICE PE/188/S
DIRECTOR
(Function group AD, grade 14)
SECRETARY-GENERAL
OFFICE OF THE SECRETARY-GENERAL
(2015/C 287 A/02)
 
1.   Vacant post

The President of the European Parliament has decided to open the procedure for filling the post of director (AD, grade 14) in the Office of the Secretary-General, in accordance with Article 29(2) of the Staff Regulations of Officials of the European Union (1)
 (2) (hereinafter referred to as ‘the Staff Regulations’).
This selection procedure, which is designed to give the appointing authority a wider choice of candidates, will be conducted at the same time as internal and interinstitutional recruitment procedures.
Recruitment will be at grade AD 14 (3). The basic salary is EUR 13  322,22 per month. In addition to the basic salary, which is subject to Community tax and exempt from national tax, certain allowances may be payable in circumstances laid down by the Staff Regulations.
Candidates should note that this post is subject to the mobility policy rules adopted by Parliament’s Bureau on 29 March 2004.
The post calls for flexibility and involves frequent contact with people inside and outside Parliament, including Members of the European Parliament. The director will be required to travel frequently between Parliament’s places of work and elsewhere.
2.   Place of employment

Brussels. This post may be transferred to one of Parliament’s other places of work.
3.   Equal opportunities

The European Parliament is an equal opportunities employer and accepts applications without discrimination on any ground such as sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, sexual orientation, marital status or family situation.
4.   Job description

As a senior official, the director will be required to perform the following duties, on the basis of the guidelines issued and decisions taken by the parliamentary authority and the Secretary-General (4):






—


advising the Secretary-General (about all aspects of the functioning of the Secretariat),










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monitoring all the activities of one or more directorates-general in the Secretariat, channelling information to his or her superiors and staff, facilitating interdepartmental relations,










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leading and coordinating the work of the Office (administrative management and management of work),










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liaising with the other units and departments which report directly to the Secretary-General,










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screening and monitoring files submitted to the Secretary-General for signature,










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confirming the arrangements for the allocation of official mail,










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accompanying the Secretary-General to/representing him or her at meetings inside and outside Parliament, chairing/taking part in administrative meetings,










—


liaising on a permanent basis with all discussion partners inside and outside Parliament and with the political groups on administrative and budgetary matters,










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liaising with the departments responsible for preparing and implementing Parliament’s budget,










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dealing with sensitive matters,










—


acting as an arbitrator.




5.   Eligibility (profile required)

The selection procedure is open to candidates who meet the following conditions on the closing date for applications:






(a)



General conditions

Under Article 28 of the Staff Regulations, you must:






—


be a national of one of the European Union’s Member States,










—


enjoy full rights as a citizen,










—


have fulfilled any obligations imposed on you by the laws on military service,










—


produce the appropriate character references as to your suitability for the performance of the duties concerned.














(b)



Specific conditions







(i)



Qualifications and professional experience required







—


a level of education which corresponds to completed university studies attested by a diploma, when the normal period of university education is 4 years or more,
or
a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least 1 year (5), when the normal period of university education is at least 3 years,










—


at least 12 years’ professional experience gained after obtaining the qualifications referred to above, including at least 6 years performing managerial duties.














(ii)



Knowledge required







—


excellent knowledge of Parliament’s Secretariat, its organisational set-up and environment and the various players involved,










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excellent grasp of internal, national and international political issues,










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excellent knowledge of the European Parliament, the European Union and its institutions and the European Union Treaties and legislation,










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very good understanding of the different cultures represented in the European institutions,










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excellent knowledge of the functioning and working practices of the political groups,










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excellent knowledge of the Staff Regulations, of how they are to be interpreted and of the rules based on them,










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excellent knowledge of Parliament’s Rules of Procedure, legislative procedures and internal rules and working methods,










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very good knowledge of the Financial Regulation applicable to the general budget of the Union and its Rules of Application, and of Parliament’s Internal Rules and subordinate provisions,










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excellent administrative knowledge (human resources, management, budget, finance, IT, legal issues, etc.),










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excellent knowledge of management techniques.














(iii)



Knowledge of languages

Excellent knowledge of one official language of the European Union (6) and very good knowledge of at least one other is required.
The Advisory Committee for the Appointment of Senior Officials will take knowledge of other official languages of the European Union into account.










(iv)



Skills required







—


a flair for strategy,










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management skills,










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forward-planning skills,










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the ability to react to events,










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communication skills,










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discretion.












6.   Selection procedure

To assist the appointing authority in its choice, the Advisory Committee for the Appointment of Senior Officials will draw up a list of candidates and make a recommendation to Parliament’s Bureau as to which persons should be called for interview. The Bureau will adopt the short list of candidates to be interviewed, and the committee will then conduct the interviews and submit its final report to the Bureau for a decision. At this stage, the Bureau may interview the candidates.
7.   Applications

The deadline for applications is:

15 September 2015 at midnight, Brussels time.
Candidates are asked to send by e-mail only a personal statement in pdf format (marked ‘For the attention of the Secretary-General of the European Parliament, Recruitment Notice No PE/188/S’) and a curriculum vitae (in Europass format (7)), quoting the reference number for the procedure (PE 188/S) in the subject line of the message, to:
EP-SENIOR-MANAGEMENT@ep.europa.eu
The date and time of dispatch of the e-mail will be taken to be the date and time of submission of the application.

Scanned documents must be legible.


If you are called for interview, you must produce by the interview date copies or photocopies of supporting documents relating to your studies, professional experience and current responsibilities
 (8)
. These documents will not be returned to you.

Personal data provided for the purposes of this selection procedure will be processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council (9).


(1)  Any reference in this notice to a person of the male sex must be deemed also to constitute a reference to a person of the female sex, and vice versa.

(2)  See Council Regulation (EEC, Euratom, ECSC) No 259/68 (OJ L 56, 4.3.1968, p. 1), as amended by Council Regulation (EC, Euratom) No 723/2004 (OJ L 124, 27.4.2004, p. 1) and most recently amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013 amending the Staff Regulations of Officials of the European Union and the Conditions of Employment of Other Servants of the European Union (OJ L 287, 29.10.2013, p. 15).

(3)  On recruitment, the official will be placed in the appropriate step in accordance with Article 32 of the Staff Regulations.

(4)  For the main tasks, see the annex.

(5)  This year of experience will not be taken into account when evaluating the professional experience required under the next indent.

(6)  The European Union’s official languages are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish.

(7)  http://europass.cedefop.europa.eu/

(8)  This does not apply to candidates working for the European Parliament on the closing date for applications.

(9)  Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (OJ L 8, 12.1.2001, p. 1).


ANNEX

SECRETARY-GENERAL


DIRECTOR OF THE OFFICE OF THE SECRETARY-GENERAL


MAIN TASKS


(The Office of the Secretary-General and the units and departments which report directly to the Secretary-General have 76 staff, 41 AD and 35 AST)







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Assisting the Secretary-General in the performance of his or her duties;










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Managing, coordinating and leading the departments which report directly to the Secretary-General;










—


Acting as authorising officer by subdelegation, as required;










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Representing the Office of the Secretary-General on committees and interinstitutional bodies.





SECRETARIAT OF THE BUREAU AND THE QUAESTORS







—


Running the secretariat of the Bureau and the Quaestors;










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Overseeing the provision of secretariat services to the working groups set up by the Bureau and the Quaestors;










—


Organising and preparing meetings, including outside the places of work, of the Bureau and the Quaestors and of the working groups they set up;










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Preparing notes for the chair, minutes, follow-up letters and all other documents required in connection with meetings of these bodies, in all the relevant languages;










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Preparing files, briefing documents, Bureau and Quaestors’ notices, summaries, etc., in cooperation with the offices of the President and Secretary-General and with the departments concerned, in all the relevant languages;










—


Ensuring that the schedule of deadlines for, and likely referrals to, the Bureau is kept up to date;










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Ensuring that action is taken on decisions by the Bureau and Quaestors;










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Preparing letters for signature by the President concerning the main tasks of the Vice-Presidents and committee chairs, the work of the parliamentary committee delegations and public hearings;










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Preparing letters for signature by the Vice-Presidents and Quaestors;










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Overseeing the Compendium of Rules covering matters which fall within the sphere of competence of the Bureau and the Conference of Presidents: updating and publication of Bureau decisions in the Official Journal;










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Overseeing the electronic distribution of meeting documents and the maintenance and upgrading of the relevant tool;










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Dealing with ‘sensitive’ official mail;










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Ensuring that meeting documents are published on the intranet/internet;










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Ensuring that documents are entered in the register; ensuring that documents are made available to members of the public who request them;










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Managing new IT projects (NewPrequest, SharePoint) for the secretariat of the Bureau and the Quaestors and for the secretariat of the Conference of Presidents;










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Managing the internal/confidential archives and, in cooperation with the archives department, their digitisation and incorporation into a sophisticated IT tool;










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Dealing with requests for authorisation to hold cocktail parties, for the provision of refreshments for meetings, concerning access for visitors and for derogations from age limits, dealing with supporting documents (medical certificates, death certificates, etc.) submitted to the Quaestors by Members to justify their absence from sittings;










—


Managing missions undertaken by the Vice-Presidents’ and Quaestors’ assistants.





SECRETARIAT OF THE CONFERENCE OF PRESIDENTS







—


Running the secretariat of the Conference of Presidents;










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Preparing notes for the chair and all other documents required in connection with meetings, including minutes, in all the relevant languages;










—


Preparing files, briefing documents, summaries, etc., in cooperation with the offices of the President and the Secretary-General and with the departments concerned, in all the relevant languages;










—


Ensuring that the schedule of deadlines for, and likely referrals to, the Conference of Presidents is kept up to date;










—


Distributing meeting documents;










—


Ensuring that action is taken on decisions by the Conference of Presidents;










—


Overseeing the provision of secretariat services to the working groups set up by the Conference of Presidents;










—


Dealing with ‘sensitive’ official mail;










—


Overseeing the publication of meeting documents on the intranet/internet;










—


Making sure that documents are entered in the register and making documents available to members of the public who request them;










—


Managing the internal/confidential archives: continuing, in cooperation with the archives department, studies concerning their digitisation and incorporation into a sophisticated IT tool;










—


Overseeing and updating the Compendium of Rules on matters falling within the sphere of competence of the Conference of Presidents.





MANAGEMENT TEAM SUPPORT OFFICE







—


Providing systematic, clear and comprehensive reports on the programmes/projects covered by the Parliamentary Project Portfolio so that the Management Team can make informed decisions, in close cooperation with the sponsors and managers of the various programmes/projects;










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Supporting the implementation of the Parliament Project Portfolio, in keeping with the overall strategy;










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Supporting the mainstreaming of the Strategic Execution Framework;










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Supporting Project-Based Work in the Secretariat, developing specific standards and basic principles in this area and fostering exchanges of best practice between directorates-general by making effective tools and documents available;










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Devising training and coaching programmes concerning the methodology behind Project-Based Work in the context of the Strategic Execution Framework, in cooperation with DG Personnel;










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Supporting the sponsors and managers of the various programmes/projects in the performance of their duties;










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Supporting the development and implementation of matrices and exchanges of best practice between directorates-general;










—


Developing a ‘Scoreboard’ concerning the matrices for projects and operations;










—


Enhancing the Secretariat’s risk-management capacity, in particular in the context of Project-Based Work.





ENVIRONMENTAL MANAGEMENT AND AUDIT SYSTEM (EMAS) UNIT







—


Preparing the annual directorate review reports and the Environmental Statement, in particular as regards the carbon footprint;










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Preparing and following up the implementation of the EMAS action plan;










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Organising internal and external audits, including statutory and carbon footprint audits, and providing administrative support for those audits;










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Setting up the system for the annual offsetting of carbon emissions;










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Overseeing compliance with environmental rules and recommendations based on environmental assessments;










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Organising events and communication and training campaigns to raise staff awareness of EMAS-related issues;










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Following up suggestions made by members of staff;










—


Organising meetings of the Steering Committee, the Inter-DG Steering Group and the working groups.





INTERNAL AUDIT UNIT







—


Checking that the systems and procedures for implementing the budget are working properly;










—


Assisting the Internal Auditor in the performance of the relevant tasks;










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Preparing and adopting a properly thought-out annual work programme whose priorities have been set on the basis of a comprehensive risk analysis;










—


Preparing, for each sector which may be audited, permanent files containing all the relevant information, descriptions of systems, programmes and actions, etc., to be used over several financial years;










—


Analysing the risks faced by each authorising officer and assessing the relevant management and internal control systems;










—


Devising and drawing up audit programmes specific to each risk sector;










—


Ensuring that the internal control systems applicable to operations to implement the budget, management systems and systems for assessing the performance of departments in implementing their policies, programmes and actions are appropriate and sufficiently effective;










—


Carrying out internal audits and preparing the relevant working documents;










—


Scrutinising the work carried out by the audit teams;










—


Preparing draft reports, including recommendations for improving management and internal control systems;










—


Discussing reports and recommendations with the departments which have been audited; finalising reports;










—


Assessing the action taken on recommendations by carrying out a follow-up audits 1 year after submission of reports;










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Submitting to Parliament an annual report giving details of the number and types of internal audits carried out, the recommendations made and the action taken on those recommendations;










—


Holding regular meetings with relevant bodies, and in particular with the Audit Panel, in the context of the adoption of the annual work programme, the annual activity report and follow-up activities;










—


Carrying out rigorous administrative monitoring of audits, including the person-hours required to conduct each audit, and developing the requisite methodological tools with a view to optimising the scheduling process and constantly improving the performance of the Internal Audit Unit.





DATA PROTECTION







—


Informing those responsible for processing personal data and data subjects of their rights and obligations;










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Carrying out advisory, assessment, supervisory and information-related work in the area of personal data protection, in cooperation with the relevant Secretariat departments;










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Delivering opinions and providing in-house assistance in this area;










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Keeping a register of the processing operations conducted;










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Informing the European Data Protection Supervisor of processing operations likely to give rise to specific risks;










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Cooperating with the European Data Protection Supervisor and with counterpart services in the other institutions;










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Taking responsibility for in-house coordination in the area of data protection;










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Drawing up additional implementing rules;










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Monitoring case-law in the area of data protection.