Recruitment Notice PE/225/S — Director (Function group AD, grade 14) — Secretariat Office of the Secretary-General
Date: 2019-03-15
Institutions: European Parliament
Subjects: Secretary General of an Institution, administrator, competition (EU), managing director, recruitment








CA2019100EN.01003801.xml










15.3.2019   


EN


Official Journal of the European Union


CA 100/38






RECRUITMENT NOTICE PE/225/S
Director (Function group AD, grade 14)
SECRETARIAT
OFFICE OF THE SECRETARY-GENERAL
(2019/C 100 A/06)
 
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) (‘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 (2). The basic salary is EUR 14 546,67 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 15 January 2018.
The post calls for flexibility and 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 grounds, 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 in the light of the guidelines and decisions laid down by the parliamentary authority and the Secretary-General (3):






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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;










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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;










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acting as an arbitrator.




5.   Eligibility

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, candidates must:






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










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enjoy full rights as a citizen,










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










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




b)   Specific conditions

i)   Qualifications and professional experience required







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A level of education which corresponds to completed university studies attested by a diploma, when the normal period of university education is four 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 one year (4), when the normal period of university education is at least three years.










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




ii)   Knowledge required







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Excellent knowledge of the structure, organisation and environment of Parliament’s Secretariat and of 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 other 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 of the European Union’s official languages (5) 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







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A flair for strategy;










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management skills;










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forward-planning skills,










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ability to react appropriately 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 who should be called for interview. The Bureau will adopt the list, and the committee will conduct the interviews and submit its final report to the Bureau for a decision. At that stage, the Bureau may interview the candidates.
7.   Applications

The deadline for applications is:

12.00 (noon), Brussels time, on 29 March 2019.

Candidates are asked to send, by email only, a personal statement in pdf format (marked ‘For the attention of the Secretary-General of the European Parliament, Recruitment Notice PE/225/S’) and a curriculum vitae (in Europass format (6)), quoting the reference number for the procedure (PE/225/S) in the subject line, to:
EP-SENIOR-MANAGEMENT@ep.europa.eu
The date and time of dispatch of the email will be taken to be the date and time of submission of the application.

Scanned documents must be legible.


Candidates called for interview must produce by the interview date copies or photocopies of supporting documents relating to their studies, professional experience and current responsibilities (7)
. These documents will not be returned.

Personal data which candidates provide for the purposes of this selection procedure will be processed in accordance with Regulation (EU) No 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC (8).


(1)  See Council Regulation (EEC, Euratom, ECSC) No 259/68 (OJ L 56, 4.3.1968, p. 1), as amended by Regulation (EC, Euratom) No 723/2004 (OJ L 124, 27.4.2004, p. 1) and most recently 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).

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

(3)  For description of main tasks, see annex.

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

(5)  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, Slovene, Spanish and Swedish.

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

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

(8)  OJ L 295, 21.11.2018, p. 39.




ANNEX
SECRETARIAT
OFFICE OF THE SECRETARY-GENERAL AND UNITS AND DEPARTMENTS WHICH REPORT DIRECTLY TO THE SECRETARY-GENERAL
MAIN TASKS
(The Office of the Secretary-General and the units and departments which report directly to the Secretary-General have 96 staff: 82 officials, 9 temporary staff members and 5 contract staff members)






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










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Overseeing, coordinating and supervising the departments which report directly to the Secretary-General;










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Acting as authorising officer by subdelegation as required;










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Representing the Office of the Secretary-General on various committees and/or in interinstitutional forums.




SECRETARIAT OF THE BUREAU AND THE QUAESTORS






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Providing secretariat services for the Bureau and the Quaestors; providing secretariat services for the working groups set up by the Bureau and the Quaestors; providing secretariat services for the Advisory Committee on harassment of staff members, including APAs and trainees; organising and preparing meetings of those bodies, including outside the places of work (e.g. away days) and conferences (e.g. on religious dialogue);










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










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Preparing letters for signature by the Vice-Presidents and Quaestors; keeping schedules of deadlines for, and likely referrals to, the Bureau up to date; ensuring that action is taken on decisions by the governing bodies; managing missions for assistants to the Vice-Presidents and Quaestors;










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Preparing letters for signature by the President concerning the main tasks of the Vice-Presidents and committee and delegation chairs, the tasks of the parliamentary committees and their public hearings, etc.; updating the Compendium of Rules covering matters within the remit of the Bureau and the Conference of Presidents; updating and publication of Bureau decisions in the Official Journal;










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Electronic (restricted) circulation of meeting documents (and maintenance of the relevant tool); dealing with ‘sensitive’ official mail; ensuring that meeting documents are published on the intranet/internet; entering documents in the register and making documents 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; managing the internal and/or confidential archives and, in cooperation with the archives department, ensuring their digitisation and incorporation into a sophisticated IT tool;










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Dealing with requests for authorisation to hold events, involving access for visitors and derogations from age limits, and dealing with supporting documents (medical certificates, birth certificates, etc.) to substantiate Members’ absence from sittings.




HARASSMENT SERVICE






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Providing secretariat services for the Advisory Committee dealing with harassment complaints concerning Members;










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Organising and preparing meetings of that body, including hearings of relevant persons, meetings outside the places of work (e.g. training) and conferences;










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Preparing — in the relevant languages — notes for the chair, minutes, follow-up letters and all other documents required in connection with meetings of that body; preparing files, briefing documents and reports — in all relevant languages — in connection with harassment complaints;










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Preparing letters for signature by the Chair; preparing documents concerning the road map and implementation thereof; coordinating external representation of the Advisory Committee in connection with, for instance, the political groups, parliamentary committees and public hearings;










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Liaising with the departments concerned and with the President’s Office and the Office of the Secretary-General;










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Managing the secretariat’s internal and/or confidential archives and updating the Advisory Committee’s intranet site.




INTERNAL AUDIT UNIT






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Carrying out established audit procedures and preparing the relevant working documents; audits relate to the suitability and quality of internal control systems applicable to budget implementation operations, to the suitability and effectiveness of internal management systems and to the performance of departments in implementing their policies, programmes and actions;










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Devising and drawing up audit programmes specific to each risk sector, and laying down a specific plan for each audit, on the basis of an analysis of the risks specific to each ‘auditable entity’ and an appraisal of the corresponding internal management and control systems;










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Preparing draft reports, including recommendations for improving internal management and control systems; discussing reports and recommendations with the departments audited as part of an ongoing consultation process; finalising reports;










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Scrutinising the work carried out by the audit teams; carrying out rigorous administrative monitoring of audits, including the requisite methodological tools, with a view to optimising the scheduling process and constantly improving the performance of the Internal Audit Unit;










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Assessing the action taken by audited departments on all measures agreed during each audit, by the deadline set during the half-yearly transversal follow-up process, and drawing up a half-yearly report to Parliament after bilateral consultation of the departments concerned;










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Preparing and adopting an annual work programme with priorities set on the basis of a global risk analysis, including direct consultation of each authorising officer;










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Holding regular meetings with the relevant authorities, in particular with the Audit Panel and the Secretary-General, as part of Parliament governance arrangements; drawing up 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; presenting the annual report to the Bureau and the Committee on Budgetary Control.




BUSINESS CONTINUITY MANAGEMENT






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Ensuring that the crisis and business continuity management system is operational within Parliament, including as regards its main processes, critical functions and assets;










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Providing DGs and departments with support, assistance and advice in drawing up their own continuity plans, making sure that there are synergies between the respective plans and that they are interdependent;










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Coordinating — on the Secretary-General’s authority — the crisis cell for the security of official missions outside the three places of work, including drawing up timely security risk assessments and laying down relevant security arrangements for official Parliament missions in high-risk countries;










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Providing training and support, raising awareness and making information available within Parliament, in particular for MEPs, as regards the role of the crisis cell, the security aspects of official missions and the use of the crisis cell’s IT applications (MCM);










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Advising management on all aspects relating to both preventive and reactive crisis and business continuity management;










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Identifying, assessing and managing organisation-level risks, including assessing risk scenarios, threats, potential impacts and interactions at Parliament level; providing risk management support at DG level.




SECRETARIAT OF THE CONFERENCE OF PRESIDENTS






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Providing secretariat services for the Conference of Presidents (CoP), including preparing and following up agendas, files, notes, minutes, letters, etc. and organising regular and additional CoP meetings in Brussels, Strasbourg and EU Council Presidency countries;










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Acting as the ‘centre of excellence’ with regard to Parliament’s Rules of Procedure (and how they are applied in practice) in connection with relevant matters coming within the remit of the CoP;










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Dealing with matters relating to the Rules of Procedure that come within the remit of the CoP and with sensitive political issues in this field;










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Taking part in the proceedings of working parties and coordination groups set up by the CoP, including the Transparency Register Contact Group.




DATA PROTECTION






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Keeping a register of the processing operations conducted;










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










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Informing personal data controllers and data subjects of their rights and obligations; organising training courses;










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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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Implementing the new regulation, taking appropriate legal, organisational and security-related measures in the process so as to ensure straightforward application without making administrative procedures more cumbersome;










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Notifying the European Data Protection Supervisor of the processing operations likely to present specific risks;










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Ensuring administrative coordination, preparing legal acts, and monitoring case law; DPC-DPO network; trainees;










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Cooperating with the European Data Protection Supervisor and with counterpart departments in the other institutions.




PROJECT MANAGEMENT OFFICE






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Helping to implement the Strategic Execution Framework (SEF); developing and managing a database of relevant indicators for the SEF and the Parliamentary Project Portfolio, and drafting reports for the Office of the Secretary-General;










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Helping to rationalise the planning and reporting cycle; assisting the Administration with setting objectives and performance indicators and helping to simplify the annual reporting exercise;










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Helping to produce a methodology and tools for appraising the internal control framework; managing the network of internal control coordinators;










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Providing IT support for the Office of the Secretary-General;










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Providing advice on request plus direct support for strategic projects.




ECO-MANAGEMENT AND AUDIT SCHEME (EMAS) UNIT






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Making organisational and preparatory arrangements and handling follow-up for the Inter-DG Steering Group on Environmental Management, the Waste Committee and the Working Group on Green Public Procurement;










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Preparing carbon footprint calculations, the Environmental Management Review and the annual Environmental Statement;










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Organising, carrying out and taking part in internal and external audits, including statutory audits; organising events and communication and training campaigns to raise staff awareness, and following up suggestions;










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Launching public procurement procedures, in particular as regards carbon offsetting;










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Preparing the EMAS Action Plan 2020 and following up the EMAS Action Plan 2019;










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Dealing with administrative, financial and budgetary aspects coming within its remit.




EUROPEAN UNION VISITORS PROGRAMME UNIT






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Preparing programmes of visits and meetings within the institutions, but also with external contacts, on the basis of visitors’ specific interests;










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Maintaining direct and effective cooperation on a daily basis with the some 85 EU delegations in order to improve arrangements for preparing, selecting and supporting applicants for the study visit programme;










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Managing the Parliament-Commission interinstitutional unit responsible for coordinating individual study visits to the EU institutions in Brussels and/or Strasbourg, involving some 145 visitors a year who are non-EU nationals; handling financial management and administrative coordination for all study visits;










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Developing regular links with departments in the institutions: Parliament, Commission, Council, Committee of the Regions, European Economic and Social Committee, European External Action Service, etc.;










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Drawing up itineraries, and booking flights and hotels; making insurance and visa arrangements (where necessary);










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Developing and carrying out measures to publicise the programme and regularly updating the programme website and publications; developing links with think-tanks and universities.