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Agent – Office Support
5 maanden geleden
ORGANISATIONAL CONTEXT
This selection procedure is intended to establish a reserve list of successful candidates, which may also be used to fill posts funded by external assigned revenue (e.g. EU grant funding). It is envisaged to start using the reserve list in Q4 of 2024/Q1 of 2025.Europol retains the right to make use of the reserve list to select candidates for similar posts within the organisation, should business needs require so. Organisational context Organisational setting: The post of Agent – Office Support may be located in all areas of Europol. If it is in the interest of the service, post holders may be transferred to another Unit/Department within Europol to perform functions and duties comparable to those outlined in the vacancy notice and in line with skills and competencies. Purpose of the post: The incumbent will provide general secretarial and office support tasks across Europol.This role may also be performed in the framework of projects funded by external assigned revenue. Reporting lines: The incumbent will report to a (Senior) Specialist and/or Head of Unit/Department.
FUNCTIONS AND DUTIES
The incumbent carries out the following main functions and duties: Perform general secretarial and office support tasks; Keep track of pending files and monitor outstanding tasks, deadlines and requests; Assist with the preparation of meetings and follow-up including preparation of documents, archiving files and taking minutes related to the area of work; Manage common mailboxes, handle incoming and outgoing internal and external mail and handle telephone calls; Assist in drafting memos and other correspondence, register correspondence in the electronic document management system and archive documents; Keep the diary of the Unit/Department up to date and schedule various internal and external meetings; Perform any other duties in the area of competence as assigned by line management. The functions and duties may also be associated with a project funded by external assigned revenue. In the case of a project funded by external assigned revenue, the duties would be of a limited duration in time.
REQUIREMENTS - ELIGIBILITY AND SELECTION CRITERIA
Eligibility criteria a. Candidates must Be a national of one of the Member States of the European Union and enjoy full rights as a citizen; Have fulfilled any obligations imposed by the applicable laws on military service; Produce appropriate character references as to his or her suitability for the performance of the duties; Be physically fit to perform the duties pertaining to the position (prior to appointment the successful candidate will be medically examined by one of the institution’s medical officers in order that the institution may be satisfied that the candidate fulfils the requirements of Article 12(2)(d) of the Conditions of Employment of Other Servants of the European Union (CEOS); Produce evidence of a thorough knowledge of one of the languages of the Union and a satisfactory knowledge of another language of the Union to the extent necessary for the performance of the duties. b. Candidates must Have a level of post-secondary education attested by a diploma. When the official duration of the post-secondary education is less than 3 years, the difference shall be deducted from the professional experience as indicated below: Duration of professional training Professional experience More than 6 months and up to 1 year 3 years More than 1 year and up to 2 years 2 years More than 2 years 1 year OR Have a level of secondary education attested by a diploma giving access to post-secondary education and relevant professional experience of at least 3 years . Selection criteria a. Professional experience Essential: Recent secretarial and/or practical office support experience; Recent experience in drafting secretarial correspondence in English; Diary management experience; Experience using office support software (spreadsheets, email, word processing, presentations); Experience organizing meetings. Desirable: Experience working in an international environment; Experience preparing and organising business travel; Experience working with document management systems. b. Professional knowledge Essential: Ability to perform general office support activities; Ability to draft documentation in English; Ability to handle confidential information. c. General competencies Essential: Communicating: Very good communication skills in English, both orally and in writing Analysing & problem solving: Keen eye for detail with the ability to maintain standards of accuracy under pressure of tight deadlines; Competent user of Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook) and the internet. Delivering quality and results: High degree of commitment and flexibility; High level of customer and service-orientation. Prioritising and organising: Good administrative and organisational skills. Resilience: Ability to work well under pressure, both independently and in a team; Good interpersonal skills, including the ability to effectively liaise with other departments, groups and teams as well as with external partners. Living diversity: Ability to work effectively in an international and multi-cultural environment.