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LOGISTICAL ASSISTANT M/F


Vacancy details

General information

Organisation

INEA is one of the European Commission's Executive Agencies, managing parts of two EU funding programmes - with projects in the fields of transport, energy and telecommunications that benefit economic growth and EU citizens. The Agency contributes expertise, high-level programme management, and promotion of synergies:

• The Connecting Europe Facility (CEF): supports high-performing, sustainable and interconnected Trans-European Networks with €28.3 billion of CEF funding for 2014-2020.

• Horizon 2020: provides €80 billion for 2014-2020 towards Research and Innovation, supporting world-class science and technology. INEA manages €5.3 billion in the areas of transport and energy.

In the 2014-2020 perspective INEA is expected to manage 2000+ projects and implementation of both programmes is expected to continue beyond 2020.

Working environment

INEA is based in Brussels and offers a friendly working environment, as well as social activities. It has a multinational team of over 270 people including specialists in project management, finance, engineering, legal affairs, and communication. The number of staff is expected to grow further and this publication is to set up a reserve list to cover possible future needs.

More information on INEA

Check our website: http://ec.europa.eu/inea
Follow us on Twitter: @inea_eu
Look for us on LinkedIn: http://bit.ly/2ecs3JA

  

Job details

Profile

Logistics - Clerical and Logistical Assistant

Position title

LOGISTICAL ASSISTANT M/F

Contract

Contract agent

Grade

FGII

Mission description

The jobholder will be part of a Logistical team and be mainly responsible for controlling the appropriate level of maintenance of the Agency's premises for which he or she is responsible as well as the good functioning of the technical installations. Verify the correct execution of the contracts concerning the services and works related to the building, including the administrative and financial follow-up. Note any defects and liaise with the "Espace Rolin" Building Management and with the Commission services.

Salary range

20-25 k€

Tasks

S/he will mainly carry out the following tasks:
Support and monitor of activities and equipment
• Coordinate building works and services with OIB .
• Monitor the functioning of the building (intervention requests, logistical coordination of internal events and moves, follow-up of adaptation works, etc.).
• Monitor the building spaces (offices, reception, meeting rooms, cafeteria, archives, garage, entrance and surroundings etc.),
• Order office stationary supplies and office equipment.
• Organise moves and the arrival of newcomers.
• Assist the "Records and the Logistics Officer" and act as back-up for the Document Management Assistant
Follow-up of administrative tasks
• Verify the Building management invoices based on the work/services performed
• Organise the destruction of sensitive non-classified documents.
• Verify the execution and quality of the cleaning companies: offices, common areas, meeting rooms, archives, parking, windows, selective garbage collection and recycling, rodent disinfestations etc.).
• Monitor the sanitary furniture stock
• Monitor the general maintenance of the building
• Ensure that the meeting rooms are correctly set-up
• Provide logistical assistance during the internal evaluation if required
Coordination and collaboration with building services
 Follow-up and solve the complaints made by the occupants of the building via the Building Management and the Commission services.
Information to the users
 Disseminate information concerning the building management to all staff
 Ensure adequate information for all staff including support for efficient and effective management of the space.

Interview period - from :

10/12/2018

Interview period : to

31/01/2019

Selection procedure

Oral test (30 min)
Interview with a selection board in English to assess:
 your suitability to carry out the duties of a Logistical Assistant,
 your specific knowledge and experience in the field of logistic,
 your communication, inter-personal and problem-solving skills,
 your general knowledge about INEA and related policies,
 your motivation and your ability to adjust to working as a Contractual Agent in a multicultural environment.
This test will be marked out of 100 (pass mark: 60).
Applicants receiving at least the minimum score (60 out of 100), will be included in a reserve list of suitable candidates. Please note that inclusion in the reserve list does not guarantee recruitment.

Application procedure

For applications to be valid, candidates must submit:
 a detailed curriculum vitae, in EU CV format .
 a letter of motivation, including his/her views on the proposed position (2 pages maximum) and an explanation of how each of the eligibility and selection criteria are met;
Your EPSO candidate ID number and the reference of CAST must be mentioned in your CV and motivation letter.
Please note that the motivation letter forms an essential basis for the pre-selection decision.
Applications must be submitted through the eRecruitment system on our website at
http://ec.europa.eu/inea/en/mission-objectives/job-opportunities

Closing date: Applications must be sent no later than 19th October 2018 midnight.
Supporting documents showing evidence of the provided information may be requested at a later stage. No document will be sent back to candidates.
Candidates are invited to apply in English to facilitate the selection process.
In no circumstances should candidates approach the selection committee themselves, either directly or indirectly concerning this recruitment. The authority authorised to conclude contracts reserves itself the right to disqualify any candidate who disregards these instructions.

Appointment and conditions of employment

The jobholders will be assigned on the basis of a shortlist proposed by the selection committee.

The jobholders will be recruited as contract staff, in function group II, pursuant to Article 3a of the new Conditions of Employment of Other Servants of the European Communities.

The basic monthly salary within this function group will correspond to the function group II, grade 4 or 5.

The jobholders will serve a probation period of 9 months.
The initial contract will be for a duration of 1 year. Afterwards, the contract may be renewed for 1 additional year. If the contract is renewed again, it shall be concluded for an indefinite period.
The place of employment will be Brussels where the Agency has its activities.

For reasons related to the Agency's operational requirements, the candidate will be required to be available at short notice.

For further information on the legal framework of contract agents see the web site of the Directorate-General for Human Resources and Security (DG HR) on the internet at
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

Publication date

Publication start date

28/09/2018

Publication end date

19/10/2018

Candidate criteria

Eligibility criteria

Eligibility criteria (1/3):
Be owner of a CAST in the grade for which you apply* Or be registered in EPSO/CAST/P/6/2017 before applying**;
Level of post-secondary education attested by a diploma or, level of secondary education attested by diploma giving access to post-secondary education, and appropriate professional experience of 3 years. In this context professional experience is considered to be appropriate if it has been obtained in 1 of the areas of activity of the EU Commission following the award of the diploma giving access to this function group or, following completion of compulsory education, a total of 8 years of:
- appropriate professional training and/or
- professional experience of an equivalent level involving tasks similar to those that the member of the contract staff will be required to perform.
In this context, professional training cannot be taken into account unless it consists of at least 1 academic year of full-time training following compulsory education and is attested by a certificate recognised by a Member State of the EU Union or, following completion of compulsory education, a total of 10 years as a member of staff of the EU Union and including training provided by the institution in a field relevant to the duties to be carried out or, in exceptional circumstances and where justified in the interests of the service, professional training or equivalent professional experience; the use made of this provision will be recorded in a register.

Other eligibility criteria

Eligibility criteria (2/3):

 Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another EU language to the extent necessary to perform his/her duties.

 * Candidates must be included in the European Personnel Selection Office (EPSO) database for contract agents in function group II and have successfully passed the EPSO selection tests for that function group. Please note that candidates who are on a valid EPSO list published in 2010 (CAST2010) are eligible on the condition they have successfully passed the complementary tests (DB3), as an Annex to the selection procedure CAST2010. The candidates concerned are invited to consult the letter they received from EPSO for further information.
** In the context of the call for expression of interest EPSO/CAST/P/6/2017 procedure , your application will be considered only if you are available to be flagged for the EPSO testing request during the screening phase of this selection process (Candidates who are blocked and therefore cannot be flagged in order to be invited by EPSO to undergo the EPSO/CAST/P/6/2017 competition, because they have failed in the previous testing windows, will be considered as not eligible regardless of the relevance or not of their CV) . The pre-selected candidates will be requested by the Agency to undergo the EPSO tests. Only candidates that have successfully passed the EPSO CAST selection will then be invited for an interview.

Selection criteria

Eligibility criteria (3/3):

In addition, in order to be eligible a candidate must:
 be a national of one of the Member States of the European Union;
 be entitled to his or her full rights as citizen;
 meet the appropriate character reference as to his/her suitability for the performance of his/her duties;
 have fulfilled any obligations imposed by the applicable laws concerning military service, and;
 be physically fit to perform the duties linked to the post.

Please note that only candidates that comply with the Eligibility criteria will be considered for further steps of the Selection procedure.

Useful links:

https://epso.europa.eu/sites/epso/files/documents/casts/2017/epsocastp1-172017/call/epsocastp1-172017callepso-cast-p1-17-2017_en.pdf
https://epso.europa.eu/contact/faq/contract-agents/cast-permanent_en

Selection criteria (1/2):

Essential:
 Proven professional experience in managing a building and/or in logistics;
 Knowledge of European Union Institutions;
 Very good command of English and French, including drafting skills;
 Proven abilities to use electronic office equipment (word processing, spreadsheets, email, internet, etc.).

Advantageous:
 Professional experience in an EU Institution;
 Experience of working in a multi-cultural and international environment;
 Knowledge of Commission procedures linked to logistics;

Languages

  • English (Proficient C2)
  • French (Proficient C2)

Updates on the application process

Selection criteria (2/2):

Personal qualities essential for the position (evaluated during the interview):
 Excellent client/service orientation;
 Good interpersonal and communication skills;
 Good reactivity and capacity of adaptation to unexpected situations;
 Proven ability to work as a team member;
 The ability to work in a pro-active and autonomous way;
 Motivated and stress resistant personality with proven aptitude for team work.
After having been preselected by the Selection Committee, the Agency will invite for an interview the best candidates, that are owner of a CAST in the relevant function group or that have successfully passed the EPSO CAST selection EPSO/CAST/P/6/2017, with a maximum of 10 candidates invited to the interview.

Updates on the application process:

An acknowledgement of receipt will be sent to all candidates by email to confirm the reception of their application.
All candidates will be informed in due time about the status of their application, i.e. whether they are invited for the selection phase described above or not. These notifications will be sent via email only.
A candidate may request clarifications about the processing of his/her application by sending an email quoting the reference of the vacancy notice concerned, to the following address: INEA-HR-INFO@ec.europa.eu.

Equal opportunities, appeal procedure & data protection

Appeal procedure
A candidate who estimates that a mistake was made in the assessment of his/her profile may ask to have it re-assessed by sending, within 15 calendar days of the date on the email notifying the rejection of his/her application, a request for review, quoting the number of the vacancy notice concerned to the Chairman of the Selection Committee to the following address: INEA-HR-INFO@ec.europa.eu.

The Selection Committee will re-examine the application and notify the candidate of its decision within 15 working days upon receipt of the request.

Data protection
The purpose of processing of the data submitted by candidates is to manage the applications in view of a possible pre-selection and recruitment at the INEA. The personal information requested from candidates will be processed in line with Regulation (EC) N°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 European Union institutions and bodies and on the free movement of such data.