HR COORDINATOR - RECRUITMENT & SERVICES

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 10000+ 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 280 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

Human Resources - HR Coordinator

Position title

HR COORDINATOR - RECRUITMENT & SERVICES

Contract

Temporary agent

Grade

AST3

Mission description

The jobholder will be a Human Resources Officer who reports to the Head of Human Resources and Head of Unit HR, IT & Logistics. S/he will be responsible for the daily management of recruitment and services matters in the Agency. As such, the HR Recruitment & Services Coordinator will ensure the correct and timely activities in recruitment and ensure the follow up of all the services the Agency provides to the Staff (European Schools, Medical services, Public transport expenses, etc.). S/he will also coordinate the other members of the HR recruitment cell.

Tasks (1/2):

SELECTION & RECRUITMENT - HR recruitment:

• Ensure the annual recruitment plan is properly applied and monitored;
• Follow-up as appropriate on staff allocation, transfers, mobility and planning;
• Ensure the management, development and enhancement of the E-Recruitment tool;
• Handle complaints related to pre-selection & selection of candidates;
• Deal with statistics and reporting on the recruitment waves;
• Organise Exit interviews in case of departure of a staff member.

Salary range

35-50 k€

Tasks

Tarsk (2/2):

HUMAN RESOURCE MANAGEMENT - Team coordination:

• Coordinate the recruitment cell under the responsibility of the HR Head of Sector;
• Ensure that work is spread evenly among the team.

HUMAN RESOURCE MANAGEMENT - Services & well-being:

• Ensure staff and their family are provided with the adequate services (European schools, nurseries, school buses, well-being, medical services, campaign, transport reimbursement scheme,…);
• Coordinate all social events organised by the Agency for staff;
• Maintain and develop relationship with the different services involved;
• Promote well-being at work by offering to the staff sport and activities in order to feel healthy and comfortable in its working environment.

HUMAN RESOURCE MANAGEMENT - HR Procedures & Policies:

• Follow evolution of rules and regulations of the Commission in selection and recruitment and ensure that the Agency rules are updated accordingly;
• Develop partnerships with management, operational units and staff as well as with external stakeholders from the Commission and other EU Institutions, follow best practices from them, and try to ensure that all rules are harmonised between them;
• Update manual of procedures and guidelines in recruitment accordingly;
• Draw attention of the HR Head of Sector and Head of Unit to any potential impact of changes on the Agency;
• Conduct conceptual reflections, draft policies and proposals for procedures in the area of recruitment, and ensure proper implementation of established policies and procedures.

BUDGET and FINANCE - Budget management & reporting:

• Coordinate all reporting on related budget lines and report to the HR Head of Sector on the planning and execution of the total budget;
• Ensure that the HR database is updated and maintained in a timely manner, and control that periodic and ad hoc reports and statistics on staffing matters are delivered as needed;
• Report on budgetary matters to the HR Head of Sector and provide advance warning as needed.

HUMAN RESOURCE MANAGEMENT – Communication:

• Ensure that the INEA-HR (functional) mailboxes are well managed and provide expertise and support to the HR staff in dealing with the various requests for information;
• Liaise with the legal section on data protection issues, ombudsman cases and answers to complaints;
• Ensure the information available on intranet, internet, social networks is available and updated on time;
• Prepare briefings, presentations and communications for management and staff as required;
• Establish constructive working relations within the Agency, the HR sector and the Commission Services and perform work in a service oriented manner;
• Represent the Agency in external meetings, such as inter-agencies regular meetings, EPSO meetings, etc.;
• Ensure quality, accuracy and confidentiality of personnel data as well as analysis and reporting on staff data.

Interview period - from :

02/04/2018

Interview period : to

30/04/2018

Selection procedure

A - Written tests (45 min)
a) Test in English comprising a series of MCQ to assess:
 your general knowledge about the Agency and related policies.
 your specific knowledge in the field of the post
Time allowed: 15 minutes.
This test will be marked out of 10 (pass mark: 5)
Wrong answers in these tests will not receive negative marks. Each question is equally valued.

b) A case study in English designed to test:
 your knowledge in the field of the profile,
 your ability to understand, analyse and summarise,
 your drafting ability.
This test will be marked out of 30 (pass mark: 15).
Time allowed: 30 minutes.

B – Oral test (30 min)
Interview with a selection board in English to assess:
 your suitability to carry out the duties of an HR Recruitment and Services Coordinator;
 your knowledge and experience in the field of Recruitment and Services;
 your general knowledge about the Agency and related policies;
 your communication, inter-personal and problem-solving skills;
 your motivation and your ability to adjust to working as a Temporary Agent in a multicultural environment.

This test will be marked out of 100 (pass mark: 50).
Both the oral and written tests will be combined on a total of 140. Minimum mark: 91 out of 140.
Applicants receiving at least the minimum score (91 out 140), all tests combined, 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 mission of the proposed position (2 pages maximum).
Please note that the motivation letter forms an essential basis for the pre-selection decision.
Applications must only be sent through the recruitment online system.
Closing date:
Applications must be sent no later than 8th March 2019 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.

* EU CV format available on: http://europass.cedefop.eu.int/europass/home/vernav/Europasss+Documents/Europass+CV/navigate.action

Appointment and conditions of employment

The jobholder will be assigned on the basis of a shortlist proposed by the selection committee.
The jobholder will be recruited as temporary agent, in function group AST3, pursuant to Article 2f of the Conditions of Employment of Other Servants of the European Communities (CEOS) of the new Staff Regulations which is into force since the 1st January 2014. The salaries of temporary agents are subject to a community tax deducted at source. They are exempt from national tax. The European institutions have their own social security and pension scheme. The basic monthly salary, before any deductions or allowances, at 1 July 2018 for grade AST3, first step is 3.739,68€.
The jobholder will serve a probation period of nine months.
The initial contract will be for a duration of 2 years and may be renewed.
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 temporary agents see the web site of the Directorate-General for Human Resources and Security (DG HR) on the internet at
http://ec.europa.eu/civil_service/docs/toc100_en.pdf

Publication date

Publication start date

15/02/2019

Publication end date

08/03/2019

Publication extension date

22/03/2019

Candidate criteria

Eligibility criteria

A. Eligibility criteria
 A level of post-secondary education attested by a diploma and after having obtained the diploma, 6 years of professional experience acquired in positions related to the profile of the post;
 Or a level of secondary education attested by a diploma giving access to post-secondary education and after having obtained the diploma, 9 years professional experience acquired in positions related to the profile of the post;
 To have a 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.




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/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.

Selection criteria

Essential:
 At least 3 (three) years of professional experience acquired in positions related to Human Resources in Recruitment and Services;
 Very good command of the English and French languages in the technical field concerned;
 Experience of working in a multi-cultural and international environment.

Advantageous:
 People management experience;
 Professional experience in an EU Institution, in particular as HR Officer in Recruitment;
 Professional experience in work legislation;
 Knowledge of an HR management tool;
 Knowledge of European Union HR policies and procedures.

Personal qualities essential for the position (evaluated during the interview):
 High degree of organisational skills and ability to work under pressure;
 Good interpersonal, communication and problem solving skills;
 Proven ability to work as a team member;
 Ability to appreciate and follow priorities.

The Agency will invite to the interview and test phase the best candidates, with a maximum of 10 candidates invited.

Languages

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

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

The European Union institutions apply a policy of equal opportunities and accept applications without discrimination on the ground of 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 or sexual orientation.

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 selection procedure concerned to the Chairman of the Selection Committee at the following address: INEA-HR-INFO@ec.europa.eu
The Selection Committee will reconsider the application and notify the candidate of its decision within 15 working days of receipt of the letter.

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 Community institutions and bodies and on the free movement of such data.