NOTICE OF INTERNAL COMPETITIONS

Transcription

1 NOTICE OF INTERNAL COMPETITIONS The European Commission ( the Commission ) is organising the following three internal competitions, based on tests, to constitute a reserve from which to recruit secretaries/clerks in grade 2 (AST/SC2), assistants in grade 2 (AST2) and administrators in grade 6 (AD6): COM/01/AST-SC/16 (AST/SC2) -Secretaries/Clerks COM/02/AST/16 (AST2) - Administrative Assistants COM/03/AD/16 (AD6) -Administrators in European Public Administration These reserve lists will be valid for two years counting from the date of their publication. The Commission applies a policy of equal opportunities which, in accordance with the Staff Regulations of officials of the European Union ( Staff Regulations ) and the Conditions of Employment of Other Servants ( CEOS ), prohibits discrimination on any grounds such as sex, race, colour, ethnic or social origin, genetic features, language, religion or beliefs, political or other views, membership of a national minority, financial situation, birth, disability, age or sexual orientation. 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. CONTENTS I. GENERAL BACKGROUND II. JOB DESCRIPTION AND PLACE OF EMPLOYMENT III. ELIGIBILITY IV. ADMISSION TEST V. ORAL TEST VI. CHOICE OF LANGUAGES VII. RESERVE LIST VIII. PROCEDURE FOR VERIFYING THE INFORMATION GIVEN BY CANDIDATES IX. HOW TO APPLY X. GENERAL INFORMATION XI. APPEAL PROCEDURES ANNEX NATURE OF DUTIES 1

2 I. GENERAL BACKGROUND 1. General aspects The Commission is organising three internal competitions based on tests under Article 29(1) (d) of the Staff Regulations and Article 82(7) of the CEOS to constitute a reserve from which to recruit secretaries/clerks in grade 2 (AST/SC2), assistants in grade 2 (AST2) and administrators in grade 6 (AD6). These reserve lists will serve for two years counting from the date of their publication. Article 82 (7) CEOS defines the eligibility of contract agents to participate in internal competitions based on the function group they occupy. Similarly to the recruitment of contract agents as officials by means of these internal competitions, the recruitment of temporary agents as officials and of officials at a higher grade should all secure for the institution the services of officials of the highest standard of ability, efficiency and integrity. In this sense, the interests of the service require that only candidates with proven experience in a given function group become immediately operational officials: (i) for officials and temporary agents, in the corresponding function group or (ii) for contract agents, in the function group for which they are eligible under Article 82 (7) CEOS. This requirement is particularly relevant for competitions open at a grade higher than the normal entry grade for each function group. Given the above, you may only apply for one of the three competitions. You must make your choice when you apply online and you will not be able to change it after you have confirmed and validated your online application. 2. Number of successful candidates sought per competition and field COM/01/AST-SC/16 (AST/SC2) = 35 COM/02/AST/16 (AST2) = 20 COM/03/AD/16 (AD6) = 30 The fields are the following: AST/SC2 - Secretarial support and administrative support; AST2- Administrative Assistance, AD6 - European Public Administration (EPA). 3. Selection Boards The names of the members of the selection boards will be published on My IntraComm at the following address: Candidates are strictly forbidden to make any contact with the members of the selection boards, either directly or indirectly. Any infringement of this rule will result in disqualification from the competition. All correspondence concerning these competitions must be conducted via the functional mailbox of the appropriate competition secretariat:. Any questions about how to set up an EPSO account should be sent to EPSO via the functional mailbox... 2

3 II. JOB DESCRIPTION AND PLACE OF EMPLOYMENT 1. Job description: Secretaries/Clerks: Carrying out clerical and secretarial tasks, office management and other equivalent tasks requiring a certain degree of autonomy. Assistants: Carrying out administrative, technical or training activities requiring a certain degree of autonomy, in particular with regard to the implementation of rules and regulations or general instructions. Administrators: Carrying out managerial, conceptual and analytical as well as linguistic and scientific duties. A detailed description of the duties is provided in the Annex. 2. Place of employment: any of the Commission s places of employment. 1. General Conditions III. ELIGIBILITY Since these are internal competitions, candidates are presumed to meet the general recruitment conditions referred to in Article 28 of the Staff Regulations regarding officials, Article 12(2) regarding temporary agents and Article 82(3) of the CEOS regarding contract agents Specific Conditions On the closing date for online applications, you must fulfil all the following specific conditions: 2.1 Administrative status You must: (a) have served for at least 42 months, which do not have to be consecutive, as an official or member of the temporary or contract staff in the Commission; periods of employment spent in Agencies or other Institutions are not taken into account; periods of employment spent in the Commission as interimaire, auxiliary or local staff or seconded national expert (SNE) are not taken into account either; 4 Pursuant to those provisions, you must: (a) be a national of one of the Member States of the Union, unless an exception is authorized by the appointing authority, and enjoy full rights as a citizen; (b) have fulfilled any obligations imposed on you by the laws concerning military service; (c) produce the appropriate character references as to your suitability for the performance of your duties; (d) be physically fit to perform your duties; and (e) produce evidence of a thorough knowledge of one of the languages of the Union and of a satisfactory knowledge of another language of the Union to the extent necessary for the performance of your duties. 3

4 (b) (c) have spent at least the last 12 months before the closing date for online applications as an official or member of the temporary or contract staff of the Commission; during these twelve months you must have had the administrative status in active employment, on leave for military service, on parental or family leave, on secondment in the interests of the service, or on secondment at your own request (in the first six months of that secondment) within the meaning of Articles 37 et seq. of the Staff Regulations; have served for at least over the 6 months before the closing date for online applications in the function group which is required in section III.2.2 for the competition to which you apply or having served in a higher function group for all or part of the 6 months referred to above. The following periods serve for the calculation of the required six months: periods with the administrative status in active employment, on leave for military service, on parental or family leave, on secondment in the interests of the service, or on secondment at your own request (in the first six months of that secondment) within the meaning of Articles 37 et seq. of the Staff Regulations. 2.2 Function group and grade On the closing date for online applications you must belong to the following function group: For COM/01/AST-SC/16 (AST/SC2): You must be an official or temporary agent AST/SC or a contract agent FGII. For COM/02/AST/16 (AST2): You must be an official or temporary agent AST or a contract agent FGIII. For COM/03/AD/16 (AD6): You must be an official or temporary agent AD or a contract agent FGIV. N.B. Any grade awarded to a person during secondment in the interests of the service will not be taken into account for the purposes of eligibility for these competitions Diploma and/or professional experience For COM/01/AST-SC/16 (AST/SC2) and COM/02/AST/16 (AST2): A level of post-secondary education attested by a diploma, or A level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years, or Vocational training or professional experience of an equivalent level For COM/03/AD/16 (AD6): A level of education which corresponds to completed university studies of at least three years attested by a diploma, or Vocational training of an equivalent level. 4

5 3. Verification of eligibility Points 2.1 and 2.2 of the specific eligibility conditions will be checked before the candidates are invited to the admission tests. If you do not fulfil one of these conditions, you will be excluded from the competition. These checks will be carried out in accordance with the procedure laid down in Section VIII. The analysis of the conditions regarding point 2.3 of the specific eligibility conditions will be carried out at a later stage to determine whether you can be included in the list of candidates who fulfil all the eligibility conditions for the competition. They will be checked initially against the information you have given. They will then be verified against supporting documents and in accordance with the procedure laid down in Section VIII when the reserve list is drawn up. 1. Invitation to the tests IV. ADMISSION TESTS You will be invited to the tests if you have validated your online application before the deadline (see Section IX). Please note: 1. By validating your application you declare that you meet the general and specific conditions listed in Section III. 2. You must reserve a date to sit the tests; this must be done by the deadline notified to you via your EPSO account. 2. Nature and marking of the tests A series of tests comprising multiple-choice questions to assess your general aptitudes and competencies: 2.1 COM/01/AST-SC/16 (AST/SC2) and for COM/02/AST/16 (AST2): Test (a) Verbal reasoning Marking: this test will be marked out of 20 Test (b) Numerical reasoning Marking: this test will be marked out of 10 Pass mark: 4 Test (c) Abstract reasoning Marking: this test will be marked out of 10 Aggregate pass mark for tests (a) and (c): 15 Test (d) Professional skills - Prioritising and organising Marking: this test will be marked out of 40 Pass mark: 20 Test (b) is eliminatory but the marks obtained are not added to the marks of the other tests in order to identify which candidates will be invited to the oral test. 5

6 2.2 COM/03/AD/16 (AD6): Test (a) Verbal reasoning Marking: this test will be marked out of 20 Pass mark: 10 Test (b) Numerical reasoning Marking: this test will be marked out of 10 Pass mark: 5 Test (c) Abstract reasoning Marking: this test will be marked out of 10 Pass mark: 5 Test (d) Situational judgment Marking: this test will be marked out of 40 Pass mark: 24 Tests (a) and (b) are eliminatory but the marks obtained are not added to the marks of the other tests in order to identify which candidates will be invited to the oral test. 3. Language of the tests When you apply for the competition, you may choose: - one of the 24 official languages in which you wish to take admission tests (a), (b) and (c); and - among English, French or German, and in any case different from the language chosen above, the language in which you wish to take admission test (d). The admission tests are organised by EPSO and you will take them on a computer. The selection board of each competition decides on the difficulty of the tests and approves their subject matter on the basis of proposals made by EPSO. You will sit the tests in a number of specialised centres and, if necessary, outside the European Union. 1. Invitation You will be invited to the oral test if: V. ORAL TEST - you have obtained the pass mark in all admission tests; and - you are one of the candidates with the highest aggregate marks in admission tests (a), (c) and (d), in case you have applied for competition COM/01/AST-SC/16 (AST/SC2) or for COM/02/AST/16 (AST2) or in admission tests (c) and (d), in case you have applied for the competition COM/03/AD/16 AD6). - the checks made on the basis of the information provided in your online application 5 show that you fulfil the specific conditions laid down in point 2.3 of Section III. 5 This information will be verified against the supporting documents before the reserve list is drawn up (see Section VI). 6

7 The number of candidates invited to take the oral test will be three times the number of successful candidates sought indicated in the competition notice, plus any tied candidates Oral Test The internal competition comprises an oral test. The time allowed for the test will be decided by the selection board. The oral test will consist of one or two of the following elements, according to the function group you are applying to: 1. an interview for the AST/SC, AST and AD functions groups to assess: - the main duties you have carried out and the skills you have acquired in the course of your professional career; and - the ability and motivation to perform the required duties of the posts to which the competition gives access. 2. a structured presentation for the AST and AD function groups. This presentation will be on an European Union policy for the AST competition and an oral briefing on a subject related to an European Union policy for the AD. The oral test will be conducted in English, French or German, depending on the choice you made in your application. However, candidates whose main language, as registered in Sysper2, or whose mother tongue, as declared on taking up employment, is English, French or German, 7 must choose another of these three languages for the oral test. The selection board may also ask questions in any other of these three languages that you are proficient in at work according to your application. The purpose of the oral test is not to assess your knowledge of languages. Marking: The oral test will be marked out of 20, with a pass mark of 10. When needed, candidates will be interviewed by videoconference (i.e. candidates serving in delegations). VI. CHOICE OF LANGUAGES The Commission sets out below its reasons for choosing a limited number of official EU languages for the test (d) and the oral test. These also explain the procedure used for publishing this notice of internal competitions, and take account where necessary of the implications of the judgment handed down by the Court of Justice of the European Union on 27 November 2012 in Case C-566/10 P, Italy v Commission. 6 Where a number of candidates tie for the last available place, they will all be invited to the oral test. 7 You are asked to indicate in your application (i) the language entered in Sysper2 as the language for which you have produced evidence of a thorough knowledge in accordance with Article 28, f) of the Staff Regulations or, where this is not recorded in Sysper2, (ii) the language you entered as your mother tongue on the application form for a post as an official or other servant which you completed when taking up employment. 7

8 The languages for the test (d) and the oral test (English, French and German) were chosen because the need to recruit staff of the highest ability, productivity, and integrity has to be balanced with the interests of the service, which require that successful candidates be immediately operational and capable of communicating effectively within the institution in the course of their everyday work in languages which have for decades been those most commonly used by officials and other servants of the Union for internal communication. Indeed, these are the three most widely used languages within the Commission's services both in the external and in the internal communication. Requiring candidates to choose among English, French and German for certain stages of the competition is a proportionate means of checking that they possess qualities of the very high standard required in the working environment of the Commission. Candidates are, by definition, officials, temporary or contract agents who, in practice, are familiar with the Commission and who have an in-depth knowledge of at least one of these three languages. The selected method ensures that no candidate will suffer linguistic discrimination as all candidates, including those whose main language/mother tongue 8 is one of the three in question, will have to speak in another of the three during the oral test: there will therefore be no competitive advantage for those whose main language/mother tongue is one of the three languages. Especially for the oral test, the limitation of the choice of languages to only English, French and German is also required by the way of functioning of the selection board. More concretely, the selection board will be composed of members of different nationalities and, therefore, there is a need to identify languages which can function as "linguae francae" for the communication among the members of the selection board and the candidates. In addition, testing the candidates orally in a limited number of languages serves also the homogenous and thus fair assessment of the candidates. English, French and German can serve as vehicular languages, because they constitute the first three languages mostly used within the Commission. Nevertheless, the selection board will be able to ask additional questions in the oral test in languages other than the one selected for the test, to help it evaluate the candidates abilities with regard to the real professional environment of the Commission. Such questions will be asked in English, French or German, depending on the languages in which the candidate has claimed proficiency at work. VII. RESERVE LISTS The selection boards will place on the reserve lists the names of the candidates with the highest marks, and at least the pass mark, in the oral test (Section V) (for the number of successful candidates see Section I.2) 9. The reserve lists will be drawn up in alphabetical order. They will be valid for two years counting from the date of publication in the Administrative Notices. The selection boards will check in detail whether candidates fulfil the eligibility conditions set out in Section III and whether the information given in their application form is correct. These checks will be carried out in accordance with the procedure laid down in Section VIII. Supporting documents will be verified in descending order of marks until the number of candidates who 8 As defined in footnote 3. 9 Tied candidates included. 8

9 can be placed on the reserve lists and who actually fulfil all the eligibility conditions is reached. The files of candidates below this number will not be examined. VIII. PROCEDURE FOR VERIFYING THE INFORMATION GIVEN BY CANDIDATES ON ELIGIBILITY For these competitions, the information you have given concerning the eligibility conditions in Section III will be verified in one of the following two ways: (a) You can agree to give the selection board of the competition you have applied for access to the relevant information in Sysper2 for the check by ticking the appropriate box on the registration form. In that case: i. if the information available is sufficient to show that you meet all the eligibility conditions set out in Section III and corroborates the information you gave in the application form, you will not have to send in any supporting documents. ii. if the information available is insufficient or does not show that you meet all the eligibility conditions set out in Section III or does not corroborate the information in your registration form, you will be told which supporting documents are missing and/or informed of the selection board's doubts. You must submit the additional documents to the appropriate address below within the deadline set by the selection board, failing which you will be disqualified: Secretariat of the internal competition selection boards:. (b) If you do not agree to give the selection board of the competition you have applied for access to the relevant information in Sysper2 by ticking the appropriate box on the registration form, the selection board will ask you in due course to submit the supporting documents. 9

10 IX. HOW TO APPLY Before applying for the internal competition, you should carefully check whether you meet all the specific eligibility conditions and that your data in Sysper2 is correct. You are also invited to complete your electronic CV in Sysper2 (e-cv module). 1. Online application You must apply online, following the instructions on My IntraComm. Deadline (including validation):... (midday), Brussels time. Registration procedure You should go to the online application manual and follow the instructions concerning the various stages of the registration procedure. These stages are as follows: (1) Creating an EPSO account You have to create an EPSO account before you can submit an application. The EPSO account acts as an electronic interface between the secretariat of the internal competition selection board and the candidates. If you have already created an EPSO account for a different competition, you must use the same account. If you have questions concerning your EPSO account, you should contact EPSO via EPSO-CCS- EN@ec.europa.eu. (2) Online application The link for making an online application is on My IntraComm. By clicking on the link, you will be automatically taken to your EPSO account. (3) Validation of your application Once you have filled out your online application, you must validate it. After validation, a message will be sent to your EPSO account with your candidate number. You must quote your candidate number in any correspondence. It is your responsibility to complete your on-line application in time. You are strongly advised not to wait until the last few days before applying, since exceptionally heavy Internet traffic or a problem with the Internet connection could mean that you have to go through the application process again; and once the deadline has passed, you will no longer be able to do so. 2. Submission of application files If you are one of the candidates invited to the oral tests, you will have to bring with you your full application file (signed online application form and supporting documents). None of the supporting documents submitted with your application will be returned. 10

11 1. Communication with candidates X. GENERAL INFORMATION Once your application has been registered, you can follow the general progress of the competition to which you have applied by consulting My IntraComm: Individual information (in particular your invitation to the admission tests and the results of the admission tests and the oral test) will be available only in your EPSO account. You should check your EPSO account regularly at least twice a week. It is your responsibility to update your EPSO account to reflect any change of postal or address. Questions about how to set up an EPSO account should be sent to EPSO via the functional mailbox XXX. All correspondence concerning the competition must be conducted through the functional mailboxes XXX and/or via your EPSO account. For practical, organisational and budgetary reasons, you must communicate with the administration in English, French or German. This limitation is considered to be proportional, since you already work in at least one of these languages in your current function in the Commission and you will also be tested in one of these languages in test (d) and in the oral test. None of the supporting documents submitted with your application will be returned. In all correspondence you must quote your name as given on your application form, the competition number, and the number received when your application was registered. If, at any stage in the procedure, it is found that the information you gave concerning your eligibility is incorrect, you will be disqualified from the competition. 2. Requests for information Candidates involved in selection procedures have a specific right of access to certain information concerning them directly and individually, as described below. Accordingly, you can be given additional information relating to your participation in the competition. You should send any request for information in writing to the secretariat of the internal competition selection board via the functional mailbox no later than a month after you are notified of your results. An answer will be sent within one month of receipt. Requests will be dealt with taking account of the confidential nature of the selection board proceedings under the Staff Regulations (Annex III, Article 6). In the case of the admission tests, the results supplied will not show the wording of the questions or of the answers, but merely the reference number/letter of the answers chosen and of the correct answers. 1 1

12 3. Protection of personal data Candidates' personal data are processed as required by 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 Union institutions and bodies and on the free movement of such data (Official Journal of the European Union No L 8 of 12 January 2001). This applies in particular to the confidentiality and security of such data. 4. Specific situations and disability - special arrangements for the tests Wherever possible, reasonable accommodations are provided to enable disabled candidates to compete on an equal basis with others in the competition. Likewise, appropriate facilities and measures will subsequently help successful candidates with disabilities to have access to and perform a job. If you have a disability or a condition that might pose difficulties during for you when taking the tests, you should tick the appropriate box on the online registration form and indicate what arrangements you consider necessary to make it easier for you to take the tests. You must submit a medical certificate or a certificate from a recognised body attesting your disability. The supporting documents will be examined so that reasonable arrangements to suit each case can be made, provided that they do not involve a disproportionate burden. If the condition referred to above develops after your application has been registered, you should inform the secretariat of the internal competition selection board by sending an to the functional mailbox EPSO-ACCESSIBILITY@ec.europa.eu as soon as possible. XI. APPEAL PROCEDURES REQUESTS FOR REVIEW APPEAL PROCEDURES COMPLAINTS TO THE EUROPEAN OMBUDSMAN Since the Staff Regulations apply to both the admission and the selection phases, please note that all the proceedings of the selection board are covered by the confidentiality requirement laid down in Annex III of the Staff Regulations of officials of the European Union. If at any stage in these two selection procedures candidates consider that their interests have been prejudiced by a particular decision, they can take the following action: Request for neutralisation of questions in the admission tests What is neutralisation? Neutralisation is a corrective measure, the purpose of which is to ensure the objectivity of assessments and equal treatment of candidates when competition tests contain irregularities in the form of erroneous questions. Despite in-depth quality control of the database of questions used for admission tests, including checks carried out by the selection boards, it may still happen that certain questions contain material errors. 1 2

13 When such an error is detected after the tests have taken place, the selection board may decide to cancel the question containing the error and to redistribute the points initially attributed to that question among the remaining questions of the test. This system means that the re-calculation of marks following the neutralisation of a question affects only those candidates to whom the specific question was put. The marking of the tests remains as indicated in the competition notice. It should be stressed that the neutralisation system has been designed to ensure that no candidate is unfairly penalised. In order to make sure of this, a simulation is carried out, comparing the results before and after neutralisation. EPSO and the selection boards apply an inclusive rather than exclusive approach, setting the pass mark for the tests after neutralisation so as to make allowance for candidates who may have been adversely affected by the neutralisation procedure. Please also note that under the relevant case law, the difference in time that candidates devoted to answering questions which were cancelled does not constitute unequal treatment between candidates. Requests If the candidate considers that one or more of the questions put to him or her in the admission tests contained an error such as to make it impossible to answer or such as to affect the candidates' ability to answer correctly, he or she is entitled to ask for the question(s) to be cancelled under the neutralisation procedure. Requests for cancellation must be made within 10 calendar days of the date of the candidate's admission tests, either directly to the exam centre after the candidate has taken the tests, or using the contact form published on the EPSO website. The candidate should quote in the subject line of the letter: the competition number, his or her application number, 'request for neutralisation', 'demande de neutralisation', 'Antrag auf Neutralisierung' ( at the choice of the candidate). In the request, the candidate must provide the information necessary to identify the question(s) that he or she believes contained errors (for example by describing what the question was about), and explain as clearly as possible the nature of the alleged error. Requests for neutralisation received after the deadline or which are not clear enough to help identify the question(s) contested will not be taken into account. Request for review Within 10 calendar days from when the letter informing you of the decision is sent to you, you can send a letter by stating your case (please include the reference number of the competition) to the functional mailbox of the relevant selection board: XXX 1 3

14 The secretariat of the selection board will send the request for review to EPSO or to the selection board, depending on which is competent. You will be sent a reply as soon as possible. Appeal procedure > You can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Union. You should send only one copy, in one of the following ways: by , preferably in pdf format, to functional mailbox HR MAIL E2 (HR-MAIL- E2@ec.europa.eu) or by fax to (32-2) or by mail to SC21 4/57 or delivered in person to SC21 4/57 (between 9.00 and or between and 17.00). The three-month time limit for initiating this type of procedure (see Staff Regulations starts to run from the time you are notified of the act allegedly prejudicing your interests. Please note that the appointing authority does not have the power to change the decisions of a selection board. The Court has consistently held that the wide discretion enjoyed by selection boards is not subject to review by the Court unless the rules which govern their proceedings have clearly been infringed. > You can submit a judicial appeal under Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations to: European Union Civil Service Tribunal Boulevard Konrad Adenauer L-2925 Luxembourg Complaint to the European Ombudsman Like all citizens of the European Union, you can make a complaint to: European Ombudsman 1 avenue du Président Robert Schuman - BP 403 F Strasbourg Cedex under Article 228(1) of the Treaty on the Functioning of the European Union and in accordance with the conditions laid down in Decision 94/262/ECSC, EC, Euratom of the European Parliament of 9 March 1994 on the regulations and general conditions governing the 1 4

15 performance of the Ombudsman's duties (Official Journal of the European Union, No L 113, 4 May 1994). Please note that complaints made to the Ombudsman have no suspensive effect on the period laid down in Articles 90(2) and 91 of the Staff Regulations for lodging complaints or for submitting appeals to the Civil Service Tribunal under Article 270 of the Treaty on the Functioning of the European Union. Please note also that, under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.

16 ANNEX NATURE OF DUTIES COM/01/AST-SC/16 (AST/SC2) Secretaries/Clerks The task of clerks is to provide administrative and logistical support and to handle various administrative files, under the supervision of an administrator. Clerks will carry out assistance and support tasks, using IT tools, related in particular to technical/ operational and administrative support. The duties are varied and may include: - handling and following-up technical and administrative files in line with the applicable framework, such as: - drawing up technical reports and/or specifications, monitoring contract performance and acceptance of works, - administrative work relating to the purchase of products (equipment, supplies and goods), - handling personnel files, - handling and following-up case files: open and register cases, follow-up the procedures, monitor deadlines, update case management databases, - drafting correspondence, notes, minutes; - keeping appointments diaries, organising and coordinating meetings for the line manager, including compiling files and working documents and sending out minutes; - answering, filtering and transferring telephone calls, handling correspondence and giving general information to callers; - managing and archiving documents. This may involve registering, encoding, allocating and distributing in/out documents/mail; archiving and securing documents/files in compliance with archiving, data protection and confidentiality rules, - assisting in the coordination and planning of the department's work. These duties require a thorough knowledge of IT tools such as word-processing, spreadsheets and databases. COM/02/AST/16 (AST2) Administrative Assistants Assistants contribute to performing the functions of the Commission under the supervision of an administrator and are called upon to carry out executive, implementation, support and logistical tasks in various fields of activity. Reporting to an administrator, the assistant will be expected to perform complex assistance and technical tasks. They will be called upon to carry out administrative and technical tasks such as, for example:

17 - managing and following up matters relating to the management of resources; - drafting notes, drawing up administrative reports in the different fields of the activities of the Commission; - preparing, holding and following up meetings; - assisting with the design, implementation and management of accounting, financial, and IT systems; - providing assistance, support and logistics for internal and/or external communication and information; - providing assistance, support and logistics for management of equipment. - assisting with the preparation of programmes and work programmes; - assisting with the preparation of projects, cases and contracts and monitoring their continuity, contributing to reports and their implementation; - assisting with the supervision and/or evaluation of the implementation of programmes/projects/cases/contracts; - preparing/verifying calls for proposals/invitations to tender, and calls for expressions of interest, with a view to concluding contracts and agreements relating to grants; - preparing and monitoring procurement procedures, including the evaluation of tenders. COM/03/AD/16 (AD6) European Public Administration The duties of administrators are as follows: following general instructions but working independently, to support decision-makers in fulfilling the Commission's goals, to conduct analyses and perform administrative, advisory, supervisory, coordinating and negotiating duties relating to the activities of the Commission. The main duties of successful candidates recruited from this competition may vary from one service to another, and include: 1. Policy formulation and development - Conduct analysis and formulation of policies in the fields of EU action; - Follow and contribute proactively to policy implementation in specific sectorial policies, drafting policy analysis notes and briefings; - Assist decision-makers by means of written or oral contributions. 2. Operational delivery - Devise, implement, monitor and conduct checks of programmes and action plans; - Follow inter-service and interinstitutional coordination and consultation regarding European policies; - Coordinate working groups set up by the Member States, the institutions and other external stakeholders; - Draft contracts, prepare calls for proposals and invitations to tender, and participate in the monitoring of proposals and projects; - Contribute to external communication as well as to internal reporting and communication. 1 7

18 3. Resource management - Manage resources including staff, finances and equipment; - Monitor administrative, financial and budget procedures; - Participate in preparing budget estimates and drawing up annual reports and accounts; - Manage operational, strategic, social and budgetary risks. 1 8