E-Recruitment User Guide Introduction The aim of this guide is to give you, as an applicant, a detailed description of the online application procedure. In this guide we will explain how the selection process works as well as showing different screens to guide you step by step through the creation of your profile and the submission of your application. E-Recruitment tool has been designed to be as user-friendly and self-explanatory as possible. It s easy and fast to use it in order to submit an application. It might be useful to print this user guide and keep it as a reference when processing your application. General information on Selection process at Fusion for Energy The job opportunities for 'Fusion for Energy' are published on our webpage: www.fusionforenergy.europa.eu If there is a vacant position, a Vacancy Notice giving detailed information on eligibility and selection criteria as well as on the Selection process and working conditions is published on our website in the "Open Positions" section - http://fusionforenergy.europa.eu/careers/vacancies.aspx. The candidates are given minimum 20 working days from the date of publication of a vacancy notice to submit their applications. Eligible candidates who meet all essential selection criteria and have the best profiles for the specific needs will be invited for an interview, which will be held mainly in English. After the interviews, the Selection Committee will draw up a reserve list with the most suitable candidates. The reserve lists are valid for a year and their validity might be extended by a Decision of the Director of "Fusion for Energy". Based on the needs of the Organisation, candidates who have successfully passed F4E selection procedures and whose names are placed on an F4E reserve list may be offered a position and recruited. For more information, please take a look at point 5. Selection Procedure of each vacancy notice. THE EUROPEAN JOINT UNDERTAKING FOR ITER AND THE DEVELOPMENT OF FUSION ENERGY Josep Pla nº 2 Torres Diagonal Litoral Building B3 08019 Barcelona Tel. +34 93 320 18 00 Fax +34 93 320 18 51 http://fusionforenergy.europa.eu
Apply for a position at Fusion for Energy using the online tool Please note that the online application tool is the only acceptable mean of submitting job applications. The online application process starts upon clicking CLICK TO APPLY next to a vacancy of your interest on the Open Positions page: http://fusionforenergy.europa.eu/careers/vacancies.aspx What follows consists of 3 phases: User Account: Create a user-account by filling in all the required information (fields marked with an asterisk are mandatory). This includes your personal data, date of birth, nationality, address. You will be asked to enter a valid email address as your user-name and a password of minimum 8-character which must contain numbers, uppercase and lowercase characters (for your own data-protection). You can change or delete your account at any time, and should you forget your password you can request it to be reset. Disclaimers: Please read the short texts carefully and tick the box indicating that you have read the disclaimers; Application : You will need to upload: a detailed curriculum vitae in European format in English that can be obtained at the following address: http://europass.cedefop.europa.eu/europass/home/hornav/downloads.csp AND a motivation letter of 2 pages maximum in English including a clear mention of the position you are applying for in Word or PDF format. For the selections published for Permanent Officials, you will be asked to upload a third document: Proof of seniority in grade and step It is the responsibility of the applicants to complete the online applications before the submission deadline stated in the vacancy notice and on the website. Please note that due to the extremely large number of applications we receive, when reaching the deadline for submission of applications, the system may have problems to process the large amount of data. We therefore advise the applicants to send in their applications well ahead of the deadline. Please note that applications submitted after the expiry of the deadline (12h00 noon, Barcelonan, GMT+1) on the closing date are automatically rejected! In case you encounter technical problems when trying to submit your application via the e- Recruitment tool, please make a screenshot and send it to e-recruitment@f4e.europa.eu It is the responsibility of the applicant to inform F4E about any technical problem without delay. 2
Step by step process: 1. Open positions To check the vacancy notices published please visit Fusion for Energy website Vacancies Section (Fig.1): http://fusionforenergy.europa.eu/careers/vacancies.aspx (Fig. 1) The positions are published for Temporary Agents, EU Officials and Contract agents. You will find detailed information on advantages of working at Fusion for Energy on our website: http://fusionforenergy.europa.eu/careers/ For more information on the types of contracts, check Staff Regulations of Officials of the European Communities and Conditions of Employment of other servants of the European Communities - http://ec.europa.eu/civil_service/docs/toc100_en.pdf 3
2. The vacancy notices A Vacancy Notice giving detailed information on eligibility and selection criteria as well as on the Selection process and working conditions can be viewed by clicking on the reference ( for ex. F4E/CA/FGXX/2010/00XX Fig. 3) for the each selection. We would strongly advise to carefully read the vacancy notice before applying. Fig. 32 Next to the title and selection reference is indicated the closing date for submission of applications (Fig.4), the same information can be found on the vacancy notice. 4
3. Begin the application process To begin the application process, you will need to click on the CLICK TO APPLY button (Fig.4) which will lead you to a webpage of F4E E-recruitment database: https://jobs.f4e.europa.eu (Fig. 5) Fig. 4 Fig. 5 5
4. User F4E recruitment account If you have already an account, you will need to use your email address and you password and you can apply directly to the chosen vacancy notice. Before you do, please verify that you are applying for the right position (the job title, reference and status are mentioned on the top in the center of the screen). If you are new user, you will be requested to create a new account in the e-recruitment platform. Please pick up the link click here to create a new account (Fig. 5) The application will bring you to the creation of your Personal Data page, where you will find a number of fields that should be duly filled in. Please note that the fields marked with an asterisk (Fig. 6) are mandatory. Fig.6 6
The password should be at least 8 characters and must contain numbers, uppercase and lowercase characters. In case you forget your password, a new one will be generated for you by the system and you will receive it by email. In order to do so, please go to the main e-recruitment page (https://jobs.f4e.europa.eu ) and at the bottom of the page click on did you forget your password? link. You will need to provide your email address and click on Submit. By clicking Save, your F4E recruitment user account will be created. You will receive a confirmation by email. Applicants have the right to update the personal data information at any time. It should be noted that only applicants are responsible for keeping their e-mail addresses and personal details up to date in the online application tool. An applicant has the right to delete his/her F4E recruitment account. In order to do so, please send an email to e-recruitment@f4e.europa.eu By clicking Home in your profile, you will have the overview of all positions you have applied for (Fig. 7) through the Fusion for Energy e-recruitment tool. (Fig. 7) 7
5. Submission of the application As last phase of your online application, you will be brought to the final page of the e-recruitment tool (Fig. 8). (Fig. 8) Before submitting your CV and motivation letter, you will be asked to tick 3 boxes confirming that you: Were informed about the F4E Personal Data Protection Policy; Certify that the statements made are true, correct and complete you will be requested to supply additional documents in support of the statements made for the application Agree to the F4E Terms & Conditions 8
Once you tick the boxes, you can upload: A detailed curriculum vitae in European format in English (that can be obtained at the following address: http://europass.cedefop.europa.eu/europass/home/hornav/downloads.csp A motivation letter of 2 pages maximum in English including title and reference of the position. For the selections published for Permanent Officials, you will be asked to upload a third document: Proof of seniority in grade and step The submission of the abovementioned documents is mandatory. Once you have uploaded the requested documents, the Apply button will be activated. Once you ve clicked the Apply button, a new screen (Fig. 9) will appear confirming that your application has been successfully submitted. (Fig. 9) Subsequently, you will receive as well a confirmation by email. 9
Applicant have the right to upload a new CV or/and motivation letter only before the closing date for submission of applications. This will result in the latest submission being taken as the final, authoritative version. It should be noted that Fusion for Energy as the body responsible for organizing the selection process, will ensure that applicants 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 Community institutions and bodies and on the free movement of such data. This applies in particular to the confidentiality and security of such data. Personal data will be processed solely for the purpose of the selection procedure. Should the applicant have any query concerning the processing of his/her personal data, he/she shall address them to the following address: Resources-Controler@f4e.europa.eu Applicants that consider that he/she has been adversely affected by a particular decision regarding selection procedures can lodge a complaint. For further details on how to proceed, please consult the appropriate document published on our website at the bottom of Open Vacancies webpage. If you would like to withdraw your application from a selection procedure, please send an email to e-recruitment@f4e.europa.eu In case you encounter technical problems when trying to submit your application via the e- Recruitment tool, please make a screenshot and send it to e-recruitment@f4e.europa.eu. It is the responsibility of the applicant to inform Fusion for Energy about any technical problem without delay within the deadline mentioned above. Please, do not send any supporting documents (i.e.: copies of your ID-card, educational certificates, evidence of previous professional experience etc.) with your application at this stage if not specified in the Vacancy Notice. This document has been produced for information purposes only. Only the vacancy notices for positions to be filled may be considered definitive. 10