European Defence Agency (EDA)
:Project Assistant Energy
Directorate: Research, Technology and Innovation Directorate (RTI) Contract type: Contract agent Group: III Grade: N.A. Indicative starting date: 01/01/2020 Security Clearance: SECRET UE/EU SECRET Management of staff: N.A. Closing date for applications: 25/10/2019The selection of candidates will follow the EDA Staff Recruitment Procedure. Candidates must apply for this post via the EDA website http://www.eda.europa.eu - vacancies. Please note that to make an EDA on - line application you will need to create your EDA profile using a valid e - mail address and a password.
1. BACKGROUND
The European Defence Agency was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.The Agency is structured into four directorates. Three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI) and the Corporate Services Directorate (CSD).
2. THE AGENCY'S WAY OF WORKING
The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and teamworking; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.
3. THE RESEARCH, TECHNOLOGY AND INNOVATION DIRECTORATE (RTI)
The Research, Technology & Innovation Directorate (RTI) promotes and supports defence research at EU level. Based on the Overarching Strategic Research Agenda (OSRA), developed together with the Member States, the Directorate coordinates and plans joint research activities and the study of technical solutions to meet future operational needs.The RTI Directorate provides support to Member States and to the European Commission for the Preparatory Action for defence research, including its implementation, and the research dimension of the European Defence Fund. The RTI directorate also ensures the promotion of innovation in defence and the exploitation of synergies at EU level with civil research in dual-use technology fields.The RTI Directorate comprises two Units and an RTI Coordination Team, with the following key tasks:
The EU-funded Defence Research Unit: upstream, implementing and downstream support linked to defence research activities funded by the EU budget under delegation by the European Commission
The Technology & Innovation Unit: facilitating the work of the Capability Technology Groups (CapTechs), the Energy & Environment Working Group; development and management of ad hoc research activities based on sectoral Strategic Research Agendas
The RTI Coordination Team: coordination of the RTI Directorate’s contributions to EDA’s transversal activities (such as CDP, CARD, PESCO, and KSA); overview of the Agency’s research portfolio; provision of outlook for research activities and technology watch.
4. DUTIES
The Project Assistant Energy will contribute to the effective administrative organisation and implementation of the activities of the Consultation Forum for Sustainable Energy in the Defence and Security Sector (CF SEDSS).Under the supervision of the Head of Technology & Innovation Unit, the jobholder’s main responsibilities in the context of the CF SEDSS will be, inter alia, to:
follow up on administrative, organisational and logistic aspects of the project;
contribute to the management of plenary conferences, particularly with regard to participants lists, registration procedures, and event organization in general;
support the organisation of meetings and video conferences and deal with the related logistics;
actively collaborate, liaise and follow up with representatives and experts from Member States, third countries, industry, research institutes, academia and relevant EU and other institutions;
manage reimbursements;
manage database content by integrating and reviewing inputs from the Ministries of Defence and other stakeholders;
support database users in accessing information;
support the Corporate Services Directorate (CSD) on aspects related to the CF SEDSS tasks, as appropriate;
take on additional tasks in the interest of the service.
Duties may evolve according to development of the EDA’s structure and activities, and the decisions of EDA management.
5. QUALIFICATIONS AND EXPERIENCE REQUIRED
a. Conditions for eligibility
General
be a national of a Member State participating in the Agency;
be entitled to his/her full rights as a citizen;
have fulfilled any obligations imposed on him/her by the laws concerning military service;
produce the appropriate character references as to his/her suitability for the performance of his/her duties;
be physically fit to perform his/her duties;
have a thorough knowledge of one of the languages of the participating Member States and a satisfactory knowledge of another of these languages to the extent necessary to discharge his/her duties;
have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of his/her duties within the Agency;
hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, and which shows the level of EUCI to which that individual may be granted access (CONFIDENTIEL UE/EU CONFIDENTIAL or above), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate.;
have 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.
Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.
b. Essential selection criteria
(1) Professional
The candidate will be required to demonstrate that he/she has:
at least 2 years of experience in similar duties acquired after the award of the qualification required as a condition of eligibility;
excellent organisation, coordination and administrative skills;
track record of organising successful events, workshops and similar, both individually and as part of a team;
experience in financial management tasks (budget planning, monitoring and cost reimbursements);
familiarity with the EU Institutions and knowledge of the EU processes and policies;
excellent knowledge of the use of data processing technology (MS Word, Excel, PPT, Outlook);
knowledge and experience in the use of graphics, charts and visualisation of other statistics (knowledge of MS PowerPoint is a minimum requirement);
relevant experience in operating databases and software management, including in a SharePoint environment;
very good written and oral communication skills in English.
(2) Personal
All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:
strong sense of duty and responsibility;
ability to work in multicultural team;
result-orientation and strong motivation;
strong customer service orientation;
ability to deal with confidential information;
flexibility and innovativeness;
good interpersonal and communication skills;
accuracy and attention to detail;
ability to adapt to a quickly changing working environment;
genuine commitment to the Agency's objectives.
c. Desirable
The following will be considered an advantage:
prior experience in an EU context, including relevant experience in administration and event management;
experience in supporting the administration of EU-funded projects;
familiarity with the defence international environment (especially Common Security and Defence Policy - CSDP) and the EU defence community, including government, industry, institutes and academia;
familiarity with the energy-related activities of the European Commission and energy aspects and challenges in the defence sector;
familiarity with the operational and technical aspects of energy, including research and technology;
hold a (recognized) project management qualification;
a track record of delivering successful outcomes in data management.
6. INDEPENDENCE AND DECLARATION OF INTEREST
The Project Assistant Energy will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.
7. APPOINTMENT AND CONDITIONS OF EMPLOYMENT
The Project Assistant Energy will be appointed by the Chief Executive.Recruitment will be as a member of the Project Assistant Energy of the Agency for a four-year period (unless a shorter period is mutually agreed between the parties). Renewal is possible within the limits set out in the EDA Staff Regulations. The successful candidate will be recruited as Contract Agent, Function Group III.The pay for this position consists of a basic salary of 2.704,38€ supplemented with various allowances, including as applicable expatriation or family allowances. The successful candidate will be graded on entry into service according to the length of his/her professional experience. Salaries are exempted from national tax, instead an Agency tax at source is paid. For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer.Failure to obtain the requisite security clearance certificate before the expiration of the probationary period may be cause for termination of the contract.Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.Applications are invited with a view to establishing a reserve list for the post of Project Assistant Energy at the EDA. This list is valid until 31/12/2020, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in the EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.
8. EQUAL OPPORTUNITIES
The EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.
9. APPLICATION PROCEDURE
Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard copy or ordinary e-mail) will not be accepted. Applications must be submitted no later than midnight. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1) on the date of the deadline.When applying, candidates from Ministries of Defence or other governmental entities are encouraged to inform their national administration.A selection panel will be appointed. Please note that the selection panel's internal proceedings are strictly confidential and that any contact with its members is forbidden. Each application will be screened based on the requirements of the job profile stated in the vacancy notice. The most suitable applicants will be called for an interview and a written test.If recruited, you will be requested to supply documentary evidence in support of the statements that you make for this application. Do not send any supporting or supplementary information until you have been asked to do so by the Agency.Please note that once you have created your EDA profile, any correspondence regarding your application must be sent or received via your EDA profile.For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@eda.europa.eu.
10. DATA PROTECTION
Please note that EDA will not return applications to candidates. The personal information EDA requests from candidates will be processed in line with Regulation (EU) N° 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) 45/2001 and Decision No.1247/2002/EC.The purpose of processing personal data which candidates submit is to manage applications in view of possible preselection and recruitment at EDA.More information on personal data protection in relation to selection and recruitment can be found on the EDA website: http://www.eda.europa.eu/jobs/dataprotection.
