ECA-Selection

ECA/2022/23 - Assistant (M/F) - Events, Visits and Protocol Service

WHO WE ARE

The European Court of Auditors (ECA) was established in 1975 as the European Union’s external auditor. One of the EU’s seven institutions, it is based in Luxembourg and employs around 900 audit, support and administrative staff of all EU nationalities.

The ECA operates as a collegiate body of 27 Members, one from each EU Member State. Our auditors check that the EU keeps good accounts and correctly applies its financial rules, and that its policies and programmes achieve their intended objectives and deliver value for money.

Through our work, we can make a difference by helping the EU to make a better use of its money. We contribute to improving the EU’s financial management and promote accountability and transparency. We warn of risks, provide assurance, indicate shortcomings and successes and offer guidance to EU policymakers and legislators. We present our observations and recommendations to the European Parliament, the Council of the EU, and national governments and parliaments, as well as the general public.

We are a modern and dynamic organisation striving for and promoting excellence, professionalism, transparency and integrity. We define ourselves as a diverse, flexible and equitable institution, which offers every individual the opportunity to maximise their talent. Through our individual and collective involvement in the ECA’s activities and our ambitious training programme, our aim is to make the ECA an intellectually stimulating workplace, and a learning-based organisation that relies on institutional knowledge and motivated and well-trained people to serve the EU and its citizens.

We are an EU institution on a human scale: this facilitates integration, allows for easier interaction, and encourages teamwork. We offer flexible working hours and teleworking, including from outside the place of residence. We value diversity and inclusion, promote equal opportunities, and ensure a respectful working environment based on open communication, dialogue, and mutual trust. Staff engagement, well-being and greening are important pillars of our internal policies.

Within the Directorate for Human Resources, Finance and General Services, and in partnership with our stakeholders, the role of the Events, Visits and Protocol Service is to organise both internal and external events. We design and manage a broad range of events: business events, high-level visits, ceremonies, social events, receptions, networking events with international and interinstitutional participants, conferences, seminars, the signature of partnership agreements, etc. We use our experience and expertise, combined with creativity and innovation, to offer value-added services. We also manage and organise all events linked to catering. Our task is to act as a facilitator across all of the departments involved in any given event, such as communications, IT, technical services, transport, security and any other relevant departments. Largely behind the scenes, our task is to organise and coordinate every event-related aspect, to make it a unique experience for all participants.

WHAT WE ARE OFFERING

This vacancy notice is being issued on the basis of Article 29(1)(a), (b) and (c) of the Staff Regulations of Officials of the European Union.

The advertised position is therefore open ONLY to AST officials of the European Court of Auditors, AST officials of other EU institutions and successful candidates in an EPSO AST competition.

We are currently looking for an Assistant (M/F) to join our team.

The assistant will be responsible for events, visits and protocol tasks, and will report to the Principal Manager of Events, Visits and Protocol (EVP). Responsibilities include:

‒         organising internal and external events, official and unofficial visits, and major ceremonies, as well as planning, implementing and following up these events;

‒         coordinating and organising all aspects of catering;

‒         coordinating and guiding the logistical aspects of planned events;

‒         ensuring event follow-up, and undertaking both administrative and budgetary event management;

‒         contributing to the various contact networks in order to ensure that events run smoothly;

‒         maintaining good working relations with the ECA’s internal support teams;

‒         providing advice and support on different aspects of protocol for departments that request assistance;

‒         contributing to preparing policies and procedures related to event management and protocol activities;

‒         contributing to maintaining good relations with other European and international institutions and organisations, as well as with other bodies, as appropriate;

‒         performing communications activities, such as drafting letters, invitations and procedures;

‒         positively promoting the department’s work and the ECA’s image;

‒         contributing to Events, Visits and Protocol Service tasks;

‒         contributing to knowledge- and information-sharing, both within the team and within the ECA.

WHAT WE ARE LOOKING FOR

The advertised position is open to applicants who, on the deadline for applications, meet the eligibility criteria set out in the Staff Regulations. The full requirements are given below.

  1. Qualifications

In accordance with Article 5 of the Staff Regulations:

—          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

—          where justified in the interests of the service, professional training or professional experience of an equivalent level.

  1. Experience and skills 

Applicants should be able to demonstrate:

‒           experience of organising events or protocol activities, including logistical and manual tasks;

‒           discretion, tact and diplomacy, and an ability to communicate effectively, orally and in writing, with partners and stakeholders and with multicultural teams, with a focus on client relations;

‒           a high degree of availability and flexibility;

‒           a sense of organisation, proactivity and an ability to work under pressure both autonomously and within a team;

‒           a good command of standard Microsoft Office IT tools.

3. Knowledge of languages

As English and French are the official working languages of the Court, a sound knowledge of both languages is required (minimum level C1 in understanding, speaking and writing).

Please indicate in your CV the language level according to the following assessment model: https://europa.eu/europass/en/common-european-framework-reference

 

APPLICATIONS

The deadline for applications is 12:00 (midday) CET on 9 December 2022.

Applications must be submitted only via the online form provided for the advertised position and must comprise the following documents in English or French:

- a letter of motivation (max. 1 page);

- an up-to-date CV in the Europass format (max. 3 pages) (see https://europa.eu/europass/);

- (only for EU officials not at the ECA) a document confirming your function group, grade and status as an official.

Successful candidates in an EU open competition must quote the relevant reference number in their CV or letter of motivation.

Applications which do not strictly comply with these instructions will be rejected.

Please note that only the information provided in your CV, motivation letter and, where applicable, certificate of official status will be taken into account when evaluating your application.

The selection committee will evaluate applications based solely on the information given in these documents. It may ask candidates to provide supporting evidence for statements made in their applications. If candidates fail to provide such evidence when it is requested, their applications will be rejected.

To ensure that your application is completed on time, we strongly advise you not to wait until the last few hours to apply. Experience has shown that the system may become overloaded as the deadline approaches.

RECRUITMENT POLICY

In line with ECA’s Diversity and Inclusion policy and Article 1d of the Staff Regulations, the ECA embraces diversity and promotes equal opportunities. We accept applications without discrimination on any grounds, and we take steps to ensure that recruitment is evenly balanced between women and men, as required by Article 23 of the Charter of Fundamental Rights of the European Union. We also take measures to reconcile working life with family life.

If you require any special arrangements for a specific handicap or disability in order to take part in this selection procedure, please send an email in good time to ECA-Selection@eca.europa.eu.

DATA PROTECTION

The ECA is committed to ensuring that applicants' personal data are processed in compliance with Regulation (EU) 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.

For more information, see our specific privacy statement on recruitment at the following address: https://www.eca.europa.eu/Lists/ECADocuments/Specific_Privacy_Statement_vacancies/Specific_Privacy_Statement_vacancies_EN.PDF

REQUESTS FOR RECONSIDERATION — COMPLAINTS AND APPEALS — COMPLAINTS TO THE EUROPEAN OMBUDSMAN

If, at any stage in the selection procedure, you consider that a decision taken in your regard is wrong, the following options are available, in the order indicated below:

I. Request for the selection board to reconsider its decision

You may submit a written reasoned request for reconsideration of a decision taken by the selection board. This request must be sent, within 10 calendar days of notification of the decision, to ECA-Recours@eca.europa.eu . Where the last day of this period is a public holiday, Sunday or Saturday, the period shall end with the expiry of the last hour of the following working day.

II. Complaints

Under Article 90(2) of the Staff Regulations, you may submit a written complaint against the ECA’s decision to reject your application, within three months of being notified thereof, to the following address:

The Secretary-General
European Court of Auditors
12, rue Alcide De Gasperi
L-1615 Luxembourg
LUXEMBOURG

III. Judicial appeals

Under Article 91 of the Staff Regulations, you may appeal against a decision to reject your complaint, insofar as it adversely affects you, to the Court of Justice of the European Union. The action must be brought by a lawyer within three months of notification of the decision to reject the complaint.

IV. Complaints to the European Ombudsman

If you believe that the handling of your application has involved maladministration by the ECA, you may lodge a complaint with the European Ombudsman, having first contacted the ECA with the aim of settling the dispute. You must submit your complaint in writing within two years of discovering the relevant facts. An online complaints form is available on the European Ombudsman’s website. Applying to the European Ombudsman will not suspend the appeal deadlines given above.

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