ECA/2024/21- Workflow management assistant (1 post) - Language and Editorial Directorate (LED) - Coordination team

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 1000 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 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 that 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 opportunities for teleworking, including from outside the place of residence[1]. 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.

The Language and Editorial Directorate (LED) is made up of 24 language teams and three horizontal support teams. Its mission is to provide the ECA and its various departments with high-quality translations, publications, and other language services as promptly and efficiently as possible, to facilitate internal and external communication in the European Union's official languages. To accomplish its mission, it has developed a wide range of services, ranging from translation/revision to drafting assistance, linguistic support for auditors on mission, and coordinating the publication and distribution of the ECA's documents. The LED makes an important contribution to improving the quality of ECA’s products.

The Coordination team supports the smooth functioning of the Language and Editorial Directorate taking care of the translation planning tasks, the purchase of outsourcing services for translation and interpretation, the organisation and follow-up of language assistance missions, the reporting and some transversal projects for the directorate.

[1] Currently, staff are allowed to telework up to 10 days per month. Of these, 5 days per month and a maximum of 30 days per year can be from outside the place of residence.

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 EU AST competition[2].

We are seeking to recruit a workflow management assistant in the Coordination team. We offer an interesting position in a friendly and dynamic team.

As a workflow management assistant, you will work on an array of activities and liaise with different stakeholders, including other LED departments, management, the IT directorate, and ECA staff in general.

Under the authority of the Head of the Coordination team, the assistant officer will be required to:

—    analyse, optimise and document end-to-end business processes for workflow management, from planning through to pre-processing, outsourcing and reporting, and work closely with stakeholders to align with operational needs and industry best practices; 

—    be a key actor in streamlining operations, minimising manual intervention in workflows, optimising current solutions, and implementing and testing new solutions and software;

—    work with IT and vendor teams to resolve technical issues connected with software tools, thereby ensuring that operations run smoothly;

—    provide staff with training in new systems and processes to ensure smooth adoption and proper use of workflow management tools;

—    act as a backup to the planning, pre-processing and outsourcing teams, if necessary;

—    act as a backup to the Language Technology Coordinator and provide language technology support to language teams.

[2]     Organised by EPSO or by one of the EU institutions.

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, as well as the following criteria:

1.          Knowledge of languages

As English and French are the ECA’s official working languages, a sound knowledge of one of these languages (minimum level C1 in understanding, speaking and writing) and a good knowledge of the other language (minimum level B1 in the same categories) are required.

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

2.         Experience and skills

During the selection process, applicants will need to demonstrate:             

—    relevant professional experience in workflow management in a translation department (planning, pre-processing or outsourcing) or in an IT department supporting these functions; 

—    good knowledge of workflow management systems;

—    good knowledge of SDL Studio or any other CAT tool on the market;

—    good communication skills, so as to communicate complex concepts to non-technical stakeholders with tact and diplomacy, and facilitate change management;

—    a problem-solving attitude and an aptitude for identifying process inefficiencies;

—    the ability to work in a proactive and autonomous manner, and fit into a team;

—    openness to new challenges on both the technical and language-management side.

In addition to the above, the following skills will be considered an asset:

—    good knowledge of business processes in language activities management, including translation, non-translation activities and reporting;

—    proven ability to analyse business requirements, translate them into specifications, and implement solutions; 

—    knowledge of or experience with TRADOS Enterprise.

APPLICATIONS

The deadline for applications is 12:00 (midday) Luxembourg time on 4 November 2024.

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 cover letter (max. 1 page);

-       an up-to-date CV (max. 3 pages), preferably in the Europass format (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 AST open competition must quote the relevant reference number in their CV or cover letter.

Any application received after the deadline or which is not submitted using the online form will be rejected.

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

EQUAL OPPORTUNITIES AND REASONABLE ACCOMMODATION

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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC.

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