Joint Research Centre is looking for an Administrative Assistant to the Head of Unit

Type of contract: Member of the European Commission’s contract staff, Function Group III (article 3b of the Conditions of Employment of Other Servants)

Duration of contract: 36 months (renewable up to maximum 6 years)

Area: Administration

Place of employment: Brussels (BE)

Indicative basic salary: 3204,55 - 4102,29 € (applicable as of 1st of January 2024). For more detailed information please consult: Working Conditions

WE ARE

The Joint Research Centre (JRC) provides independent, evidence-based knowledge and science, supporting EU policies to positively impact society. The current vacancy is within Directorate Fair and Sustainable Economy - its mission is to provide first-class analysis and data to support the EU’s aim for today’s and tomorrow’s Europeans to enjoy fair and sustainable prosperity. It takes a systemic view of the relationships between economic activities, the environmental impacts of human activities and the societal needs of the EU’s citizens. The Directorate develops and carries out macroeconomic analysis and supports policy making with its unique analytical and modelling tools. It boosts EU innovation-driven competitiveness in the global context, turning territorial diversity and urban-rural interactions into value. It drives European markets, industry and services, including construction and the built environment, towards environmental sustainability.

Specifically, The Unit “New European Bauhaus” coordinates the design and delivery of the New European Bauhaus initiative. We are an enthusiastic team, that strives to think out of the box and discover new and better ways of policy making, bringing Europe closer to its citizens.

The coordination work involves both the engagement with external stakeholders and with the Commission services with a view to refine the concept and design a set of complementary EU actions to support the integration of sustainability, aesthetics and inclusion in the shaping and regeneration of living spaces.

The Unit also coordinates the resulting projects and initiatives and supports the knowledge sharing across them. The Unit works on two complementary strands closely articulated:

• The Policy and delivery pole that will secure the articulation of the New European Bauhaus initiative with the existing EU policies and instruments and coordinate the mobilisation and combination of relevant EU instruments in support to the initiative. It will draw the lessons from the various actions carried out with a view to progressively improve the support framework.

• The Community management and Communication pole that shapes and implements an engagement strategy and curates an ideation, deliberation and co-creation space involving interested parties and Commission services. It will also establish the necessary Communication platforms and formats and manage emerging communities around the New European Bauhaus movement.

The jobholder will provide support to the Head of Unit and the New European Bauhaus team in the daily management of agenda, contacts, missions, correspondence and document management services. We are looking for a proactive candidate that can contribute to the smooth administration of the unit.

WE PROPOSE

The jobholder will work closely with the Head of Unit, as well as the staff of the unit to support delivery on their tasks mainly in the following ways:

• Handling the Unit’s incoming correspondence through attributions, drafting or requesting replies, and following up deadlines;

• Quality checking and ensuring correct follow up of outgoing letters, notes, in terms of procedures and format but also, where possible, proactive identification of content issues;

• Organisation of meetings for the Head of Unit, both online and in-person, in close collaboration with colleagues of the unit, and where necessary, with colleagues within the service and the Commission at large;

• Preparation of missions, in particular support the colleagues in the unit to finalise the missions’ programmes and logistics;

• Handling some of the functional mailboxes;

• General administrative assistance tasks pertaining to the functioning of the unit, as needed, such as management of information requests, communication, support to human resources management, and support to budget monitoring.

The role involves frequent contact with colleagues in Cabinets, and with many external stakeholders including the other EU institutions.

WE LOOK FOR

We are looking for a proactive, motivated and committed administrative assistant who would like to be part of a dynamic and friendly team. The lively and fast-moving working environment means that we need a motivated individual with strong communication skills and the ability to manage her/his own work.

The candidate should demonstrate the following skills and knowledge:

• Very good command of written and spoken English (C1).

• Very good communication and organisational skills

• Eye for detail and quality check of documents

• Excellent prioritisation and problem-solving abilities

• Strong sense of initiative and responsibility

• Collaborative team player

• Reliability

• Knowing EC administrative tools (particularly ARES, Basis and MIPS), as well as assuring high quality document formatting, with an eye for detail, will be an asset.

HOW TO APPLY

If you are already on a valid CAST FG III reserve list, or you have already applied to the call below, you can directly submit your application at http://recruitment.jrc.ec.europa.eu/?type=AX.

If not, before applying to this position, you must register for the following:

• the Call for Expressions of Interest | EU Careers (europa.eu) (CAST Permanent FG III), which is used by a wide range of organisations (institutions, bodies, offices and agencies of the European Union).

The JRC cultivates a workplace based on respect for other people and the environment, and embraces non-discriminatory practices and equality of opportunity. In case of equal merit, preference will be given to the gender in minority.