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Non-permanent St Asistent HR (AST 3) / (F/M)

la Agentia Europeana de Siguranta a Aviatiei (AESA) in Koln - Germania

The European Aviation Safety Agency (EASA)
VACANCY NOTICE REF.: EASA/AST/2012/017
Deadline for applications: 01/10/2012 at 23:55 hrs CET (Cologne time)
Type of contract: Temporary Agent
Function group and grade: AST 3
Place of employment: Cologne, Germany
Duration of contract: 5 years, with possibility of extension
Monthly basic salary: 3.397,73 EUR at step 1, plus specific allowances where applicable.

JOB CONTENT
The HR Assistant reports to the Head of the HR Department or respective Section Manager and manages tasks within the HR Department according to the EU Staff Regulations and in particular according to the Conditions of Employment of Other Servants (CEOS) and the EASA HR policy documents.
The jobholder will be responsible for personnel matters and will be assigned to one of the following areas:
HR Administration & Services or HR Management & Development.
Main responsibilities in the field of HR Administration & Services:
- Ensuring the administrative management of entitlements and benefits for staff (including: determination of individual rights, payroll, contracts, administration of personal files);
- Ensuring the correct and timely preparation of payments related to the payroll, in cooperation with the Finance Department;
- Ensuring the follow-up of the personnel budget execution and forecast, and assisting in the personnel budget planning;
- Contribute to the design and delivery of the induction program for newcomers, and of the administrative procedures for staff leaving the organisation;
- Welcoming and contributing to effectively integrating newly recruited colleagues (including: welcome newcomers, provide information on individual rights, establish the personal files, administration of the HR Database);
- Providing services and support to newcomers (including: information on the relocation service, removal, registration to the Foreign Office, etc.);
- Ensuring the correct and timely preparation of commitments and payments to external contractors for services provided to EASA staff members (e.g. medical, relocation, etc.), in cooperation with the Finance Department;
- Ensuring the correct and timely management of leave and absences (including part-time, parental leave, special leave);
- Ensuring timely communication to staff on issues dealt in the Section and changes in the relevant rules.
Main responsibilities in the field of HR Management & Development:
- Assisting in running performance appraisal and promotion procedures;
- Supporting the assessment of competencies and assisting in the implementation of competency maps;
- Ensuring the identification of individual and organisational training needs and the establishment of training maps for staff members;
- Contributing to the design, implementation, monitoring and coordination of general training activities in the Agency, including management training and induction training for newcomer; Participating in the development, implementation and follow-up of staff policies, implementing rules, procedures and internal guidelines;
- Assisting in training and development section projects and supporting the section’s activities.
In each of the sections the jobholder will be responsible for transversal tasks such as:
- Ensuring the correct application of the EU Staff Regulations and CEOS as well as relevant implementing rules;
- Participating in the development, implementation and follow-up of staff policies, implementing rules, procedures and internal guidelines;
- Assisting in the preparation of rules, reports, policy proposals and management information including periodic reports;
- Preparation of public procurement and tender procedures in the relevant areas of activity;
- Monitoring of framework and service contracts, and liaising with external service providers;
- Liaise with relevant services in the European Commission and other EU Institutions and Agencies on issues related to the HR function;
- Acting as a focal point for internal and external queries;
- Consultation of and cooperation with the operational departments’ focal points on HR-related issues;
- Continuous update of the HR intranet, web pages and databases;
- Other administrative tasks.

PROFESSIONAL QUALIFICATIONS AND OTHER REQUIREMENTS
A. ELIGIBILITY CRITERIA
To be considered eligible, candidates must satisfy all the eligibility criteria by the deadline for submitting applications, as specified in this vacancy notice:
- At least a level of post-secondary education attested by a diploma, and after having obtained the diploma, 3 years of relevant professional experience;
OR
A level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least 6 years;
- Thorough knowledge of one of the languages of the European Communities and a satisfactory knowledge of another language of the Communities to the extent necessary for the performance of the duties;
- Be a national of a Member State of the European Union, Iceland, Liechtenstein, Norway or Switzerland;
- Be entitled to the full rights as a citizen;
- Have fulfilled any obligations imposed by the applicable laws on military service;
- Meet the character requirements for the duties involved;
- Be physically fit to perform the duties linked to the post.

B. SPECIFIC COMPETENCES AND SKILLS
1. Essential requirements for both profiles
- Education and/or training in HR, administration, social sciences, law or other relevant subject giving a similar background demonstrating the ability to work in the scope of the job description;
- Relevant professional experience of at least 3 years in the domain related to the respective job profile;
- Computer literacy and in particular a good knowledge of MS Outlook, MS Office (in-depth knowledge of Excel favourable), and the Internet;
- Good command of both spoken and written English.
1.1 Essential requirements for HR Assistant - Administration & Services
- Experience in drafting guidelines for staff members in the area of HR Administration;
- Experience in processing financial transactions related to staff administration (such as payroll, removal reimbursements, etc.);
- Good knowledge of the HR Administration process (from entry into service to termination of employment), as shown by professional experience and/or training;
1.2 Essential requirements for HR Assistant – Management & Development
- Knowledge of performance evaluation systems and how they relate to the respective job content;
- Experience in delivering presentations and an open, diplomatic communication style;
- A good understanding of the concept of assessment interviews;
- Experience in developing training plans or the knowledge thereof.
2. Advantageous requirements for both profiles
- Knowledge of the EU Staff Regulations and CEOS as well as relevant implementing rules in the field of Human Resources as shown by specific training and/or professional experience;
- Professional experience in multicultural environments, preferably in a similarily complex organisation;
- Good command of German and/or French.
2.1 Advantageous requirements for HR Assistant - Administration & Services
- Good knowledge of HR applications and tools for administration and time management;
- Good command of SAP or similar IT tool.
2.2 Advantageous requirements for HR Assistant – Management & Development
- Knowledge and understanding of modern concepts and approaches to HR development issues.
In addition to the requirements above, candidates invited to the interview and test phase may also be assessed against the following supplementary requirements:
3. Supplementary requirements
- Effective organisation skills and ability to handle large volume of work in an efficient and timely manner;
- Precise and punctual work approach, attentive to details;
- Excellent communication skills;
- Prominent personal probity and highly developed sense of legality and confidentiality;
- Strong commitment to promote a service minded and customer oriented administration;
- Ability to deliver accurate work under pressure and tight deadlines;
- Developed sense of initiative with proven ability to work independently with minimum supervision;
- Motivated, dynamic personality with strong aptitude for team work.

HOW TO APPLY
Candidates must apply on-line using the eRecruitment (https://erecruitment.easa.europa.eu/default.aspx) tool ensuring that they submit:
1. The completed electronic EASA application form;
2. A motivation letter of no more than one page, explaining why the candidate is interested in the post and what her/his added value would be to the Agency, if selected.
Important: Candidates will be required to specify in their application for which Section within the HR Department they apply for. Candidates may only apply for one Section. Henceforth, candidates applying for this selection should clearly indicate in their motivation letter to which Section within the HR Department they apply for (either HR Administration & Services, or HR Management & Development). Failure to do so will result in the exclusion from the selection procedure.


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