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Non-permanent St Administrative Assistant/Secretary (ACER)

la Agentia pentru Cooperarea Autoritatilor de Reglementare din Domeniul Energiei in Ljubljana (Slovenia)

The Agency for the Cooperation of Energy Regulators (ACER)
Title of function: Administrative Assistant/Secretary (ACER)
REF.: ACER/2012/009
Parent Directorate-General / Service: DG ENER (BXL)

WE PROPOSE
Administrative Assistants/Secretaries will provide secretarial, clerical and administrative support for the various departments of ACER. The duties of the post will include the following horizontal support for different departments:

Administrative coordination and secretarial support:
– Organisation of missions and meetings and preparing related forms/ documentation;
– Managing agendas and maintaining a schedule of appointments;
– Filtering and prioritising files submitted to the Heads of departments;
– Dealing with internal and external contacts by e-mail, telephone, face-to-face;
– Typing and proof-reading letters, reports, papers, etc.;
– Follow-up, control and dispatching of mail;
– Support for management of projects, budgets, preparation of reports, etc.;
– Ensure the follow-up of the Heads of departments decisions and assist in organisation and management matters, including drafting of briefings and replies;
– Acting as a first point of contact for internal and external enquiries;
– Keeping track of work in progress and ensuring the follow-up of assigned tasks until completion;
– Managing office supplies;
– Coach less experienced staff on organisational structure, administrative procedures and processes, as well as IT tools;
– Assisting and providing secretarial support for the departments;
– Providing organisational support to the Working Groups with NRAs and other events;
– Performing various other secretarial and administrative tasks as deemed necessary.

Document and file management:
– Manage the incoming and outgoing correspondence of the Heads of departments;
– Preparing and copying documents for transmission and maintaining files;
– Establishing and maintaining files and records relating to the work of the departments;
– Assigning incoming correspondence and preparation of routine correspondence for signature to the applicable addressee;
– Registering, dispatching and archiving correspondence;
– Paper and electronic document management;
– Maintaining the filing system and managing the archive.

Administrative assistance to information and dissemination:
– Facilitating internal communication within the Agency as well as outside the service;
– Assisting in welcoming and informing outside visitors in accordance with security regulations;
– Ensuring collection and preparation of materials for publication and website;
– Managing thematic mailboxes within the departments and sending requested information and documents.

Support to meetings management:
– Providing administrative, secretarial and logistical support for the organisation of internal and external events such as meetings, evaluations, conferences, etc. in the departments.

Eligibility criteria
1. To have a post-secondary education attested by a diploma, or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years.
2. By the closing date for applications candidates must, after obtaining the qualifications mentioned in point 1, have acquired at least 3 years of relevant professional experience;
3. To have a thorough knowledge of one of the official Community languages and a satisfactory knowledge of a second of these languages to the extent necessary to perform his/her duties;
4. Be a national of a member state of the European Union;
5. To be entitled to his or her full rights as a citizen;
6. To have fulfilled any obligations imposed by the applicable laws concerning military service;
7. To meet the character requirements for the duties involved;
8. To be physically fit to perform the duties linked to the post.

Selection criteria

Essential
1. 3 years of relevant professional experience with tasks closely related to those described above;
2. Professional experience in a domain related to the job description demonstrating a proven capacity to provide administrators/experts/managers with the necessary administrative support in an international environment (candidates are invited to specify how they meet this requirement in the motivation letter);
3. Knowledge and professional experience in the field of administration in the international environment and/or in the context of the EU Institutions (candidates are invited to specify how they meet this requirement in the motivation letter);
4. Excellent written and oral command (level C2) of the English language;
5. Good written and oral command (level B24) of a second official language of the European Union including the mother tongue;
6. Ability to use electronic office equipment (word processing, spread sheets, presentations, electronic communication, internet etc.);
7. Demonstrated customer-focused approach to work, showing responsiveness and flexibility towards internal and external customers as shown by specific training and/or professional experience;
8. Very good written communication skills with proven capability to gather and organise information to arrange and collate information for meetings and preparation of reports;
9. Proven knowledge of filing/archiving methods and records management;
10. Ability to take responsibility for areas of work and see them through to conclusion, ensuring deadlines are met;
11. Ability to deliver accurate work under pressure and tight deadlines;
12. Motivated, dynamic personality with strong aptitude for team work;
13. Excellent organisational skills.

Advantageous
1. University education attested by a diploma in a field related to the tasks described above;
2. Good understanding of administrative procedures within the European Union Institutions and/or Agencies as shown by specific training and/or professional experience;
3. Practical experience in managing travel-related issues (missions) preferably in the context of the EU Institutions or one of the decentralised bodies;
4. Good written and oral command (level B2) of a third official language of the European Union;
5. Knowledge of and experience with the organisation, structure and working procedures of Commission services and Agencies; familiarity with the European Union, its institutions and decision making processes;
6. Previous experience within an international and multicultural environment.

CONDITIONS OF EMPLOYMENT (USE OF RESERVE LIST)
In case of the use of the reserve list, the successful candidate will be appointed by the Director of ACER as a temporary agent at grade AST3 pursuant to Article 2a of the CEOS for a period of 5 years which may be renewed.

Pay and welfare benefits
The pay of staff members consists of a basic salary supplemented with various allowances, including family allowances. Salaries are exempted from national tax, instead a Community tax at source is paid.
The indicative basic monthly salary for grade AST3, step 1, is 3.397,73 EUR.

The place of employment is Ljubljana (Slovenia).

APPLICATIONS PROCEDURE
For applications to be valid, candidates must submit:
• a detailed curriculum vitae in European CV format in English;
• a letter of motivation (1 page maximum) in English.

Applications should be sent by email to SELECTIONS-ACER-2012-009@acer.europa.eu quoting the reference number of the vacancy notice.

Applications must be sent by e-mail by 23.59 hrs (Ljubljana time) on 9 November 2012.
Sursa: EPSO.


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