Administrative Assistant

Function title: Administrative Assistant
Reference: NOC-DG-2021-FGII-385
Location: Brussels - Information about living in Brussels
Nature of the competition: Internal and external competition
Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
Grades: AC 4/5 - Check salary simulations for the basic grade
Generic post: Clerical Assistant (FG-II) (4/5 )
Duration of engagement: 3 Year (s)
Security clearance: Personal Security Clearance may be required in accordance with the relevant ECTL security policies.
Directorate/Service: DG/SEC - Central Secretariat
Competition publication date: 16/12/2021
Competition closing date: 27/01/2022 (23:59 Brussels time)
Reserve list: Applicable - See details in the "Useful information" section

Your team

Within the Office of the Director General , the "Central Secretariat" service provides the Secretariat to EUROCONTROL’s governing bodies, their subordinate groups and some of the consultation and advisory groups, as well as advisory bodies to the Director General, such as the Agency Advisory Board.

Your role

Your role will be to:

• Support the production and coordination of the working documents:
  • prepare agenda based on information received;
  • ensure reception and coordination of all required documents within set deadlines (internal and external visa);
  • check received documents for mistakes (e.g. syntax, spelling mistakes, etc.);
  • apply or align lay-out to WPs, correspondence, etc. in line with SEC standards;
  • request translations as necessary;
  • dispatch documents through publication on OneSky Teams (extranet) to the relevant recipients within set deadlines and terms of reference in force.
• Prepare meetings:
  • book conference rooms and other facilities as required;
  • prepare seating arrangements for participants and establish list of attendants;
  • make available all required documents;
  • be present at meetings to answer (logistical) questions from participants and provide administrative support as needed.
• Answer requests for information on the specific groups, both internally and externally.
• Update the list of participants to the different groups.
• Assist in the preparation of notes, memos and correspondence.
• Perform any other task in line with the main purpose of the job.

Required qualifications, experience & competencies

• Post-secondary education attested by a diploma in an associated field (Office Administration, etc.).
• A minimum of 1-year relevant experience to perform the advertised tasks.
• Experience in an administrative support function.
• Experience in the use of standard Office applications.
• Drafting skills in English and French.
• Communication: Expresses information and ideas effectively.
• Customer focus: Responds effectively to customer enquiries.
• Quality focus: Delivers consistent quality in work.
• Planning and organisation: Displays an organised and methodical approach.
• Teamwork: Displays a collaborative approach.
• Diplomacy and tact.
• Ability to work in a multinational and multicultural environment.
• Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
• The working languages of the Agency are English and French. For this particular job, candidates must be proficient users of English and French at level C1/C2.
  The levels relate to the Common European Framework of References for languages (CEFR).

Useful information

• Applications will be accepted from nationals of EUROCONTROL Member States only.
• The selected candidate will be offered a contract of 3 Year (s) pursuant to the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL. The contract may be renewed. Before being established in the post, he/she will be requested to provide certified copies of his/her degrees and successfully serve a probationary period of 9 months.
• The successful candidate shall be appointed in principle at the basic grade of the advertised grades.
• In case of reserve list: Suitable candidates, however not selected to fill the post, will be placed on a reserve list for similar functions. The period of validity of reserve list is 1 year from the closing date of applications.
• Information on salary and benefits can be found on the web page: http://jobs.eurocontrol.int/what-we-offer
• EUROCONTROL is committed to non-discrimination and equal opportunities. We welcome applications from all qualified candidates, irrespective of gender, age, disability, race, colour, ethnic or social origin, religion or belief, marital or parental status and sexual orientation.
  In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics.
• Candidates should go to our Jobs website and read the tips on how to apply. Item 1 includes information on the EUROCONTROL competency models (technical & behavioural) – Candidates should refer to the behavioural competency model to know the behaviours expected for the different levels.