Detail of the vacancy notice
- Directorate: Directorate for Members, Plenaries, Strategy
- Management: no
- Unit/Service: Unit A.1 - Services to members
- Grade: AST1-AST9
- Location: Brussels
Your job and responsibilities
Do you like to be part of a dynamic team, holding a wide set of responsibilities with a multi-dimensional and pluri-disciplinary portfolio of tasks? Do you like to provide administrative support? Are you keen to assist in financial, budget and contract management? Are you open to follow-up on files, assist on efficient records management and providing information services, and coordinate horizontal processes?
In today’s institutions and organizations, the shift towards paperless and digital operations calls for efficient systems and procedures for managing files and records as part of a broader digital transformation. At the same time, effective collaboration and knowledge management within and between services is crucial to empower staff and to support informed decision-making in enabling access to essential knowledge that supports the work of the European Committee of the Regions (CoR).
Assigned directly to the Head of Unit A.1 – Services to members, you are responsible for providing general administrative support to the works of the respective sectors in the Unit, and for coordinating various horizontal processes of common interest.
You are also called to collaborate more closely with the colleagues of the Knowledge and Information Services Sector, i.e. a dynamic team of four assistants and two administrators, in which mutual assistance and collegiality are important values.
By way of back-up, you may on occasion be called to provide administrative and logistic assistance to the director of Directorate for Members, Plenaries and Strategy (Directorate A).
As horizontal assistant to the Head of Unit, you will:
- provide administrative and logistic assistance to the Head of Unit and to the Unit's sectors, including in respect of human resources related files and procedures, regarding staff missions and for the organisation of meetings or events;
- coordinate the creation and maintenance of the Unit's intranet pages and other collaborative tools;
- ensure follow-up of tasks assigned to the Unit (FicheCabs) and coordination of Planning & Reporting related matters, including the Unit's contribution to the discharge cycle and to internal audit audits;
- perform a series of horizontal tasks to foster efficient financial management and budget monitoring in the Unit, for instance through regular reporting, coordination of workflows requiring input from various services, follow-up of exception reports and of the appointment of financial actors, promoting digitization of processes, etc.;
- assist on the follow-up of data protection matters within the Unit.
As correspondent to the Records Management Officer (RMO) for Unit A1, you will:
- assist the RMO with the development and the correct application of the records management policy, covering all aspects of registration, filing, preservation and transfer of documents (both paper and electronic);
- be responsible for the proper implementation and application of the records and archives management rules in the Unit;
- take care of the completeness and accuracy of the files of the Unit, define the internal processes in line with the general rules and organise the archival space for paper documents within the Unit where appropriate;
- be on the front-line to provide support to users in the Unit and to refer to the RMO when necessary.
As information assistant in the Information Hub subsector, you will:
- contribute to the implementation of an efficient, pro-active and client-oriented information management policy and to the delivery of modern library services for the institution;
- perform research in available knowledge sources and compile information and materials of interest to CoR departments, in order to share and disseminate data, knowledge and information in support of evidence-based work;
- provide operational and user support to CoR staff and members for accessing information and data to all staff and CoR members, principally in the form of digital news and academic articles, e-books and paper books;
- liaise with external providers to ensure that subscriptions to media outlets and other information databases work smoothly.
As operational initiating agent (OIA) of the Knowledge and Information Sector Records, and under the responsibility of the authorising officer by sub-delegation (AOS), you will:
- be responsible for the operational management of two budget lines (for library services archival expenditure), including budget planning and continuous monitoring of budget consumption;
- organise public procurement (needs identification, organisation of tender procedures, etc.) and ensure contract management with external service providers (negotiating with contractors, follow-up of the contract implementation, etc);
- perform the operational aspects of various types of financial transactions (commitments, payments, recovery orders, credit transfers, etc.), in close collaboration with the financial initiating agent (FIA);
- ensure legality and regularity of operations, compliance with the principle of sound financial management and respect for the provisions of the Financial Regulation and other applicable rules.
Are you the talent we are looking for?
General abilities and capacities required
- Think with a critical spirit, analyse and solve problems pragmatically.
- Assess critically credibility and reliability of sources, data and information and use relevant digital tools to carry out the duties.
- Organise own work, demonstrate responsibility, identify priorities, take appropriate decisions and deliver results.
- Adapt to an evolving working environment, demonstrate commitment and adopt constructive attitude at all times. Remain effective and flexible even during periods of heavy activity.
- Take initiative to achieve individual and shared objectives, demonstrate ownership and work autonomously.
- Learn and professionally develop to continuously enhance job performance and knowledge of the organisation and working environment.
- Work together with others in a constructive way by contributing to diverse and inclusive working environment. Demonstrate respect and courtesy at all times.
- Convey information and relevant opinions clearly and concisely both orally and in writing, facilitate interaction and engage effectively with others. Treat confidential or sensitive information accordingly.
Job-specific requirements
- You have relevant experience in administrative support, records management and/or knowledge management.
- You are client-oriented, solution driven and have strong communication skills, with a view to smooth communication with Committee members and colleagues.
- You have a thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of the EU official languages. For functional reasons, a high level of either English or French is required and a good level of the other working language (French or English) is desirable.
- You have a very good command of standard IT applications and tools (MS365 including Outlook, Excel, Word; SharePoint; Teams; etc.).
Assets
- You preferably have a background in Information Sciences (archives, information, document and records management).
- You have relevant professional experience inside the EU institutions.
- You are familiar with the electronic document and records management policies and tools in use at the European Commission in particular (e-Domec, ARES).
- You are familiar with budget management, public procurement and contract management and have relevant experience in financial management within the European institutions, including with the applications used for financial management inside EU institutions (ABAC and/or SUMMA).
- You have thorough digital skills, including experience with Artificial Intelligence tools, and/or experience with the creation and maintenance of websites and similar information platforms.
- You have experience in dealing with high level clients.