Important Information:
Potential applicants must be registered in one of the relevant calls for expression of interest for Contract Agents (CAST Permanent) corresponding to the Function Group of the position.
For more information, please consult the website of the EPSO (European Personnel Selection Office).
Pre-selected applicants who have not passed the relevant EPSO selection procedure (CAST Permanent) would be invited to do so.
Description
Type of contract: Contract Agent 3a
Job No.:
Grade: FG II
Unit/Team: PMO.5
Working place: Luxembourg
Publication: from 13/10/2023 to 26/10/2023 until 18.00 hours Brussels time
We are:
PMO.5:
The mission of the PMO (Paymaster Office or Office for the administration and payment of individual entitlements) is to provide a high-quality and user-friendly service to beneficiaries by promptly and accurately managing, determining and paying individual rights and expenses (e.g., salaries, pensions, sickness insurance reimbursements and mission expenses).
The PMO.5 Unit, located in Luxembourg includes 3 sectors: Settlements Office - Luxembourg (001), Travel reimbursements (002), Laissez-Passer and Visas (003).
The vacant post is part of the secretariat of the Unit located in Luxembourg. The Unit is composed of around 100 dynamic people and is responsible for the following areas of activities:
- Management of the Joint Sickness Insurance Scheme (JSIS);
- Travel Management related to reimbursement of mission expenses and reimbursement of experts and candidates expenses;
- Management of Laissez-Passer and Visas.
We propose:
We propose a Contract Agent FG II position as an Administrative agent and Secretary to the Head of Unit in charge of:
- Perform various administrative tasks, including monitoring the agenda, answering the telephone, filtering calls and taking messages, responding to general inquiries and managing the mailboxes and outlook calendar;
- Monitor deadlines and workflows for the Head of Unit;
- Support to the Head of Unit in the management of staff holidays planning, absences and flexitime;
- Consolidate and distribute the Unit’s work schedule and ensure organisation, documentation and follow-up of internal meetings on the Unit;
- Take, transcribe and prepare notes, minutes, standard correspondence, presentations, contributions to inter-service consultations and other texts that are needed for the Unit’s overall activity;
- Assist in maintaining the organisation chart of the Unit and in monitoring of staff movements;
- Back up for the assistant in charge of the recruitment procedures for the Unit;
- Follow up on administrative arrangements related to the recruitment and arrival of new staff members, as well as departures;
- Provide support for the organisation, budgetary requests and reporting from meetings;
- Coordinate the organisation of social and training activities for the Unit;
- Logistical preparation, management, maintenance and technical assistance in meetings, conferences and videoconferences (rooms, equipment);
- Logistical and technical assistance and maintenance of office equipment (e.g copiers, dongle);
- Record and assign the incoming correspondence, finalise and transmit outgoing correspondence, using archiving software (ARES) whenever necessary and ensure follow-up and respect of deadlines;
- Develop and manage the Unit’s filing plan (plan de classement) and collaborate with other PMO units (e-domec);
- Manage translation requests through ePoetry;
- Coordinate administrative documents, on request retrieve individual documents and sets of documents by subject;
- Contribute to the improvement of PMO’s communication, information, staff engagement and knowledge sharing;
- Manage thematic mailboxes or helpdesk services (if any) and send the requested information/documents.
Please be aware that the selection panel will be organized a few days after the closure of the vacancy.
How to apply
By the closing date for applications, candidates should send their application to: PMO-PUBLICATIONS-AC
ec [dot] europa [dot] eu (PMO-PUBLICATIONS-AC[at]ec[dot]europa[dot]eu)
Document