Administrative Agent - Administrative support – Missions – PMO 5-002 -Luxembourg - job 420078

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

Grade: FG II

Unit/Team: PMO.5.002

Working place: Luxembourg

Publication: from 21/06/2023 to 29/06/2023 until 18.00 hours Brussels time

We are

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 to be filled is in the sector of reimbursement of travel expenses in Luxembourg (002). This sector of about 40 dynamic people comprises of three teams and is responsible for:

→ Travel costs incurred by staff covered by the Staff Regulations of the Commission and other bodies managed by PMO.5;

→ Travel costs incurred by external persons (experts and candidates) invited by the Commission and other European bodies to attend external meetings and/or interviews and/or medical examinations with a view to possible recruitment;

→ Contracts and Financial management.

We propose

We propose a CA FGII position as an Administrative Agent - Administrative support – Missions in charge of a variety of tasks, such as:

• Welcoming and providing oral and/or written information to officials/other staff, colleagues and hierarchy on the reimbursement of mission expenses, based on the rules in force.
• Handling the management, administrative tracking, and resolution of mission orders submitted by staff members governed by the Staff Regulations of the Commission, as well as other European institutions and Agencies.
• Collaborate on additional tasks assigned by the Team Leader or the Head of Sector.
• Engage in external communication with stakeholders and clients.
• Support missions by assisting in the development, adjustment, and execution of planned missions for different clients.
• Utilize diverse IT tools and participate in testing groups to evaluate the functionality of new applications. Assisting in the creation of various newsletters and mission updates.

Please note that, in 2024 a temporary task-force will be created in PMO to manage the end of service of Parliamentary Assistants. Successful candidates may be attached temporarily to this team offering them the possibility to discover a different angle of PMO activities.

Please be aware that the selection panel will be organized a few days after the closure of the vacancy.

We look for

We are looking for a dynamic and motivated colleague. The ideal candidate will demonstrate very good organisational skills. He/she will be required to provide customer service with due regard for confidentiality. A sense of teamwork and collaboration is also essential as well as a strong ability to adapt to different situations.

In addition, he/she will demonstrate:

• Good knowledge of the rules on administrative and budgetary management;
• Good organisational and planning skills;
• Ability to provide customer service;
• Proven ability to take initiatives and propose pragmatic solutions;
• Autonomy and pro-activity;
• Good ability to communicate clearly and in a structured manner both orally and in writing with rigour and precision;
• Ability to work under pressure when necessary;
• Flexibility with regard to new requirements, procedures, technologies;
• Analytical capacity.

A good knowledge of French and English is required. Knowledge of other languages would be an asset.

Please note that the PMO places great importance to customer service. The selected candidate is expected to be client-oriented and might be required, in the interest of the service, to work directly with customers, for instance, in front office team.

Upon request, recommendations should be made available.

How to apply

By the closing date for application, the interested candidates should send their application to: PMO-PUBLICATIONS-ACec [dot] europa [dot] eu (PMO-PUBLICATIONS-AC[at]ec[dot]europa[dot]eu)

Please note that only applications fulfilling the following requirements will be considered:

• Subject of the email:
  SURNAME – Job No. 420078
• CV:
  Preferably in Europass format (Home | Europass) and including the following information at the end of the document:
• • List of references
    (If available, please indicate the contact details of minimum two references for the most recent and/or most relevant professional experiences – Please ask consent of the person before disclosing their contact details)
• • CAST
    (Please indicate your Applicant No. as indicated in your EPSO account and the status of your CAST test (successful/not tested/failed)
• CV and Motivation letter:

In a unique PDF document, entitled as follows: SURNAME – Job No. 420078 – CV & Motivation Letter

Document