|Vacancy notice ETF/REC/11/06|
Planning and Reporting Officer
Contract: Temporary Agent – Function group AD, Grade 7
Contract duration: 3 years (subject to a probation period of 6 months)
The Employer: European Training Foundation
The European Training Foundation (ETF) is an EU agency that helps transition and developing countries1 to reform their education, training and labour market systems.
At the ETF we believe that the development of human resources through education and training is vital in encouraging sustainable economic growth, regional cohesion and social inclusion in transition countries.
Our purpose is to improve people’s lives, increase local prosperity and create sustainable growth. Our work in human capital development (HCD) is part of the EU’s external relations policy.
Based in Torino, northern Italy, the ETF has a staff of approximately 130 people.
The ETF provides an exciting and flexible working environment with a high level of individual responsibility. As a learning organisation we encourage and offer our staff excellent opportunities for continued professional development.
To find out more about the ETF and what we do, please go to: www.etf.europa.eu
The post will be within the Planning Monitoring and Evaluation Department (PMED), which is responsible for the ETF’s strategy planning process, for coordinating the ETF’s dialogue with the Commission and for monitoring and evaluating operational activities to measure the achievements of the ETF’s objectives. The Department coordinates the implementation of the Internal Control Standards, activities related to risk management, ex post audits and liaison with the internal audit service of the European Commission. The Department is also responsible for process development.
For more detailed information, please refer to the ETF Work Programme 2011.
PMED drives the ETF’s performance measurement framework which covers the ETF's capacity to manage its performance, effectiveness and efficiency by coordinating the implementation of the Internal Control Standards, risk management, audits, monitoring and evaluation, and the re-engineering and procedures management function including software development at corporate level.
Planning and reporting are crucial functions in the ETF Performance and Quality Management System, which integrates contributions from PMED team as well as from other ETF Departments and teams.
Reporting to the Head of the Department, the successful candidate will be responsible for:
- Drafting ETF’s planning and reporting documents including guidelines for contributions from different ETF departments and consultations with external stakeholders to the planning and reporting processes;
- Monitoring the implementation of and drafting the reports to the Management Team on the Action Plans for the development and improvement of the ETF Performance and Quality Management System, both including the actions in the PMED and those with an ownership/responsibility in other ETF Departments;
- Contribuing to the different projects and activities at the request of the Head of Department.
To be eligible, applicants must satisfy the following requirements by the closing date for the submission of applications:
1. Be a national of an EU Member State.
2. Enjoy full rights as a citizen.
3. Have fulfilled any obligations of military service as required by national law.
4. Be physically fit to perform the duties of the position.
5. Have a level of education which corresponds to completed university studies of at least four years attested by a diploma, followed by at least six years of appropriate professional experience
Have a level of education which corresponds to completed university studies of at least three years attested by a diploma, followed by at least seven years of appropriate professional experience;
6. Have a thorough knowledge in one of the languages of the Community countries and have a satisfactory knowledge of another, to the extent that they can communicate well enough to perform their duties.
In addition to a university degree, candidates must have at least 6 years professional experience in stakeholder management for public administrations, of which at least 2 years preferably acquired at the international level.
REQUIRED TECHNICAL COMPETENCES
- Good knowledge of and/or experience in HCD issues policy guidance and analysis;
- Good knowledge of and/or experience in policy guidance and analysis of EU policies, instruments and tools;
- Good knowledge of and/or skills in project management, with a specific focus on planning and reporting task;
- Capacity to use computerised office tools (especially MS Office applications such as Word, Excel and databases), including advanced word processing;
- Excellent2 business writing, and public speaking skills in English;
- Good general knowledge of European integration and the institutions.
KEY CORE COMPETENCES
- Very good analytical skills – i.e. ability to grasp and analyse complex and wide-ranging questions, issues or information. Tackle issues and problems in a logical, step by step way. Having a systematic approach in analysing ETF issues;
- Very good adapting skills – i.e. ability to adapt programmes and views proposing ways to meet context needs;
- Very good service orientation skills - i.e. ability to discover ETF customers/stakeholders’ underlying needs and/or to deliver solutions that meets needs, to provide added value and exceed expectations. To take care of both internal and external customers and to be able to anticipate their needs;
- Excellent organising and executing skills – i.e. ability to design and implement suitable solutions, to achieve tangible results whilst fulfilling commitments (deadlines, budgets, objectives etc) and respecting high standards of performance;
- Very good communication and negotiating skills – i.e. ability to organise and present in oral and written terms information, views and concepts in a concise, understandable and interesting way for a variety of multi-cultural audiences within the organisation and/or externally. Ability to respond to information, questions and requests from others. Ability to consider ETF’s contexts and to adapt communication in order to influence the audience;
- Very good team working skills – i.e. ability to establish and maintain excellent working relations at all levels in the multicultural context of ETF both at team and individual levels. Ability to share within a group a common goal and the responsibility for achieving it.
- Specialisation in Quality Management, such as e.g. CQI Certificate in Quality Management or CQI Diploma in Quality Management;
- Good3 knowledge of French.
Please note that the Selection Assessment Board (SAB)’s work and deliberations are strictly confidential and any contact with them is prohibited.
The selection procedure will be carried out in three phases:
Phase 1 – screening of eligibility
Applicants’ compliance with the eligibility criteria will be assessed by the SAB on the basis of the CV.
1.2 Selection for interview
The SAB will assess the competences of the applicants as well as the relevance of their experience to the job on the basis of both the CV and the selection criteria form provided. It will invite the applicants judged to be most suitable for the job for interview and written tests.
Phase 2 –Interviews and tests
The SAB will assess the competences of the applicants, as well as the relevance of their experience to the job by means of interview and written tests. It will place the applicants judged to be most suitable for the job on a shortlist.
This phase is expected to take place between end of October and beginning of November 2011 and will be held predominantly in English.
The technical written tests will cover the following areas:
- General aptitude and language skills to the extent necessary for the performance of the duties linked to the post;
- Specific competences according to the profile required for the vacancy;
- Knowledge of the European integration and its institutions.
Phase 3 – Appointment
Upon completion of the assessment phase, a list of the most suitable candidates will be proposed to the Director by the SAB. A list of suitable candidates will be established by the Director.
This list will be valid for up to twelve months from the date of its establishment and its duration may be modified by decision of the Director.
Inclusion in this list does not guarantee being offered a job.
When a Planning and reporting Officer position becomes vacant, the Director may choose to offer a contract of employment to a candidate from the established list of suitable candidates.
The contract that may be offered to the successful candidate is a Temporary Agent three-year contract, function group AD 7, subject to a probation period of six months.
Temporary Agent contracts are in accordance with article 2(a) of the Conditions of Employment of Other Servants of the European Communities.
Under this type of contract, the employee is bound by the Conditions of Employment of Other Servants (CEOS) of the European Communities as well as the relevant Implementing Rules. The contract might be extended according to article 8 of the CEOS.
ETF will be bound to the contract offered only in case the successful candidate(s), prior to the contract signature, has:
- provided original or certified copies of all relevant documents proving his/her eligibility, including a clean police report;
- undergone a compulsory medical examination that establishes s/he meets the standard of physical fitness necessary to perform the duties involved.
You can find out more about the contractual conditions offered by the ETF in the Working with the ETF section of the ETF website.
The basic monthly salary of a Temporary Agent Function Group AD in the first step of grade 7 is approximately EUR 5,500 before any tax and social security contribution deductions.
Remuneration will be based on the Community scale of salaries. Pay is subject to Community tax and other deductions laid down in the Staff Regulations. Remuneration is, however, exempt from any national taxation.
In addition to the basic salary, staff members may be entitled to various allowances, in particular family allowances, expatriation allowance (4% or 16% of basic salary) and, if applicable, of household and dependent child allowances.
Submission of applications
Candidates are invited to send their applications via the Job vacancies section of the ETF website.
The following documentation must all be provided in English:
- A typed motivation letter of no more than one page, explaining why the candidate is interested in the post and what her/his added value would be to the ETF if selected;
- A curriculum vitae using the Europass CV format, available on the ETF website (other formats will not be considered);
- At least two sets of contact details for past or current employers (to be specified under the “Additional Information” paragraph of the Europass CV form) that the ETF will use as references;
- The form named ‘Selection criteria form’ available on the ETF website detailing the candidate’s professional experience in support of each of the points under the Selection Criteria section.
Applications may also be sent by fax to the ETF HR Team at the following number: (+39) 011 630 23 88.
Please note that only applications submitted online through the ETF website or by fax and using the Europass CV format will be accepted.
In order to be considered, applications must be received by the closing date for submission and, if sent by fax, clearly quote the reference number ETF/REC/11/06.
If any one of the above listed documents is missing or eligibility criteria are not met, the application will not progress any further.
The closing date for the submission of applications is 23 September 2011 at 23.59 (Central European Time). Due to the high volume of applications, only applicants short-listed for interview will be contacted further. The ETF is an equal opportunities employer and encourages all qualified candidates to apply.
EU legislation on personal data protection and confidentiality of information will apply to all personal data collected for this selection process.
The application documents provided during the selection procedure will not be returned to candidates, but will be kept on file at the ETF.
- The ETF partner countries and territories are: Albania, Algeria, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina, Croatia, Egypt, former Yugoslav Republic of Macedonia, Georgia, Iceland, Israel, Jordan, Kazakhstan, Kosovo (under UNSCR 1244), Kyrgyzstan, Lebanon, Montenegro, Morocco, Occupied Palestinian Territory, Republic of Moldova, Russian Federation, Serbia, Syria, Tajikistan, Tunisia, Turkey, Turkmenistan, Ukraine, Uzbekistan.
- Equivalent to minimum C1 level for all dimensions as defined in the Europass CV instructions.
- Equivalent to minimum B1 level for all dimensions as defined in the Europass CV instructions.
You can download the pdf version of the vacancy:
Selection criteria form to be filled in and attached to your application: