Vacancy notice ETF/REC/10/04
Procurement and Contract Officer

Contract: Temporary Agent - Function group AST, grade 4

The Employer: ETF

The European Training Foundation (ETF) is an EU agency that helps transition and developing countries 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 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 and sharing 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

The Unit

The post will be offered within the Financial, Contract and Procurement Support (FINCOP) Unit which reports directly to the Head of Administration. Within the Administration Department, the FINCOP Unit has the mission to develop, update and implement processes, tools and methods that ensure the agency respects the rules and regulatory obligations associated with financial and procurement management.

The unit acts in 3 main thematic areas: budget development, budgetary implementation advice and support, procurement.

The Job Profile

Under the overall guidance of the Head of the Unit, the incumbent will provide support and guidance to the Unit as follows:

  • Assists in the development of the ETF procurement strategy in accordance with expectations and needs expressed by internal clients (colleagues from other Units/Departments);
  • Contributes to the management and update of the Procurement Plan and register of contracts, liaising with colleagues from other Units/Departments;
  • Advises the colleagues from other Units/Departments on the most appropriate procurement, bid appraisal and evaluation strategy in order contracts are awarded to competent contractors;
  • Performs administrative and technical tasks ensuring that tenders and contract documentation are compliant with all current legislation, policies and procedures:
    • Preparation and dispatch of tendering procedures and contract documentation, co-ordination of responses to tender enquiries, production of contracts and amendments,
    • Coordination and documentation of the process to maintain robust and transparent records;
  • Supports the production of reports for Senior Managers on a range of procurement related activities, documenting processes, procedures and decisions, making recommendations as appropriate;
  • Prepares and delivers training courses on procurement to colleagues from other Units/Departments;
  • Assists and advises in risk assessment on financial and procurement regulatory frameworks and the underlying legal environment by contributing to the review and implementation of procurement processes, tools and methods.

Eligibility Criteria

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 post-secondary education (whose official duration is at least three years) attested by a diploma, followed by at least six years of appropriate professional experience;

Have a level of secondary education attested by a diploma giving access to post-secondary education, followed by at least nine 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.

Selection Criteria


After the award of the diploma, candidates must have at least 4 years of relevant professional experience in the EU context covering the areas of procurement including general administrative assistance and/or finance.


  • Highly developed organising and execution 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;
  • Good analysing skills;
  • Good adapting skills, i.e. the ability to adapt programmes and views proposing ways to meet context needs and to work well in situations that require openness to different ideas and experiences. Ability to manage different situations and/or problems with an open approach;
  • Ability to train and explain complex rules to operational actors;
  • Being highly service orientated;
  • Excellent team working skills.

  • Proven experience in contract / supplier management;
  • Good knowledge of / experience in implementing EU procurement rules and procedures as shown by relevant professional experience and/or training in a relevant domain;
  • Good understanding of the European Community’s financial regulatory framework, in particular with regards to implementing expenditure, procuring goods and services and awarding contracts;
  • Proven working experience in a project management based environment
  • Excellent1 business writing, reading, speaking and listening skills in English;
  • Good2 writing, reading, speaking and listening skills in Italian.
  • Proven capacity to use computerised office tools (especially MS Office applications such as Word, Excel and databases), including advanced word processing (formatting, merges etc);
  • Good general knowledge of European integration and the institutions.

  • Educational and/or professional background in Law;
  • Professional experience/previous internship in the administration of public procurement procedures and contract preparation in the private and/or public sector;
  • Experience in planning procurement activities for international/multinational organisations;
  • Experience in risk assessment activities;
  • Knowledge of SI2/ABAC, Business Object, Lotus Notes;
  • Excellent3 writing, reading, speaking and listening skills in Italian;
  • Good4 writing, reading, speaking and listening skills in French.

Selection Procedure

The selection procedure will be carried out in two phases:

Phase 1 – screening of eligibility and selection criteria

  • Candidates will be assessed according to compliance with the eligibility criteria.
  • The selection assessment board will then consider the technical competences of eligible applicants on the basis of the CV provided and invite the most suitable candidates to the second phase.
  • Candidates selected for the second phase will be notified via email.

Phase 2 – interviews and tests
  • Candidates short-listed will then be called for an interview with the selection assessment board.
  • Interviews are expected to take place between May and June 2010 and will be held in English.
  • Candidates will also be asked to undergo a series of written tests. The 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 the institutions.
Please note that the selection assessment board’s work and deliberations are strictly confidential and any contact with the board members is prohibited.

Upon completion of the assessment phase, a list of the most suitable candidates will be proposed to the Director by the selection assessment board. The successful candidate will then be appointed by the Director who may also decide to establish a reserve list including other suitable candidates.

This reserve list will be valid for up to twelve months from the date of the establishment of the list and its duration may be modified by decision of the Director.

Inclusion on the reserve list does not guarantee recruitment.

When a Procurement and Contract Officer position becomes vacant, the Director may choose to offer a contract of employment to a candidate from the established reserve list.

Contractual Conditions

The contract that may be offered to the successful candidate is a Temporary Agent three-year contract, function group AST, grade 4, 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, will have:

  • provided original or certified copies of all relevant documents proving his/her eligibility, including a clean police report;
  • undergone a compulsory medical examination that has established he/she 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 AST, grade 4 is approximately EUR 3,700 before any deductions or allowances.
  • 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.

Applications may also be sent by fax to the ETF HR Unit at the following number:

(+39) 011 630 23 88.

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/10/04.

The closing date for the submission of applications is 3rd May 2010 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.

The following documents must 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.

If any one of the above listed documents is missing or eligibility criteria are not met, the application will not progress any further.

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. You can find out more information in the ”Privacy policy for job applicants” section of the ETF website.

  1. Equivalent to minimum C1 level for all dimensions as defined in the Europass CV instructions.
  2. Equivalent to B2 level as defined in the Europass CV instructions.
  3. Equivalent to minimum C1 level for all dimensions as defined in the Europass CV instructions.
  4. Equivalent to B2 level as defined in the Europass CV instructions.

Selection criteria form to be filled in and attached to your application: Selection criteria form ETF-REC-10-04.doc

You can download the pdf version of the vacancy: Vacancy notice ETF-REC-10-04.pdf
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