Vacancy notice ETF/REC/11/01
Deputy Director position

Contract: Temporary Agent - Function group AD, grade 12

Contract duration: 3 years (subject to a probation period of 6 months)*

*Candidates must be able to carry out the entire three-year mandate before reaching retirement - the end of the month in which the person reaches the age of 65.

The Employer: European Training Foundation

The European Training Foundation (ETF) is an agency of the European Union based in Turin, northern Italy. It was established by Council Regulation No. 1360 in 1990 recast No. 1339 in 2008 to contribute to the development of the education and training systems of the EU partner countries. It became operational in 1994. The ETF currently employs approximately 130 staff and has an annual budget of about 18 million €. Madlen Serban is Director of the ETF since 1 July 2009.

Our mission is to help transition and developing countries to harness the potential of their human capital through the reform of education, training and labour market systems in the context of the EU's external relations policy.

We base our work on the conviction that human capital development in a lifelong learning perspective can make a fundamental contribution to increasing prosperity, creating sustainable growth and encouraging social inclusion in transition and developing countries.

To find out more about the ETF and what we do, please go to:

The Directorate

The Deputy Director will be a member of the ETF Directorate.

The Directorate ensures an efficient and effective strategic management of the organisation in order to lead the agency in delivering its mandate and operational objectives. The Directorate drives the ETF Management Team agenda and ensures that the internal decision making process is efficient and effective while focusing on the agency’s strategic priorities.

The Directorate ensures the management of the relations with key stakeholders such as European Parliament, Council of the European Union, European Commission, European Economic and Social Committee, Committee of the Regions, other European institutions and social partner organisations, EU member states and ETF partner countries.

The ETF is managed by a Director, who reports to a Governing Board consisting of one representative of each EU Member State, three representatives of the European Commission, three non-voting experts appointed by the European Parliament and three representatives of the partner countries. It is chaired by the Director General of the European Commission's Directorate General Education and Culture.

The ETF is structured in Departments and Units, as specified in the organigramme on the ETF website.

Job Profile

The Deputy Director will report directly to the ETF Director1.

The Deputy Director will coordinate and implement the ETF operational work under the Director’s leadership and responsibility as referred to below. S/he will also deputize for the Director when necessary.

The Deputy Director’s role and responsibilities cover two main areas: stakeholder relations and internal management.

In the area of Stakeholders Relations, the Deputy Director will:

  • Prepare and organise the Governing Board (GB) meetings (in coordination with the European Commission);
  • Under the leadership of the Director, represent the ETF in its strategic and operational relations with external institutions. This task includes:
    • Liaising and participating in meetings with ministers and other high level representatives of stakeholder groups in partner countries;
    • Representing the ETF in meetings with EU institutions and bodies, EU social partners, as well as through participation in the Advisory Committee for Vocational Education Training (ACVT);
    • Representing the ETF in meetings with EU Member States and other relevant platforms;
    • Formulating and coordinating ETF responses to European Commission requests;
  • Provide guidance on the development of partnership agreements between ETF and external partners.

In the area of Internal Management, the Deputy Director will:

  • Contribute to the ETF decision making process by providing guidance and coordination for the elaboration of decisions;
  • Provide leadership and coordination for the implementation of the ETF annual Work Programme by supervising the planning, monitoring and reporting processes, the latter implying the elaboration of the Annual Activity Report for the Director’s endorsement;
  • Coordinate and implement operational activities of the following ETF departments2:
    • The three departments composing the ETF operations, i.e. Evidence Based Policy Making Department (EBPM), Thematic Expertise Development Department (TED) and Geographical Operations Department (GEO), in particular for ensuring the implementation of ETF corporate positions and methodologies;
    • The ETF Communication Department (ECD), in particular on internal communication, media and public relations;
  • Perform day-to-day management of the above-mentioned Departments in the area of:
    • Strategic management – by providing leadership and direction for senior and middle managers, setting effective action plans, ensuring performance goals are set and met;
    • Budget and financial management – by implementing the ETF budget under his/her delegation as well as by monitoring the budget execution in its relations to annual work programme and objectives achievements,
  • Perform people management duties by being directly responsible for the management of the human resources reporting to him/her within the above-mentioned Departments:
    • Ensuring leadership by influencing behaviour of human resources toward collective goal, ensuring vision is well communicated and building trust among Departments and Units;
    • Setting timely and proactively business & development objectives for human resources, challenging them and coaching them outside their comfort zone;
    • Providing regular feedback to human resources.
Eligibility Criteria

In order to be considered eligible and admitted to the following phases of the selection procedure, 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 imposed by law concerning military service;
  4. Be physically fit to perform the duties linked to the post;
  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 15 years of professional experience OR have a level of education which corresponds to completed university studies of at least three years attested by a diploma followed by at least 16 years of professional experience;
  6. Have spent at least 5 years of their total professional experience in a managerial role, including management of both human and financial resources, and including at least 3 years in management of public institutions;
  7. 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.

Applicants will be required to sign a declaration on their honour attesting to the fact that they satisfy the above criteria. They may be required at any time to provide documentary evidence to support their declaration.

Selection Criteria


Applicants shall possess the following technical competences:

  • Knowledge and understanding of the EU institutions, their functioning and interaction as well as EU policies and international activities of relevance to the activities of the Agency;
  • In depth knowledge of EU policies in Human Capital Development, VET in particular;
  • Good knowledge of the context of EU external relation policies;
  • Good skills in policy guidance and analysis of Human Capital Development issues,
  • Very good skills for operational planning, monitoring and evaluation;
  • Very good skills for human and financial resources management,
  • Highly developed project management skills in the field of VET;
  • Very good knowledge3 of English;
  • Knowledge of European integration.


Applicants shall possess a very high level of the below core competences.

  • Leading competences – i.e. Ability to lead an organisation, both at strategic and internal management level;
  • Coaching competences – i.e. Ability to lead and motivate a large team in a European, multicultural and multilingual environment;
  • Communicating and negotiating competences – i.e. Excellent ability to communicate effectively in public to a variety of multicultural audiences and stakeholders, so to positively influence them. Excellent ability to negotiate while maintaining good relationships with all parties such as European, international, national and local authorities, international organisations, etc.;
  • Adapting competences – i.e. Ability to adapt programmes and views proposing ways to meet context needs;
  • Analysing competences – i.e. Ability to grasp and analyse complex and wide-ranging questions, to tackle issues in a logical, step by step way using a legal mindset/approach;
  • Service orientation – i.e. Ability to discover underlying ETF customers/stakeholders’ needs so to provide added value and exceed expectations;
  • Team-working skills – i.e. Ability to share within a group a common goal and the responsibility for achieving it. Ability to establish and maintain excellent working relations at all levels in the multicultural context of ETF both at team and individual levels.

  • Good knowledge4 of French and/or Russian and/or Arabic as needed in the ETF work with is partner countries
  • Experience in international programmes or decentralised cooperation projects, particularly in the ETF partner countries.

Selection Procedure

The Selection Assessment Board (SAB) shall be composed of three ETF's senior staff members. Observers nominated by the ETF Governing Board may take part to the selection without voting rights.

The SAB’s work and deliberations are strictly confidential and any contact with the members of the SAB is prohibited.

The selection procedure will be carried out in three phases:

Phase 1 – Screening of Applications

1.1 Eligibility

Applicants’ compliance with the eligibility criteria will be assessed by the SAB on the basis of the CV and declaration on honour.

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 on the basis of the evidence provided by them in their CV and selection criteria form. It will invite the applicants judged to be most suitable for the job for interview, written tests and assessment centre.

Phase 2 – Interview, written tests and assessment centre

The SAB will assess the competences of the applicants, as well as the relevance of their experience to the job by means of an interview, written tests and an assessment centre run by external recruitment consultants. It will place the applicants judged to be most suitable for the job on a shortlist.

This phase is expected to take place in October 2011 and will be held predominantly in English.

During this phase, applicants will also be invited for a meeting with the Director of ETF.

Phase 3 – Appointment

The Director will offer the job to one of the applicants on the shortlist proposed by the SAB.

The post is expected to be filled in by January 2012.

Independence and declarations of interests

Before taking up his/her duties, the successful applicant will be required to sign a Declaration of commitment to act independently in the EU public interest.

Contractual Conditions

The successful applicant will be offered a three-year contract as a member of the Temporary Staff of ETF, in function group AD 12, subject to a probation period of 6 months.

Under this type of contract, the employee is bound by the Conditions of Employment of Other Servants of the European Communities (CEOS) and applicable Implementing Rules. Temporary Staff are employed in ETF in accordance with article 2(a) of the CEOS and 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 record;
  • undergone a compulsory medical examination that has established 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 12 is approximately EUR 10,300 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

Applicants are invited to send their applications via the ‘Job vacancies’ section of the ETF website.

Formal requirements:

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 three 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;
  • A Declaration on honour that the applicant meets the eligibility criteria duly signed. Applicants may be required at any time in the course of the recruitment procedure to provide documentary evidence to support their declaration;
  • 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, duly filled and signed.

Applications may also be sent by fax to the ETF HR Unit 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/11/01.

If any one of the eligibility and selection criteria is not met, the application will not progress any further.

The closing date for the submission of applications is 05/09/2011 at 23.59 (Central European Time). Due to the possible 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 procedure.

The application documents provided during the selection procedure will not be returned to candidates, but will be kept on file at the ETF.

More information is available in the Privacy policy for job applicants section of the ETF website.

  1. The ETF Director function and powers are described in art. 10 of the Regulation (EC) No 1339/2008.
  2. The mission of those departments can be found in annex, for further information.
  3. Equivalent to minimum C1 level for all dimensions as defined in the Europass CV instructions.
  4. Equivalent to minimum C1 level for all dimensions as defined in the Europass CV instructions.

You can download the pdf version of the vacancy:ETF_DepDir_vacancy notice.pdf
ETF Departments' mission: ETF mission.pdf
Selection criteria form to be filled in and attached to your application: Selection criteria form

Declaration on honour:ETF-REC-11-01 - Declaration of
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