Vacancy notice ETF/REC/10/08
Project Officer

Contract: Contract Agent – Function Group III

Contract duration: 3 years (subject to a probation period of 9 months)

The Employer: European Training Foundation

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 www.etf.europa.eu.

The Department
The vacancy is within the Operations Department, which is responsible for developing and delivering the ETF’s support for Human Capital Development (HCD) in the ETF partner countries1.

ETF Operations primarily cover three EU instruments:

  • The Pre-Accession Instrument
  • The European Neighbourhood and Partnership Instrument
  • The Development Co-operation Instrument

The activities of the department within each of these EU instruments are driven by:
  • The HCD needs of the country
  • The priorities of the EU as established through partnership agreements or other relevant policies
  • The methodologies of international aid, and in particular the EU approach project cycle management

The department currently employs approximately 70 staff, of which 40 are HCD specialists. The department is organised around teams who are region, country and project focused, which is why teamwork is so important to the department and the ETF. Depending on their specific skills and experience and the ever-evolving portfolio of the organisation, specialists may be asked to lead and/or work within different country and project teams.

Job profile

Reporting to one of the Deputy Heads of the OPS Department, the jobholder provides assistance to project/country teams throughout all phases of project cycle.

KEY ACCOUNTABILITIES

  • Planning and organising the project implementation activities in the ETF partner countries;
  • Supporting the Project manager(s) for internal administrative reporting;
  • Initiating and monitoring ETF financial operations (budgetary commitments, payments, recoveries, budget transfers);
  • Organising the planning and management of OPS tendering procedures, from drafting the Terms of Reference to the implementation of the related commitments;
  • Monitoring the implementation of the contracts and keeping in contact with contractors;
  • Providing ad-hoc Russian translation/ proofreading / interpretation support to the ETF;
  • Supporting the organisation of ETF events;
  • Updating Website with relevant documentation linked to the projects;
  • Organising and presenting information to a variety of audiences.

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 State, or ETF partner country or territory2;
  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 equivalent to a post-secondary education attested by a diploma; or a level of secondary education attested by a diploma giving access to post-secondary education, followed by appropriate professional experience of at least three years;
  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

REQUIRED KEY CORE COMPETENCES

  • Good analysing 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;
  • 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.
  • Good developed 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;
  • Fair level of adapting skills – i.e. 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;
  • Being service oriented.

REQUIRED TECHNICAL COMPETENCES

  • Good knowledge of project management techniques;
  • Fair knowledge of / experience in implementing EU procurement rules and procedures as shown by relevant professional experience and / or training in a relevant domain;
  • Very good writing, reading, speaking and listening skills in English3;
  • Very good writing, reading, speaking and listening skills in Russian4;
  • 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.

ASSETS

  • Good general knowledge EU external relations policies related to ETF partner regions;
  • Knowledge of project cycle management;
  • Good knowledge5 of French and/or Arabic.

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 e-mail.

Phase 2 – interviews and tests
  • Candidates short-listed will then be invited for an interview with the selection assessment board.
  • Interviews are expected to take place between July and August 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 Project 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 Contract Agent three-year contract, function group III, subject to a probation period of nine months.

Contract Agent contracts are in accordance with article 3(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.

REMUNERATION

  • The basic monthly salary of a Contract Agent Function Group III in the first step of grade 8 is approximately EUR 2,400 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/10/08.
The closing date for the submission of applications is 14th June 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. The ETF partner countries and territories are: Albania, Algeria, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina, Croatia, Egypt, former Yugoslav Republic of Macedonia, Georgia, 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.
  2. Idem with footnote 1.
  3. Equivalent to C1 level as defined in the Europass CV instructions.
  4. Equivalent to C1 level as defined in the Europass CV instructions.
  5. Equivalent to B1 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-10-08.doc

You can download the pdf version of the vacancy: Vacancy notice ETF-REC-10-08.pdf

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