The ETF (European Training Foundation) is seeking to set up a reserve list of:


Job profile (summary)

The successful candidate/s will facilitate the efficient and effective functioning of the assigned Unit/Department’s activities by providing support to his/her colleagues in a large number and variety of administrative and organisational tasks.

Closing date for applications: 17 December 2008.

Contract type and grade: Contract Agent, Function Group (FG) II.

Contract: From short-term contract to long-term contract (up to 3 years) according to article 3(a) of the Conditions of Employment of Other Servants of the European Communities. One-year contracts and over are subject to a probation period of nine months.


The basic monthly salary of a contract agent in the first step at FG II grade 4 is approximately EUR 1.795,00 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).

Further details about the contractual conditions offered by the ETF can be found in the Working with the ETF section of the ETF website.

The employer

The ETF is an EU agency whose mission is to help transition and developing countries to harness the potential of their human resources 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 resources development in a lifelong learning perspective can make a fundamental contribution to increasing prosperity, creating sustainable growth and encouraging social inclusion in transition economies.

The ETF is based in Turin, northern Italy, and has a staff of approximately 130. Further information on our activities can be found on our website:

The ETF offers an exciting working environment with flexible work organisation and high levels of individual responsibility. As a learning and knowledge sharing organisation, we promote and offer excellent opportunities for the continued professional development of our staff.

Key accountabilities

Reporting to the Head of the assigned unit/department, the successful candidate/s will be providing assistance and support in the following areas:

Provide administrative, organisational and logistic support to execute the mission of the unit/department;
Manage electronic and paper correspondence and other administrative documents (reception, registration, dispatch, scanning, photocopying, filing, archiving);
Draft correspondence, meeting minutes and other administrative documents in English;
Proof-read documents in English;
Organise meetings and prepare agendas;
Edit and format documents in line with corporate image;
Draft and maintain Intranet pages and databases;
Organise and present information;
Respond to customers/stakeholders’ needs with ad hoc solutions.

Selection criteria

Required technical competences
At least 2 years of relevant professional experience in administrative assistance, including secretarial support, document management, management of agendas, taking minutes, lay-out and formatting, organisation of meetings;
Proven capacity to use computerised office tools (especially MS Office applications such as Word, Excel and databases), including advanced word processing (formatting, merges etc);
Excellent writing, reading, speaking and listening skills1 in English;
Good general knowledge of the European Union and its institutions.

Required core competences
Very good organisational skills, accuracy, ability to work under pressure and meet tight deadlines;
Capacity to integrate and work effectively in an international and multi-cultural environment;
Strong service orientation skills;
Good communication skills and inter-personal skills;
Capacity to work autonomously and also on a team-based approach.
Good writing, reading, speaking and listening skills2 in French and/or Italian;
Knowledge of EU administrative, financial or procurement procedures;
Knowledge of SI2/ABAC, Business Object or Lotus Notes.

Eligibility criteria

To be considered eligible, applicants must satisfy the following requirements on 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 post-secondary education attested by a diploma,
Have a level of secondary education attested by a diploma giving access to post-secondary education and at least three years of appropriate professional experience after that diploma;

6. Have a thorough knowledge of one of the languages of the Communities and satisfactory knowledge of another language of the Communities to the extent necessary for the performance of the duties.

Selection procedure

Eligibility of candidates will be assessed according to compliance with all eligibility criteria by the closing date for the submission of applications. The Recruitment Assessment Board will assess the competences and skills of all applicants and will invite the most suitable candidates for an interview.

Interviews are expected to take place during week 19-23 January 2009 and will be held mainly in English. No alternative date will be offered.
Candidates invited for an interview will be asked to undergo written tests. The written tests shall consist of the following components:
- general aptitudes and language skills to the extent necessary for the performance of the duties linked to the post;
- specific competences according to the profile referred to in the vacancy;
- knowledge of the European integration and the institution.

Please note that the Recruitment Assessment Board’s work and deliberations are strictly confidential and that any contact with the board members is strictly forbidden.
Further to the interviews and tests, a reserve list of the most suitable candidates will be proposed by the Recruitment Assessment Board to the Director. The Director will decide on the establishment of the list.

This reserve list will be valid up to 12 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 an assistant position becomes vacant, the Director may choose to offer a contract of employment to a successful candidate from the established reserve list.

Contractual conditions

Contract Agents contracts are in accordance with Article 3a 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 of the European Communities as well as the relevant Implementing Rules.

The contract duration may vary from short-term assignment (of a few months) to longer-term assignment (up to three years). One-year contracts and over are subject to a probation period of nine months.

Prior to contract signature, the candidate will be asked:
- to provide original or certified copies of all relevant documents proving his/her eligibility, including an extract from his/her national police file;
- to undergo a compulsory medical examination to establish that he/she meets the standard of physical fitness necessary to perform the duties involved.

Further details about the contractual conditions offered by the ETF can be found in the Working with the ETF section of the ETF website.

Submission of applications

Interested candidates are invited to send their applications via the ‘Job vacancies’ section of the ETF website. 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 (under the “Additional Information” paragraph of the Europass CV form) that the ETF will use as references. References will be checked.

Applications may also be sent by fax to the ETF HR Unit at the following number:
(+39) 011 630 23 88.

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, must clearly quote the reference number ETF/REC/08/13.

Failure to comply with one of the above formal requirements or eligibility criteria will result in disqualification of the applicant.

Closing date for the submission of applications: 17 December 2008 at 23.59 (Central European Time).

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.

1.Equivalent to minimum C2 level for all dimensions as defined in the Europass CV instructions.

2.Equivalent to minimum B1 level for all dimensions as defined in the Europass CV instructions.

You can download the pdf versionETF-REC-08-13.pdf

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