Directorate Assistant

European Defence Agency (EDA)
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Apr 07

Position description

Directorate: Capability, Armament and Planning Directorate (CAP)
Contract type: Temporary agent
Group: N.A.
Grade: AST4
Indicative starting date: 01/06/2021
Level of Security Clearance: SECRET UE/EU SECRET
Management of staff: N.A.
Closing date for applications: 07/05/2021

The selection of candidates will follow the EDA Staff Recruitment Procedure. Candidates must apply for this post via the EDA website http://www.eda.europa.eu - vacancies. Please note that to make an EDA on-line application you will need to create your EDA profile using a valid e-mail address and a password.

1. BACKGROUND

The European Defence Agency was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.

The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).

2. THE AGENCY'S WAY OF WORKING

The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.

3. THE CAPABILITY, ARMAMENT AND PLANNING DIRECTORATE (CAP)

The Capability, Armament & Planning Directorate (CAP) proposes collaborative opportunities in support of EU capability development priorities. The Directorate is responsible for capability development planning, based on analysis of military requirements conducted together with Member States within the Capability Development Plan (CDP).

The Directorate coordinates in-house the implementation of the Coordinated Annual Review on Defence (CARD), for which the Agency provides the secretariat, establishing a regularly updated overview of the European defence capability landscape.

The CAP Directorate implements EDA’s secretariat functions to the Permanent Structured Cooperation (PESCO), together with the European External Action Service, including the EU Military Staff. Within the PESCO secretariat, the Directorate coordinates EDA’s assessment of PESCO project proposals from the capability perspective, as well as the National Implementation Plans of PESCO participating Member States, and supports PESCO project implementation.

Based on coordinating the results of CDP, CARD and PESCO, the Directorate plans and prepares activities tailored to Member States’ needs. These activities span from advice and roadmaps to collaborative capability development projects, including the support to Member States in upstream EDIDP/EDF.

The CAP Directorate comprises six Units with the following key areas of activity:

  • Air Domain Unit: Remotely Piloted Aircraft Systems, Air-to-Air Refueling, Airlift;
  • Cooperation Planning Unit: CDP, CARD, Defence Data;
  • Land and Logistics Unit: Land platforms, Counter-IED, Personnel Recovery, Military Mobility, Logistics, Medical Support;
  • Information Superiority Unit: Communication & Information Systems, Surveillance & Reconnaissance, Space, Cyber Defence;
  • Maritime Unit: Maritime Surveillance, Mine Counter Measures, naval training, harbor protection;
  • PESCO Unit: PESCO secretariat and support to project development.

4. DUTIES

Under the supervision of the Capability, Armament & Planning (CAP) Director, the jobholder will coordinate the administrative and secretarial support to the Director and his/her staff in close collaboration with the other Directorate Assistants. In particular he/she will be responsible for/contribute to the following activities:

  • organise internal meetings;
  • ensure proper record management of all key documents (Steering Board and Chief Executive (CE) documentation, Chief Executive Police Office briefing notes, Directorate letters);
  • track progress on taskings received by the CAP Directorate;
  • monitor the Directorate’s Operational Budget, liaising with the Corporate Services Directorate when changes are envisaged; prepare an annual baseline comparison and ensure the Director is briefed ahead of Agency Management Board meetings;
  • prepare the first draft of the Directorate’s contribution to the EDA 3-Year Planning Framework on the basis of Directorate input to the Agency’s Project Portfolio Management (PPM) tool;
  • manage the Directorate’s internal SharePoint area, creating new areas and controlling access as required, and co-manage the Directorate’s EDA Collaboration Platform CAP Points of Contact (PoC) workspace;
  • coordinate Directorate input into CE/DCE briefings, presentations and Steering Boards, assist the Deputy Director to prepare the Capability PoCs meetings twice each year, including preparing PowerPoint slides, ensuring relevant content is place in the CAP PoC EDA Collaborative Platform workspace and take Minutes of the meeting;
  • proof-read draft documents submitted to the Director, prepare high level PowerPoint presentations for the Director, store final versions of documents in the Agency’s Record Centre, and retrieve documentation and information on request;
  • act as a SuperUser for Customer Relationship Management (CRM) and the Agency’s Project Portfolio Management (PPM) tools;
  • assist colleagues as needed to manage the Director’s calendar, appointments, and incoming calls, and to organize meetings and make arrangements for missions;
  • take on additional tasks as required in the interest of the service.

Duties may evolve according to development of the EDA’s structure and activities, and the decisions of EDA management.

5. ELIGIBILITY CRITERIA

To be considered eligible to take part in this selection procedure, on the closing date for the submission of applications candidates must satisfy all the eligibility criteria as specified below:

  • be a national of a Member State participating in the Agency;
  • be entitled to his/her full rights as a citizen;
  • have fulfilled any obligations imposed on him/her by the laws concerning military service;
  • produce the appropriate character references as to his/her suitability for the performance of his/her duties (extract from the “judicial record” or certificate of good conduct will be requested prior to recruitment);
  • be physically fit to perform his/her duties;
  • have a thorough knowledge of one of the languages of the participating Member States and a satisfactory knowledge of another of these languages to the extent necessary to discharge his/her duties;
  • have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of his/her duties within the Agency;
  • hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, and which shows the level of EUCI to which that individual may be granted access (SECRET UE/EU SECRET), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate;
  • have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.

Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.

6. SELECTION CRITERIA

A. Essential

(1) Professional

The candidate will be required to demonstrate that he/she has:

  • at least five years of experience in similar duties;
  • excellent coordination, administrative and secretarial skills;
  • ability to work under pressure and readiness to work off-duty hours when required;
  • experience in a multinational environment;
  • ability to provide support to Senior Management;
  • excellent knowledge of the use of data processing technology, e.g. Microsoft Word, Excel, PowerPoint and Outlook;
  • familiarity with the EU environment;
  • excellent written and oral communication skills in English.

(2) Personal

All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:

  • strong sense of duty and responsibility;
  • result-orientation and strong motivation;
  • ability to work in team in a multicultural environment;
  • accuracy and attention to detail;
  • excellent interpersonal skills and customer service orientation;
  • ability to deal with confidential information;
  • genuine commitment to the Agency's objectives.

B. Desirable

The following will be considered an advantage:

  • prior experience in a national Ministry of Defence or in a military environment;
  • familiarity with MS Project, Visio and SharePoint;
  • good knowledge of French.

7. INDEPENDENCE AND DECLARATION OF INTEREST

The Directorate Assistant will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.

8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT

The Directorate Assistant will be appointed by the Chief Executive.

Recruitment will be as a member of the temporary staff of the Agency for a four-year period. Renewal is possible within the limits set out in the EDA Staff Regulations. The successful candidate will be recruited as Temporary Agent, grade AST4.

The pay for this position consists of a basic salary of 4.315,85€ supplemented with various allowances, including as applicable expatriation or family allowances. The successful candidate will be graded on entry into service according to the length of his/her professional experience. Salaries are exempted from national tax, instead an Agency tax at source is paid. For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer.

Failure to obtain the requisite security clearance certificate before the expiration of the probationary period may be cause for termination of the contract.

Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.

Applications are invited with a view to establishing a reserve list for the post of Directorate Assistant at the EDA. This list will be valid until 31/12/2022, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in the EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.

9. EQUAL OPPORTUNITIES

The EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

 

Application instructions

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