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Administrative Coordinator

Parma

  • Organization: EFSA - European Food Safety Authority
  • Location: Parma
  • Grade: Administrative support - FG I, Function Group 1, Contract Agent
  • Occupational Groups:
    • Operations and Administrations
    • Managerial positions
  • Closing Date: Closed

Administrative Coordinator 
EFSA/X/AST/2022/09
 
The European Food Safety Authority (EFSA), based in Parma, Italy 
is looking for an 
Administrative Coordinator
(Temporary Agent, Grade AST4) 
 
Please send us your application by no later than 27 June 2022 at 23:59 (local time), following the instructions in the ANNEX. 
 
The purpose of this call is to establish a talent pool (reserve list) that may be used for the recruitment of staff when a position becomes available and will be valid until 31/12/2023. The validity of the talent pool may be extended.
 
 IS THIS JOB FOR YOU?

Are you a dedicated professional with expertise in process and resources monitoring, revision, and improvement?  

Do you have experience in project/process management and the ability to coordinate several tasks at the same time?   

Can you provide support to stakeholders and drive engagement in your team?  

 EFSA is looking for an Administrative Coordinator with strong support service skills, ability to assist in the revision of policies, processes and procedures, drive several change management initiatives and support the coordination of applications monitoring projects.  

If you are looking for an interesting and challenging opportunity to apply your skills in an international, scientifically driven organisation, then do not hesitate and send us your application still today!  

The jobholder will work in the Risk Assessment Logistics (RAL) Unit. The mission of the RAL Unit is to:

  • Provide (logistic, administrative, information and generic) support services to EFSA scientific staff and experts along the risk assessment processes (from dossier/mandate validation to publication) of all mandates;   
  • Contribute to the optimisation and harmonisation of processes during risk assessment and coordinate engagement activities with business operators during the risk assessment process from validation to publication as outlined in the service catalogue for applicants (e.g. clarification through teleconferences, applicant hearings);   
  • Coordinate liaison and engagement activities with institutional stakeholders (e.g. European Commission, European Parliament, Member States) and industry stakeholders (e.g. business operators, industry associations, SMEs) on application dossiers/mandates from validation to publication.   
Your key responsibilities
 
  • Act as a Planner, following a partnership approach, for the scientific units (support to chartering, FTE planning, budget planning, liaison with central coordination office); 
  • Act as business interface for meetings, budget, resources and mandates between scientific units, planning and monitoring unit, finance unit following established Standard Operating Procedures; 
  • Plan and monitor budgetary expenditures and financial operations in a cost-effective manner; 
  • Coordination of inputs, findings, and follow up of corporate monitoring reports according to corporate deadlines;  
  • Support and follow-up on project/process management phases and life-cycle (e.g. meetings and mandates); 
  • Draft, edit, register through correspondence workflow and proofread correspondence documents such as reports, presentations, memos, etc., present complex issues in an innovative and simple manner, ensuring the highest level of accuracy and support decision making;  
  • Define and develop processes and sub-processes (e.g. Standard Operation Procedures), contribute to lean existing policies, processes and procedures; 
  • Ensure and enhance compliance to quality standards; 
  • Identify key internal and external stakeholders, build-up and maintain constructive relationships, provide administrative support on applications and meetings, effectively plan communications and actions ensuring a high level of engagement; 
  • Monitor workplan implementation, including monitoring and analysis of performance achievements and potential bottlenecks as well as identification of areas for synergies among units; 
  • Provide assistance and manage internal and external communication activities by designing and implementing communication plans, ensuring their alignment with the Dept/Unit workplan, and by promoting initiatives with focus on collaboration and sharing via communication channels; 
  • Provide assistance for team-building and cooperation activities by taking care of interactions intra and inter teams, ensuring efficient and timely dissemination and information sharing and by seeking for synergies, efficiency gains, and areas for improvement at team and unit level.
WHY EFSA?
You will play an active role in an organisation that makes a difference to the lives of 445 million EU citizens.
EFSA employs over 550 staff members, and its Scientific Committee and Panels engage highly qualified and independent scientific experts. Every position within EFSA plays an important part in creating an inspirational environment in which to work and develop.
EFSA’s standards and values are driven by ethics and integrity and all staff is expected to act in a manner consistent with its principles, including fairness, transparency and impartiality in work practices and conduct towards other people.
EFSA is an equal opportunities employer and encourages applications from all suitably qualified candidates without any distinction on grounds of age, gender, sexual orientation, impairment and disability, ethnic or social origin, religion or belief. All EFSA staff is committed to creating an open and inclusive environment.
As an EFSA staff member, you will have the chance to make a difference to European food safety working in an international and dynamic environment. You will also be able to participate in several valuable networking opportunities across Europe.
Furthermore, you will be joining EFSA at an exciting time as we are implementing the Transparency Regulation: EFSA expanded its mandate and will grow considerably over the next few years.
To find out more about EFSA, visit us at www.efsa.europa.eu.
 
WHAT CAN WE OFFER YOU?
Life in Parma
 
Parma is a lively city of around 200.000 inhabitants located in the Italian region of Emilia-Romagna and ranked as one of the most liveable cities in Italy. Its centre is rich in art, with architecture from different periods and plenty of parks. Parma is famous for its food, surrounding picturesque countryside and medieval castles. It is strategically located between major cities like Milano and Bologna and within reachable distance from ski resorts, seaside and mountains.
 
Salary and benefits
 
EFSA can offer the selected candidate a contract of 5 years with the possibility of renewal. If renewed for a second time, the contract will be for an indefinite period. More information can be found in the Notice on policy on the duration of staff contracts at EFSA.
The successful candidate will be recruited as Temporary Agent Grade AST4 with the basic salary starting from € 4.428 monthly, subject to an annual review of remuneration provided for in Article 65(1) of the Staff Regulations.
 
In addition to the basic salary, EFSA offers a range of benefits:
  • Various allowances to which the successful jobholder may be entitled, such as a household allowance, expatriation allowance (16% of basic salary), dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt from national taxation.
  • Wide range of leaves (e.g. annual leave, parental leave, public holidays) and flexible working hours. Besides working in EFSA’s modern headquarter located in the heart of Parma, staff members are also offered the possibility to telework up to 50% of working time.
  • A comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance, and travel insurance. Further information regarding rights, conditions of employment and benefits can be found at the following links:
 
WHAT ARE THE SELECTION REQUIREMENTS?
 
You must satisfy the following requirements on the closing date for submission of your application:
 
I. Eligibility criteria
 
1.General requirements
 
•Be national of a Member State of the European Union, Iceland or Norway; 
•Enjoy full rights as a citizen;
•Have fulfilled any obligations imposed by laws concerning military service;
•Be physically fit to perform the duties linked to the post;[1]
•Have a thorough knowledge of one of the EU official languages and a satisfactory knowledge of another EU language;
•Meet the character requirements for the duties involved.
 
2.Qualifications
 
a)    A level of post-secondary education attested by a diploma[2];
 
OR
 
b)   A level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three (3) years[2].
 
3.Experience
 
In addition to the above, at least nine (9) years of proven professional experience[3] acquired after having obtained the qualifications mentioned in point 2.
 
In case you do not fulfil all the eligibility criteria, your application will not be taken into consideration.
 
II.Selection criteria
 
The following competencies will be assessed throughout the different phases of the selection procedure. Candidates are also expected to demonstrate effective communication in both spoken and written English as well as strong motivation for the position.
 
1.Technical competencies
 
i. Plan, monitor, manage and improve processes: At least three years of experience in qualifying and quantifying process requirements (deliverables, timelines, budget, others); Compose, document and catalogue essential processes and procedures; Propose process changes to facilitate and rationalise improvements; Implement process changes; Describe process scope, activities, inputs/outputs, stakeholders involved. 
ii. Analyse and manage budgets: At least three years of experience in assessing the financial possibilities, means, and status of the units, including making financial reports, developing financial statistics reports, supporting the development of the annual budget plan, and planning, monitoring and evaluating budgets. 
iii. Gather and analyse data and information: Experience in analysing relevant data and information and visualising and narrating data driven insights. 
iv. Collaborate and partner with stakeholders: Experience in working effectively and inclusively with a range of internal and external stakeholders and ability to put stakeholder's criticism and special requests into a greater business context which allows advice and improvements in line with the organisational needs. 
v. Communicate information to different target audiences: Experience in conveying complex, technical or sensitive concepts and make them understandable to the target audience and adapting the language and style of communication to the target audience. 
 
2.Behavioural competencies
 
i. Deal with ambiguity: Able to work constructively within unexpected and unpredictable situations and show resilience and composure, even in difficult or adverse circumstances; able to decide and act without having the total picture; accept constructive feedback in a positive manner;
ii. Focus on stakeholder needs: Committed to meet the expectations and requirements of internal and external stakeholders; establish and maintain effective relationships with stakeholders and gain their trust and respect;
iii. Plan and measure for results: Set ambitious goals that exceed the targets and create plans to achieve them; ensure an efficient and responsible planning and management of resources;
iv. Work with others: Work confidently within a group and contribute to achieve the common goals, understanding own role and how it supports the team and the organisation; able to cooperate, listen actively, manage conflicts and motivate colleagues.
 
 
NOTE
 
Candidates are invited to read the ANNEX that represents an integral part of this vacancy and provides information on how to complete the application, the steps of the selection process and appeal procedures.
 
This vacancy is published as well internally at the grade bracket AST4 - AST9.
 
[1] Before appointment, a successful candidate shall be medically examined by an institution’s medical officer in order that the European Food Safety Authority may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.
 
[2] Any academic qualification mentioned in the application form shall be duly supported by evidence (original or certified copies of e.g. diplomas, certification, etc.) Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant EU Member State authorities will be accepted. In instances where diplomas are obtained from a non-EU Member State, EFSA may request the candidate to provide a relevant document of comparability issued by a recognised authority.
 
[3] Any professional experience mentioned in the application form shall be duly supported by evidence (original or certified copies of e.g. contracts, payslips etc.). Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications for engagement. In order for your professional experience to be taken into consideration, it must be supported by relevant documents attesting an actual work relationship defined by the following elements: real, genuine work; on a paid basis; as employee (any type of contract), or provider of a service.  Any given period may be counted only once (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience). Professional activities pursued part-time will be calculated pro-rata on the basis of the certified percentage of full-time hours worked. Remunerated PhDs acquired in a field relevant to the job description can be counted as professional experience up to 3 years. Paid traineeships are counted as working experience. Prior to contract signature, the successful candidate(s) will need to provide original versions of documents proving the candidate’s work experience.
This vacancy is now closed.
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