Head of administration and personnel

(EUISS Post 2) – Ref.: EUISS (2023) PER 03

Status: Contract Staff Member

Grade: A4

Place of employment: Paris

Starting date: 1 May 2023

Salary:

The salary scale of the EUISS is calculated according to that of the Coordinated Organisations to which the grade A4 makes reference.

Duration:

3 years, renewable for a maximum of 6 additional years.

Job description

The European Union Institute for Security Studies (EUISS) is the EU Agency that analyses foreign, security and defence policy issues. With its Headquarters in Paris and a Liaison Office in Brussels, it also acts as an interface between European experts and decision-makers at all levels. It provides relevant expertise to both EU/national officials and the wider public through publications, seminars and other activities.

The EUISS seeks to hire an experienced Head of Administration and Personnel to manage its staff and administrative matters.

Main responsibilities

Reporting to the Director of the Institute, the Head of Administration and Personnel is managing a small team of administrative agents. He/she is responsible for:

• All personnel matters: managing recruitment procedures, establishing staff members’ statutory entitlements, drawing up employment contracts and ensuring the correct implementation of Staff Regulations (family and other allowances, leave entitlements, staff evaluations, annual medical check-ups etc.) and Pension Regulations.
• Managing all matters related to social security and associated health insurance contracts;
• In cooperation with the Finance Officer, overseeing the payroll;
• Developing and implementing human resources and management policies;
• Ensuring regular and timely communication with staff and, when needed, providing briefings and presentations to the EUISS Board;
• Monitoring developments in the joint bodies of the Coordinated organisations – as well as the European Union – and implementing any necessary changes in regulations and implementing rules;
• Liaising and maintaining relations with the relevant national authorities concerning privileges and immunities (France and Belgium).
• Ensuring the smooth running of premises and facilities, including launching of procurement procedures, negotiation and/or monitoring of relevant contracts for service providers and insurances. Overseeing the inventory;
• In his/her capacity as Security Officer, ensuring and overseeing the safety of the Institute, its personnel and its property;
• Providing timely legal counsel and assistance in relation to the Institute’s activities;
• In cooperation with the Data Protection Officer, ensuring the correct implementation of data protection regulations in his/her domain of responsibilities;
• any other tasks that may be agreed upon with the Director in order to improve the running of the Institute and the well-being of the personnel.

Eligibility criteria

On the closing date for applications, candidates must fulfil all the following conditions:

• Be a national of a member state of the European Union who enjoys full rights as a citizen, attested by a recent extract from judicial records and/or certificate of good conduct;
• Have fulfilled any obligations imposed by national law on military service;
• Be physically fit to perform the required duties.

Education

• Minimum of a Master’s degree, preferably in the field of law or administration.

Professional experience

• Minimum of ten years’ relevant professional experience in similar positions, preferably within EU institutions or agencies or the Coordinated organisations;
• Excellent knowledge and experience of managing staff matters within the EU and/or international organisations;
• Experience as an office manager and coordinator;
• Experience in managing staff;
• Excellent communication and drafting skills, with a demonstrated ability to write and present effectively to different audiences;
• Ability to multitasking and delivering high-quality results within tight deadlines;
• Strong interpersonal skills, including the ability to work effectively in a multi-cultural and multi-disciplinary environment, as a team manager as well as independently;
• High professional values and standards characterised by objectivity, analytical rigour, integrity, and confidentiality.

Languages

• Excellent English and French writing and speaking skills.

Procedure

All interested candidates must complete the online application form, and attach:

• A detailed CV in English (with a clear indication of educational attainment and professional experience);
• A cover letter in English addressed to the EUISS Director.

Applications received by email, fax or post will not be considered. Only correctly and fully completed applications will be accepted.

The deadline for submitting applications is Monday 20 March 2023, 12:00 CET.

The Selection Board, chaired by the Director of the EUISS, will screen the applications and establish a shortlist of candidates to be interviewed. The interview will be organised remotely.

Following the interview, the successful candidate will be offered an initial contract of three years with a nine-month probationary period.

All applicants will be informed of the results of their application by the end of the procedure.

The EUISS 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.

The processing of personal data by the EUISS is governed by Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) N° 45/2001 and Decision N° 1247/2002/EC. By submitting an application, the applicant consents to the processing of the personal data contained in the application form and the supporting documents enclosed therewith, in the sense of Article 5.1 (a) of the Regulation. The personal data in question is collected by the EUISS for the sole purpose of this selection process.

Complaints: Candidates have the right to address to the Director of the EUISS an administrative complaint under Article 30.1 of the EUISS Staff Regulations. The complaint must be directed against an act that adversely affects their legal status as a candidate.

Candidates also have the right to submit an appeal to the EUISS Appeals Board, under Article 30.3 and Annex X of the EUISS Staff Regulations. Appeals are not admissible before an administrative complaint has first been made.

Candidates can make a complaint to the European Ombudsman. It should be noted that, under Article 2(4) of the general conditions governing the performance of the Ombudsman’s duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.

Should a candidate have any questions related to the current vacancy notice or the selection procedure or the procedure to follow in case they want to lodge a complaint, they should contact Human Resources using the online contact form and indicating the reference of the vacancy notice.