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  • Function title: Assistant
  • Reference: NOC-EC-2023-FGIII/663
  • Location: ECAC Secretariat, Neuilly-sur-Seine (The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties). - Information about living in ECAC Secretariat, Neuilly-sur-Seine
  • Nature of the competition: Internal and external competition
  • Applicable regulations: Conditions of Employment of ECAC Contract Staff at EUROCONTROL
  • Function group: Function group III
  • Job level: 8-10 - Check salary simulations for the basic grade
  • Generic post: Assistant
  • Number of posts: 1
  • Duration of engagement: 3 Year(s) - extension or conversion of the contract is possible – see “Useful information” section
  • Security clearance: Security vetting may be required in accordance with the relevant EUROCONTROL security policies
  • Directorate/Service: ECAC Secretariat
  • Competition publication date: 25/08/2023
  • Competition closing date: 22/09/2023 (23:59 Brussels time)
  • Reserve list: Applicable - See details in the "Useful information" section

Your team

The ECAC Secretariat serves the European Civil Aviation Conference (ECAC) in promoting the continued development of a safe, secure, efficient and sustainable European air transport system within its 44 Member States. It sustains extensive activities in the safety, security, facilitation, environment and economics field.

Your role

Your role will be to:

  • Assist in the organisation, coordination and monitoring of activities to ensure execution according to plan.
  • Research, gather or coordinate information to prepare reports, WPs, briefings, presentations, etc.
  • Be present at meetings to minute, track and report on progress on agreed actions.
  • Provide support (e.g. collect agenda items, gather data, prepare files) in the preparation of meetings.
  • Draft correspondence and pro-active follow-up on outstanding replies; ensure an appropriate and timely answer.
  • Provide administrative support (organise meetings, make travel arrangements, sort and dispatch information, etc.) and ensure that processes are correctly applied.
  • Provide accounting support and assist in preparing documents for budget management (e.g. monitoring of the budget allocated, preparation of purchase orders).
  • Act as a key point of contact for internal and external stakeholders (suppliers, etc.).
  • Assist in other administrative or specific tasks.

Required qualifications, experience & competencies

  • Completed university studies of minimum three years in a relevant subject (e.g. Business Administration) and professional experience of one year or post-secondary education and three years of work experience in a comparable function.
  • In addition to the above, a minimum of 3 years' relevant experience ideally in an international environment.
  • Experience in assisting managers (e.g. senior managers, project managers).
  • Experience with administrative processes and support.
  • Experience or understanding of financial operations.
  • Drafting skills.
  • Proficient user of MS Office (MS Excel in particular).
  • Experience in working in an international environment would be an asset.
  • Quality focus: You set and foster high quality standards.
  • Result focus: You seek to improve personal performance.
  • Problem solving: You know how to respond to (routine) problems as they arise by applying job knowledge.
  • Planning and organising: Plans ahead and adapts as required.
  • Proactive and dynamic attitude.
  • High sense of confidentiality and discretion.
  • Ability to work in a multinational and multicultural environment.
  • Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
  • The working languages of ECAC and EUROCONTROL are English and French. For this particular job, candidates must be proficient or independent users of English and French, with one language at level C1 and the other at level B1/B2.
    The levels relate to the European-framework-reference Common European Framework of References for languages (CEFR).

Useful information

  • Applications will be considered from nationals of ECAC Member States.
  • The successful candidate will be administratively assigned to the EUROCONTROL Experimental Centre in Brétigny-sur-Orge and seconded to the ECAC Secretariat, in Neuilly-sur-Seine, France.
  • The selected candidate will be offered a contract of 3 Year(s) pursuant to the provisions of the Conditions of Employment of ECAC Contract Staff at EUROCONTROL. This may be renewed for two fixed periods of not more than three years each.
  • After a minimum of five years of service, the appointment of a contract staff may be converted to an appointment for an undetermined period, provided that post is of a lasting duration, and his/her performance is satisfactory.
  • Contract staff are considered internal candidates after having performed three years of service.
  • The successful candidate shall be appointed in principle at the basic grade of the advertised grades.
  • Before being established in the post, he/she will be requested to provide certified copies of his/her degrees and successfully serve a probationary period of 9 months.
  • In the case of a reserve list, suitable candidates not selected for a post will be placed on a reserve list for similar functions. The period of validity of reserve lists is one year from the closing date of applications.
  • Information on salary and benefits can be found on our Careers site
  • EUROCONTROL is an equal opportunities employer. We are committed to equality and diversity. In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics in order to complement diversity of teams and rebalance the workforce.
  • Candidates should go to our Careers site and read the tips on how to apply.