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Assistants to Operational Departments - short - term replacement, Greece

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Assistants to Operational Departments_short-term replacement. Cedefop invites applications for drawing up a reserve list for the position of assistants to operational departments, contract agent, FG II, M/F.

This is a short-term position, to cover staff shortages.

Deadline for applications: 4 April 2017
Reference Cedefop/2017/02/CA
Type of contract Contract agent
Function group/grade FG II
Initial contract duration 3 years renewable once
Place of employment Thessaloniki (Greece)

Cedefop is organising a selection procedure to draw up a reserve list for the position of assistants to operational departments.
This is a short-term position, to cover staff shortages.
Successful candidates will be recruited to cover short-term staffing needs in any of the operational departments of Cedefop.
Working under the supervision of project managers and/or Heads of Department, specific tasks include a combination of the following:

Office management, coordination and administrative support
- providing administrative support during the preparation and evaluation of calls for proposals/tenders and contracts; and follow up deliverables and invoices by external contractors;
- providing administrative support to budget, i.e. carrying out checks on project budget, commitments, payments and the like using the in-house control system;
- support the drafting, typing, formatting and checking the quality of documents using Word, Excel, Power Point and web based tools while applying the in-house style manual conventions;
- assisting project manager(s) by maintaining diaries and calendars, ensuring the follow-up of deadlines as well as managing enquiries received either by phone or e-mail;
- maintaining good coordination with other departments. Document and file management
- records bank management (creating files, registering and filing electronic and paper records in an registration system applying established records
management rules);
- organising filing and retrieval of documents in Cedefop’s document management system;
- managing records and archives according to Cedefop’s classification scheme at Department/Service level;
- contributing to administrative quality checks on files for signature.

Missions and meetings organisation
- support missions planning and administrative follow-up (mission requests, travel and accommodation arrangements, reimbursements, mission reports etc.);
- supporting the organisation of internal and external events such as meetings, workshops, conferences and other public events (room allocated, preparing/checking and sending invitations and agendas, compiling handouts, liaising with the professional conference organiser (PCO), administering the reimbursement of participants);
- communication with participants in organisational and financial matters and follow up with the administration of Cedefop.

To be considered eligible, applicants must satisfy all the following requirements on the closing date for submission of applications:

General conditions
- be a citizen of one of the Member States of the European Union;
- enjoy full rights as a citizen;
- have fulfilled any obligations imposed by the laws on military service;
- be physically fit to perform the duties relating to the post.

-have a post-secondary education attested by a diploma
-a secondary education attested by a diploma giving access to postsecondary education and appropriate professional experience of three years

Language skills
- have a thorough knowledge of one of the languages of the European Union and satisfactory knowledge of another language of the European Union
Non-compliance with any of these eligibility criteria will result in the exclusion of the candidate from the selection process and the application will not be further

Applications must be submitted online by 4 April 2017 at 15.00 Greek time (CET + 1).
Applications sent by post, e-mail etc. will be rejected.
Cedefop highly recommends that you read the instructions to applicants and the frequently asked questions before you start filling in your application.

To register and apply, please go to the job opportunities section of Cedefop’s
website (http://www.cedefop.europa.eu/en/about-cedefop/recruitment/vacancies), click on the name of the vacancy notice and follow the instructions.

In addition to filling in the application form, you must also attach:
- a detailed curriculum vitae preferably using the Europass format (https://europass.cedefop.europa.eu/cvonline);
- copies of diploma and/or certificates
- a letter of motivation of not more than two pages.
Please note: The CV and letter of motivation must be provided in English.
Applications that are incomplete will be rejected.

On-line application form and text of the vacancy notice HERE

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