Call for expression of interests for establishing a
reserve list for Contract Agent positions (FG III)
within the ECSEL Joint Undertaking
November 2014
The ECSEL Joint Undertaking is organising a call for expression of interests in view of
establishing a reserve list for Contract Agents (CA) positions. The reserve list shall be valid
until 31 December 2016.
Candidates interested to apply are invited to send their application following the conditions
set below.
Deadline for receiving applications: 01 December 2014, 6.00 pm Brussels time
1. About the ECSEL Joint Undertaking
The Public-Private Partnership keeping Europe at the forefront of technology
development.
Electronic components and systems (ECS) are a pervasive Key Enabling Technology,
impacting all industrial branches and almost all aspects of life. A smartphone, a smart card, a
smart energy grid, a smart city, even smart governance; everything “smart” is based on
integrating semiconductor chips running embedded software. They provide the fabric on
which the internet runs; they give life to portable phones and tablets; they drive driverless
cars and trains, fly airliners, drones and satellites. In modern times, no national economy can
win in the global competition without mastering this technology, with unparalleled systemic
and strategic impact.
The objectives of the ECSEL Joint Undertaking are:
 To contribute to the development of a strong and globally competitive electronics
components and systems industry in the European Union;
1






To ensure the availability of electronic components and systems for key markets and
for addressing societal challenges, keeping Europe at the forefront of technology
development, bridging the gap between research and exploitation, strengthening
innovation capabilities and creating economic and employment growth in the Union;
To align strategies with Member States to attract private investment;
To maintain and grow semiconductor and smart system manufacturing capability in
Europe;
To secure and to strengthen a commanding position in design and systems
engineering;
To provide access for all stakeholders to a world-class infrastructure for design and
manufacturing;
To build a dynamic ecosystem involving Small and Medium-Sized Enterprises (SMEs),
strengthening existing clusters and creating new clusters.
The Members of the Joint Undertaking are:



The European Union, through the Commission;
Member States and Associated Countries to the Framework Programme Horizon
2020 on a voluntary basis;
Three associations (EPoSS, AENEAS and ARTEMIS Industry Association) representing
the actors from the areas of micro- and nano-electronics, smart integrated systems
and embedded/cyber-physical systems.
More about the ECSEL JU: http://www.ecsel.eu
2. Position advertised
A reserve list will be established for the below-mentioned position.
Position:
Reference:
Administrative Assistant
Contract Agent 3a, Function Group III
ECSEL-2014-01-CA3–AA
3. General information
3.1.
Selection procedure
Phase 1
A selection Committee will evaluate applications received and select those candidates
meeting the eligibility criteria and matching best the selection criteria required. The
selection committee will then put the selected candidates on the appropriate reserve list
and will inform all candidates of the outcome of this selection phase.
2
The reserve list will be used for the recruitment of the positions advertised depending on the
needs of the Joint Undertaking, and will be valid until 31/12/2016 (the validity of the reserve
list may be extended).
Phase 2
When a position becomes available in the Joint Undertaking, the selection committee will
select candidates from the reserve list and will invite to an interview the most suitable
candidates.
The interview will consist of the following components:
- General aptitudes and language abilities to the extent necessary for the performance
of the duties;
- Specific competencies with reference to the job profile;
- Knowledge on the field in which the Joint Undertaking operates.
The invited candidates will also sit a written test consisting in a case study in English
designed to test their knowledge in the field of the profile, their ability to understand,
analyse and summarise, and their drafting ability.
Phase 3
Following the interview phase, the Selection Committee will propose a short list of
successful candidates to the Appointing Authority (Executive Director of the ECSEL Joint
Undertaking) who may invite candidates for a second interview. Candidates will be informed
of the outcome of the interview.
Candidates should note that inclusion on the reserve list does not guarantee recruitment.
If an offer is made, the candidate will be asked to:
- provide original or certified copies of all relevant documents, and
- undergo a compulsory medical examination to establish that he/she meets the
standard of physical fitness necessary to perform the duties involved.
3.2.
Equal opportunities
The Joint Undertaking, as a Union body, applies a policy of equal opportunities and accepts
applications without distinction on the grounds of sex, race, colour, ethnic or social origin,
language, religion, political or any other opinion, membership of a national minority,
property, birth, disability, age or sexual orientation.
3.3.
Conditions of employment
The selected candidate(s) will be appointed by the Executive Director of the ECSEL Joint
Undertaking in the group/grade as indicated in the position description.
The contract will be concluded for a period of up to 3 years. The contract may be renewed in
accordance with the legal basis applicable to the Joint Undertaking.
3
Pay and welfare benefits:
The pay of staff members consists of a basic salary supplemented by various allowances,
including family allowances.
- Basic salary: there is a basic salary scale for each grade, divided into a number of
steps.
- Allowances: in addition to their basic salary, staff members may be entitled to
various allowances, in particular an expatriation or foreign residence allowance,
and family allowances, including household allowance, dependent child
allowance, pre-school allowance and an education allowance.
Additional information can be obtained from the website of the European Commission at:
http://europa.eu/epso/discover/careers/grades_system/index_en.htm
The place of employment is Brussels, where the ECSEL Joint Undertaking has its official seat.
3.4.
Application procedure
For applications to be valid, candidates must submit an online application via the vacancies
portal: https://cloud.ecsel.europa.eu/web/vacancies
Candidates are requested to:
1.
2.
3.
Complete the online application form;
Upload a letter of motivation;
Upload a Curriculum Vitae (CV), preferably in the European CV format
http://europass.cedefop.europa.eu).
For the letter of motivation and the CV, only Word documents (.doc or .docx) or PDF
documents (.pdf) will be accepted. The maximum file size is 2 MB.
Application forms sent by e-mail, fax or post will not be accepted. The application will be
rejected if the dossier is incomplete.
Candidates are advised to apply using an e-mail address that will remain valid for several
months: candidates that will leave their job in the coming months are advised not to use
their professional e-mail address.
Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of
experience, etc.) should not be sent at this point but may be requested at a later stage.
In order to facilitate the selection process, application documents as well as all
communications to candidates concerning this vacancy will be in English.
Candidates are asked to report any potential change of contact details without delay, to the
following e-mail address: [email protected] (please remember to quote the
reference of the vacancy: ECSEL 2014-01-CA3–AA).
4
Candidates should assess and check before submitting their application whether they fulfil
all the requirements as specified in the vacancy notice, particularly in terms of qualifications
and relevant professional experience.
As a candidate, you are to be informed that in a later stage of the recruitment process a
mandatory medical analysis and physical check-up is done with a selected medical service.
Candidates will receive an acknowledgment of receipt of their application.
3.5.
Closing date
Applications must be sent no later than 1st December 2014 at 18.00 Brussels time.
3.6.
Important information for candidates
Candidates are reminded that the selection committee's works are confidential. It is
forbidden for candidates to make direct or indirect contact with its members or anybody
else to do so on their behalf.
3.7.
Protection of personal data
The Joint Undertaking will ensure that candidates' personal data are processed as required
by Regulation (EC) N°45/2001 of the European Parliament and of the Council of 18
December 2000 on the protection of individuals with regard to the processing of personal
data by the Community institutions and bodies and on the free movement of such data. This
applies in particular to the confidentiality and security of such data (Official Journal of the
European Communities L8 of 12 January 2001).
The controller of the processing is ECSEL Joint Undertaking. Data are processed for the
purpose of organising the selection and recruitment; they are only disclosed to persons
involved in the selection and/or recruitment.
 Right of access
Data subjects are entitled to access their data by sending an email to the data protection
officer ([email protected]).
 Right of rectification
Data subjects can request rectification of their data by sending an email to the data
protection officer.
 Time-limits for storing the data
For recruited candidates, personal data are kept for 10 years after termination of
employment. For non-recruited candidates, personal data are kept for 2 years after expiry of
the list. For spontaneous applications, data are not kept.

Legal basis and recourse
5
The legal base for the processing of personal data is Directive 95/46, Article 7.a.
Recourse: data subjects have the right to have recourse to the European Data Protection
Supervisor
(EDPS).
For
further
information,
see
the
EDPS
website:
http://www.edps.europa.eu
3.8.
Independence and Declaration of Interest
Successful candidates will be required to make a declaration of commitment to act
independently in the public interest and to make a declaration in relation to interests which
might be considered prejudicial to their independence.
6
Position: Administrative assistant, Contract Agent 3 a – Function Group III
(reference: ECSEL-2014-01-CA3-AA)
1. Job description
Contractual Agents working as assistant provide administrative support, including
document management, internal communication, logistic needs, information provision and
external relations activities including the organisation of meetings and workshops.
The duties and responsibilities related to this post include mainly:

Providing administrative and organisational assistance to the planning,
implementation and coordination of the Joint Undertaking Management activities
(operational, legal and/or financial);

Assistance to the Scientific Managers/Programme Officers in calls for proposals
and evaluation: management of the expert contracts and payments, organisation
of the experts panel meetings; support for projects management and organisation
of meetings;

Assistance in financial activities of the Joint Undertaking, and in particular
invoicing and payment delays, and as well for reconciliation tasks;

Assistance in liaising with the national authorities involved in the activities of the
Joint Undertaking;

Standard secretarial tasks: administration of the mail; handling travel bookings;
handling phone calls; reception of visitors; composition of routine
correspondence; electronic archiving of documents.
2. Qualifications and experience required
2.1. Eligibility criteria
-
-
A post-secondary education attested by a diploma, or a secondary education attested by
a diploma giving access to post-secondary education;
By the closing date of the application, candidates must have acquired at least three
years of professional experience (following award of the diploma) relevant to the
position;
Be a national of a Member State of the European Union and enjoy full rights as citizen;
Have thorough knowledge of English and a satisfactory knowledge of another language
of the European Union to the extent necessary to perform the duties of the post;
Have fulfilled any obligations imposed by the applicable laws concerning military service.
Candidates selected on the basis of the above eligibility criteria will then be evaluated
according to the following selection criteria.
7
2.2. Selection criteria
Essential
- Proven experience as an administrative and/or financial assistant;
- Proven experience in handling instruments of the EU R&D programmes;
- Service oriented, flexible and with ability to work effectively within a multicultural
team;
- Excellent communication skills;
- Ability to use electronic office tools (word processing, email, Internet, etc.) and IT
proficient in MS applications as well as in Internet tools;
- Knowledge of document management principles and tools.
Advantageous
- Experience in working in a European Institution or Agency or in a multicultural
environment;
- Knowledge of EU Financial Regulation, ABAC and/or SAP tools;
- Ability to work independently and to take initiatives.
8