Administrative Assistant

VACANCY NOTICE TO CONSTITUTE A RESERVE LIST

Example of previously published vacancy

Job title Administrative Assistant

Function group/grade AST 3

Type of contract Temporary Agent

Reference EXT/22/141/AST 3/Administrative Assistant

Place of employment Alicante, SPAIN

Reserve list (RL) valid until 31/12/2024

Number of candidates on RL 50

The European Union Intellectual Property Office (EUIPO) is organising a selection procedure in order to constitute a reserve list from which to fill vacant posts of Administrative Assistants. The ensuing reserve list will be used for recruitment in different departments depending on the EUIPO’s needs.

1. BACKGROUND

1.1 THE EUIPO

25 years of work on IP have consolidated the European Union Intellectual Property Office (EUIPO) as the independent, self-financed, non-profit European Union (EU) agency responsible for the registration of trade marks and designs in the EU and one of the most technologically advanced and innovative organisations in the world of Intellectual Property (IP). Indeed, new technologies such as Artificial Intelligence or blockchain are now fully embedded in EUIPO’s practice in the administration of its unique and unbeatable business proposition: registering and protecting trade marks and designs for the whole of Europe in a cost effective, reliable, and timely manner.

The EUIPO has fully embraced the new IP trends in terms of globalisation and emerging importance of enforcement. Since 2013, the Office is responsible for IP research, communication, knowledge sharing and cooperation with enforcement authorities, covering all IPRs, via the European Observatory on Infringements of IP Rights (the Observatory).

The EUIPO does not only operate in Europe, it has now enlarged its footprint to the five continents and is, for example, implementing EU projects on IP in China, South East Asia, Latin America, the Caribbean and Africa.

The EUIPO enjoys a privileged sea front location in Alicante in a newly inaugurated campus where staff benefit from EUIPO’s facilities (such as retail services, sport facilities, etc.). In addition, Alicante has a European School. Since 2008, the Office is committed to reducing its environmental impact through extensive initiatives. Its geographical location in Alicante is well connected, with high-speed train connections to many locations and hosting the 4th largest airport in the country.

EUIPO offers a unique mix of professional opportunities and quality of life.

https://www.youtube.com/watch?v=hp40XN-AIGU
https://www.youtube.com/watch?v=8huWrnw-Vno&feature=youtu.be

The working languages of the Office are English, French, German, Italian and Spanish.

For further information please consult our website and our corporate video.

2. DUTIES

Under the supervision of the Director/Deputy Director/Head of Service, the successful candidates will be expected to carry out any of the following tasks, in any department of the Office, both in charge of Intellectual Property (IP) and/or support areas:

• Provide the highest standard of administrative support, based on a proactive attitude and anticipating of emerging issues, to governance/management bodies, managers and/or departments in complex environments requiring effective coordination;
• Prepare reports (i.e. financial, strategic, implementation, performance, meeting minutes etc.), notes, presentations, correspondence etc., in the respective area of responsibility, including revision of texts, with high drafting quality standards and translations where necessary;
• Events management: provide administrative, operational and logistic assistance for the organisation of complex international conferences and high-level events, including travel management and positively engaging with the relevant stakeholders;
• Project management support: assist programme and project management by drafting project documentation and all necessary administrative, financial and procurement tasks, while following established methodologies and project plans;
• Management systems support (quality, risk, performance etc.): assist in the development and update of guidelines and processes, performance monitoring and reporting, risk management and overall support for fulfilling the requirements of the different management systems implemented in the EUIPO;
• Document management: support the efficient organisation and maintenance of the Office’s electronic document management system adhering to existing policies, regulations, quality standards and data protection requirements;
• Stakeholder management support: support the cooperation and stakeholder management initiatives, both within its EU and International dimensions;
• Talent management support: assist the delivery of the full range of services related to talent acquisition (selections, onboarding, etc.) and talent development (training, learning and knowledge management activities);
• Financial and procurement support: assist financial processes (i.e. budget planning, controlling, monitoring and reporting, contract management/procurement, reimbursements, invoices) in the relevant department.

Duties applicable to all staff:

• Actively work towards the achievement of the goals of the EUIPO in accordance with the Strategic Plan;
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

3. ELIGIBILITY CRITERIA

To be admissible for this selection, candidates must fulfil all the following conditions by the deadline for submission of applications:

3.1 General conditions

• Be a national of one of the Member States of the European Union;
• Enjoy full rights as a citizen;
• Have fulfilled any obligations imposed by the laws concerning military service;
• Meet the character requirements as to suitability for the performance of the duties involved;
• Be physically fit to perform the duties.

3.2 Education

• Have a level of post-secondary education attested by a diploma, OR
• Have a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.

3.3 Professional experience

Have a minimum of 3 years of full-time relevant professional experience in relation with and at the level of the tasks in at least one of the areas described under “Duties”.

3.4 Language skills

• Have a thorough knowledge of English (minimum level C1) – Language 1;
• Have a good knowledge of one of the official languages of the EU (minimum level B2) – Language 2.

The levels indicated correspond to the Common European Framework of Reference for Languages.

3.5 Computer skills

Advanced computer literacy is compulsory. Candidates must have good professional experience with computer applications such as MS Office package/standard computer applications (Microsoft Word, Excel, PowerPoint, Outlook, MS Teams), collaborative and remote working tools, document management systems and Internet research.

4. SELECTION CRITERIA

• Professional experience in providing comprehensive administrative support in complex and demanding environments such as executive or governance/management bodies support;
• Knowledge of and professional experience covering one or more of the following areas: project management support, management systems support, document management support, stakeholders management support, talent management support, financial and procurement support;
• Professional experience in an international environment;
• Excellent drafting skills in English proven by demonstrated professional experience in drafting complex documents (such as reports, minutes, correspondence, etc.);
• A thorough knowledge of at least one of the following languages of the European Union: Danish, and/or French, and/or German, and/or Italian, and/or Polish, and/or Romanian, and/or Swedish (at minimum level C1 according to the Common European Framework of Reference for Languages);
• Proven knowledge and/or professional experience in the field of Intellectual Property (IP), in particular in relation to trade marks and/or designs.

Competencies:

• Communication: communicate clearly and precisely both orally and in writing;
• Analysis and Problem-solving: ability to identify the critical facts in complex issues and develop creative and practical solutions;
• Working with Others: work cooperatively with others in teams and across organisational boundaries and respect differences between people;
• Learning and Development: develop and improve personal skills and knowledge of the organisation and its environment;
• Prioritisation and Organisation: ability to prioritise the most important tasks, work flexibly and organise own and others’ workload efficiently;
• Quality and Results: take personal responsibility and initiative for delivering work to a high standard quality within set procedures; show clear customer orientation (internal and external);
• Resilience: remain effective under work pressure, be flexible and adapt to a changing work environment.

5. INTERVIEWS AND TESTS

Pre-selection
Admissible candidates whose applications rank among the best qualified in accordance with the selection criteria detailed under point 4, may be contacted in order to verify their language skills (in particular, spoken production in English), as well as to prove their professional experience and/or other skills, knowledge and competencies. This pre-selection contact does not entitle candidates to be invited for interview: it is a step in selecting the most suitable candidates to be invited for interview.

Interview
Interviews will take place virtually and given the nature of the duties, will be carried out in English. Other relevant languages as declared in the candidate’s application/CV may be assessed in accordance with the levels indicated in this vacancy notice.

The interview will test the candidate’s motivation, suitability and knowledge of matters relating to the duties to be performed and the selection criteria established in the vacancy notice (technical knowledge, experience and behavioural competencies).

Test(s)
One or several tests will complete the assessment of one or several of the above aspects. Candidates called for the interview and test phase will receive detailed information with the invitation.

6. GENERAL INFORMATION

For general information on selection and recruitment procedures at the EUIPO, please refer to the following link.
https://euipo.europa.eu/.../general_rules_and_conditions_en.pdf

7. HOW TO APPLY

To apply please click on this link.
https://career012.successfactors.eu/career?company=C0001250580P

All the documents included as links or made reference to within the context of this notice are considered to be part of the present vacancy notice.

Important:
Candidates should note that the information provided in their application/CV/profile constitutes a basis for appreciation of the eligibility and selection criteria. Therefore, they are invited to carefully read the requirements and to provide the relevant information in such detail that it allows this appreciation. Particular attention should be paid to information on their education and professional experience, in particular exact dates, description of responsibilities, duties performed, and tools used.

* If there are discrepancies between the different linguistic versions, the English one should be taken as the correct version.

Avenida de Europa, 4 • E - 03008 Alicante • Spain
Tel. +34 96 513 9100
Internet: http://euipo.europa.eu • e-mail: candidatures.external@euipo.europa.eu