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Expiration Date

27 Mar 2017
VACANCY NOTICE FOR THE POST
Communication Assistant
to the Bio-Based Industries Joint Undertaking (BBI JU)
Reference (to be quoted in all your communication regarding this post): 
BBI/2017/1/AST/CA
Temporary Agent – AST2
M/F
 
The  Bio-based  Industries  Joint  Undertaking  (BBI  JU)  is  a  public-private  partnership  between the European  Commission  and  the  Bio-based  Industry  Consortium  (BIC). The  BBI  JU  is established  in Brussels  under  European  Union  law  for  a  period  up  to  31.12.2024.  The  Bio-based  Industries  JU implements  a  Joint  Technology  Initiative  aimed  at  promoting  investment  in the  development  of  a sustainable bio-based industry sector in Europe. 
 
The objective of the Joint Technology Initiative on Bio-based Industries is to implement a research and innovation programme in Europe that assesses the feasibility of the establishment of sustainable and competitive bio-based value chains. These activities will be carried out through collaboration between stakeholders  from  the  research  community  along  entire  bio-based  value  chains, including  primary production, processing industries and end-users. The BBI JU encourages the participation of SMEs to ensure their full involvement in the programme. 
 
The BBI JU will organise competitive calls  for proposals to support and facilitate research, innovation and deployment activities, which will play an essential role in achieving its objectives. Close synergies with other European Union policies in areas such as industrial competitiveness and SMEs, agriculture, energy  and  environment,  and  with  the  European  Structural  and  Investment  Funds or Rural Development related actions will be developed. 
 
The Joint Technology Initiative will engage up to € 3.7 billion for the period 2014 – 2024.
 
The working language of the BBI JU is English.
 
For further information, please consult the following website: www.bbi-europe.eu.
 
1. OVERALL PURPOSE
 
The  Communication  Assistant  will  support  the  Communication  team  by  performing  the tasks mentioned below. 
 
DUTIES AND RESPONSIBILITIES
 
The Communication Assistant duties will include:
 
Communication activities:
 
  • support  the  preparation  &  execution  of  key  external  stakeholder  events,  exhibitions,  press briefings, conferences and events;
  • support the creation and maintenance of contact databases (press, stakeholders, etc);
  • assist in preparing, producing and editing printed and online publications including brochures, the BBI JU newsletter,  bulletins, leaflets,  powerpoints, posters, adverts  and banners  and other  material as required;
  • assist in development and management of content on the BBI JU’s website, including members’ areas and the BBI JU intranet;
  • support  the  Communications  Officer  in  preparing/following  up  tenders  for  procurement  of communications-related  services  and  assisting  with  the  management  of  the  subsequent  framework contracts; 
  • assist  with  the  graphic  design  and  layout  elements  of  BBI  JU  communications materials  and liaise with suppliers for the production elements;
  • assist  with  organisation  of  photo  sessions  and  audiovisual  coverage  of  events  (conferences, seminars),  liaising  with  contractors,  dealing  with  relevant  logistics  and  security  issues, managing the multimedia library; 
  • assist the Communication team to manage press and media relations  including distribution of press releases and assisting with regular media monitoring and preparation of reports;
  • follow  up  the  Communication’s  budget  lines  for  “public  relation/communication  activities". Preparing  financial  commitments,  order  forms,  and  subsequent  checking  of  invoicing  and  administrative follow-up;
  • act as Operational Initiating Agent.
Operational and administrative support:
 
  • provide secretarial support and assistance to the  Communication team as required  (including: 
  • draft  documents  (agendas,  briefings,  reports,  travel  arrangements  for  speakers  etc.) 
  • demonstrating a high level of independence);
  • provide support onsite at meetings, seminars and conferences, as required; 
  • provide support for the preparation of reports and analysis of statistics;
  • retrieving and storing information; registering, filing and archiving documents ;
  • providing administrative and logistical support in the performance of the BBI JU activities;
  • ensure backup function;
  • undertake additional tasks as required in the interests of the service.
2. ELIGIBILITY CRITERIA
 
Candidates  will  be  considered  for  the  selection  phase  on  the  basis  of  the following  criteria  to  be fulfilled by the closing date for applications.
 
2.1. General conditions
 
  • Be a national of a Member State of the European Union; 
  • Be entitled to his or her full rights as a citizen;
  • Have fulfilled any obligations imposed by the applicable laws concerning military service; 
  • Meet the character requirements for the duties involved;
  • Have a thorough knowledge of one of the official EU languages and a satisfactory knowledge of  another  of  these  languages  to  the  extent  necessary  for  the  performance  of  their  duties (candidates  are  invited  to  specify  in  their  CV  any  language  certificates  they  have  obtained which can demonstrate their language skills);
  • Be physically fit to perform the duties linked to the post*.
2.2. 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 3 years.
 
2.3 Professional experience
 
Candidates must have, at the closing date for applications, professional experience of at least 3 years (in addition to the 3 years mentioned under ‘Education’) in a field relevant to this position.
 
3. SELECTION CRITERIA
 
Candidates selected on the basis of the above eligibility criteria will then be evaluated according to the following selection criteria:
 
3.1 Essential
 
  • at least 3 years of proven professional experience in the field linked to the tasks listed in section 1;
  • suitability to perform the tasks listed above;
  • very good command of oral and written English (native English speakers will be required to demonstrate the ability to work in a second language at the interview stage);
  • excellent organisational and problem solving skills;
  • ability to work in autonomous way and show proactive attitude;
  • service-oriented, results-driven and flexible attitude;
  • cooperative and supportive team player;
  • excellent knowledge of standard computer applications (Word, Excel, Acess, PowerPoint, Outlook, Internet, etc).;
  • experience of managing social media including posts & monitoring (Twitter, Linked In, Mobile App, etc.);
  • experience of graphic design/publishing IT tools (Publisher, Adobe CS, etc.); 
  • relevant experience in providing secretarial and administrative support;
  • ability to work well under pressure and to respond quickly to new demands;
  • flexibility to perform a range of different tasks simultaneously and ability to set  priorities;
  • experience in organising high-level meetings/conferences and handling VIPs;
  • professional experience in working in a multicultural, international and multidisciplinary environment; 
  • strong sense of responsibility, commitment and co-operation.
3.2 Asset
 
  • previous professional experience as Communication Assistant;
  • knowledge of ABAC;
  • knowledge and experience about the European institutions;
  • knowledge of networking and partnering IT tools.

Failure  to  comply  with  the  eligibility  and  essential  selection  criteria  will  result  in a disqualification of the applicant concerned.

4. INDEPENDENCE AND DECLARATION OF INTERESTS
 
The successful candidate 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  his/her  independence. Candidates  must  confirm  their  willingness  to  do so  in  their application.
 
5. SELECTION PROCEDURE
 
A  Selection  Board  is  nominated  by  the  Appointing  Authority  of  the  BBI  JU.  After  applications are screened  the  Selection  Board  will,  based  on  elements  of  the  applications,  draw  up  a shortlist  of candidates to be invited for an interview. These candidates will also sit a written test related to the field of the post. Following this, the Selection Board will establish a reserve list of suitable candidates to be approved by the Executive Director. 
Candidates are reminded that the different selection committees’ works are confidential. It is forbiddenfor candidates to make direct or indirect contact with their members or to ask anybody else to do so on their behalf.
 
6. APPOINTMENT AND RESERVE LIST
 
The Executive Director of the Joint Undertaking will select the successful candidate and offer the post. 
The Executive Director may decide to interview the candidates before establishment of the reserve list and/or appointment. 
A binding commitment can only be made after the verification of all conditions and will take the form of a contract signed by the Executive Director.
The reserve list may be used in order to fulfil positions within the BBI JU.
Candidates should note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.
The reserve  list  for  this  post  will  be  valid  until  31  December  2018  and  may  be  extended  at the discretion of the Appointing Authority of the BBI JU.
 
7. EQUAL OPPORTUNITIES
 
The  BBI  JU,  as  a  Union  body,  applies  a  policy  of  equal  opportunities  and  non-discrimination in accordance with Article 1d of the Staff Regulations***.
 
8. CONDITIONS OF EMPLOYMENT
 
The successful candidate will be appointed by the Executive Director of the BBI JU as a temporary agent at grade AST2 for a period of three years.
 
The successful candidate will be asked to perform nine months of probationary period.
 
After an evaluation of the post holder’s performance, the contract may be renewed in accordance with the BBI JU legal basis. The period of engagement will not in any case exc eed the lifetime of the BBI JU.
 
Remuneration  will  be  based  on  the  Union  scale  of  salaries.  Pay  is  subject  to  Union  tax  and other deductions laid down in the Staff Regulations. Remuneration is, however, exempt from any national taxation.
 
The successful applicant who is offered a contract of employment will be graded on entry into service in step 1 or step 2 of the relevant grade, according to the length of his/her professional experience. 
The indicative basic monthly salaries of AST2 are:
 
  • Step 1: 3.201,98 €
  • Step 2: 3.336,53 €
The place of employment is Brussels, where the JU premises are located.
 
For any further information on contractual and working conditions, please refer to the Staff Regulations of Officials of the European Communities and its Conditions  of Employment of Other Servants of the European Communities, which is available on the following web page:
 
 
9. APPLICATION PROCEDURE
 
For applications to be valid, candidates must submit an online application via the BBI vacancies portal: https://cloud.bbi.europa.eu/web/vacancies/
 
Candidates are requested to:
 
  • complete the online application form  -  to access the right form, candidates should select the vacancy for which they wish to apply; 
  • upload a letter of motivation; 
  • upload  a Curriculum Vitae (CV) which should include at least 3 references, preferably in the European CV format (see 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. 
 
IMPORTANT: When applying for more than  one  position, any new application made by a candidate with  the  same  e-mail  address  will  automatically  erase  and  replace  the  previous application  for that position. 
 
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 email address. 
 
Supporting  documents  (e.g.  certified  copies  of  degrees/diplomas,  references,  proof  of  experience, etc.)  should  not  be  sent  at  this  point  but  must  be  submitted  at  a  later  stage  of  the procedure  if requested. 
 
In  order  to  facilitate  the  selection  process,  application  documents  as  well  as  all communications  to candidates concerning this vacancy will be in English. 
 
Application forms sent by e-mail, fax or post will not be accepted. 
 
Candidates are asked to report any potential change of contact details in writing, without delay, to the following e-mail address: vacancy-notices@bbi.europa.eu. Please remember to quote the reference of the vacancy(ies) for which you have applied in all correspondence.  
 
10. CLOSING DATE
 
Applications must be submitted by  27  March  2017, 23:59 CEST  (Central European Summer Time / Brussels time). 
The closing date of this vacancy may be prolonged.
Candidates  are  reminded  not  to  wait  until  the  final  days  before  the  closing  date  of applications’ submission. The BBI JU cannot be held responsible for any last-minute malfunction due to an overflow of the application system.
 
11. REVIEW AND APPEAL PROCEDURE
 
Review procedure
 
A candidate who feels that he/she has been treated incorrectly may ask to have his/her application reconsidered by sending, within 20 calendar days of the date of notification, a request for review via
email to: Recruitment.BBI@BBI.europa.eu. The candidate should quote the number of the selection procedure concerned and address the request to the Chairman of the Selection Board.
The Selection Board will reconsider the application and notify  the candidate of its decision within 45 calendar days of receipt of the request.
 
Appeal procedure
 
If the candidate considers  that  he/she has been adversely  affected by a particular  decision, he/she can  lodge  a  complaint  under  Article  90(2)  of  the  Staff  Regulations  of  Officials  of  the European Communities  and  the  Conditions  of  employment  of  other  servants  of  the  European Communities (CEOS), at the following address:
 
Executive Director
BBI Joint Undertaking
White Atrium Building
TO 56
1049 Brussels
Belgium
 
The complaint must be lodged within 3 months counting from the notification of the decision you wish
to contest.
If  the  complaint  is  rejected  the  candidate  may  bring  a  case  under  Article  270  of  the  Treaty  on the functioning of the European Union and Article 91 of the Staff Regulations and the CEOS before:
 
The European Union Civil Service Tribunal
Postal address:
L-2925 Luxemburg
 
The  Appointing  Authority  does  not  have  the  power  to  amend  the  assessment  decisions  of  the Selection Board. The Court has consistently held that the wide discretion enjoyed by Selection Boardsis not subject to review by the Court unless rules which govern the proceedings of the Selection Board have been infringed. It is also possible to complain to the European Ombudsman:
 
European Ombudsman
1 avenue du Président Robert Schuman – BP 403
F-67001 Strasbourg Cedex
 
Complaints made to the Ombudsman have no suspense effect on the period laid down in the Articles 90(2)  and  91  of  the  Staff  Regulations  for  lodging,  respectively,  a  complaint  or  an  appeal with  the European Union Civil Service Tribunal under Article 270 of the Treaty.
 
12. PROTECTION OF PERSONAL DATA
 
The BBI JU will ensure the candidates’ personal data are processed as required by Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18.12.2000 on the protection of 
individuals with regard to the processing of personal data by the Union 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 Community L8 of 12.01.2001). Please note that BBI JU will not return applications to applicants. For more explanations on data protection, please see the annexed privacy statement.
 
*Before his/her appointment, the candidate shall be medically examined in line with the requirement of Article 12(2)(d) of the Conditions of employment of other servants of the European Communities
**Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration.  

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