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Facility Management Assistant

EASA - European Aviation Safety Agency - 19 November 2008

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Job Description

Facility Management Assistant (F/M) Vacancy notice ref: EASA/AST/2008/064

Temporary Agent (AST 3)

Applications are invited for the post of Facility Management Assistant within the Administrative Directorate of the European Aviation Safety Agency1. The Agency is located in Cologne, Germany.

The Agency:
The European Aviation Safety Agency (EASA) is an agency of the European Union which has been given specific regulatory and executive tasks in the field of aviation safety. The European Aviation Safety Agency is a key part of the European Union’s strategy to establish and maintain a high uniform level of civil aviation safety in Europe.
The Agency assists the European Commission in preparing EU legislation on civil aviation safety and environmental compatibility. It also develops its own standards (certification specifications and guidance material) to facilitate the implementation of its objectives.
For further information, please refer to our website: http://www.easa.europa.eu

The Administrative Directorate:
The Administrative Directorate provides for a strong infrastructure on which to build the organisation, managing facilities, human resources, finance, information technology, procurement and outsourcing contracts.
The Corporate Services Department is responsible for:
• facility and building management;
• reception and security services;
• archive facilities and records management;
• mail delivery and courier services;
• travel related services;
• overall management of the meeting facilities.

Job description:
Under the supervision of the Facility Manager, the Facility Management Assistant will assist in managing the Agency’s building(s), non-IT infrastructure and services.
In particular, the Facility Management Assistant will be responsible for:
• Assisting in the management of the building and facilities at Agency headquarters;
• Planning and managing office allocations and carrying out office removals;
• Overseeing the maintenance, repair and renovation of buildings and its infrastructure;
• Monitoring and supervising service providers and building and renovation contracts;
• Overseeing the distribution of stationery and other supplies for the Agency, and the management of stocks;
• Daily contacts with the building proprietor and local authorities on facility-related matters;
• Overseeing the central archive and storage areas;
• Overseeing the conference facilities located on the premises;
• Arranging insurance cover and dealing with insurance claims or other insurance-related matters;
• Drafting documentation for the procurement of facility-related services, building and renovation works and furniture or equipment;
• Providing data and status reports for the preparation and monitoring of the annual building and facilities budget, and verifying invoices.
• Other related tasks.
• As necessary, perform other tasks requested by the Head of Department and/or the Facility Manager in the interests of service.

Qualifications and experience required:
A. ELIGIBILITY CRITERIA:
A1: A level of post-secondary education attested by a diploma and after having obtained the diploma, 6 years of relevant professional experience;
OR
A level of secondary education attested by a diploma giving access to postsecondary education and after having obtained the diploma, 9 years of relevant professional experience.
A2: Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities to the extent necessary for the performance of his/her duties.

In addition, in order to be eligible the candidate must:
• Be a national of a Member State of the European Union, Norway, Iceland, Liechtenstein or Switzerland;
• Be entitled to his or her full rights as a citizen;
• Have fulfilled any obligations imposed by the applicable laws on military service;
• Meet the character requirements for the duties involved; and
• Be physically fit to perform the duties linked to the post.

B. SELECTION CRITERIA:
Essential
• Professional experience in a similar function with organisations of a comparable or greater size and complexity;
• Proven organisation skills and capacity to work independently to challenging deadlines;
• Computer literacy and in particular a good knowledge of MS Outlook and MS Excel;
• Professional experience in a multicultural environment;
• Good knowledge of both written and spoken English and German.
Advantageous
• Training or education in the discipline of facility management or any other relevant subject;
• Knowledge of EC procurement rules;
• Experience in managing facilities in a similar complex organisation;
• Knowledge of German laws and regulations relating to facility management;
• Knowledge of a third EU language.

Engagement and conditions of employment:
A contract offer will be made as a member of the temporary staff pursuant to Article 2(a) of the Conditions of Employment of Other Servants of the European Communities for a fiveyear period, which may be renewed. The probationary period is 6 month.
The successful candidate will be recruited in grade AST 3.
The basic monthly salary for grade AST 3 (step 1) is € 3.177,89. In addition to the basic salary, staff members may be entitled to
various allowances, in particular a household allowance, expatriation allowance (16% of basic salary and household allowance), dependent child allowance and education allowance.
The salary is subject to a reasonable Community tax deducted at source and staff members are exempt of national taxation.
Also, EASA offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance.
Annual leave is calculated on the basis of two days per calendar month plus additional days for age, grade and distance from the place of origin. In addition, the Agency offers an average of 16 bank holidays per year. Adequate sick leave is available.
The jobholder will be engaged by the Executive Director on the basis of a list of suitable candidates proposed by the Selection Committee. Candidates should note that the proposal may be made public and that an inclusion on the list does not guarantee recruitment.
The established list may be used for the recruitment of a similar post depending on the needs of the Agency and will be valid until 31/12/2009 (the validity of the reserve list could be extended).
For reasons related to the Agency’s operational requirements, the candidate will be required to be available at short notice.
Declaration of commitment to serve the public interest independently:
The jobholder will be required to make a declaration of commitment to act independently in the public interest and to make a declaration in relation to the interests that might be considered prejudicial to his/her independence.

Commitment to promote equal opportunities:
The Agency is an equal opportunities employer and strongly encourages applications from all candidates who fulfil the eligibility and selection criteria without any distinction whatsoever on grounds of nationality, age, race, political, philosophical or religious conviction, gender or sexual orientation and regardless of disabilities, marital status or other family situation.
In addition, the Agency welcomes all candidates meeting the eligibility and selection criteria without distinction on grounds of their former employer: industry, National Aviation Authorities, public or private sectors, self-employment, etc.

Selection Procedure:
Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications. Eligible candidates whose application shows evidence of all essential selection criteria may be invited for an interview, which will be held for the most part in English. During the selection process
candidates may be required to undergo a competency assessment exercise and complete part of the process in their second EU language. The interview session will be held in Cologne, Germany.

For further information refer to:
http://ec.europa.eu/dgs/personnel_administration/publications_en.htm

Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.
Due to the large volume of applications, only candidates selected for the interviews will becontacted. Applicants are invited to follow the recruitment process on the EASA website.
Please note that applications will not be returned to candidates but will be kept on file by the agency. The information provided in your application is subject to EU legislation on protection of personal data and confidentiality of information.

Submission of application:
For applications to be valid, the candidates must submit in a single A4-sized envelope one (1) original and four (4) copies of all the following documents:
• a completed EASA application form;
(http://www.easa.europa.eu/ws_prod/g/g_recruitment_main.php)
• a motivation letter of no more than one page, explaining why the candidate is interested in the post and what would be her/his added value to the Agency if selected.
Candidates are kindly asked to send their applications as separate sheets without stapling or binding them together. In order to ensure the reception of your application, we strongly recommend sending your application by registered mail.

Applications delivered via email will not be accepted.
Do not send supporting documents with your application (i.e.: copies of your ID-card, educational certificates, evidence of previous professional experience etc.). Candidates invited for an interview will be requested to present for verification all original documents supporting every educational achievement and work experience they have referred to in the
application.

Closing date: Applications must be sent no later than 18/12/2008.
Please note that in order to be considered, the applications received are required to be dispatched within the deadline; the postmark date will serve as a proof.

Please send your application to:
Mail and registered mail:
European Aviation Safety Agency
Human Resources - Recruitment Section
Ref.: EASA/AST/2008/064
Postfach 10 12 53
D-50452 Cologne, Germany

Courier and parcel delivery:
European Aviation Safety Agency
Human Resources - Recruitment Section
Ref.: EASA/AST/2008/064
Ottoplatz 1
D-50679 Cologne, Germany

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