INEA is an Executive Agency established by the European Commission to implement parts of EU funding programmes for transport, energy and telecommunications:
- The Connecting Europe Facility (CEF): a key EU funding instrument supporting the development of high-performing, sustainable and interconnected Trans-European Networks in the fields of transport, energy and telecommunications.
- Horizon 2020: the EU’s Research and Innovation programme supporting world-class science and technology. INEA is managing parts of the programme in the areas of transport and energy.
The Agency also manages a number of legacy projects supported by the TEN-T and Marco Polo programmes.
INEA’s mission is to provide its stakeholders with expertise and high-level programme management, whilst promoting synergies among programmes, in order to benefit economic growth and EU citizens.
Working environment
INEA has a multinational team of over 230 specialists in project management, finance, and engineering covering the fields of transport, energy and telecommunications.
The number of INEA staff is expected to grow significantly over the coming years. The purpose of this publication is therefore to set up a reserve list which will be used to cover these growing needs of the Agency.
INEA is based in Brussels and offers contemporary working environment, as well as numerous sports and social activities.
Mission description
The Assistant to the Director will provide assistance to the Director in order to facilitate his work by: assisting in organisational matters and the overall management of the Agency; providing analysis and advice on emerging activities and strategies; developing, implementing and monitoring internal administrative procedures; facilitating coordination and communication with external stakeholders and throughout the Agency. The assistant will also supervise and coordinate the work of the Planning and Programming Manager in the areas of Strategic Planning and Programming (SPP), internal control and contacts with the European Court of Auditors (ECA).
Tasks (1/2):
ADMINISTRATIVE COORDINATION AND SUPPORT
• Develop coherent internal working methods and procedures which are compliant with the administrative rules to be applied; supervise and provide advice on their interpretation and implementation, and ensure a regular review and update.
• Supervise the organisation of the Agency’s Steering Committee’s work and follow-up its meetings.
• Coordinate the preparation of all internal monthly reporting requests.
• Liaise with the Agency’s Heads of Departments and their Assistants to coordinate tasks relating to issues involving the various Departments.
• Prepare and follow-up the weekly management meetings.
• Ensure the secretariat of several coordination meetings with the parent DGs.
• Be the liaison officer for the parent DGs counterparts; coordinate the internal consultation with the management on requests for input from the parent DGs, other services of the Commission and other EU institutions.
• Verify, filter and prioritise the files submitted to the Director.
• Coordinate the work of the Director’s secretariat.
• Promote and maintain interactive communication with the Director’s immediate team so that staff is informed on all strategic aspects affecting their work. Get appropriate feedback.
• Be the SharePoint site owner of the Director’s office.
PERSONNEL ADMINISTRATION
• With the support of the Human Resources Department, ensure effective personnel management within the team.
• Follow-up mission planning, holiday requests and other personnel administration processes for staff reporting directly to the Director.
• Participate in selection procedures for the recruitment of staff.
EFFECTIVE PARTICIPATION AND CONTRIBUTION TO TEAM WORK
• In close collaboration with the other team members, carry out his/her tasks in a timely and effective manner to support the mission and priorities of the Agency
• Contribute with an agile and service oriented mind-set to the definition of the Agency’s overall strategic objectives, work programme and specific objectives as management supervision
• Maintain effective communication, share information with the rest of the team with an eye for detail and accuracy
Salary range
> 50 K€
Tasks
Tasks (2/2):
POLICY DEVELOPMENT, COORDINATION AND COMMUNICATION
• Monitor and analyse policy developments within the Commission and in particular in relation to the parent DGs ensuring transmission of relevant information to all concerned parties.
• Steer the relations and cooperation with the parent DGs, notably by implementing, consolidating and revising the established modalities of cooperation.
• Provide advice to the Director on the overall strategic direction and management of the Agency, and on specific files, within the framework of the tasks delegated to it and the priorities set by the Commission; ensure the follow-up of his decisions.
• Coordinate the internal communication and networking processes within the Agency’s services, in particular, coordinate a network of the Agency’s administrative staff.
• Supervise the coordination with associated services, the follow-up of relations with other institutions and in particular prepare and follow-up the coordination meetings of the Executive Agencies network.
• Draft documents, reports, notes and contributions on various issues of strategic importance to the Agency, ensuring the quality control of contributions coming from the Agency’s services; ensure the Agency’s participation in all issues related to its tasks.
• Liaise with external stakeholders, representing the Agency at external events where appropriate, and in different inter-service groups and networks.
STRATEGIC PLANNING AND PROGRAMMING
• Coordinate the drafting and consolidation of INEA documents of the SPP cycle (Annual Work Programme, Annual Activity Report) and other reports on the Agency’s activities (bi-annual report to the parent DGs, bi-annual report to the Commissioner, etc.) in close cooperation with the INEA SPP Working Group members, the INEA management and the Commission services on these matters.
• Produce guidelines, instructions, roadmaps, briefings and templates for the SPP exercises in the Agency.
• Coordinate the tasks of the Planning and Programming Manager, the INEA SPP Working Group and the SPP contributors by providing guidance and support via presentations, meetings and regular contacts.
• Ensure the follow-up and provide regular updates to management on the state of play of the strategic objectives and actions of the Agency.
• Be the back-up of the Planning and Programming Manager in the Strategic and Programming area (participation in the relevant working group meetings (ABM/SPP network), management of the INEA SPP intranet page, the SPP collaborative workspace and the SPP Functional Mailbox, etc).
• Coordinate internally the inter-service consultations in the field of SPP and liaise with the central services and the parent DGs on SPP issues.
• Coordinate the communication activities related to SPP in the Agency in cooperation with the Communication team of the Agency.
Interview period – from :
05/06/2017
Interview period : to
30/06/2017
Appointment and conditions of employment
The jobholder will be appointed on the basis of a shortlist proposed by the selection committee.
The jobholder will be recruited as temporary agent, in function group AD5, pursuant to Article 2f of the Conditions of Employment of Other Servants of the European Communities (CEOS) of the new Staff Regulations which is into force since the 1st January 2014. The salaries of temporary agents are subject to a community tax deducted at source. They are exempt from national tax. The European institutions have their own social security and pension scheme. The basic monthly salary, before any deductions or allowances, at 1 July 2016 for grade AD5, first step is 4,637.77€.
The jobholder will serve a probation period of nine months.
The initial contract will be for a duration of 2 years and may be renewed.
The place of employment will be Brussels where the Agency has its activities.
For reasons related to the Agency’s operational requirements, the candidate will be required to be available at short notice.
Application deadline: 15/05/2017
Read more and apply here.
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