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It is brought to the attention of the staff of European institutions and agencies of the European Communities that a post of function group AST, grade 3 to 6 is vacant at the European Monitoring Centre for Drugs and Drug Addiction (EMCDDA).
The EMCDDA is one of the EU decentralised agencies. Established in 1993 and based in Lisbon, it is the central reference point of information on drugs and drug addiction in Europe.
Within the EMCDDA, the official will be required to provide administrative assistance and logistical support to the Directorate and/or to one of the units of the EMCDDA.
For additional information on the EMCDDA please see http://www.emcdda.europa.eu/
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To provide secretarial and logistical support within the Directorate and/or one of the units of the EMCDDA, namely to the Director of the Centre and to the staff members of his office, and/or to the Head of the concerned unit and its staff members. The job holder will report directly to the Director and/or to the concerned Head of Unit.
Until March 2009, the official will be asked to focus on providing administrative assistance to the Director in the framework of his upcoming role as coordinator of the network of the heads of EU agencies.
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The successful applicant will be responsible, among others, for:
In the framework of the EMCDDA’s role as coordinator of the network of heads of EU agencies providing a broad administrative and secretarial assistance, by means of:
a) organising all the concerned meetings and missions (booking and preparation of meeting rooms/facilities; contacting/inviting participants, organising travel and accommodation arrangements);
b) assisting in the preparation of the respective budgetary files; and,
c) dealing (receiving, registering and filing) with all related mail.
1 Other tasks
• Keeping and managing the agenda of the Directorate and/or of the concerned Head of Unit;
• Receiving, registering and filing all mail addressed to the unit and to the Directorate and/or of the concerned Head of Unit;
• Typing and dispatching all kind of documents, letters and internal notes produced by the Director and/or the Head of unit and by other staff members of the unit;
• Dealing with telephone calls from inside and outside as well as with internal and external e- mails;
• Organising business trips, dealing with the necessary travel and accommodation arrangements and preparing the documents requested for authorisation and refunding of missions expenses;
• Contributing to the organisation of internal and external meetings, namely by booking and preparing the required meeting rooms/facilities; contacting/inviting the participants, organising the necessary travel and accommodation arrangements;
• Any other tasks assigned by the head of the Director and/or the head of Unit.
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• Proven experience relating to the areas covered by the job profile;
• Excellent organisational skills;
• Good written and spoken command of at least three EU official working languages, including English and French;
• Knowledge of general and analytical accountancy;
• Proven experience in the follow up and analysis of budgetary files;
• Very good command of MS Office applications, particularly Word, Excel, PowerPoint, Adonis, Sincom, Sic Congés, as well as Internet and e-mail applications.
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• Ability to work under pressure and to tight deadlines;
• Proven drafting skills in Portuguese;
• Experience of working in a multicultural/multilingual environment.
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Only applications from officials of European institutions and agencies referred to in Article 1(a) of the above-mentioned Staff Regulations are eligible, provided that the applicant is in the grade covered by the present vacancy notice.
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Each application shall include the following documents:
• A motivation letter, in English or in French (maximum 1 A4 page), presenting the request for transfer and indicating the current function group and grade of the candidate.
• A Curriculum Vitae in English or in French in European format (see European CV).
Applications shall be sent, to the attention of the EMCCDA Director by quoting the reference number, by one of the following alternative means:
• By mail to be addressed to the EMCDDA, Human resources management service, c/o Elsa Costa, Rua da Cruz de Santa Apolónia, 23-25, P-1149-045, Lisboa, Portugal; or
• By delivery to the reception service of the EMCDDA at the above mentioned address, in which case a receipt will be obtained as proof of submission, signed and dated by the official who will take delivery (opening hours: 08.30-17.00).
In order to meet the closing date for submission, each application may be sent by fax (to the number: +351 218137013) or by e-mail ([email protected]), but the original application shall then be transmitted by mail or delivery. Failure to submit the original application will result in the automatic exclusion of the applicant. Candidates are kindly requested to send their applications as separate sheets without stapling or binding them together. In order to ensure the reception of applications, we strongly recommend sending your application by registered mail.
The closing date for submission of the applications is: 23 July 2007 at 17h00, Lisbon time (date and hour of postmark, fax, e-mail or receipt of delivery).
All personal data collected for this selection process will only be used for the purposes of this selection procedure and will in no case be transmitted to any third party. Any data provided will be treated in the strictest confidence and with high standards of security. All documents provided to EMCDDA during this selection procedure will be kept in EMCDDA’s files and will not be returned to applicants. Application documents will only be kept for as long as it is mandatory to fulfil the requirements of existing auditing/control procedures applicable to EMCDDA.
Documentary evidence supporting the information provided by candidates in the application may be requested at a later stage. No document will be sent back to candidates.
Applications will be considered by the EMCDDA appointing authority who might invite applicants for an interview. Following this, the appointing authority will make his decision. Only candidates selected for interviews will be contacted. Candidates who have not been contacted by the EMCDDA by 30 November 2007 should consider that their application has been unsuccessful.
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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 the interests that might be considered prejudicial to his/her independence.
The successful candidate will be required to carry out his/her duties and conduct him/herself solely with the interests of the Communities in mind; he/she shall neither seek nor take instruction from any government, authority, organisation or person outside his institution. He/she shall carry out the duties assigned to highly objective, impartially and in keeping with his/her duty of loyalty to the Communities.
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The EMCDDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, gender or sexual orientation and regardless of disabilities, marital status or family situation. The EMCDDA actively encourages applications from women.
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Elsa Costa - Tel. (351) 218 11 30 02 ò Fax (351) 218 13 70 13
Maria da Luz Rodrigues - Tel. (351) 218 11 30 49 ò Fax (351) 218 13 70 13
Date of publication: 22 June 2007
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