Administrative Assistant

Job Overview

We are looking for organised and service-oriented Administrative Assistants who are committed to delivering high-quality support in a dynamic public administration environment.

Successful candidates will contribute to the smooth running of our organisational units by providing professional administrative and coordination support. 

General Accountabilities

• Providing general administrative, technical and organisational support services (e.g., organisation of meetings and events, taking meeting minutes, preparation of documents, providing reliable customer service by handling incoming requests in a timely manner, encoding activities in appropriate IT tools, acting as a liaison between customers and EASA internal units)
• Supporting and implementing processes and workflows, and contributing to their development and improvement
• Contributing to the smooth management of projects 
• Supporting the organisational planning, reporting and monitoring activities
• Supporting financial processes (e.g. budget planning, monitoring and reporting, invoicing, financial documentation, contract management, reimbursements)
• Assisting in drafting, editing and formatting of documents/reports
• Managing incoming and outgoing communications with stakeholders and other partners and providing a reliable customer service 
• Monitoring and following-up of pending files with respect to deadlines
• Managing data, and updating databases and document management systems
• Coordinating document management activities and monitoring requests for action (receipt, processing, follow-up, and filing of documents, reports and correspondence, monitor deadlines, archiving, etc.)
• Contributing to the development of IT systems and digitalisation of processes (e.g., collecting user specifications, performing testing, preparing instructions, training)

Admission criteria

The following constitute eligibility and essential criteria for the role and for being admitted to the selection process. Candidates not fulfilling these criteria by the deadline for applications, will be excluded from the selection:

• Have a thorough knowledge of one of the languages of the European Union (at least level C1) and a satisfactory knowledge of another language of the EU to the extent necessary for the performance of the duties (at least level B2). One of the required languages shall be English[1]
• Be a national of a Member State of the European Union, Iceland, Liechtenstein, Norway or Switzerland
• Have a level of post-secondary education attested by a diploma before the closing date of this vacancy 
  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 (three) years, obtained by the closing date of this vacancy
• Have recent professional experience in providing administrative support in at least one of the following areas: document and data management, financial procedures support, meetings management, correspondence handling and maintaining accurate administrative processes in accordance with organisational policies and procedures.

The following constitute advantageous criteria for the role. Candidates not fulfilling these criteria will not be excluded from the selection:

• Proven experience and/or knowledge in applying public sector rules and regulations (e.g., national public sector rules, but also EU Staff Regulations and EU Financial Rules)
• Proven experience in dealing with internal and external stakeholders
• Experience in coordinating and/or managing projects
• Experience with a range of digital tools and systems for process management, financial flows and document management, such as SAP or similar ERP (Enterprise Resource Planning) tools, Concur, ARIS
• Proven work experience in a multicultural environment

[1] English oral and written skills will be assessed throughout the assessment phase. Further language assessment may be organised, where necessary, to verify compliance with the requirement to demonstrate knowledge of two EU languages.

Selection criteria

The selection process is based on the assessment of the Professional Skills and Behavioural Competences listed below. While these are considered critical to perform the role effectively, candidates who do not meet all criteria may still be considered.

Professional Skills

Behavioural Competences

Mandatory Pre-Employment Requirements

Prior to recruitment, you will be requested to demonstrate that you:  

• are entitled to the 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 (you will be asked to provide a police certificate confirming the absence of any criminal record) 
• are physically fit to perform the duties linked to the post (you will be asked to undergo a medical examination in a centre indicated by EASA)

Conditions of employment

Contract: 3 years contract as Contract Agent 3 (a) with possibility of extension
Working hours: 40 hrs per week (on a full-time working pattern). Flexible working arrangements
Salary: Grade upon recruitment based on years of work experience. Additional allowances depending on personal situation
Location: Cologne, Germany (relocation is required)