Contract and Document Management Assistant (CA FG III) with the

Clean Hydrogen Joint Undertaking

Ref. CleanH2JU/CA FGIII/2025/02

Annex

The Clean Hydrogen Joint Undertaking (Clean Hydrogen JU) is an EU body in the form of a unique public private partnership supporting research, technological development and demonstration (RTD) activities in fuel cell and hydrogen energy technologies in Europe. Its aim is to accelerate the market introduction of these technologies, realizing their potential as an instrument in achieving a carbon-lean energy system.

Fuel cells, as an efficient conversion technology, and hydrogen, as a clean energy carrier, have a great potential to help fight carbon dioxide emissions, to reduce dependence on hydrocarbons and to contribute to economic growth. The objective of the Clean Hydrogen JU is to bring these benefits to Europeans through a concentrated effort from all sectors.

The three members of the Clean Hydrogen JU are the European Commission, fuel cell and hydrogen industries represented by the Industry Grouping (HYDROGEN EUROPE) and the research community represented by the Research Grouping (HYDROGEN EUROPE RESEARCH).

The FCH JU was initially established by Council Regulation (EC) 521/2008 of 30.05.2008 for a period up to 31.12.2017 to implement part of the FP 7 programme. The FCH 2 JU was later established by Council Regulation (EU) 559/2014[1] of 6 May 2014 for a period up to 31.12.2024 taking over on-going tasks under FP 7 and implementing part of Horizon 2020 programme. The Clean Hydrogen JU was established by Council Regulation (EU) 2021/2085 on 19 November 2021 for a period up to 31/12/2031 and is the legal and universal successor the FCH 2 JU.

The Clean Hydrogen JU supports:

• long-term and breakthrough-orientated research,
• research and technological development,
• demonstration and early deployment of the FCH technologies,
• support actions, including pre-normative research

following open and competitive calls for project proposals under Horizon 2020 (2014-2020) and Horizon Europe (2021-2027).

The Clean Hydrogen JU is located in Brussels, Belgium.

For further information please consult the following website: http://www.clean-hydrogen.europa.eu

1         INTRODUCTION

The Clean Hydrogen JU is publishing a vacancy notice for a Contract and Document Management Assistant (Contract Agent Function Group III).

2         JOB PROFILE AND DUTIES

2.1        JOB PROFILE

We are looking for a confident and committed colleague who will report to the Head of Unit (HoU) for Finance and Administration. He/she will work under the supervision of the Legal Manager and of the IT Officer.

2.2        TASKS

The jobholder will perform the following tasks:

-        Provide administrative support in managing contracts for goods or services under administrative budget by:

o   Maintaining the JU’s contract information up-to-date in the tools used by the JU,

o   Preparing contractual documents in relation with administrative expenditure, including IT,

o   Acting as internal point of contact for contract-related enquiries;

-        Ensure document management activities by:

o   Overseeing the document and file management of the JU,

o   Maintaining the corporate document register,

o   Drafting guidelines and procedures related with best practices relevant to document management,

o   Supporting the Legal Officer with requests related to access to documents;

-        Provide administrative support to IT and logistics by:

o   Preparing order forms (IT equipment and license, office supply,…) and following up their approval and the delivery of the goods ordered,

o   Managing the inventory,

o   Monitoring functional mailboxes and responding to questions, in coordination with the IT Officer.

o   Assist with events planning,

o   Transcribe notes from meetings or discussions as needed,

o   Maintaining central storage of important documents.

o   Creating and disseminating reports.

-        Collaborate with the other assistants of the JU and act as their back-up.

-        Participate in ad-hoc files when necessary.

To perform his/her duties, the jobholder shall establish very good working relationships with colleagues both within the JU and with other JUs, and positively contribute to effective teamwork.

The jobholder may undertake additional tasks, as required in the interest of the service and appropriate to his/her expertise.

3         QUALIFICATIONS AND EXPERIENCE REQUIRED

Candidates will be considered for the selection phase based on the following formal criteria, which must be fulfilled by the deadline for applications:

3.1        ELIGIBILITY CRITERIA

The Assistant will be selected based on the following criteria:

-        Thorough knowledge of one of the languages of the European Union and a satisfactory knowledge of another language of the European Union to the extent necessary for the performance of his/her duties; the working language in the Clean Hydrogen JU is English;

-        Be a national of one of the Member States of the European Union and enjoy full rights as a citizen^[2];

-        Enjoy his/her full rights as a citizen;

-        Have fulfilled any obligations imposed on him/her by the laws of their home country concerning military service;

-        Meet the character requirements for the duties involved;

-        Be physically fit to perform his/her duties.

3.2        SELECTION CRITERIA

Candidates selected on the basis of the above eligibility criteria will then be evaluated according to the following selection criteria. Failure to comply with the eligibility and essential selection criteria will result in a disqualification of the applicant concerned.

Essential

-        A level of post-secondary education attested by a diploma

Or

-        A level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of three years (3).  In this context professional experience is considered to be appropriate if it has been obtained in one of the areas mentioned in point 2.2 Tasks.

-        Relevance of the academic background to the duties and responsibilities described under tasks; preference will be given to qualifications acquired in the fields of administration and managing assistance,

-       By the closing date for applications candidates must have acquired at least 5 (five) years of professional experience (following award of the diploma) relevant to the position,

-        Very good knowledge of policies, processes and tools related to document and information management,

-        Good contract management skills and practical knowledge of the contract management procedures,

-        Good knowledge of the European Union institutions, bodies and agencies,

-        Good communication and organisational skills;

-        Proven ability to work in a team and in a multicultural environment,

-        Very good command of both oral and written English;

-        Proficiency in the use of standard MS Office applications, email, internet,

Advantageous:

It is desirable for the selected candidate to have the following:

-        Professional experience in a field related to the tasks in an international and multicultural environment, preferably within a European Institution, agency or body;

-        Knowledge of information management tools and technologies.

-        Advanced user knowledge of databases and data management tools.

Behavioural competences

-      Motivation – open, flexible, and positive attitude;

-      Excellent inter-personal and communication skills;

-      Excellent analytical, planning and organizational skills and ability to define priorities;

-      Ability to work under pressure, deliver results, and respect deadlines;

-      Service-oriented, results-driven and flexible attitude;

-      Sense of initiative, responsibility, commitment and team spirit.

3.3        SELECTION PROCEDURE

A Selection Committee, appointed by the Appointing Authority of the Clean Hydrogen JU will assess the applications in accordance with the eligibility and selection criteria outlined in the vacancy notice and establishes a short list of applicants invited for an interview and a written test.

The Selection Committee will interview the shortlisted applicants. These applicants will also perform a written test related to the field of tasks. Following this, the Selection Committee will establish a reserve list of suitable candidates to be approved by the Executive Director.

Candidates are reminded that the Selection Committee’s work is confidential. It is strictly forbidden for candidates to make direct or indirect contact with its members or to ask anybody to do so on their behalf.

The number of candidates invited for an interview will be limited to a maximum of 15.

3.4        RESERVE LIST AND APPOINTMENT

The Executive Director may decide to interview the candidates before establishment of the reserve list and/or appointment.

The reserve list may be used in order to fulfil positions within the Clean Hydrogen 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 2026 and may be extended at the discretion of the Appointing Authority of the Clean Hydrogen JU.

4         CONTRACTUAL CONDITIONS

A contract offer will be made as a Contract Agent, pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Communities, to which he/she will be subject, for a period of three years. The contract may be renewed in accordance with the legal basis applicable to the joint undertaking.

The successful candidate will undergo an initial probationary period of 9 months.

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.

For the position of Assistant to the management, the grade is Contract Agent Function Group III. The basic monthly salary of a Contract Agent FGIII (step 1), before any deductions or allowances, is EUR 3335.94

The place of employment is Brussels, Belgium, where the Clean Hydrogen JU has its official seat.

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: http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20100101:EN:PDF

For reasons related to the Clean Hydrogen JU’s operational requirements, the candidate will be required to be available at short notice (maximum 3 months).

5         DECLARATION OF COMMITMENT TO SERVE PUBLIC INTEREST INDEPENDENTLY

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.

6         EQUAL OPPORTUNITY

The Clean Hydrogen JU applies a policy of equal opportunity for men and women and accepts applications without distinction on grounds of sex, race, colour, ethnic or social origin, genetic characteristics, and language, religious, political or other convictions or opinions, financial situation, disability, age, sexual orientation, marital status or family situation.