Assistant to the Executive Director and Heads of Unit

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Assistant (CA FG III) to the Executive Director and Heads of Units of the

Clean Hydrogen Joint Undertaking

 

Ref. CleanH2JU/CA FGIII/2024/02

ANNEX

 

The Clean Hydrogen Joint Undertaking (Clean Hydrogen JU) is 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.

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 an Assistant to the management of the JU incl. Executive Director and Heads of Units (Contract Agent Function Group III).

 

2.     JOB PROFILE AND DUTIES

 

2.1       JOB PROFILE

The jobholder will report to the management of the JU, mainly to the Executive Director.

The position consists in assisting the Executive Director and the Heads of Units (HoUs) in managing their agenda, correspondence, missions and documents, and in supporting them in the logistic organization of meetings.

2.2       DUTIES

The jobholder will perform the following tasks:

-        Office Management:

o   Keeping the agenda and providing administrative and documentation support in preparing appointments, meetings, and missions for the ED and the HoUs,

o   Maintaining/ updating the contacts database,

o   Ensuring the mission planning and administrative follow-up (mission requests, travel and accommodation arrangements, reimbursements, etc.) for both the ED and the HoUs,

o   Answering and filtering the calls, taking messages, responding to general enquiries for both the ED and the HoUs,

o   Responding to queries and requests for information and documentation whilst exercising tact, discretion and confidentiality,

o   Acting as a first point of contact for all enquiries to the ED and HoUs,

o   Collecting information, inputs for briefing and presentations for speeches,

o   Taking, transcribing and preparing notes, routine correspondence, and presentations and drafting minutes;

-        Document and File Management:

o   Registering and routing incoming and outgoing correspondence and emails of the ED and the HoUs, ensuring follow-up and respect of deadlines,

o   Filing, copying, translating, circulating and retrieving documents for the ED and HoUs,

o   Following up requests within the deadline,

o   Organising and maintaining the archive of the ED and HoUs,

o   Preparing documents and briefing files for missions, conferences and various meetings.

o   Check and format mails and letters for ED and HoUs signature;

-        Information:

o   Welcoming and informing visitors,

o   Managing contacts with external services and institutions in relation to the ED and HoUs meetings, missions, conferences;

-        Meetings Organisation:

o   Supporting the organisation of meetings for the ED and HoUs, including reserving rooms, checking and sending agenda, compiling hand-outs, reception and security arrangements,

o   Ensuring logistics needs of the ED and HoUs are met (office supplies, etc.);

-        Participating 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:

-        A level of post-secondary education attested by a diploma[2], or

-        A level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least five years, or

-        Professional training or professional experience of an equivalent level;

-        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[3];

-        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

-        Relevance of the academic background to the duties and responsibilities described under key accountabilities; 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,

-        Excellent communication and organisational skills;

-        Very good knowledge of EU protocol,

-        Good knowledge of the European Union institutions,

-        Good financial management skills and practical knowledge of the financial procedures applicable in an EU body,

-        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,

-        A strong sense of responsibility, initiative and self-motivation.

 

Advantageous:

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

-        Knowledge of EU corporate tools for HR management, financial management, mission management.

 

4.3  SELECTION PROCEDURE

A Selection Board, appointed by the Appointing Authority of the Clean Hydrogen JU assesses / evaluates 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 Board will interview the shortlisted applicants. These applicants will also sit a written test related to the field of duties. Following this, the Selection Board will establish a reserve list of suitable candidates to be approved by the Executive Director.

Candidates are reminded that the Selection Board’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.



[2] Only diplomas and certificates that have been awarded in EU member states or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration

[3] Prior to the appointment, the successful candidate will be asked to provide a certificate issued by the competent authority attesting the absence of any criminal record.

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