European Commission

Vacancy notice COM/2023/612 (Status: Published)

SECRETARY - TO THE HEAD OF UNIT (SC1/SC6)

CNECT.D.4 Communication
BRUSSELS(Belgium)
COM number: COM/2023/612 Publication: from 27/02/2023 to 10/03/2023 until 12.00 hours
noon Brussels time
Vacancy open to candidates from other institutions: yes
Vacancy open to candidates from EPSO reserve list: yes

Job Properties
Job ID: 418284
Job available from: 01/03/2023
Management job: no
Budget: Administration
Security clearance required: no

We are
We are the Communications Unit in DG CNECT. The D.4 Unit is a dynamic and highly visible unit responsible for
communicating the European Commission’s vision for Europe’s digital transformation by 2030 to the outside world. As digital
technology changes people’s lives in every imaginable way, we communicate on the vast work of the DG from ground-
breaking regulation in areas such as Artificial Intelligence, the Digital Services Act and the Digital Market Act to funding cutting-
edge research and funding some of the world’s fastest supercomputers.

We propose
A varied and interesting post as secretary to the HoU and the unit, combining administrative support with broader
organisational and planning tasks, including communication overviews and document handling.

The main tasks include:

• Provision of quality and timely service to the Head of Unit and other colleagues in the Unit. In particular dealing with corporate
tools such as Outlook, Teams, Ares, MIPS, Sysper, Webdor, Poetry and back-up on financial matters.
• Support the smooth organisation of daily work. Actively participate and support the preparation of important events as well as
meetings with externals. Coordinate the Unit’s input to corporate planning and reporting exercises as regards work programme,
missions, risks assessments etc.
• Keep the dedicated intranet webpages updated with relevant contact details.

This is a fun and interesting position that offers the possibility to be part of a close-knit and lively team which communicates on
all DG CNECT’s legislative and policy initiatives as well as research and implementing results to the media and the general
public.

We offer a position where you will interact with our four teams, working together to deliver the full panoply of communication
tools and channels to craft content for press, social media, online content and other communications outputs.
Feb 27, 2023 12:21 PM
We look for
The successful candidate should be a team player who feels comfortable working in a young, dynamic team. The colleague we
are looking for should have experience with administrative functions. S/he should have good communication skills, good
understanding of communication and EU institutions’ environment and a strong sense of initiative as well as good interpersonal
skills. You will be working on a daily basis with colleagues throughout the DG.
A prior knowledge and understanding of digital policies would be an asset, as would a knowledge of how the European
Commission works.
An excellent command of English is a must and very good knowledge of French a strong asset.

Recruitment policy
Officials in function group AST/SC, with a type of post of the person "Secretary/Clerk", can apply for this job.

Officials whose type of post of the person is:

• "Support Agent in transition" (ex-D AST1-5),
• "Administrative Assistant in transition" (ex-C AST1-7) or
• "Assistant in transition", recruited as AST1 or AST2 after 01/05/2004,
can show their interest for this job. In case of selection, they will be transferred in the interest of the service. This transfer in the
interest of the service will not modify the type of post of the person.

In the case of inter-institutional mobility, only officials in the function group AST/SC with grades from SC1 to SC6 can apply for
this job.

For officials working in another Institution than the Commission, a certificate confirming function group, grade and status as an
official has to be provided.

****

DG CONNECT applies a policy of Equal Opportunities and Diversity (more information: https://connected.cnect.cec.eu.int/
community/dgconnect/equal-opportunities). Our DG is currently facing an imbalance between women and men in the AD
function group and particularly welcomes applications from qualified and motivated women for AD posts with a broad variety of
skills, from interpersonal and communications skills to innovation and creativity. We look for candidates that have the ability to
see opportunity and give their ideas life and inspire others to do the same.

DG CONNECT is at the forefront of well-being in the Commission with various activities for good health, stress management
and interpersonal relationships. Our DG encourages diversity and a family-friendly environment and pays particular importance
to flexible working and reaching a good work/private life balance for its staff.

DG CONNECT values learning and career development and promotes knowledge-sharing and the use of participatory
processes. Specific attention is given to Women in management and pre-management through actions to support the
Commission's target of 40% women in management by end 2019.

Moreover, we have developed a package of various actions to support newcomers and ensure their smooth integration. More
information on Newcomers integration at: https://connected.cnect.cec.eu.int/groups/welcome-to-connect.
For information related to Data Protection, please see the Specific Privacy Statement.
https://ec.europa.eu/dpo-register/detail/DPR-EC-01029

Contacts
Name Phone number Email
Ewelina JELENKOWSKA- (32)22993190 [email protected]
LUCA

Feb 27, 2023 12:21 PM

How to apply
Apply for this Job' button - Vacancies in your institution

Officials with access to Sysper have to apply to this published vacancy notice in their own institution using the 'Apply for this
job' button. This includes former Commission officials who have been transferred to the European External Action Service and
would like to apply to this published vacancy notice in the Commission.

In case of a published vacancy notice in an Executive Agency, any statutory staff already working in an Executive Agency with
access to Sysper may apply through Sysper to that specific vacancy notice.

Once Sysper has correctly registered your application, you will receive an automatic e-mail notification. If you do not receive
this e-mail notification, this means that your application via Sysper was not successful and you will need to try again. Your
application has to be submitted before the expiry of the application deadline. Therefore, we advise you to upload your
application in Sysper sufficiently in advance (modifications are possible until the expiry of the deadline).

Applications via e-mail

In case of technical problems with Sysper or for candidates from other institutions, including former GSC officials transferred to
the EEAS who are applying for a vacancy notice published in the GSC, applications can be submitted within the deadline via
the e-mail address indicated below.

The CV and the motivation letter attached to the email must be in PDF format (maximum size of 2MB per document). Any other
documents you wish to attach (e.g. references, certificates, etc.) must be merged into one single PDF document (maximum
size of 2MB).

This email address is linked to a functional mailbox and can only process messages with the "Normal" sensitivity option; emails
sent with other Sensitivity Options (e.g. "Personal", "Private", "Confidential" or encrypted mails) cannot be processed. Please
therefore select the "Normal" sensitivity option.

[email protected]
Closing date
The closing date for registration is 10/03/2023. Registration will not be possible after 12:00 noon Brussels time.
Eligibility criteria and other important information
https://myintracomm.ec.europa.eu/staff/EN/talent-management/recruitment/Pages/recruitment.aspx?ln=en

Feb 27, 2023 12:21 PM

 EUROPEAN COMMISSION
Job Description Form

Job description version1 (Approved)

Job description version418284 in CNECT.D.4
Valid from01/03/2023until

Job Profile
Position
ADMINISTRATIVE AND TECHNICAL SUPPORT
Job title
Secretary - to the Head of Unit
Domains
Generic domain
ICT and INTERNET in SOCIETY, SCIENCE and INDUSTRY
Intermediate domain
Specific domain
EXTERNAL COMMUNICATION (general)
Job Family
Operational, Administrative and Secretarial Assistance
Sensitive job
No
Overall purpose
To provide administrative support to the Head of Unit and other team members through coordination of the activities,
operational and secretarial support. More specifically by following up on requests and internal procedure and
communication actions (assist delivery of daily media monitoring, weekly press planner), document handling, meeting
organisation, personnel administration and/or logistic needs. Assist internal planning and reporting and support the four
teams of the unit.

Feb 27, 2023 12:21 PM

Functions and duties

+ OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• Carry out diverse administrative tasks such as calendar management, filtering calls and requests.
• Monitor deadlines and workflow within the unit and distribute the work schedule and follow-up actions (handling
Outlook, Sysper, BASIS, and MIPS).
• Manage the functional mailbox and SharePoint of the unit.
• Prepare, finalise and follow-up minutes and notes, compose and answer routine correspondence.
• Provide support for meeting organisation (including room reservation, compilation of agenda and handouts, reception
and security arrangements) and budgetary requests.

+ OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• Organisation of internal communication events.
• Update of internal communication documents: procedures, practical information for newcomers.
• Verify timesheets of the external service providers.
• Enter holidays and absences in Sysper II.
• Coordinate training requests for unit staff and support training actions for the unit.

+ OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• Facilitate, as back-up, information on financial and budgetary procedures via Intranet and other channels.
• Check and prepare missions and declaration of costs via MIPs.
• Check and prepare presto order payments.

+ INFORMATION and DOCUMENT MANAGEMENT

• Act as e-Domec correspondent for the unit for all aspects of document management.
• Maintain and improve the filing and archive plan of the unit under the supervision of the DDMO of the Directorate.
• Provide the "archive service" at Unit level – i.e. create, maintain and close the files for which the unit is in the lead,
under the supervision of the Head of Unit.

Job requirements
Experience"
+ INTERNAL COMMUNICATION (general), ORGANISATION and ADMINISTRATION of SUPPORT OFFICES, MISSIONS,
MEETINGS and VISITS (incl Protocol Service), LOGISTIC SUPPORT, SECRETARIAL SUPPORT, FINANCIAL and
BUDGETARY MANAGEMENT
Job-Related experience:at least 5 years
Qualifier:an advantage

Languages
Listening Reading Spoken Spoken Writing
interaction production
English C1 C1 C1 C1 C1
French B2 B2 B2 B2 B2

Feb 27, 2023 12:21 PM

Knowledge

• IT TOOLS for SPECIFIC APPLICATION AREAS

◦ IT tools for OFFICE AUTOMATION
▪ Outlook
▪ Word
◦ IT tools and systems for HRM
▪ MIPS (Missions Integrated Processing System)
▪ Sysper2: Time Management / FlexiTime
◦ IT tools and systems for ARCHIVES, MAIL and DOCUMENT MANAGEMENT
▪ Ares

Competences

• Analysing and Problem Solving

◦ Ability to conceptualise problems, identify and implement solutions
• Communicating
◦ Ability to understand and be understood
• Delivering Quality and Results
◦ Ability to work in a proactive and autonomous way
◦ Client orientation
• Learning and Development
◦ Flexibility (openness towards new demands, etc.)
• Prioritising and Organising
◦ Capacity to deliver in a structured way
• Resilience
◦ Stress resistance
• Working with Others
◦ Ability to work in a team

Job Environment
Organisational entity

Presentation of the entity:

Job related issues

[ ] Atypical working hours
[ ] Specialised Job
Missions
[ ] Frequent, i.e. 2 or more missions / month
[ ] Long duration, i.e. missions lasting more than a week
Comments:

Feb 27, 2023 12:21 PM

Workplace, health & safety related issues
[ ] Noisy environment
[ ] Physical effort / materials handling
[ ] Work with chemicals / biological materials
[ ] Radioprotection area
[ ] Use of personal protective equipment
[ ] Other
Comments:

Other
Comments:

Feb 27, 2023 12:21 PM