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EBA Personal Assistant Position Summary

Overview

The European Banking Authority (EBA), established on 1 January 2011 by Regulation (EC) No. 1093/2010, is an independent EU authority tasked with enhancing the functioning of the EU internal market by ensuring high-quality, effective, and consistent regulation and supervision in the areas of banking, payments, e-money, and related corporate governance, auditing, and financial reporting. It collaborates closely with other EU financial regulatory bodies such as EIOPA, ESMA, the Joint Committee, and the ESRB.

Core Responsibilities

The Personal Assistant position is aimed at providing secretarial and administrative support to the Executive Director of the EBA and the Chairman. Key responsibilities include:

• Acting as the first point of contact for external stakeholders and internal staff.
• Managing the Executive Director's schedule, including diary organization, meeting scheduling, note-taking, and dossier preparation.
• Arranging domestic and international travel, including itinerary planning and post-travel documentation.
• Handling communications (phone calls, emails, faxes, mail) and corresponding on behalf of the Executive Director.
• Performing document management, including filing, archiving, and producing reports or presentations.
• Interacting with visitors and executing general office duties.
• Providing backup support to the Chairman and covering for other secretarial staff when absent.

Eligibility Criteria

1.1 General

• Language proficiency: Thorough knowledge of one EU language and satisfactory knowledge of another.
• Nationality: Must be a national of an EU Member State, Iceland, Liechtenstein, or Norway.
• Civic rights: Must be entitled to full citizen rights.
• Military service: Must have fulfilled any applicable obligations.
• Physical fitness: Must be fit to perform the duties.

1.2 Specific

• Qualifications:
  • A post-secondary education diploma, or
  • A secondary education diploma granting access to post-secondary education with at least 3 years of relevant professional experience, or
  • Equivalent professional training or experience where justified.
• Professional experience: At least 6 years of proven full-time experience as a personal assistant to senior management.
• Language requirements: Excellent English skills (both written and spoken). Native English speakers must demonstrate second language proficiency.

Selection Criteria

• Experience as a personal assistant to senior management.
• Knowledge of other EU languages.
• Good understanding of EU or multicultural environments.
• Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook).
• Competencies include:
  • Diplomacy, responsibility, commitment, and cooperation.
  • Discretion and confidentiality.
  • Flexibility to take on additional tasks.
  • Proactive attitude.
  • Ability to manage workload independently.
  • Strong interpersonal skills and efficiency under time pressure.

Equal Opportunities

The EBA applies an equal opportunities policy and ensures no discrimination in its recruitment process.

Selection Procedure

The process includes:

1. Establishment of a selection committee.
2. Analysis of application documents (CV, motivation letter, eligibility grid) to create a shortlist.
3. Written tests in English, focusing on communication, job-related knowledge, and drafting skills. Minimum score: 6/10.
4. Interviews in English to assess suitability, professional knowledge, and motivation. Minimum score: 6/10.

Successful candidates are ranked by merit. Those scoring 12 or above are placed on a reserve list valid until 31 December 2014. However, inclusion in the reserve list does not guarantee recruitment.

Appointment and Employment Conditions

• Contract type: Temporary agent fixed-term contract for 3 years, with a probation period of 6 months and possible extension.
• Starting date: Expected to be 1 or 16 December 2013.
• Grade: AST 4.
• Estimated monthly salary: €3,844.31 (basic salary is tax-exempt, with a Community tax at source).
• Benefits:
  • Expatriation, household, and dependent child allowances (if applicable).
  • Education and installation allowances.
  • Reimbursement of removal costs and temporary daily subsistence allowance.
  • Annual leave: 2 days per calendar month plus additional days based on age, grade, and distance from origin.
  • EU Pension Scheme after 10 years of service.
  • Insurance coverage: sickness, accident, occupational disease, unemployment, and invalidity.
  • Travel insurance for missions.

Application Submission

• Documents required: CV in Europass format, motivation letter, and eligibility grid.
• Language: All documents must be submitted in English.
• Deadline: 24 October 2013 at 12:00 noon London time.
• Note: Late applications will be disregarded. Candidates are advised to submit applications well in advance to avoid technical issues.
• Supporting documents: Not required at this stage. They may be requested later.

Data Protection

The EBA processes personal data in accordance with Regulation (EC) No 45/2001, ensuring confidentiality and security.

Appeal Procedure

Candidates may appeal decisions through the following channels:

• Review request: Within 20 calendar days of notification, to the Chairman of the Selection Committee.
• Complaint to the European Union Civil Service Tribunal: Within 3 months of notification of an adverse decision.
• Complaint to the European Ombudsman: Must be preceded by administrative steps and does not suspend the time limits for other procedures.

For detailed information on appeals, visit the European Union Civil Service Tribunal website.