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VACANCY NOTICE SUMMARY: PERSONAL ASSISTANT at the European Banking Authority

Core Content

The European Banking Authority (EBA) is seeking a Personal Assistant to provide secretarial, administrative, and organisational support to senior management. This is a fixed-term contract of three years, with the possibility of extension. The position is open to EU nationals and EEA nationals (Iceland, Liechtenstein, Norway), and the place of employment is currently London, United Kingdom, with a planned relocation to Paris, France.

Main Purpose

The main purpose of the role is to support senior management in their daily business and personal tasks, including:

• Scheduling and coordination of meetings
• Management of correspondence, documents, and diaries
• Acting as a point of contact for external inquiries
• Providing support to external stakeholders and visitors
• Covering for other administrative staff when absent

Main Responsibilities

• Provide secretarial, administrative, and personal assistance to senior managers
• Manage time, itineraries, and diaries
• Scheduling, coordination, and preparation of meetings
• Prepare dossiers, take notes, and coordinate briefings as required
• Manage correspondence and documents (filing and archiving)
• Act as a point of contact for incoming enquiries
• Support external engagements and missions
• Perform other general office and administrative duties
• Cover for other staff in their absence
• Ensure flexibility in task performance
• Execute any other organisational and administrative tasks as required

Requirements

Eligibility Criteria

1. Nationality: Must be a national of an EU Member State or EEA country
2. Citizenship Rights: Must be entitled to full rights as a citizen
3. Military Service: Must have fulfilled any military service obligations
4. Language Skills: Must have thorough knowledge of one EU official language and satisfactory knowledge of another
5. Physical Fitness: Must be physically fit to perform the duties

Qualifications

• Education: Completed university studies of at least three years (attested by a diploma)
• Professional Experience: At least one year of relevant experience
• Specific Experience: At least 3 years of proven full-time professional experience as a personal assistant to senior management

Language Proficiency

• Excellent knowledge of English (written and spoken)
• Native English speakers must prove second language skills (in accordance with section 1.1)

Selection Criteria

• Proven experience as a personal assistant to senior management
• Experience in EU or multicultural/international environments
• Excellent MS Office skills (Word, PowerPoint, Excel, Outlook)
• Advantageous: Knowledge of French at B2 level

Equal Opportunities

The EBA applies a policy of equal opportunities and ensures no discrimination in recruitment.

Selection Procedure

• Shortlisting: Based on CV, motivation letter, and eligibility grid
• Written Test: Conducted in English, total score of 10, minimum 6 to pass
• Interview: Conducted in English, total score of 10, minimum 6 to pass
• Reserve List: Candidates scoring 12 or above are placed on a reserve list valid until 31 December 2019
• Conflict of Interest Declaration: Required before recruitment, to be submitted via a specific form

Appointment and Employment Conditions

• Contract Type: Fixed-term contract of 3 years with a probation period of 9 months
• Estimated Start Date: 1 December 2018
• Function Group and Grade: FG IV, with an estimated monthly basic salary of €3,404.15
• Net Salary Example: €4,436.65 (including expatriation allowance)
• Remuneration Details: Covered in Articles 62–70 and Annex VII of the Staff Regulations
• Employment Benefits:
  • Exempt from national tax, with Union tax at source
  • Correction coefficient applicable based on the location (London or Paris)
  • Expatriation allowance, household allowance, dependent child allowance, etc., depending on family situation
  • Annual leave: 2 days per calendar month + 2.5 days of supplementary home leave for those with expatriation allowance
  • Pension, sickness, accident, unemployment, and invalidity coverage
  • Travel insurance for missions

Application Submission

• Deadline: 19 October 2018 at 12 noon London time
• Documents Required:
  • Curriculum Vitae (CV) in Europass format
  • Motivation letter
  • Filled eligibility criteria grid, dated and signed
• Language: All documents must be submitted in English
• Email Address: EBA-Applications@eba.europa.eu
• Subject Line: Must include reference number (EBA CA 08/2018), name, and surname
• Note: Applications after the deadline will be disregarded
• Complete Applications Only: Must include all required documents
• Supporting Documents: Not required at this stage

Data Protection

• The EBA complies with Regulation (EC) No 45/2001 on data protection and confidentiality
• Personal data will be processed in accordance with EU data protection laws

Appeal Procedure

Candidates may appeal decisions through the following channels:

1. Request for Review: Within 10 days of receiving a decision, submit a written request to vacancies@eba.europa.eu
2. Complaint to the Executive Director: Addressed to the Executive Director at the current London address
3. Judicial Appeal: To the General Court under Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations
4. Complaint to the European Ombudsman: Pursuant to Article 228(1) of the Treaty on the Functioning of the European Union and the European Parliament Decision of 9 March 1994

Important Notes

• Confidentiality: Selection committee decisions and interactions are strictly confidential
• No Contact with Committee Members: Any contact with members is forbidden
• Precedence for Appeals: Complaints to the European Ombudsman must be preceded by administrative steps with the EBA
• Relocation: The EBA is expected to relocate to Paris, and the correction coefficient will change accordingly