Assistant (CA FG III) to the Executive Director and Heads of Units of the Clean Hydrogen Joint Undertaking

The jobholder will perform the following tasks:Office Management:Keeping the agenda and providing administrative and documentation support in preparing appointments, meetings, and missions for the ED and the HoUs, Maintaining/ updating the contacts database, Ensuring the mission planning and administrative follow-up (mission requests, travel and accommodation arrangements, reimbursements, etc.) for both the ED and the HoUs,Answering and filtering the calls, taking messages, responding to general enquiries for both the ED and the HoUs,Responding to queries and requests for information and documentation whilst exercising tact, discretion and confidentiality, Acting as a first point of contact for all enquiries to the ED and HoUs, Collecting information, inputs for briefing and presentations for speeches,Taking, transcribing and preparing notes, routine correspondence, and presentations and drafting minutes;Document and File Management: Registering and routing incoming and outgoing correspondence and emails of the ED and the HoUs, ensuring follow-up and respect of deadlines, Filing, copying, translating, circulating and retrieving documents for the ED and HoUs,Following up requests within the deadline,Organising and maintaining the archive of the ED and HoUs,Preparing documents and briefing files for missions, conferences and various meetings. Check and format mails and letters for ED and HoUs signature;Information:Welcoming and informing visitors, Managing contacts with external services and institutions in relation to the ED and HoUs meetings, missions, conferences; Meetings Organisation: Supporting the organisation of meetings for the ED and HoUs, including reserving rooms, checking and sending agenda, compiling hand-outs, reception and security arrangements, 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. ELIGIBILITY CRITERIAThe Assistant will be selected based on the following criteria:A level of post-secondary education attested by a diploma, orA level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least five years, orProfessional 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;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. SELECTION CRITERIACandidates 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.