VACANCY NOTICE
HR ASSISTANT (FG III)
(ELA/CA/2024/03)
Type of contract
Contract Agent
Grade
FG III
Duration of contract
5 years (renewable)
Area
Human Resources
Place of employment
Bratislava, Slovakia
Deadline for applications
08/03/2024, 12:00 (midday, CET)
Reserve list valid until
31 December 2024
The European Labour Authority
The European Labour Authority (’the Authority’ or ‘ELA’) is a Union body in the area of cross-
border labour mobility. Its aim is to facilitate access for individuals and employers to information
on their rights and obligations; support cooperation between EU countries in the cross-border
enforcement of relevant Union law, including by facilitating concerted and joint inspections
(hereinafter Inspections); support Member States in tackling undeclared work and mediate and
facilitate a solution in cases of cross-border disputes between national authorities.
The Authority should reach its full operational capacity by 2024. Further information on the
Authority is available on its website: www.ela.europa.eu.
The job
The European Labour Authority is launching a vacancy notice with a view to establishing a reserve
list of Contract Agents FG III for the position of HR Assistant.
1. Profile
Working in close cooperation with other colleagues of the Human Resources Sector, reporting to
the Head of Sector Human Resources, the HR Assistant will support various Human Resources
areas, mainly recruitment, onboarding and HR administration management.
MAIN TASKS
The HR Assistant’s tasks will include, inter alia:
• Supporting recruitment processes for staff members of ELA, including among others
supporting the implementation of the recruitment plan, drafting vacancy notices, providing
Ref. Ares(2024)1127596 - 14/02/2024
logistic support to the different steps in the selection process, supporting selection
committees, communicating with candidates, etc.;
• Supporting secondment processes for Seconded National Experts (SNEs) and National
Liaison Officers (NLOs) of ELA, including the support to draft vacancy notices, providing
logistic support to the different steps in the secondment process, communicating with
candidates, preparing secondment letters, follow up, etc.;
• Supporting recruitment and coordination of interim staff;
• Supporting the coordination of renewal of secondments;
• Providing support to all aspects linked to recruitment and onboarding (i.e. keeping official
documentation from each recruitment process, coordinating the reimbursement of travel
expenses, preparing grading and job offers, welcome files, organizing welcome meetings,
etc.);
• Liaising with the relevant European Commission services (e.g. PMO) to ensure a smooth
onboarding and integration of newcomers;
• Supporting administration of employment contracts and procedures related to staff taking up
duties, probationary periods, contract renewals and end of service;
• Contributing to the development and administration of HR processes and practices (tools,
checklists, guidelines, organisation of files, statistics);
• Acting as operational initiator of financial transactions;
• Providing horizontal HR support to the HR sector;
• Performing any other task requested by the line management in the interest of the service.
QUALIFICATIONS AND EXPERIENCE REQUIRED
Qualifications and experience required
2. Eligibility criteria
By the closing date for applications to this vacancy notice, candidates must fulfil the requirements
below:
2.1. General conditions
• be a national of a Member State of the European Union;
• enjoy their full rights as citizens
1
;
• have fulfilled any obligations imposed by national laws concerning military service;
• meet the appropriate personal and professional requirements for the duties involved;
• be physically fit to perform their duties
2
.
1
Prior to the appointment, the successful candidate will be asked to provide a certificate of good conduct,
confirming the absence of any criminal record.
2
Before taking up his/her duties, the successful candidate will undergo a medical examination by one of
the institutions’ medical officers.
2.2. Language skills
Candidates must have a thorough knowledge of one official language of the European Union and
a satisfactory knowledge
3
(level B2)
of another language of the Union
4
. As the predominant
working language of ELA is English, candidates must have an excellent command of spoken and
written English
5
.
2.3. Education
Candidates must have, at the closing date for applications,
a level of education which corresponds to a post-secondary education attested by a diploma
or
a secondary education attested by a diploma giving access to post-secondary education and
appropriate professional experience of three years.
3. Selection criteria
Essential criteria:
• Experience in tasks similar to the ones described in the “main tasks” section above;
• At least two years work experience, of which at least one year experience working in
administration or Human Resources activities;
• Proficiency in English (level C1).
Advantageous:
• Work experience in an international or multicultural environment;
• Knowledge of EU Staff Regulations and Conditions of Employment of Other Servants of the
European Union;
• Professional experience with Microsoft Office and with HR management systems, for
example EU CV Online, SYSPER.
Moreover, the following competencies will be assessed during the selection process:
• High level of discretion, capability to handle confidentiality matters;
• Ability to be proactive and flexible;
• Excellent planning and organisational skills, ability to work efficiently under time pressure;
• Excellent team working spirit and ability to contribute to a positive working environment;
3
The self-assessment of the candidate should be done in accordance with the Common European
Framework of reference for Languages (CEFR).
4
Candidates must also have a satisfactory knowledge of another official language of the European Union
to the extent necessary for the performance of his/her duties. The European Union has 24 official
languages: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German,
Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak,
Slovenian, Spanish and Swedish.
5
Please note that native English speakers will be required to demonstrate the ability to work in a second
EU language at the assessment phase.
• Excellent communications skills and ability to communicate clearly and effectively with internal
and external stakeholders.
The selection process
4. How to apply You must apply through the EU CV Online system
67
via this link:
https://ec.europa.eu/dgs/personnel_administration/open_applications/CV_Cand/index.cfm?fuse
action=premierAcces&langue=EN
Before applying, you should carefully check whether you meet all the eligibility criteria.
Applications must include a motivation letter and a CV, both submitted in English to be
considered. Applications not submitted in English will be excluded from the selection
procedure.
To be able to apply via EU CV Online, you must first create an account or sign in to an existing
account. If not done already, you must first fill in the electronic CV. Once the CV is completed,
you may choose and apply to the call for expressions of interest of your choice. You are advised
to fill out ALL relevant fields of the application. For guidance, please refer to the guidelines for
applications to candidates in ELA’s website.
Only complete applications registered via EU CV Online before the deadline will be considered.
Please note that the selection committee can only take into account the information provided by
the candidate via EU CV Online. No information via email will be taken into consideration.
It is your responsibility to complete your online registration in time. We strongly advise you not to
wait until the last few days before applying, since heavy internet traffic or a problem with the
internet connection could lead to your online registration being interrupted before you complete
it, thereby obliging you to repeat the whole process.
After a correct submission of an application, you will receive an automated acknowledgement of
receipt of your application to the email account indicated in your application and, you will receive
on screen a registration number. If you do not receive a number, it means that your application
has not been registered. Please note it is your responsibility to verify that you provided the correct
e-mail address.
6
EU CV Online is the tool used by the European Commission for recruitment of staff on temporary basis.
7
If you have a disability that prevents you from registering online, you may submit your application (CV
and letter of motivation) on paper by registered mail
7
, postmarked no later than the closing date for
registration. All subsequent communication between ELA and you will be by post. In this case, you must
enclose with your application a certificate attesting your disability, issued by a recognised body. You should
also set out on a separate sheet of paper any special arrangements you think are needed to make it easier
for you to take part in the selection.
All technical questions concerning EU CV Online must be sent through the contact page of EU
CV Online.
Once the deadline has passed, you will no longer be able to apply.
Deadline for applications: 8
th
March 2024, at 12:00 (midday, Bratislava time)
If you require more information, please send an e-mail to: carolina.santos@ela.europa.eu.
5. Steps of the selection procedure
5.1. Admission to the selection procedure
After the deadline for online registration, the selection committee will check the submitted
applications against the eligibility criteria described in Section 2.
The selection committee will analyse if the application was submitted in English. Applications not
submitted in English will be excluded from the selection procedure.
Applications satisfying all these conditions will then be initially assessed against the selection
criteria under Section 3.
5.2. Initial assessment of the eligible applications
The selection committee will assess each eligible application with reference to the selection
criteria (“Essential” and “Advantageous”) described in Section 3.
Upon completion of the assessment, the selection committee will establish a shortlist of
candidates to be invited to the assessment phase.
Please note that once the pre-assessment phase is completed, shortlisted candidates will be
invited to the assessment phase. The remaining candidates will be notified, by email, that their
application will no longer be taken into consideration.
5.3. The assessment phase
Following the initial assessment of the applications, shortlisted candidates will be invited to the
assessment phase, which will be held online. The assessment phase will be conducted in English.
Details of the date and time of the assessment will be communicated to the shortlisted candidates
in due time.
The assessment phase involves an interview with the selection committee and one or more test(s)
related to the field of the vacancy. This phase will enable the selection committee to carry out an
assessment of the pre-selected candidates according to the selection criteria described in Section
3.
5.4. Verification of documents and scrutiny
If, at any stage in the procedure, it is established that the information in an application has been
knowingly falsified or incorrect, the candidate will be disqualified from the selection process.
Candidates will also be disqualified if they:
• do not meet all the eligibility criteria;
• do not provide all the required supporting documents.
Prior to the assessment phase, the shortlisted candidates will be required to provide via email a
copy of their documents proving their eligibility, mainly their academic diplomas and evidence of
their professional experience clearly indicating the starting and finishing dates, the function(s) and
the exact nature of the duties carried out.
Prior to the signature of the contract, the successful candidates must present original versions of
documents proving the eligibility criteria and of their experience.
5.5. Reserve list
The selection committee will place the most suitable eligible candidates on a draft reserve list.
This draft will be submitted to the Executive Director of ELA for approval. The adopted reserve
list will be valid until 31 December 2024. The validity of the reserve list may be extended by
decision of the Executive Director of ELA. The information on valid reserve lists of ELA is
published on ELA’s website.
Prior to being offered a post, candidates on a reserve list may be required to undergo further
evaluation by ELA (e.g. including a further interview with the Executive Director).
Candidates should note that the inclusion on the reserve list does not imply any entitlement to
employment in ELA.
Other important information
6. General information
6.1. Equal opportunities
The Authority is an equal opportunity employer and strongly encourages applications from all
candidates who fulfil the eligibility criteria and interested in the position. ELA ensures that its
recruitment procedures do not discriminate on the grounds of gender, colour, race, ethnic or social
origin, genetic features, language, religion or belief, political or any other opinion, membership of
a national minority, property, birth, disability, nationality, age, sexual orientation or gender identity.
In case of a disability, please feel free to inform Human Resources through
carolina.santos@ela.europa.eu and indicate which arrangements or adjustments relating to your
disability are necessary, so ELA can ensure your equal participation in the interviews and tests.
6.2. Selection committee
A selection committee is appointed for each selection procedure. The selection committee is
composed of at least three (3) members, including a member designated by the Staff Committee.
Please note that the selection committee's internal proceedings are strictly confidential and that
any contact with its members is strictly forbidden. Under no circumstances should candidates
approach the selection committee, either directly or indirectly, concerning the selection procedure.
Any infringement of this rule will lead to the disqualification from the selection procedure.
6.3. Approximate timetable
The selection process may take some months to be completed. The selection committee intends
to finalise the recruitment process for this vacancy by April 2024, with a view for the selected
candidate to take office by June 2024.
The foreseen timeframe for the selection procedure will be updated on ELA’s website.
Please note that once the pre-assessment phase is completed, shortlisted candidates will be
invited to the assessment phase. The remaining candidates will be notified, by email, that their
application will no longer be taken into consideration.
6.4. Engagement and Conditions of employment
The decision on appointment will be taken by the Authority’s Executive Director as the Authority
Empowered to Conclude Contracts of Employment on the basis of the reserve list of most suitable
candidates.
Before engaging a contract agent, the Executive Director will examine whether the candidate has
any personal interest such as to impair his/her independence or any other conflict of interest. The
candidate will inform the Executive Director, using a specific form of any actual or potential conflict
of interest
8
. If necessary, the Executive Director shall take any appropriate measures.
A contract may be offered for contract agent pursuant to Article 3(a) of the Conditions of
Employment of Other Servants of the European Union (CEOS) for an initial period of 5 years,
renewable once. After the second period, the contract may be renewed for an indefinite period.
The jobholder will be subject to a probationary period of 9 months.
6.5. JOB ENVIRONMENT
The place of employment is Bratislava, Slovakia.
The jobholder will work in a multicultural, respectful and appreciative environment, which offers
the possibility to shape the work of the authority, where open and constructive dialogue is
encouraged, while building effective work relations.
Working time is based on a 40-hour working week. ELA offers flexible working arrangements such
as teleworking, part-time work, and flexible working hours.
8
In compliance with Article 11 of the Staff Regulations of officials and Conditions of Employment of Other
Servants of the European Union.
6.6. PAY AND WELFARE BENEFITS
The successful candidate who is offered a contract of employment will, on their entry into service,
be placed in grade 8, 9 or 10 of function group III, according to the length of their professional
experience
9
.
The staff member’s remuneration consists of a basic salary and allowances. It is paid in Euro
weighed down by the correction coefficient (in Slovakia the correction coefficient is currently
84,8% compared to Belgium).
The gross basic salary, after correction coefficient is applied, is as follows
10
:
CA FG III
Grade 8
Grade 9
Grade 10
Monthly basic gross salary (without any
allowances)
€ 2,701.72
€ 3,057.01
€ 3,459.00
In addition to the basic salary, staff may be entitled to various allowances depending on their
particular situation. These may include:
• Household allowance (e.g. if you have a dependent child or you are married and your
spouse's income is below a defined threshold);
• Dependent child allowance (e.g. if you have a child under the age of 18 or between 18
and 26, if in specified training programme);
• Education allowances (Pre-school or Education allowance) or Payment of the
education fees applicable to selected educational institutions;
• Expatriation allowance or foreign residence allowance (16% of the sum of basic salary
and other applicable allowances) or foreign residence allowance (4%).
The salary is subject to a Community tax deducted at source and is exempt from national tax.
The salary package includes contributions to the EU social security and pension schemes.
Candidates are invited to familiarise themselves with the employment conditions as stated in the
Staff Regulations of Officials and the Conditions of Employment of Other Servants of the
European Union.
Under certain circumstances, in particular where the jobholder is obliged to change his/her place
of residence in order to take up employment, the Agency may also reimburse some expenses
incurred on recruitment, notably removal expenses.
9
The grade (13,14, or 16) will be determined in accordance with the number of years of experience of the
successful candidate ( i.e. professional experience of up to 5 years for grade 13, professional experience
of more than 5 years for grade 14, and professional experience for than 17 years for grade 16)
10
Amounts are indicated for information purposes and may vary by the time the selected candidate takes
up his/her duties following the annual revision of the remuneration.
Additional benefits:
• Annual leave entitlement of two days per calendar month plus additional days for age,
grade, 2.5 days’ home leave, if applicable, and in addition on average 18 public holidays
per year;
• Special leave granted for certain circumstances: e.g. removal, marriage, birth of a child,
etc.;
• Various training opportunities;
• EU Pension scheme (granted after 10 years of service);
• EU Joint Sickness Insurance Scheme (JSIS), accident and occupational disease
coverage, unemployment and invalidity allowance and insurance.
6.7. Protection of personal data
Personal data shall be processed exclusively for the purpose of this selection procedure. The
purpose of processing the data submitted by candidates is to evaluate applications in view of
possible recruitment at ELA.
As the body responsible for organising the competition, the Authority ensures that applicants’
personal data are processed as required by Regulation (EU) 2018/1725 of the European
Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard
to the processing of personal data by the Union institutions, offices and agencies and on the free
movement of such data (Official Journal of the European Union, L 295/39 of 21 November 2018).
This applies in particular to the confidentiality and security of such data. In this regards, please
see ELA Privacy Statement on selection procedures.
6.9. Appeal procedure
If a candidate considers that he/she has been adversely affected by a particular decision, he/she
can lodge a complaint under Article 90(2) of the Staff Regulations of Officials and Conditions of
Employment of Other Servants of the European Union, at the following address:
European Labour Authority
For the attention of the Executive Director of ELA, Mr Cosmin BOIANGIU
Selection procedure: Ref. ELA/CA/2024/03
Landererova 12,
811 09 – Bratislava
SLOVAKIA
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure
(see Staff Regulations as modified by Council Regulation No 723/2004 of 22 March 2004
published in the Official Journal of the European Union L 124 of 27 April 2004 –
http://europa.eu./eur-lex) starts to run from the time the candidate is notified of the act adversely
affecting him/her.
Should the complaint be rejected, the candidate may request judicial review of the act adversely
affecting him/her pursuant to Article 270 of the Treaty on the Functioning of the European Union
and Article 91 of the Staff Regulations, before the General Court:
Court of Justice of the European Union
Rue du Fort Niedergrünewald
L-2925 Luxembourg
LUXEMBOURG
It is also possible to complain to the European Ombudsman. Any citizen of the European Union
or any natural or legal person residing in a Member State may direct a complaint concerning
instances of maladministration to the European Ombudsman pursuant to Article 228(1) of the
Treaty on the Functioning of the European Union and in accordance with the conditions laid down
in the Decision of the European Parliament of 9 March 1994 on the regulations and the general
conditions governing the performance of the Ombudsman’s duties, published in the Official
Journal of the European Union L113 of 4 May 1994:
European Ombudsman
1 Avenue du Président Robert Schuman – CS 30403
F- 67001 Strasbourg Cedex FRANCE
https://www.ombudsman.europa.eu
Please note that complaints made to the Ombudsman have no suspensive effect on the period
laid down in Articles 90(2) and 91 of the Staff Regulations for lodging, respectively, a complaint
or an appeal with the European Union Civil Service Tribunal under Article 236 of the EC Treaty.
Any complaint to the ombudsman must be made within two years of receiving the Authority’s final
position on the matter.
Electronically signed on 12/02/2024 16:46 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121
