Human Resources Assistant
The European Union Agency for Fundamental Rights (FRA) is organising a selection procedure in order to constitute a reserve list and fill a vacant post for a Human Resources Assistant (AST3) in the HR, Legal and Planning Sector in the Administration.
Background
The European Union Agency for Fundamental Rights (FRA) provides independent, evidence-based advice to policy-makers, to help ensure full respect for fundamental rights across the EU, for everyone. To this end, the Agency collects and analyses information and data on a range of fundamental rights issues, provides assistance and expertise to EU Institutions and to EU Member States’ governments, raises rights awareness, communicates its findings and strengthens cooperation and ties between fundamental rights actors.
The Administration Unit
The Administration Unit is responsible for supporting the operational work of the Agency, enhancing its ability to function as a best practice, knowledge-based, lean and service-oriented public body. It provides core support services to the Agency, including in the areas of finance, human resources, IT and facilities.
Duties
The successful candidate may be required to carry out the following tasks:
- Process individual staff rights and entitlements, including salaries and allowances as well as the administration of employment contracts and procedures related to staff taking up duties, probationary periods, contract renewals and end of service;
- Assist in the preparation of the recruitment plan; organise and manage selection procedures end-to-end;
- Support the provision of learning and development activities; run performance management and promotion (reclassification) processes;
- Administer employee wellbeing initiatives and programmes;
- Act as a focal point for staff on personnel matters, responding with tact and a customer-service orientation
- Ensure accurate and up-to-date staff data in the Agency’s HR IT management tool (SYSPER);
- Contribute to the development of HR policies and procedures, including the preparation and update of HR related forms and templates;
- Prepare financial commitments and payments and monitor HR-related budgets;
- Register and archive documents in the Agency’s document management system.
Duties applicable to all staff:
- Actively work towards the achievement of the goals of the FRA in accordance with the Strategic Plan;
- Perform any other work-related duties and responsibilities that may be assigned by the manager.
Eligibility requirements
Candidates who do not meet one or more of the following eligibility criteria by the deadline for submission of applications will be marked ineligible and their application will not be considered further:
General conditions[1]
• Be a national of one of the Member States of the European Union and be entitled to full rights as a citizen[2] ;
• Have fulfilled any obligations imposed by the laws concerning military service;
• Meet the character requirements as to suitability for the performance of the duties involved;
• Be physically fit to perform the duties linked to the post[3].
Education[4]
A level of post-secondary education attested by a diploma, followed by at least six years of professional experience
OR
A level of secondary education attested by a diploma giving access to post-secondary education, followed by at least nine years of professional experience.
Language skills
• Have a thorough knowledge (level C1) of English, as this is the working language of FRA, and
• Have a satisfactory knowledge (minimum level B2) of another language of the EU.
The levels indicated correspond to the Common European Framework of Reference for Languages[5].
[1] See Article 12 of the Conditions of Employment of Other Servants of the European Union.
[2] Prior to appointment, successful applicants will be required to prove that they do not have any criminal record.
[3] Before being engaged, successful applicants will be required to undergo a medical examination.
[4] Only diplomas and certificates that have been awarded in EU Member States or that are the subject of equivalence certificates issued by authorities in the Member States shall be taken into consideration. Any certificate of equivalence should be obtained by the deadline for applications.
Selection criteria
In order to select the best-qualified candidates for interview and possible test phase, the Agency will consider the following essential criteria:
- Professional experience of at least 3 years in at least one of the following areas:
o administration of employment contracts and procedures related to staff taking up duties, contract renewals and end of service;
o management of entitlements (payroll, allowances, leave and working conditions)
o learning and development
o performance management;
o management of recruitment procedures, including preparation of vacancy notices, use of IT recruitment tools (eg. Talentsoft, Gestmax, Prescreen, Systal, etc.), organisation of interviews. - Proven experience in using Human Resources management systems for example SAP, Allegro, Oracle, SYSPER etc.
The following criteria will be considered as advantageous:
- Knowledge of the EU Staff Regulations;
- Training or qualifications in the area of human resources;
- Experience with ABAC/SUMMA
In addition to the essential and advantageous criteria, candidates invited to the interview and test phase will also be assessed against the following requirements:
- Communication: communicate clearly and precisely both orally and in writing;
- Analysis and Problem-solving: ability to identify the critical facts in complex issues and develop creative and practical solutions;
- Working with Others: work cooperatively with others in teams and across organisational boundaries and respect differences between people; create a sense of team spirit by encouraging shared goals and exchange of knowledge and experience;
- Learning and Development: develop and improve personal skills and knowledge of the organisation and its environment; commit to train others, share knowledge, and systematically improve working methods;
- Prioritisation and Organisation: ability to prioritise the most important tasks, work flexibly and organise own and others’ workload efficiently;
- Quality and Results: take personal responsibility and initiative for delivering work to a high standard quality within set procedures; show clear customer orientation (internal and external); build systematic and methodical processes into projects and work of self and own team;
- Resilience: remain effective under work pressure, be flexible and adapt to a changing work environment; encourage others to do the same and adjust own and team’s approach to embrace changing circumstances.
Selection criteria
In order to select the best-qualified candidates for interview and possible test phase, the Agency will consider the following essential criteria:
- Professional experience of at least 3 years in at least one of the following areas:
o administration of employment contracts and procedures related to staff taking up duties, contract renewals and end of service;
o management of entitlements (payroll, allowances, leave and working conditions)
o learning and development
o performance management;
o management of recruitment procedures, including preparation of vacancy notices, use of IT recruitment tools (eg. Talentsoft, Gestmax, Prescreen, Systal, etc.), organisation of interviews. - Proven experience in using Human Resources management systems for example SAP, Allegro, Oracle, SYSPER etc.
The following criteria will be considered as advantageous:
- Knowledge of the EU Staff Regulations;
- Training or qualifications in the area of human resources;
- Experience with ABAC/SUMMA
In addition to the essential and advantageous criteria, candidates invited to the interview and test phase will also be assessed against the following requirements:
- Communication: communicate clearly and precisely both orally and in writing;
- Analysis and Problem-solving: ability to identify the critical facts in complex issues and develop creative and practical solutions;
- Working with Others: work cooperatively with others in teams and across organisational boundaries and respect differences between people; create a sense of team spirit by encouraging shared goals and exchange of knowledge and experience;
- Learning and Development: develop and improve personal skills and knowledge of the organisation and its environment; commit to train others, share knowledge, and systematically improve working methods;
- Prioritisation and Organisation: ability to prioritise the most important tasks, work flexibly and organise own and others’ workload efficiently;
- Quality and Results: take personal responsibility and initiative for delivering work to a high standard quality within set procedures; show clear customer orientation (internal and external); build systematic and methodical processes into projects and work of self and own team;
- Resilience: remain effective under work pressure, be flexible and adapt to a changing work environment; encourage others to do the same and adjust own and team’s approach to embrace changing circumstances.
Engagement and conditions of employment
A contract for a period of 3 years will be offered pursuant to Article 2(f) of the Conditions of Employment of Other Servants of the European Union. The contract may be renewed.
The successful candidate will be recruited in grade AST3. The basic monthly salary for the grade is is €4,613.00, weighted by the correction coefficient for Vienna, Austria (currently 105.4%). In addition to the basic salary, staff members may be entitled to various allowances, in particular a household allowance, expatriation allowance (16% of basic salary + household allowance), dependent child allowance and education allowance. The salary is subject to a Union tax deducted at source and it is exempt of national taxation.
FRA also offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance.
Moreover, FRA offers different opportunities of schooling services, as well as policies on teleworking and flexitime in its attempt to reconcile work and private life.
Under certain circumstances, in particular where staff members are obliged to change their place of residence in order to take up employment, the Agency may also reimburse various expenses incurred on recruitment, notably removal expenses.
For any further information on the contractual and working conditions please refer to the Staff Regulations of Officials and the Conditions of Employment of other Servants of the European Union: EUR-Lex - 01962R0031-20140501 - EN - EUR-Lex (europa.eu)
Submission of applications and deadline
Candidates are requested to submit their application electronically through the Agency’s website: fra.europa.eu. Only online completed applications submitted in English via the e-recruitment system will be accepted.
Applications must be sent no later than 09/01/2025 13:00 (CET).
Information concerning the status of the selection procedure can be found at http://fra.europa.eu/en/about-fra/recruitment/vacancies .
In case you experience technical problems during your application please contact, within the above-mentioned deadline, recruitment@fra.europa.eu, providing an explanation of the issue.
Please note that due to the large number of applications we receive, the system may face problems in processing such amounts of data when reaching the deadline for submission of applications. We therefore advise to apply well ahead of the deadline.
Selection procedure
A Selection Committee is nominated by the Appointing Authority of the Agency.
Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications (please see 3 Eligibility criteria).
Only the applications of eligible candidates will be evaluated in accordance with the selection criteria as specified in the publication notice (see point 4). The Agency will invite for an interview the top candidates among those who have obtained at least 60%.
The selection procedure will be composed of an interview and a written test, which will be held in English. They will take place either in Vienna (Austria), the place of employment where the Agency has its seat, or online. The shortlisted candidates will receive further detailed information in due time.
Candidates invited to an interview will be requested to submit a non-certified copy of their diploma(s) and evidence of their professional experience, clearly indicating the length and nature of their experience and whether full time or part time work. Prior to contract signature, the successful candidate/s will be requested to provide FRA with original or certified copies of all relevant documents proving the eligibility requirements.
Successful candidates will be included on a reserve list proposed by the Selection Committee and adopted by the Appointing Authority. This reserve list will be valid from the date of its establishment (in year ‘N’) until 31 December of year ‘N+2’. Its validity may be extended. The reserve list may be used for future recruitment, should vacancies arise. Each candidate will be informed whether or not he/she has been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee recruitment.
On the basis of the adopted reserve list, the Appointing Authority of FRA may offer a contract of engagement.
Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.
Equal opportunities
FRA is an equal opportunities employer and ensures that its recruitment procedures do not discriminate on any ground such as sex, race, colour, ethnic or social origin, genetic features, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, gender identity or sexual orientation.
FRA encourages candidates with disabilities to apply. If you consider yourself to have a physical, mental, intellectual or sensory disability, please indicate any adjustments or arrangements needed, relating to your disability, to recruitment@fra.europa.eu, so FRA can ensure your full and equal participation in the interview.
Data protection
Personal data shall be processed solely for the purpose of the selection procedure.
Please note that FRA will not return applications to candidates. The personal information FRA requests from applicants will be processed in line with 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, bodies, offices and agencies and on the free movement of such data. This applies in particular to the confidentiality and security of such data.
Should the candidate have any query concerning the processing of his/her personal data, he/she shall address them to: recruitment@fra.europa.eu .
For further information with regard to the processing of personal data, please see FRA’s Privacy Statement.
Appeal procedures
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: recruitment@fra.europa.eu
The complaint must be lodged within 3 months of the date the decision was notified to you.
Should the complaint be rejected, pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union, a candidate may request judicial review of the act. The appeal must be lodged within 3 months from the date of notification to the following address:
Court of Justice of the European Union
Rue du Fort Niedergrünewald
L-2925 Luxembourg
Luxembourg
It is also possible to lodge a complaint to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union and in accordance with the statute of the Ombudsman and the implementing provisions adopted by the Ombudsman. Before the Ombudsman can accept a complaint, it is necessary that the complaint is first addressed to the Agency. Any complaint to the Ombudsman (http://www.ombudsman.europa.eu) must be made within two years of receiving the Agency’s final position on the matter.