Administrative Assistant

JOB PROFILE AND DUTIES2.1 JOB PROFILEThe jobholder will report to the Head of Unit for Finance and Administration. The successful applicant will be responsible for providing overall administrative and logistical support to the Programme Office team.2.2 DUTIESThe jobholder will be part of a team responsible for the administrative and financial support to the Clean Hydrogen JU Programme Office. He/she will perform the following tasks:Financial initiation of transactions for the JU’s administrative expenditure and revenue (roles of data entry agent and financial initiating agent),Supporting the Programme Office teams in calls for proposals and evaluations and in project reviews: management of the expert contracts and payments, organisation of the expert panel meetings; Standardsecretariat tasks:Administration of internal and external physical and electronic mail, including in a set of functional mailboxes; Taking notes and minutes of relevant meetings, including Governance meetings; Coordination common calendars; Receptionof visitors; Electronic registration and archiving of documents,Supporting travel administration; Drafting of routine correspondence.
Organisation of meetings, seminars and conferences, in support to Governance and Advisory Bodies, or to meetings in the JU’s premises involving external participants: including invitations to participants, room reservations, logistics, catering and reimbursement of expenses; General administrative and logistics support to the office; Deputising for other secretary during his/her absences; To perform his/her duties, the jobholder shall establish good working relationships with colleagues and positively contribute to effective teamwork.
The jobholder may undertake additional tasks e.
G. related to financial management, as required in the interest of the service and appropriate to his/her expertise.
QUALIFICATIONS AND EXPERIENCE REQUIREDCandidates will be considered for the selection phase based on the following formal criteria, which must be fulfilled by the deadline for applications:3.1 ELIGIBILITY CRITERIAThe Administrative Assistant will be selected based on the following criteria:A level of education of at least; a level ofpost-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 three yearswhere justified in the interests of the service, professional training or professional experience of an equivalent level.
At least 6 (six) years of professional experience relevant to the activities; 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 inthe Clean Hydrogen JU is English; Be a national of one of the Member States of the European Union; Enjoy 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.3.2 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 and/or of the professional experience to the duties and responsibilities described under key accountabilities; preference will be given to qualifications acquired in the fields of finance and business administration; By the closingdate for applications candidates must have acquired at least 6 (six) years of professional experience (following award of the diploma) relevant to the position (traineeships and internships are not counted in the relevant professional experience); Very goodanalytical, communication and problem-solving skills; ability to track and follow up a variety of tasks in parallel; Good knowledgeof the European Union institutions, funds source structure of the EU budget and the EU’s framework programmes; Excellent organisational skills; Good practical knowledge of the administrative and financial rules of the EU and their legal basis, and of their application in financial, accounting and audit processes; Practicalexperience of ICT administrative and financial management tools as used in the EU institutions; Proven abilityto work in a team and in a multicultural environment, and ability to motivate others; Very good command of both oral and written English; Proficiency inthe use of standard MS Office applications, email, internet and strong aptitude for working with IT tools; A strongsenseof ownership, accountability, responsibility, initiative and self-motivation; Experience working in a multicultura