You are on page 1of 15

C 317 A/18 EN Official Journal of the European Union 22.12.

2004

NOTICE OF OPEN COMPETITION EPSO/AST/2/04

(2004/C 317 A/02)


The European Personnel Selection Office (EPSO) is organising the following open competition, based on
tests, to constitute a reserve pool from which to recruit

ASSISTANTS (*) (B* 3) (1)


of Cypriot, Czech, Estonian, Hungarian, Latvian, Lithuanian, Maltese, Polish, Slovakian and
Slovenian citizenship, in the fields of European public administration/human resources and
financial management

CONTENTS

A. DUTIES AND ELIGIBILITY (PROFILE OF APPLICANTS)

B. SUCCESSIVE STAGES OF THE COMPETITION

C. HOW TO APPLY

D. GENERAL INFORMATION

ANNEX: Requests for review — appeal procedures — complaints to the European Ombudsman

(*) The European Union Institutions apply a policy of equal opportunities and accept applications without
distinction on the grounds of sex, race, colour, ethnic or social origin, genetic characteristics, language, religious,
political or other convictions or opinions, belonging to a national minority, financial situation, birth, disability,
age, sexual orientation, marital status or family situation.
(1) The Council has adopted new Staff Regulations involving a new career structure. Recruitment will be based on
the new Staff Regulations, in accordance with Annex XIII, Section 2, and in particular Article 12 thereof (see
http://europa.eu.int/comm/dgs/personnel_administration/statut/tocen100.pdf).
22.12.2004 EN Official Journal of the European Union C 317 A/19

A. DUTIES AND ELIGIBILITY (PROFILE SOUGHT)

Open competition EPSO/AST/2/04 is being held to recruit assistants (B*3) of Cypriot, Czech, Estonian,
Hungarian, Latvian, Lithuanian, Maltese, Polish, Slovakian and Slovenian citizenship, in the fields of
European public administration/human resources and financial management.
The purpose of this competition is to draw up reserve lists from which to fill vacant posts in the
Institutions of the European Union.
Number of successful applicants by citizenship and field:

Field 1 Field 2
European public administration/
human resources Financial management

CYPRIOT 10 15

CZECH 30 60

ESTONIAN 10 15

HUNGARIAN 30 60

LATVIAN 10 20

LITHUANIAN 15 30

MALTESE 10 10

POLISH 90 160

SLOVAKIAN 20 35

SLOVENIAN 10 15

The European Personnel Selection Office is simultaneously publishing the following open competitions:

— EPSO/AD/4/04, administrators (A* 7) of Cypriot, Czech, Estonian, Hungarian, Latvian, Lithuanian,


Maltese, Polish, Slovakian and Slovenian citizenship, in the field of European public administration.

— EPSO/AST/2/04, assistants (B* 3) of Cypriot, Czech, Estonian, Hungarian, Latvian, Lithuanian,


Maltese, Polish, Slovakian and Slovenian citizenship, in the fields of European public administration/
human resources and financial management.

— EPSO/AST/3/04, assistants (B* 3) of Cypriot, Czech, Estonian, Hungarian, Latvian, Lithuanian,


Maltese, Polish, Slovakian and Slovenian citizenship, in the field of information technology.

Please note that the tests for the above competitions may be held simultaneously. You may
therefore apply for one of these competitions only. You must choose which one when you
register on-line, and cannot change it after the closing date for registration.

To ensure that all general texts relating to the competition and all communication between applicants and EPSO are
clearly understood on both sides, the competition notices are being published solely in English, French and German.
These three languages will also be used for the invitations to the various tests, the preselection tests and
correspondence between EPSO and applicants.

The language you choose for the preselection tests will be the language used for communicating with you.
C 317 A/20 EN Official Journal of the European Union 22.12.2004

I. DUTIES

Field 1 — European public administration/human resources

Reporting to a head of unit or administrator and using various software applications, the official will have
a support role in personnel management, especially in the areas of recruitment, career development,
training and equal opportunities. These tasks may include duties such as:

— managing and following up files relating to personnel management, especially in the areas of
recruitment, career development, staff training, equal opportunities and individual and financial
rights,

— drafting memoranda and/or correspondence, and administrative reports in the fields described
above,

— managing and following up technical and administrative files; this may include drafting technical
reports, managing contracts signed with outside firms, writing tendering specifications, following up
contract implementation and approving the works and following up projects of an administrative
and management nature linked to product purchase (equipment, material and goods),

— managing and monitoring parliamentary bodies,

— preparing, organising and following up meetings,

— coordinating and planning work within the department,

— project management,

— managing a team,

— analysing and developing working methods.

These duties require good writing abilities (drafting notes, writing reports, etc.), well-developed
interpersonal skills and the ability to be a good listener.

Field 2 — Financial management

In the context of various budgetary and financial activities you will be responsible, following detailed
instructions and using specific computer tools (accounting software), for carrying out executive tasks such
as:

— assisting with the operation of accounting and financial systems,

— organising and keeping accounts and accounting systems,

— assisting with the closure of accounts and presentation of financial statements,

— managing cash flow and reconciling bank records,

— managing imprest accounts,

— monitoring financial procedures (commitment, verification of invoices and payments);

— monitoring debts,

— supervising accounting methods and the financial management of revenue,

— assisting with the preparation of budget estimates and annual accounts.


22.12.2004 EN Official Journal of the European Union C 317 A/21

The European institutions place particular importance on the ability of applicants to grasp problems of all
kinds, often complex in nature, to react rapidly to changing circumstances and to communicate
effectively. You will have to show initiative and imagination and be highly motivated. You should be able
to work frequently under pressure, both on your own and in a team, and to adjust to a multicultural
working environment. You must be prepared to develop your professional skills throughout your career.

II. ELIGIBILITY (PROFILE SOUGHT)

You may apply for this competition if, on the closing date for on-line registration (see section C), you meet
the following requirements:

1. Certificates and diplomas

You must have

(i) a level of post-secondary education attested by a diploma relevant to the field chosen, or

(ii) a level of secondary education attested by a diploma giving access to higher education, followed by at
least three years' full-time professional experience relevant to the field chosen.

The selection board will allow for differences between education systems. As a general guide, see the
examples of the minimum qualifications required in the tables annexed to the Guide for Applicants (see
EPSO's website (2)).

2. Professional experience

You must have obtained,

— since A.II.1(i), or

— since A.II.1(ii)

at least five years' full-time professional experience relevant to the duties concerned.

3. Knowledge of languages

Candidates should possess:

(a) main language:

a thorough knowledge of one of the following official languages of the European Union: Czech,
Estonian, Greek, Hungarian, Latvian, Lithuanian, Maltese, Polish, Slovakian or Slovenian

Exceptionally, Cypriot citizens who do not have Greek as their main language may also choose one
of the other official languages listed in A.II.3 (b).

(b) a second language (which must be different from the main language):

A satisfactory knowledge of one of the following official languages: Danish, Dutch, English, German,
Greek, Finnish, French, Italian, Portuguese, Spanish or Swedish.

(2) http://europa.eu.int/epso/on-line-applications/guide_en.htm.
C 317 A/22 EN Official Journal of the European Union 22.12.2004

(c) language for the preselection tests (which must be different from the main language):
As the preselection tests (a), (b) and (c) for this competition are organised in English (EN), French (FR)
or German (DE) (see section B.1), a satisfactory knowledge of one of these three languages is
essential. When registering on line, candidates may:
— either maintain the choice of their second language (see section A.II.3.b) if this choice
corresponds to one of the three languages (DE/EN/FR)
— or choose another language (see N.B. at section B.2.d) from among the following official
languages: Danish, Dutch, English, German, Greek, Finnish, French, Italian, Portuguese, Spanish
or Swedish.
Please give details of which languages you know on the on-line registration for (3).
After the closing date for applications, you may not change the languages in which you have
specified that you wish to take the tests.

4. General terms and conditions


You must:
— be a citizen of one of the following Member States: Cyprus, Czech Republic, Estonia, Hungary, Latvia,
Lithuania, Malta, Poland, Slovakia or Slovenia,
— enjoy your full rights as a citizen,
— have fulfilled any obligations imposed on you in your home country by the laws on military service,
— meet the character requirements for the duties involved.

(3) For practical reasons this form is available only in English, French and German.
22.12.2004 EN Official Journal of the European Union C 317 A/23

B. SUCCESSIVE STAGES OF THE COMPETITION

1. Preselection tests — marking

You will sit tests (a), (b), and (c) in English (EN), French (FR) or German (DE) (second language); you must
specify which language you choose when you register for the competition.

(a) A test comprising a series of multiple-choice questions to assess your specialised knowledge in the
field chosen by you at the time of your registration.

This test will be marked out of 60 (pass-mark: 30).

(b) A test comprising a series of multiple-choice questions to assess your knowledge of the European
Union and EU Institutions.

This test will be marked out of 20 (pass-mark: 10).

(c) A test comprising a series of multiple-choice questions to assess your general ability, in particular
your verbal and numerical reasoning skills.

This test will be marked out of 40 (pass-mark: 20).

Wrong answers in the preselection tests will not be penalised.

2. Written tests — marking

(d) Test on a chosen subject, in the field chosen by you at the time of your registration, to test your:

— specialist knowledge,

— comprehension skills and ability to analyse and summarise, and

— drafting skills.

There will be a choice of topics.

Time allowed for the test: two hours (see section B.4).

This test will be marked out of 40 (pass-mark: 20).

The subjects will be set in the following official languages of the European Union: Danish, Dutch,
English, Finnish, French, German, Greek, Italian, Portuguese, Spanish, Swedish.

You must answer in one of these languages, (second language chosen by you at the time of
inscription — see section A.II.3.b):

— either English, French or German (second language), as for the preselection tests,

— or another of the official languages listed above but not your main language.

NB: The objective of this test is not to check if a candidate has knowledge of a third language. The
choice of one and the same language or two different languages for the preselection test and written
test (d) will have no bearing on the evaluation of candidates.
C 317 A/24 EN Official Journal of the European Union 22.12.2004

(e) Short memo in your main language setting out the arguments and conclusions from test (d). This
test is designed to assess your command of your main language as regards both the quality of your
writing style and presentation.
Time allowed for the test: 30 minutes.
This test will be marked out of 10 (pass-mark: 8).
It will be marked only if you obtain the pass-mark for written test (d).
NOTE: for organisational reasons, written tests (d) and (e) will be held on the same day as the preselection
tests.
The fact that you have been invited to sit written tests (d) and (e) at the same time as the preselection tests
does not mean you have been admitted to the competition.
The written tests will be marked only if you meet all of the three following conditions:
(i) you have obtained the pass-mark in each of the preselections tests (a), (b) and (c);
(ii) you are among the ‘X’ best candidates (4) for all these tests;
(iii) you meet all the eligibility criteria.
The number ‘X’ varies depending on citizenship and field:

Field 1 Field 2
European public administration/
human resources Financial management

CYPRIOT 25 40

CZECH 70 135

ESTONIAN 25 40

HUNGARIAN 70 135

LATVIAN 25 45

LITHUANIAN 40 70

MALTESE 25 25

POLISH 205 435

SLOVAKIAN 45 85

SLOVENIAN 25 40

These applicants will then be asked to submit a full application with a view to their possible admission to
the competition. The selection board will mark your written tests (d) and (e) if, after considering your
application, it establishes that you meet all the eligibility criteria.

It will then invite to the oral test (f) the X best candidates (4) in written tests (d) and (e) together who have
obtained the pass-mark required in each of these tests.

(4) If a number of candidates have obtained the same number of marks for the last place, the selection board will
admit all of them.
22.12.2004 EN Official Journal of the European Union C 317 A/25

The number ‘X’ varies depending on citizenship and field:

Field 1 Field 2
European public administration/
human resources Financial management
CYPRIOT 15 25
CZECH 45 90
ESTONIAN 15 25
HUNGARIAN 45 90
LATVIAN 15 30
LITHUANIAN 25 45
MALTESE 15 15
POLISH 135 290
SLOVAKIAN 30 55
SLOVENIAN 15 25

3. Oral test — marking


(f) Interview with the selection board, in one of the following official languages of the European Union
— Danish, Dutch, English, Finnish, French, German, Greek, Italian, Portuguese, Spanish or Swedish
— at your choice, to enable it to assess your suitability to carry out the duties described at A.I. above.
The interview will focus in particular on your specialist knowledge in the field concerned and your
knowledge of the main developments in European integration and Community policies. The
interview is also designed to evaluate your ability to adjust to working as a European civil servant in a
multicultural environment.
This test will be marked out of 40 (pass-mark: 20).

4. Date and time allowed for the tests


The preselection tests and the written tests will be held simultaneously for all applicants at one or more
centres in the European Union.
The date of the preselection and other tests, and the time allowed for them, will be fixed by the European
Personnel Selection Office and cannot be changed at an applicant's request. These details will be notified
when you receive your invitation to the tests.

5. Reserve list
The selection board will draw up the reserve lists by citizenship and by field, divided into (no more than
four) merit classes sorted in alphabetical order, of the best candidates (4) (see section A, number of
successful candidates) in written tests (d) and (e) and oral test (f) who have obtained the pass-mark in each
of these tests.
The reserve lists, together with their expiry dates, will be published (5) in the Official Journal of the European
Union and on the EPSO website (6).

(5) A successful candidate may explicitly request that his/her name not be published.
(6) http://europa.eu.int/epso.
C 317 A/26 EN Official Journal of the European Union 22.12.2004

C. HOW TO APPLY

Please refer also to the Guide for Applicants, which can be found on the EPSO website (6). Here you can
find detailed instructions to help you submit your application correctly.

1. Creating an EPSO profile/on-line registration

Before submitting your application, you should carefully check whether you meet all the
eligibility criteria (see section A, particularly concerning the types of diploma and professional
experience required).

If you want to apply, you must register via the internet by going to the EPSO website (6) and following the
instructions there concerning the various stages of the procedure.

It is your responsibility to complete your on-line registration in time (7). We strongly advise you not to
wait until the last few days before applying, since heavy internet traffic or a fault with your internet
connection could lead to the on-line registration being terminated before you complete it, thereby
obliging you to repeat the whole process. Once the deadline for the submission of registrations has
passed, you will not be able to do so.

On completion of your on-line registration, you will receive on screen a registration number which you
must note — this will be your reference number in all matters concerning your application. Once you
receive this number, the process is finished — it is the confirmation that we have registered the data you
entered.

If you do not receive a number, your application has not been registered!

Please note that you must have an e-mail address. This will be used to identify your registration. The
information you must enter in your registration includes the languages you choose (see A.II.3), the details
of your qualifications (title, name of issuing establishment and date obtained) and your professional
experience.

Once registered, you can use the website (click on ‘Ongoing competitions’) to follow the progress of the
competition.

If you have a disability that prevents you from registering on-line, you may request — preferably by fax — a paper
version of the form (8), which you should fill in, sign and return by registered mail, postmarked no later than the
closing date for registration. All subsequent communication between EPSO and you will be by post.

You must enclose with your application form 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 tests.

The closing date for registration is 3 February 2005. On-line registration will not be possible after
12.00 Brussels time on that day.

(7) No later than midday, Brussels time, on 3 February 2005.


(8) EPSO — Info-recruitment — CORT 80 0/48 — B-1049 Brussels — Fax (32-2) 295 74 88.
22.12.2004 EN Official Journal of the European Union C 317 A/27

NB: Within one month following the final date for registration, EPSO will invite you to confirm your
application and, where applicable, to choose the city in which you wish to sit the preselection tests.

The invitation and confirmation will take place via the EPSO profile only.

If you do not confirm your application within two months following the final date for registration, EPSO will
consider that you have withdrawn your application, which will be terminated.

2. Preselection tests/written tests

The applicants invited to the preselection/written tests will be those who are found to meet the general
terms and conditions (see A.II.4) after EPSO has carried out a preliminary eligibility check based on the
information given in the registration forms, and who have confirmed their application in time.

3. Invitation to preselection and other tests

Information about the invitation to attend the preselection tests/written tests, the full application form
and the invitation to the oral test will be available only on the EPSO website (6). You can access it using
the user name and password you specify when registering. You are responsible for updating any change,
via your EPSO profile, in your postal or e‑mail address.

You are responsible for keeping track of the progress of the competition, ensuring that for each stage you
can access the information relevant to your application by consulting your EPSO profile. If you find that
you cannot do this, it is your responsibility to notify EPSO immediately by e-mail (9).

As far as possible you will be asked to sit the preselection tests and the written tests in the city you choose
when you confirm your application. For organisational reasons you will not be able to switch to
another venue unless you can prove that you have changed residence and have informed EPSO of
this no later than three weeks before the planned date of the preselection tests/written tests.

In principle, the oral test will be held in Brussels.

4. Full application

The best candidates (4) as referred to in section B.1 (table) will be asked to print and complete the full
application form which they will find in their EPSO profile on the website (6). It must be sent in by the
closing date (10).

Documents to enclose with the application form

Your application must give full details of your citizenship, studies and professional experience. You should
also enclose with your application the following documents:

— a document proving your citizenship;

— diploma(s), together with its (or their) translation in English, French or German,

(9) E-mail address: epso-AST/2/04-en-field1@cec.eu.int or epso-AST/2/04-en-field2@cec.eu.int.


(10) The closing date will be indicated in good time in your EPSO profile.
C 317 A/28 EN Official Journal of the European Union 22.12.2004

— evidence of professional experience (with translations in English, French or German) clearly


indicating the starting and finishing dates and the exact nature of the duties carried out.
— a numbered annex of the above documents.
You should send only unauthenticated photocopies of these documents.
You must fill in the application form in full, i.e. you may not simply refer to any previous
application forms submitted or to any other documents enclosed with such applications. None of
the documents submitted with your application will be returned.

Signing and sending the form


It is your responsibility to make sure that your application form, duly completed, signed and
accompanied by all the supporting documents, is sent in time (10)by registered post (the postmark
will serve as proof of the date of sending) to the following address:
European Personnel Selection Office (EPSO)
Mail service
CORT 80
Open competition EPSO/AST/2/04
B-1049 Brussels

Scrutiny of applications
The selection board will examine the files of the best candidates in the preselection tests who have
obtained the pass-mark in each of the tests to determine whether they meet the conditions laid down in
section A.II.1, 2 and 3 of this notice. The selection board will then mark the written tests of the candidates
who meet all the conditions for admission set out in section A.II. and will invite the best candidates (see
B.2) to the oral test.
You will automatically be disqualified if:
— you have posted your application after the closing date,
— you have not completed and/or signed the application form,
— you do not meet all the eligibility criteria,
— you have not sent all the supporting documents before the closing date.
NB: If you are successful in the preselection tests but fail to return the full application form duly
completed and signed and accompanied by the requisite supporting documents within the time limit
specified (10), you will not be admitted to the next stage of the competition.

5. Reserve lists
The best candidates (see B.5) will be included in the reserve lists.
6. If, at any stage in the procedure, it is established that the information on your electronic
registration form or official application form is incorrect you will be disqualified from the
competition.
7. To facilitate the administration of the competition, in all correspondence you should give your FULL
NAME AS IN YOUR APPLICATION, THE NUMBER OF THE COMPETITION, THE FIELD
AND YOUR MAIN LANGUAGE, TOGETHER WITH THE REFERENCE NUMBER YOU
RECEIVE WHEN YOUR ON-LINE REGISTRATION IS ACCEPTED.
22.12.2004 EN Official Journal of the European Union C 317 A/29

D. GENERAL INFORMATION

1. Equal opportunities

The European Union institutions apply a policy of equal opportunities and accept applications without
distinction on the grounds of sex, race, colour, ethnic or social origin, genetic characteristics, language,
religious, political or other convictions or opinions, belonging to a national minority, financial situation,
birth, disability, age, sexual orientation, marital status or family situation.

2. Selection board

A selection board is appointed for each competition. It is made up of members representing both the
Administration and the Staff Committee of the Institutions. The names of the members of the selection
board will be published on the EPSO website (6) approximately a fortnight before the preselection/written
tests.

You are strictly forbidden to make any contact with the members of the selection board, either
directly or indirectly. Any infringement of this rule will lead to you being disqualified from the
competition.

The European Personnel Selection Office (EPSO) is responsible for all communication with candidates
until the competition is completed.

3. Approximate timetable

The competition will take approximately nine months from start (date of confirmation that you are to
take part) to finish, depending on the number of applicants.

Full details will be available on the EPSO website (6).

4. Requests for review — appeal procedures — complaints to the European Ombudsman

See Annex.

5. Recruitment

If you are placed on the reserve list you will be eligible for appointment as a probationary official as and
when required by the European Institutions, in Brussels, Luxembourg or any other place of activity.

If you are offered a post, you will be asked to produce the originals of all the requisite documents such as
diplomas, so that copies can be authenticated.

Recruitment will depend on vacant posts and funds becoming available.

Depending on the nature of a post, candidates on the reserve list may initially be offered a temporary
contract; in this case, their names will remain on the reserve list.
C 317 A/30 EN Official Journal of the European Union 22.12.2004

6. You should note that the retirement age for staff is laid down in the Staff Regulations as
follows:
— either automatically at the age of 65 years,
— or, at the official's own request, at the age of 63 years or where the official is between 55 and 63
years of age and satisfies, as specified in the Staff Regulations, the requirements for immediate
payment of a pension,
— exceptionally, at the official's own request and where it is considered to be in the interest of the
service, at the age of 67 at the latest.

7. Grade
Assistants will be recruited from the reserve list at grade B*3.

8. Remuneration
Basic monthly salary as at 1 May 2004:
grade B*3, first step: EUR 2 976,76
22.12.2004 EN Official Journal of the European Union C 317 A/31

ANNEX

REQUESTS for APPLICATIONS TO BE RECONSIDERED — APPEAL PROCEDURES — COMPLAINTS TO


THE EUROPEAN OMBUDSMAN

If, at any stage of the competition, you consider that your interests have been prejudiced by a particular decision, you
can:

— Request that your application be reconsidered:

You can request that your application be reconsidered by sending a letter within 20 days of the date of dispatch
of the letter informing you of the decision, setting out the reasons, to:

European Personnel Selection Office


CORT 80
Open competition EPSO/AST/2/04
B-1049 Brussels

EPSO will forward your request to the Chair of the selection board where it comes within the board's remit. You
will be sent a reply as soon as possible.

— Appeals:

— Either you can bring a case before:

The Court of First Instance of the European Communities


Boulevard Konrad Adenauer
L-2925 Luxembourg

under Article 236 of the EC Treaty and Article 91 of the Staff Regulations of officials of the European
Communities,

— or you can lodge a complaint under Article 90(2) of the Staff Regulations of officials of the European
Communities, at the following address:

European Personnel Selection Office


CORT 80
Open competition EPSO/AST/2/04
B-1049 Brussels

The time limits for initiating these two types of procedure (see Staff Regulations published in Official Journal of
the European Communities L 56 of 4 March 1968— http://europa.eu.int/eur-lex) start to run from the time you are
notified of the act allegedly prejudicing your interests.

Please note that the appointing authority does not have the power to amend the decisions of a selection board.
The Court has consistently held that the wide discretion enjoyed by selection boards is not subject to review by
the Court unless rules which govern the proceedings of selection boards have clearly been infringed.
C 317 A/32 EN Official Journal of the European Union 22.12.2004

— Complaint to the European Ombudsman:

You can, like all citizens of the European Union, make a complaint to

The European Ombudsman


1 Avenue du Président Robert Schuman — BP 403
F-67001 Strasbourg Cedex

under Article 195(1) of the Treaty establishing the European Community and in accordance with the conditions
laid down in the Decision of the European Parliament of 9 March 1994 on the Staff Regulations and the general
conditions governing the performance of the Ombudsman's duties, published in the Official Journal of the
European Union L 113 of 4 May 1994.

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 Court of First
Instance under Article 236 of the EC Treaty.

Related Interests