Tuesday, September 2, 2014

Support Assistant to the Internal Auditor

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Support Assistant to the Internal Auditor

EUI - European University Institute

Florence, Italy

Florence, 28/08/2014

VACANCY NOTICE IUE/3/2014 
coupled with a notice for an 
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS 
POSITION TITLE 
Support Assistant to the Internal Auditor
GRADE
FGIII 08
UNIT(SERVICE) TO WHICH THE POST IS   ATTACHED
Internal Audit Service 
TYPE OF CONTRACT
Contract Agent post
(Article 3a of the Conditions of Employment of Other  Servants- CEOS) (1)
PLACE OF EMPLOYMENT
FLORENCE, ITALY
CLOSING DATE FOR APPLICATIONS
30/09/2014

The EUI is organising a selection procedure for the position of Support Assistant to the Internal Auditor.
Duration of the contract: three years, renewable initially for a fixed period of up to three years. Any further   renewal shall be for an indefinite period. In addition, a member of the contract staff may take part in internal     competitions for temporary or permanent posts after two years of service. (1)

The online application period will end on 30/09/2014 at 24:00 GMT+1 (CET, Central European Time).
(1) The EUI is in the process of amending the Staff Regulations for its Permanent Staff Members and the Conditions of Employment of Other Servants of the EUI. As at July 2014, the proposal still has to be approved by the EUI High Council. The amended Staff Regulations, if adopted, will impact the conditions of employment and the careers of permanent staff members and other servants. Selected candidates may receive a job offer based on the new provisions of the Staff Regulations once they have been adopted by the competent governing body without prejudice to other consequences of a legal or financial nature.

1. THE ORGANISATION

The European University Institute (EUI) is an academic institution set up in 1972 by Member States of the European Union charged with research and postgraduate training in Law, Economics, History and Civilisation and Political and Social Sciences with special reference to Europe. The Institute is not an EU Institution or body, but an intergovernmental organisation, funded directly by signatory states, partly by the European Commission and to some extent through external funding. The EUI provides a multinational work environment in an intellectually stimulating atmosphere.

2. DESCRIPTION OF RESPONSIBILITIES

Nature of duties:

The successful candidate will provide assistance to the Internal Auditor. He/she will be in charge, under the supervision of the Internal Auditor, of the following main tasks:
  • Supporting the work of the Internal Auditor (e.g. carrying out simple pre-defined audit tasks or assisting with larger audit projects);
  • Assisting in carrying out ex-post checks on financial documents, monitoring the internal control system and the status of the action plans, as well as in the preparation of audit certificates for external EC-funded projects; 
  • Analysing and preparing data for the Internal Auditor; 
  • Assisting the Internal Auditor in the function as Secretary of the Organ of First Instance and of the Appeals Board; 
  • Co-ordinating the flow of working documents; maintaining and updating the filing system of the service; 
  • Editing documents, drafting notes, letters, reports and follow-up documents; 
  • Participating in meetings and drafting minutes, when necessary.

3. ELIGIBILITY CRITERIA

On the closing date for online applications, candidates must fulfil all the following general and specific conditions:

3.1 General conditions

  • Being a national of a Member State of the European Union, or holding long-term resident status in one of these States (on the basis of the EU Directive 2003/109/EC);
  • Enjoying full rights as a citizen attested by a recent extract from judicial records and/or certificate of good conduct proving no previous conviction for a criminal or administrative offence that could call into question his/her suitability for performing the duties of the post; 
  • Having fulfilled any obligations imposed by the laws on military service; 
  • Being physically fit to perform the duties.

3.2 Specific conditions

3.2.1 Education (Qualifications)

  • A level of post-secondary education attested by a diploma, or 
  • a level of secondary education attested by a diploma giving access to higher education, and appropriate professional experience of at least three years. This professional experience will be part of the diploma and will not be taken into account in the required numbers of professional experience under 3.2.2.

3.2.2 Professional experience

On the closing date for applications, and in addition to the qualifications required above, candidates must have at least 2 years of professional experience gained after obtaining the diploma required under 3.2.1.

3.3 Knowledge of Languages

  • Main language: have a thorough knowledge of one official language of the European Union
and
  • Second language: a satisfactory knowledge of another official language of the European Union.

4. SELECTION CRITERIA

Essential:

  • Knowledge and professional experience in the areas mentioned in the job duties. In particular, experience of working in an audit/control and/or financial environment;
  • Excellent knowledge of the main principles of accrual accountancy;
  • Good working knowledge of office automation software;
  • Good organisational, analytical and drafting skills;
  • Service-oriented attitude and discretion in handling sensitive information;
  • Excellent knowledge of English.

Advantageous:

  • Knowledge of additional languages of the European Union;
  • Knowledge of the financial and legal framework of the EUI and/or of the EU institutions and bodies;
  • Knowledge and use of the main accrual software;
  • Experience/ability to work as part of a multinational and multidisciplinary team in an international environment;
  • Certified Internal Auditor certificate or other similar certificate for professional recognition of internal auditors.

5. APPLICATION PROCEDURE & SCREENING PROCESS

Applications must be submitted electronically using the IUE/3/2014 online application formavailable athttp://www.eui.eu/About/JobOpportunities/AdministrativePosts.aspx  at the latest by 30/09/2014at 24.00 (please see also the specific guidelines under section 19 "Important information" of the application form). 

Only complete applications will be accepted and considered. Applications received by e-mail, fax or post will not be considered. 
A large number of applications may be received, therefore in order to avoid any technical constraints, we advise you to submit your application well ahead of the deadline. 

The Selection Board will screen the documents of applicants with reference to the above-mentioned eligibility criteria as well as to the essential and advantageous selection criteria and will on the basis of these findings establish a shortlist. 

Only shortlisted candidates will be invited for the written and oral tests and for the interview. 

Candidates will be disqualified if they:
  • do not complete the registration by the deadline;
  • do not send a complete application;
  • do not meet all the eligibility criteria on the closing date for online applications;
  • do not provide all the required supporting documents at any stage of the procedure where these are requested.
If at any stage of the procedure, it is found that any of the information given in the application is false or not evidenced by the appropriate supporting documents, the candidate will be disqualified from the competition. 
Contact: applyjob@eui.eu
Information to Candidates: 
Candidates who will not be shortlisted will be duly notified by the Personnel Service, once the Decision on the appointed candidate has been taken by the Appointing Authority.

6. SELECTION PROCESS

A limited number of candidates (no more than 7), as shortlisted by the Selection Board, will be invited for:

7.1 Written and Oral tests comprising:

  • a written test in English, aimed at assessing the candidate's skills and knowledge relevant to the post;
  • an English language test.

7.2 Interview

The interview will be conducted mainly in English (knowledge of other EU languages may also be tested). Mother tongue English speakers will be expected to demonstrate their knowledge of a second EU language. 

The purpose of the interview will be to test the candidate's capacity to
  • take on the responsibilities required by the post (max.25 points);
  • test the communication skills required to work in an international academic institution (max.15 points);
  • assess the personality and motivation of the applicants (max.10 points).

Assessment on the basis of qualifications and marking of tests:

Marking: 0 to 20 for the assessment on the basis of qualifications; 
Marking: 0 to 15 for the written test; 
Marking: 0 to 15 for the language test; 
Marking: 0 to 50 for the interview by the Selection Board 

The names of the selected candidate and, if applicable, of candidates included in the reserve list will be published on the EUI Web site: 

http://www.eui.eu/About/JobOpportunities/AdministrativePosts.aspx 

A successful candidate may explicitly request that his/her name not be published. Any such request must reach the EUI before the candidate is notified of the outcome of his/her application, and in any case no later than seven calendar days after the date of the tests and interview.
Important Information for Candidates:
Candidates are reminded that the work of the Selection Board is confidential. It is thus forbidden to make any contact with the members of the Board, either directly or indirectly, at any stage of the selection procedure. Any infringement of this rule will lead to disqualification from the selection procedure.
Candidates should not encourage third parties either to contact the Selection Board on their behalf. Any infringement of this rule may lead to disqualification of the candidate.

7. CONDITIONS OF EMPLOYMENT

Type of contract:

The successful candidate will be appointed by the Appointing Authority as a contract agent at grade FGIII 08, pursuant to Title IV of the Conditions of Employment of Other Servants of the EUI, for an initial period of three years, with the possibility of renewal for a fixed period of up to three years. Any further renewal will be for an indefinite period. In addition, a member of the contract staff may take part in internal competitions for temporary or permanent posts after two years of service. 

The successful candidate will be asked to serve a probationary period of nine months. 

The place of employment is Florence, where the EUI is located.

Remuneration:

The net monthly salary after taxes is approx. Euro 2,270. In addition to the salary, staff members may be entitled to various allowances, in particular a household allowance, expatriation allowance (16% of basic salary and household allowance), dependent child allowance and education allowance. The EUI has its own social security and pension scheme. Under certain circumstances, in particular where the jobholder is obliged to change his/her place of residence in order to take up employment, the EUI may also reimburse various expenses incurred on recruitment, notably removal expenses.

8. EQUAL OPPORTUNITIES

The European University Institute is an equal opportunity employer in accordance with Article 1d of its Staff Regulations. It accepts applications without discrimination on any grounds such as sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

9. DATA PROTECTION

The purpose of processing of the data you submit is to manage your application in view of a possible pre-selection and recruitment by the EUI. The information candidates provide in their application form is collected for the purpose of the selection procedure. 

The EUI will ensure that candidates' personal data are processed as required by its Data Protection Policy (President's Decision No. 40 of 27 August 2013 regarding Data Protection at the EUI). This applies in particular to the confidentiality and security of such data.

10. COMPLAINTS AND APPEALS

If at any stage of the selection procedure, the candidate considers that his/her interests have been prejudiced by a particular decision, he/she can take the following action:
  • Request for review
In assessing candidates' merits, the selection board observes the principle of equal treatment as well as the provisions governing the Competition procedure and the Board's proceedings. 
If a candidate nevertheless believes that one of these principles has not been applied in his/her case, he/she has the right, within ten calendar days from when the e-mail informing him/her of the decision is sent, to send a letter by e-mail stating his/her case to the e-mail address: applyjob@eui.eu. 

The candidate shall quote in the subject line of his e-mail:
  • The reference number for this competition;
  • The candidate/ application number;
  • "Request for review";
  • What stage of the selection the candidate's complaint concern.
If a request for review comes within the selection board's remit, the secretariat of the selection board, will forward the request for review to the Chair of the Selection Board and a reply will be sent as soon as possible from the Personnel and Administration Service following the indications received from the Selection Board. 

More information on the request for review available under Section 4 of the Guidelines to Competitions for posts at the EUI available at: 
http://www.eui.eu/Documents/ServicesAdmin/PersonnelService/Administrative/2013/PD53-2013EUIGuidelinesRecruitment.pdf
  • Appeal Procedures
If, at any stage of the competition, the candidate considers that the Administration and Personnel Service or the Selection Board have acted unfairly or have failed to comply with: 

‐ the rules governing the competition procedure, or 
‐ the provisions of the competition notice, 
and that his or her interests have been prejudiced as a result, the candidate can take the following actions: 

1. Submit a Formal Complaint to the Principal under Article 1(2) of the Common Provisions for the Teaching and Administrative Staff at the following address: 

The Principal 
European University Institute 
Badia Fiesolana 
Via dei Roccettini 9 
I-50014 San Domenico di Fiesole 

The complaint should clearly quote:
  • "complaint under Article 1(2) of Common Provisions for the Teaching Staff and Administrative Staff";
  • the candidate/application number;
  • the reference of the selection procedure;
  • the stage of the selection procedure to which it refers.
2. Submit a judicial appeal before the Organ of First Instance addressed to: 

Secretary of the Organ of First Instance and of the Appeals Board 
c/o Internal Audit Service 
European University Institute 
Badia Fiesolana 
Via dei Roccettini 9 
I‐50014 San Domenico di Fiesole 
eui.appeals@eui.eu 
Tel. 0554685652/0554685431
Please note that appeals concerning an error of assessment relating to the general eligibility criteria are not matters for which the competition's selection board is responsible shall only be admissible before the Organ of First Instance if an administrative complaint has previously been lodged under article 1, paragraph 2 of the EUI Staff Regulations.


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