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Administrative Assistant (Contract Agent, Function Group FG III)

  • IHI - Innovative Health Initiative
Belgium
Full-time
Published:
Application Deadline: April 26, 2024
  • IHI - Innovative Health Initiative
Belgium
Full-time
Published:
Application Deadline: April 26, 2024

ABOUT IHI:

The Innovative Health Initiative (IHI) aims to translate health research and innovation into real benefits for patients and society, and to ensure that Europe remains at the cutting edge of interdisciplinary, sustainable, patient-centric health research. Health research and healthcare increasingly involve diverse sectors. By supporting projects that bring these sectors together, IHI will pave the way for a more integrated approach to healthcare, covering prevention, diagnosis, treatment, and disease management.

IHI is a partnership between the European Union and European industry associations representing the pharmaceutical, medical technology, biotechnology, digital health and vaccine industries, namely COCIR, EFPIA, EuropaBio, MedTech Europe, and Vaccines Europe. IHI’s total budget is EUR 2.4 billion. Half of this comes from Horizon Europe, the EU’s research and innovation programme. The IHI industry partners have committed EUR 1 billion to IHI, and a further EUR 200 million can be committed by other organisations that decide to support the objectives of IHI in specific areas of research by becoming contributing partners. IHI builds on the successes of the Innovative Medicines Initiative, and the IHI Programme Office continues to manage projects launched under IMI.

For more information, please visit the IHI JU website: www.ihi.europa.eu

JOB DESCRIPTION:

As a member of the Scientific and Operations Unit, the Administrative Assistant will be part of the IHI’s scientific operations team, which ensures dealing with grant management, and collaborating with a wider team of Scientific Officers and Legal Officers.

The administrative assistant tasks will include, among others, the following:

  • Supporting the Scientific Operations team in the organisation and running of internal and external meetings, e.g. operations team meetings, scientific meetings, workshops, taking care of all logistical aspects and administrative documents related to meetings;

  • Assisting with the planning and preparation of the IHI JU project reviews including the initiation and preparation of expert pools, expert contracts, and payments etc;

  • Acting as Financial Initiating Agent (FIA) and/or Operational Initiating Agent (OIA) in the context of all the above activities;

  • Ensuring quality control of documents, reports and statistics relevant to the function;

  • Collaborating closely with other teams (finance, communication) on various projects, fostering a supportive and productive work environment;

  • Assisting the call coordination team with the selection of external evaluators, ethics experts, independent observers and initiating the preparation of expert pools, expert contracts and payments; supporting logistics related to the remote and central evaluations of call for proposals, when required;

  • Assisting with activities related to the IHI JU Governance Bodies, supporting the logistics of related meetings and conference calls, preparing documents for consultation and following up on deadlines, when required/ needed.


The successful candidate may undertake other tasks and activities as deemed necessary under the responsibility of the Head of Scientific Operations, as tasks may evolve according to the development of the IHI JU’s structure or activities.

ELIGIBILITY CRITERIA: 

At the closing date of applications, candidates must:

General conditions

  • Be a national of a member state of the European Union;

  • Enjoy his/ her full rights as a citizen1;

  • Have fulfilled any obligations imposed by the applicable laws concerning military service;

  • Be physically fit to perform the duties linked to the post2;

  • Meet the character requirements for the duties involved;

  • Have a thorough knowledge of one of the official EU languages and a satisfactory knowledge (at least B2 level) of another of these languages to the extent necessary for the performance of their duties (candidates are invited to specify in their CV possible language certificates they have obtained which can demonstrate their language skills).


Education 

  • Have a level of post-secondary education attested by a diploma3;


OR

  • Have a level of secondary education attested by a diploma giving access to post-secondary education, and after having obtained the diploma, at least three (3) years of full-time appropriate professional experience;


If you do not fulfil all the eligibility criteria, your application will not be taken into consideration.

Eligibility criteria must be fulfilled by the deadline for applications, and maintained throughout the selection procedure and appointment

SELECTION CRITERIA:

Candidates will be considered for the selection phase on the basis of the following criteria, to be fulfilled by the closing date for applications:

Essential criteria

  • Suitability to perform the tasks described under point 2 job description;

  • At least three (3) years of professional experience4 in the fields related to the duties as indicated above (e.g. ' expert meetings support, office management roles, etc.);

  • Solid experience in managing files from an administrative and financial perspective (e.g. initiation of payment files, initiation of operations workflow, etc,);

  • A very good command of written and spoken English.


Advantageous criteria

  • Working experience in EU research and/or call management activities;

  • Familiarity with EU IT tools (e.g. EMI, COMPASS, etc.);

  • Working experience in an international environment.


Behavioural competences

Throughout the different phases of the selection procedure they will also be assessed on the following criteria that are essential to the post:

  • Excellent command of MS Office tools (Word, Excel, Outlook, Powerpoint, etc.);

  • Strong organisational skills to handle multiple tasks simultaneously and ability to prioritise;

  • Flexibility and ability to work efficiently and accurately under pressure, or when multi-tasking;

  • Strong customer service-oriented approach;

  • Excellent communication and inter-personal skills;

  • Proactive approach to problem-solving and task execution;

  • Excellent teamwork skills and ability to work well in a multicultural environment;

  • Keen eye for detail with the ability to maintain high standards of accuracy under pressure of tight deadlines;

  • Ability to work autonomously and effectively in small teams.


In order to be evaluated in the best possible way, candidates are advised to give evidence of their knowledge withspecific examples and/or detailed professional experience. Candidates are invited to be as detailed and as clear as possible when describing their professional experience and specific skills and competences in their application form.

Failure to comply with the eligibility and essential selection criteria will result in the disqualification of the applicant concerned

APPOINTMENT AND RESERVE LIST: 

The recruitment will take place upon a decision of the IHI JU Executive Director (the Appointing Authority).

The Executive Director of the IHI JU will select a successful candidate from the reserve list and offer them the post. A binding commitment can only be made after the verification of all conditions5 and will take the form of a contract signed by the Appointing Authority of the IHI JU.

The successful candidate will be required to make a declaration of their commitment to act independently in the public interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.

The reserve list could be used to fulfil other positions within the IHI JU depending on the needs of the Joint Undertaking and will be valid until the date indicated in the relevant vacancy (the validity of the reserve list may be extended).

Candidates should note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on the availability of posts and budget. The IHI JU may decide at any time during the procedure not to pursue the recruitment.

The reserve list for this post will be valid until 31 December 2025 and may be extended at the discretion of the Appointing Authority of IHI JU.

DEADLINE FOR APPLICATIONS:

Interested candidates are invited to submit their application by no later than 26 April 2024 at 23:59 (Brussels Time/Central European Summer Time) following the instruction in the ANNEX.

HOW TO APPLY:

Apply HERE.

CONDITIONS OF EMPLOYMENT:

The place of employment will be Brussels, where the Joint Undertaking premises are located.

The successful candidate will be recruited as a Contract Agent Function group FGIII, pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Union, for a period of 3 years. After an evaluation of the performance of the post holder's performance and, subject to budget availability, the term of office may be extended. The period of engagement will not in any case exceed the lifetime of the IHI Joint Undertaking.

The place of employment will be Brussels, where the IHI JU premises are located.

The basic monthly salary for FG III, grade 8 (step 1) is 3.111,21 € subject to an annual review of remuneration provided for in Article 65(1) of the Staff Regulations, and to a Community tax deducted at source and staff members are exempt of national taxation. In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation allowance or foreign allowance  (16% of basic salary, or 4% of basic salary), household allowance, dependent child allowance and education allowance. A comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance, and travel insurance. Further information regarding rights, conditions of employment and benefits can be found at the following link: Staff Regulations

IMPORTANT NOTE:

Candidates are invited to read the ANNEX that represents an integral part of this vacancy and provides information on how to complete the application, the steps of the selection process and appeal procedures.

1Prior to the appointment, the successful candidate will be asked to provide a certificate of good conduct, confirming the absence of any criminal record.

2Before taking up his/her duties, the successful candidate will undergo a medical examination by one of the institutions’ medical officers in order that the IMI2 JU may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.

3Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant EU Member State authorities will be accepted. Any academic qualification mentioned in the application form shall be duly supported by evidence (original or certified copies of e.g. diplomas, certification, etc.). In instances where diplomas are obtained from a non-EU Member State, IMI2 JU may request the candidate to provide a relevant document of comparability issued by a recognised authority.

4Any professional experience mentioned in the application form shall be duly supported by evidence (original or certified copies of e.g. contracts, payslips etc.). Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications for engagement. In order for your professional experience to be taken into consideration, it must be supported by relevant documents attesting an actual work relationship defined by the following elements: real, genuine work; on a paid basis; as employee (any type of contract), or provider of a service.  Any given period may be counted only once (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience). Professional activities pursued part-time will be calculated pro-rata on the basis of the certified percentage of full-time hours worked. Remunerated PhDs acquired in a field relevant to the job description can be counted as professional experience up to 3 years. Paid traineeships are counted as working experience. Prior to contract signature, the successful candidate(s) will need to provide original versions of documents proving the candidate’s work experience.

5Before the appointment, a successful candidate shall undergo a medical examination by the medical services of the Commission in order that the IHI JU may be satisfied that she/he fulfils the requirement of article 28(e) of the Staff Regulation of the Officials of the European Commission.
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