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Communications Assistant

  • Chips Joint Undertaking
Brussel, Belgium
Full-time
Published:
Application Deadline: December 31, 2025
  • Chips Joint Undertaking
Brussel, Belgium
Full-time
Published:
Application Deadline: December 31, 2025

OVERALL PURPOSE:

The Communications Assistant will support the Communications team by performing the tasks described below.

DUTIES AND RESPONSIBILITIES:

The Communications Assistant duties will include:

Communications activities

  • Support the preparation and execution of key external stakeholder events, exhibitions, press briefings, conferences and events;

  • Support the creation and maintenance of contact databases (press, stakeholders, etc.);

  • Assist in preparing, producing and editing printed and online publications including brochures, newsletters, bulletins, leaflets, powerpoints, posters, adverts and banners and other material as required;

  • Assist in development and management of content on the Chips JU’s website, including members’ areas and social media;

  • Support the Communications Manager/Officer in preparing/following up tenders for procurement of communications-related services and assisting with the management of the subsequent framework contracts;

  • Assist with the graphic design and layout elements of Chips JU communications materials and liaise with suppliers for the production elements;

  • Assist with organisation of photo sessions and audiovisual coverage of events (conferences, seminars), liaising with contractors, dealing with relevant logistics and security issues, managing the multimedia library;

  • Assist the Communication team to manage press and media relations including distribution of press releases and assisting with regular media monitoring and preparation of reports;

  • Follow-up the Communication’s budget lines for “public relation/communication activities";

  • Preparing  order forms, and subsequent checking of invoicing and administrative follow-up;

  • Act as administrative Initiating Agent;

  • Ad hoc activities. The above-mentioned list of communication activities and tasks are not exhaustive and a number of projects could be added to adapt to new needs and technologies.


Administrative support

  • Provide secretarial support and assistance to the Communications team as required (including: draft documents - agendas, briefings, reports etc. - demonstrating a high level of independence);

  • Provide support on site at meetings, seminars and conferences, as required; 

  • Provide support for the preparation of reports and analysis of statistics;

  • Retrieving and storing information; registering, filing and archiving documents;

  • Providing administrative and logistical support in the performance of the Chips JU Communication activities;

  • Ensure backup function;

  • Undertake additional tasks as required in the interests of the service;

  • Ad hoc activities. The above-mentioned list  is not exhaustive and a number of projects could be added to adapt to new needs and technologies.


ELIGIBILITY CRITERIA:

A eligibility 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.

General conditions

  • Be a national of a Member State of the European Union;

  • Be entitled to his or her full rights as a citizen;

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

  • Meet the character requirements for the duties involved;

  •  Demonstrate a very good command of written and spoken English (C level). Have a thorough knowledge of one of the official EU languages and a satisfactory knowledge (at least B2 level or equivalent) of another of these languages to the extent necessary for the performance of their duties (candidates are invited to specify in their CV any language certificates they have obtained which can demonstrate their language skills);

  • Be physically fit to perform the duties linked to the post.


Education

On the closing date for applications, candidates must have:

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

  • Have a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of at least 3 years;

  • Where justified in the interest of the service, professional training or professional experience of an equivalent level.


SELECTION CRITERIA:

Essential criteria

  • Proven background in a relevant field, such as Communication, Marketing, Public Relations or Journalism;

  • Suitability to perform the tasks listed above;

  • Fluent and correct style of communication in English, both oral and written;

  • Excellent organisational and problem solving skills;

  • Ability to work in autonomous way and show proactive attitude;

  • Service-oriented, results-driven and flexible attitude;

  • Cooperative and supportive team player;

  • Excellent knowledge of standard computer applications (Word, Excel, PowerPoint, Outlook, Internet, etc.);

  • Experience  in social media management, including planning, drafting and designing posts;

  • Experience in website management (knowledge of Power Apps is requested);

  • Experience with graphic design and video editing tools (knowledge of Adobe Creative Cloud – Illustrator, InDesign, Photoshop, Premiere is requested);

  • Experience in supporting coordinating activities with media partnerships;

  • Experience in creating and monitoring contact data base (knowledge of dedicated platforms such as Meltwater or similar is a plus); 

  • Experience in providing secretarial and administrative support;

  • Ability to work well under pressure and to respond quickly to new demands;

  • Flexibility to perform a range of different tasks simultaneously and ability to set priorities;

  • Experience in assisting in the organization of meetings/conferences/workshops;

  • Professional experience in working in a multicultural, international and multidisciplinary environment;

  • Strong sense of responsibility, commitment and co-operation.


Advantageous criteria

  • Previous professional experience in the Communication domain;

  • Knowledge of Ares;

  • Knowledge and experience about the European Institutions;

  • Knowledge of the ECS/ICT sectors.


Behavioural competences  

  • Excellent organizational skills and ability to prioritize;

  • Ability to work effectively under pressure without close supervision, to respect tight deadlines, and to use his/her initiative to solve problems and to take a proactive approach;

  • Excellent communication, interpersonal and collaboration skills (e.g. the ability to establish and develop good inter-personal relations with a broad range of stakeholders in cross-cultural environments as well as in the team).


In order to be evaluated in the best possible way, candidates are recommended to give evidence of their knowledge with specific examples and/or detailed professional experience. Candidates are invited to be as detailed and as clear as possible in the description of 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 a disqualification of the applicant concerned.

SELECTION PROCEDURE:

A Selection Committee, appointed by the Appointing Authority of the Chips JU, assesses the applications in accordance with the eligibility and selection criteria outlined in the vacancy notice and establishes a short-list of candidates invited for an interview and a written test.

The Selection Committee will interview the short-listed candidates. These candidates will also sit a written test related to the field of the duties. Following this, the Selection Committee will establish a reserve list of suitable candidates to be approved by the Executive Director.

Candidates are reminded that the Selection Committee’s work is confidential. It is strictly forbidden for candidates to make direct or indirect contact with its members or to ask anybody to do so on their behalf.

APPOINTMENT AND RESERVE LIST:

The Executive Director may decide to interview the candidates before establishment of the reserve list and/or appointment.

The Executive Director will approve a reserve list and select one candidate for the post. A binding commitment can only be made after the verification of all conditions and will take the form of a contract signed by the Executive Director.

The reserve list may be used to fill other positions of the same nature and of the same grade within the Chips JU. Other Joint Undertakings can also ask to access the reserve list. In such a case, candidates will be asked to confirm their explicit consent allowing the Chips JU to transfer their data to the concerned Joint Undertaking.

Candidates should note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget. The reserve list for this post will be valid until 31 December 2025 and may be extended at the discretion of the Executive Director.

The reserve list might be used by other Joint Undertakings to cover a similar position.

CONDITIONS OF EMPLOYMENT:

The successful candidate will be appointed by the Executive Director of the Chips JU as a contractual agent Function Group III for a period of three years, renewable pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Union.

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

After an evaluation of the post holder’s performance, the contract may be renewed in accordance with the Chips JU legal basis. The period of engagement will not in any case exceed the lifetime of the Chips JU.

Remuneration will be based on the Union scale of salaries. Pay is subject to Union tax and other deductions laid down in the Staff Regulations. Remuneration is, however, exempt from any national taxation.

The successful applicant who is offered a contract of employment will be graded in accordance to Article 86(1) of the CEOS, taking into consideration their qualifications and professional experience at the time of entry into service.

Contract staff engaged in Function Group III shall be graded within their function group according to the following rule (always in step 1).

The indicative basic monthly salaries of FG III are (allowances not included):

  • FG III grade 8: EUR 3,111.21;

  • FG III grade 9: EUR 3,520.14;

  • FG III grade 10: EUR 3,982.81.


The place of employment is Brussels, where the JU premises are located.

For any further information on contractual and working conditions, please refer to the Staff Regulations of Officials of the European Communities and its Conditions of Employment of Other Servants of the European Communities, which is available on the following web page:

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

DECLARATION OF COMMITMENT TO SERVE PUBLIC INTEREST INDEPENDENTLY:

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

EQUAL OPPORTUNITY:

The Chips Joint Undertaking is committed to welcoming and managing diversity, gender equality and inclusion, and welcome applications from all candidates independently of their gender, race, colour, ethnic or social origin, language, religion or belief, age or sexual orientation, including from candidates with disabilities. Assistance can be provided to persons with disabilities during the recruitment procedure.

The Chips Joint Undertaking actively welcomes applications from all qualified candidates from diverse backgrounds, across all abilities and from the broadest possible geographical basis amongst the EU Member States.
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