Download Example Standard job profile for a Contract Agent

Example: Standard job profile for a Contract Agent (FG
II)
Reporting to the Head of Office/Service, the Contract Agent will be responsible for providing secretarial
support to assigned Scientific staff.
The successful candidate will be responsible for the following tasks:
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Full secretarial support to assigned scientific administrators in the Office/Service including typing,
sending and filing of general correspondence, reports, statistical data etc. using pre-defined
templates and formats.
Organisation, preparation and follow-up of meetings with Rapporteurs, Co-Rapporteurs and
pharmaceutical companies, working parties including the co-ordination of other related activities
and for arranging logistics with Conference Services including availability of meeting rooms,
photocopying and distributions of documents.
Draft correspondence to delegates; send documentation by e-mail, fax, courier or post according
to established Standard Operating Procedures or following instructions from the Supervisor.
Prepare and update lists and files relating to the work of the Department/Office/Service and
ensure that the information is correct and current.
Maintain mailing lists, simple bibliographies or similar material from information or instructions
provided. Review files and background documentation on points of interest and past practice of
the Department/Office/Service.
Organise travel and accommodation and prepare travel orders, reports and expense claims.
Prepare presentations/ slides for internal/ external meetings and conferences.
Produce photocopies of internal work documents as instructed by the Supervisor and other
colleagues and collate documents when necessary.
Prepare correspondence between the Applicants, Marketing Authorisation Holders, Standing
Committee Members and the Commission.
Database update.
Telephone liaison with pharmaceutical companies and the European Commission.
Checking of Mock-ups/Specimens and parallel distribution texts in English and another European
language.
Receive and assist office visitors and callers using initiative and judgement in their disposition.
Act as back up for the other Department staff member when necessary.
Use tact and discretion in the handling of confidential files and information.
Elements that will be taken into account in determining candidates to be
invited for interview:
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Proven administrative experience
Excellent knowledge of working with MS Word/Excel/PowerPoint/Outlook
Experience of drafting documents
30 Churchill Place ● Canary Wharf ● London E14 5EU ● United Kingdom
Telephone +44 (0)20 3660 6000 Facsimile +44 (0)20 3660 5555
Send a question via our website www.ema.europa.eu/contact
An agency of the European Union
© European Medicines Agency, 2014. Reproduction is authorised provided the source is acknowledged.
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Experience of minute taking
Experience of proof reading
Experience of working in a multicultural environment
The successful candidate will have the following:
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Excellent organisational skills
Strong ability to follow detailed processes and procedures
Precision in execution of work with attention to detail
Initiative, diplomacy and good judgement
Good written and oral communication skills
Good interpersonal skills and team spirit
Tact and discretion in the handling of confidential files and information
Essential requirements for admission:
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A post-secondary education attested by a diploma or a secondary education attested by a diploma
giving access to post-secondary education and appropriate professional experience of three years.
The secondary education diploma giving access to post-secondary education may be replaced by a
certificate of adequate professional training of not less than three years on condition that there
was no similar professional training giving access to higher education at the time it was issued.
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A good command of English and a thorough knowledge of another official language of the
European Union.
For the first essential requirement it will be necessary to provide proof at
the interview stage.
Example: Standard job profile for a Contract Agent (FG II)
EMA/290187/2012
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