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Lead Assistant (Talent Management)

Type of position:  Temporary agent
Shift Type:  28 January 2021 23:59 CET

Job grade: AST03 

Internal/interagency job grade: AST03-AST09 

Type of position: Temporary agent 

Selection procedure reference: EMA/AST/3247 

Job title: Lead Assistant (Talent Management) 

Deadline for applications: 28 January 2021 23:59 CET 



About this role

The Agency is looking to recruit a Lead Assistants within Administration and Corporate Management Division with solid experience in HR, specifically within recruitment/talent acquisition and learning and development. If you are a result driven individual with great customer focus, this post is for you!

Job description

Under the supervision of the Head of Service, Lead Assistant will manage and administer various aspects of Talent Management function.

Talent Development

• Support a broad range of learning and development activities and initiatives and the design and development of learning paths and plans to enable the Agency staff to build a wide range of competencies;
• Support talent related programs and initiatives;
• Support the provision of learning solutions in line with the latest learning and development trends and standard methodologies;
• Actively participate in learning needs analysis, and formulation of learning strategies;
• Support the monitoring and analysis of learning and development data, with a view to identify trends and propose relevant solutions;
• Administer and process learning applications;
• Liaise with HR Business Partners to assess and plan Division’s development needs in line with the strategic requirements of the Agency;
• Actively support the implementation of the management development program;
• Align learning and development interventions with the competency framework;


Talent Acquisition

• Assist with the annual recruitment planning, including the expected number of candidates on the reserve-lists, based on the skills and competency needs expressed within assigned portfolio;
• Liaise with HR Business Partners to plan resourcing of the requirements using existing talent pools and/or new selection procedures in line with the Agency prioritisation;
• Advise hiring division on the different steps of the selection procedure, in particular: job profile revision, attraction strategies, planning of the procedure, pre-screening questions, vacancy notice, selective and final assessments, selection panel, etc.;
• Act as coordinator and Talent Acquisition Advisor to the Selection Committees. Participate in the proceedings of the panel as an HR Expert, including preparation of selection report
• Manage the full life-cycle recruitment process for assigned portfolio in close coordination with Talent Acquisition Assistant, HR Business Partner and Onboarding team.
• Maintain the recruitment status schedule and monitor all activities and Key Performance Indicators (KPIs) associated with assigned selections;
• Keep recruitment database records accurate, updating any changes to the candidate contact details if required
• Advise on and follow relevant Agency regulations;


Other duties

• Develop and maintain professional relations with all stakeholders (i.e. staff members, candidates, vendors, speakers, etc.).
• Provide input to improvement of processes and procedures within area of responsibility;
• Participate and be responsible for relevant projects within area of responsibility;
• Maintain relevant portals and systems;
• Deputize for higher grade staff (e.g. Senior Talent Acquisition/Development Officer);
• Performs other duties as may be required.

Eligibility Criteria

To be eligible for consideration for this position, you are required to:

  1. enjoy full rights as a citizen of a European Union Member State, Iceland, Liechtenstein or Norway;
  2. possess a level of post-secondary education attested by a diploma, or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years, completed before closing date;
  3. have at least 6 years of relevant professional experience after obtaining the relevant diploma and before the closing date of this vacancy notice;[1]
  4. have a thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2);
  5. have fulfilled any obligations imposed by applicable laws concerning military service.

For criteria 1, 2 and 3, you will be required to provide proof in the application form and at the interview stage. Failing to present these documents may result in the disqualification from the selection procedure.


Essential Criteria

  1. Professional experience of at least 6 years of working in one or more of the relevant areas of Talent Management (i.e. recruitment, learning and development, competency development);
  2. Knowledge of Talent Management best practices (e.g. talent pools, agile career paths, virtual assessments, etc.)
  3. Experience with various HR management systems (e.g. e-recruitment, Learning Management Systems, etc.);

Desirable criteria


Behavioural competencies

  • Analytical and Problem Solving - Systematically gathers information, assimilates and evaluates it and reaches logical and timely conclusions which can be defended.
  • Communicating – Presents a professional image of self, team and the Agency. Conveys information accurately and concisely, adjusting style according to purpose and audience. Able to influence people in meetings and in writing in order to achieve objectives.
  • Delivering Quality and Results - Takes responsibility for delivering own work with speed, and professionalism to the right quality. Responds flexibly to changing priorities, monitoring progress and quality of own work and meeting objectives. Demonstrates the financial and resource management expertise necessary to achieve results.
  • Prioritising and Organizing - Organises own and other resources effectively. Has a good understanding of priorities in their own work, and that of their team, and acts accordingly, and responds proactively to the need for change in priorities. Demonstrates on-going focus on efficiency of resources, including in organisation of work.
  • Resilience - Effective and resourceful, including at times which are particularly pressured. Understands that some organisational frustrations are a feature of working life; However is able to maintain a ‘can do’ approach in spite of them. Mitigates, or where possible, eliminates frustrations in own area of work. In addition to responding effectively to changes required in own work, and seeking to deliver continuous improvements here, may also take a more active role in change initiatives, projects and programmes in areas beyond their own areas of responsibility. Sets an example with enthusiasm and positive approach to changes.
  • Working with others - Shows consideration for others' needs and motivations, values diversity and inclusion. Works effectively and supportively on shared objectives with colleagues and contacts in the immediate and wider teams.
  • Learning and Development - Open and flexible approach to new ideas, drawing on them and on experience to improve results. Enthusiastic about personal development. Open to change and innovation.

Selection procedure timelines

Deadline for applications

28 January 2021

Preliminary assessments

Week of 22 February 2021

Final assessments

From 1 to 12 March 2021

Decision expected

Week of 15 March 2021

Selection Process

Only eligible candidates (see eligibility criteria) will be assessed by the selection committee.

Suitability and qualifications of eligible candidates will be assessed against the assessment criteria in different steps of the selection procedure. Before the start of the selection procedure, the selection committee decides which assessment criteria will be used at each stage of the process. Certain criteria will be assessed / scored only for shortlisted candidates during interviews (and/or tests).


In order to allow the selection committee to carry out an objective assessment of all candidates in a structured way, all candidates must answer the pre-defined set of questions as part of their application.

The questions are based on the essential and desirable assessment criteria, as well as on behavioural competencies included in this vacancy notice. When answering a question, you should include all relevant information, even if it is already mentioned in other sections of your application form. The selection committee will assess whether you meet all the eligibility criteria, including your suitability for the position, using solely the information provided in the responses to those questions.

To carry out this assessment, the selection committee will first assign each question a weighting that reflects its relative importance, and each of your responses will be awarded points (1 to 10). The points are multiplied by the weighting factor and added up to identify those candidates whose profiles best match the duties to be performed.

Only the candidates with the highest total marks at the shortlisting stage will go through to the next stage.


Next steps of selection may include a preliminary assessment (Skype, remote test, etc.) and / or an interview and a test in EMA premises. Please note that due to current travel restrictions the assessment may be conducted remotely. All assessments are based on the assessment criteria listed in this vacancy notice.

At this stage, the selection committee will also look at the other sections of your application form (work experience, education, etc.).

Candidates may participate in cognitive (e.g. deductive reasoning) and personality assessments (e.g. SHL occupational personality questionnaire OPQ32) as part of the selection process.

Following the assessment stage(s), the selection committee recommends the most suitable candidate(s) to be placed on a reserve list for future recruitment. Note: this reserve list may be used to fill similar vacancies within Translation Centre for the Bodies of the European Union (Luxembourg). Applicants will be asked to express their preference in the application form.

When a vacancy becomes available, candidates on the reserve list may be contacted for an additional interview.

Each interviewed candidate will be notified in writing whether he or she has been placed on the reserve list. This reserve list will normally be valid until the end of the next year full calendar year (the validity period may be extended). Candidates should note that the placement on the reserve list does not guarantee an employment offer.

More information about selection and recruitment (including administrative complaint procedure) at the EMA is available at our careers website.

Conditions of employment

In principle, the Agency offers a five-year renewable contract.

The monthly basic salary, including the local weighting[1] which adjusts salaries to the cost of living in the Netherlands compared to Brussels, is €4,307.78. Note this salary is subject to deductions of community tax, health insurance and pension contribution. 

EMA offers a final salary pension scheme and a world-wide medical insurance.

In addition to the basic salary, the jobholder may be entitled to various additional allowances, including family allowances, such as education allowance for dependent children of school age, and expatriation allowance. Relocation and/or resettlement allowances may also be available upon entry into employment.

More detailed overview of various allowances and entitlements is available at our careers website.

Please consult the Eurostat website for more information about the duty station weighting.

[1] The current weighting for the EMA's location in Amsterdam, the Netherlands, is 113.9. Please consult the Eurostat website for more information on weightings.




If you currently hold a different contract, a contract in a different function group or your grade is outside the grade bracket stipulated in the vacancy announcement, you will receive a new contract. Chapter IV of the Rules on Temporary Agents 2f of the CEOS as of 1 July 2015 stipulate that the successful candidate will receive a new contract at the grade advertised and will serve probation.

If you currently hold a contract in a grade and function group corresponding to the grade bracket and function group coherent with the post to be filled, you will also be offered the opportunity to be assigned to the post by means of mobility under the provisions of Article 6(2) of the Rules on Temporary Agents 2f of the CEOS as of 1 July 2015.

If you are successful in the selection procedure and offered a position, you will be informed of the options available to you and asked to make a decision within a given timeframe (usually 10 working days).


Domenico Scarlattilaan 6 - 1083 HS Amsterdam - The Netherlands

Telephone +31 (0)88 781 6000 - Email recruitment@ema.europa.eu


© European Medicines Agency, 2020. Reproduction is authorised provided the source is acknowledged.

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