European Personnel Selection Office 11/04/2017 European Personnel Selection Office Erik Halskov Director

The European Communities Personnel Selection Office (EPSO) 11/04/2017 The European Communities Personnel Selection Office (EPSO) Legally established by decision of the EU institutions on 26 July 2002. Fully operational 1 January 2003 Mission: to organize open competitions to select highly qualified staff for recruitment to all institutions of the European Union EPSO was created as part of the administrative reform launched by the Commission in year 2000 Reform included an overhaul of the personnel policy, from selection and recruitment to retirement. EPSO created as part of the reform of selection and recrutment. To be recruited as a permanent official one has to pass a competition Previously each institution organised their own competitions EPSO – organised competitions on behalf of all the institutions – i.e. in principle a candidate having passed a competition can now be recruited by any of the institutions With EPSO, one could say that we have created on single ”portal” for recruitment to the EU institutions Common standards & procedures Reference: EPSO’s tasks (Staff Regulations Annex 3): Organise open competitions at request of individual institutions Provide technical support for internal competitions at request of institutions Assistance in selection of temporary & contract staff at request of institutions Determine contents of all examinations for appointment to a higher function group (i.e. from AST to AD) Assistance in selection of temporary & contract staff at request of institutions Definition & organisation of assessment of linguistic ability for first promotion purposes

European Institutions recruit selected candidates 11/04/2017 EPSO selects candidates *** European Institutions recruit selected candidates Note the differences in distribution of responsibilities: EPSO= Selection through competitions - can be seen as a process to ”quality ensure” candidates Institutions= Actual recruitment

European Institutions 11/04/2017 European Institutions European Parliament Council European Commission Court of Justice Court of Auditors European Economic & Social Committee Committee of the Regions European Ombudsman Summary of the EU institutions behind EPSO There is more out there than the Commission! - feel for the range of opportunities Though Commission approx. 70% off all staff Mainly based in Brussels, but some staff based in Luxembourg, Strasbourg and elsewhere

EPSO Resources Today: 140 staff 11/04/2017 EPSO Resources Today: 140 staff Own premises: Av. de Cortenbergh 80 in Brussels : close to all European Institutions Annual budget : 22 million € EPSO: Approximately 130 staff Budget: 25 million EUR for 2005 – about 20 for EPSO – 5 for EAS

EXAMPLES EUR 2 (Bulgaria and Romania) Translators (AD5) 11/04/2017 EXAMPLES EUR 2 (Bulgaria and Romania) Translators (AD5) Interpreters (AD5) EUR 2 and EUR 10 Administrators – EPA, Law, Economics, Audit (AD5) Secretaries (AST1) EPA- European Public Administration HR – Human resources

Structure of presentation 11/04/2017 Structure of presentation Selection Recruitment Career STRUCTURE OF PRESENTATION: Selection Legal provisions Competition structure / Stages of a typical competition Competitions coming up (provisional work programme) Recruitment Overview of the institutions, facts and figures, relevant statistics Types of contracts. Competitions focused on selection of permanent officials! Career The career system Staff reporting system, promotion Training, mobility Commission external services Working conditions

Selection 11/04/2017 Selection Basic requirements Legal provisions Competition structure / Stages of a typical competition Competitions coming up (provisional work programme)

Permanent Officials Employed and taxed by EU 11/04/2017 Permanent Officials Employed and taxed by EU Separate social security system Longterm employment security Salary according to fixed salary table Recruitment through open competitions Reform of working conditions as of 1 May 2004 TYPES OF CONTRACT 1 – Permanent officials Will come back to working conditions such as salary level etc!

Categories of staff AD – Administrators 11/04/2017 Categories of staff AD – Administrators Former A and LA (administrators, managers, linguists) AST – Assistants Former B (administrative assistants) and C (secretaries) During the administrative reform, a new career structure was created. Two new staff categories /function groups AD (former A and LA) – graduate entry – Focus of this presentation! AST (former B, C and to a certain extent D)

BASIC REQUIREMENTS FOR “AD” CATEGORY 11/04/2017 BASIC REQUIREMENTS FOR “AD” CATEGORY University degree EU citizen Knowledge of 2 EU languages Specific requirements for each competition Further comments on educational requirements and languages follows!

Notice of competition Legal basis Published in the Official Journal 11/04/2017 Notice of competition Legal basis Published in the Official Journal Category, grade, field Basic and Specific requirements Expiry date for application etc. The Start of the Selection procedure Is – the legal basis – Print, keep, consult throughout the competition!!! Published in: -Official Journal, -on EPSOs website, -two main newspapers in all Member States – in Spain it’s normally in ”El País” and in ”La Vanguardia” sometimes in “Expansión y empleo” (part of “El Mundo”) Contains – type of job, category, grade, requirements, exactly which tests will be done in the particular case etc and information about how (and when) to apply! Application now normally on-line – directly on EPSOs website! And all communication between EPSO and candidate through website via EPSO profile – to be checked regularly!

Competition structure 11/04/2017 Competition structure   1. Pre-selection tests  All applicants 2. Written section Fixed number 3. Oral examination A typical competition has 3 stages: See more details further on! pre-selection – whith the aim of making a first sift and reducing the number of candidates to manageable numbers: all suitably qualified candidates are invited Written tests – only a fixed number invited – the number being fixed in the Notice of competition Oral test – only a fixed number, in accordance with Notice of competition The Notice of competition also sets out the aim for number of successful candidates – ”laureates” Example of magnitude to the right! Main sift normally at pre-selection.

Pre-selection tests Multiple-choice questions 11/04/2017 Pre-selection tests Multiple-choice questions Knowledge in specialist field EU-knowledge General aptitude: Verbal & Numerical reasoning All pre-selection tests in Second language All suitably qualified candidates are invited to participate in pre-selection tests, usually held at test centres in all Member States Multiple choice questions, usually covering 1) test in the specialist area of the competition 2) verbal & numerical reasoning to assess general intellectual capacities, 3) Knowledge of main developments in EU unification and in the various Community policies Tests are taken in the second EU language. There is therefore no need for a separate test in the language, and there is a more realistic test of the ability to work in the second language Marked anonymously by machine. Candidates receive a numerical score. Must achieve a pass mark in all papers. Placed in order of merit.

Written section Interview Essay in specialist field 11/04/2017 Written section Essay in specialist field Written test: Highest scoring candidates who achieve a pass mark in the pre-selection tests will be admitted to the written tests. Written tests are often taken on the same day as the pre-selection tests, for organisational reasons, but only the papers of those admitted to the written stage will be marked. Narrative exercise, to test skills in comprehension, analysis, drafting, summarising etc. Assessed by two separate markers, and by a third in case of doubt. Oral test: (new click to get it on the screen…) Candidates placed in merit order and highest scorers invited to oral examination, usually in Brussels. Interview with a Jury / Selection Board Interview Interview with Selection board

Reserve list List of successful candidates 11/04/2017 Reserve list List of successful candidates Competition finalized by establishment of the Reserve list Institutions recruit from these lists / EPSO act as “clearing house” No guaranteed recruitment Normally at least a year from application to start of recruitment Candidates with the highest scores in the written and oral exams will be placed on a reserve list in groups of merit. Reserve list will be made available to all institutions, who can then consider candidates for specific vacancies on the basis of their qualifications and experience, but respecting the merit groups wherever possible Reserve lists are usually valid for 2 years, but may be extended, There is no guarantee of employment, but in practice most laureates will be offered posts during that period. It takes time – be aware and have patience!

11/04/2017 How to apply? Application period normally starts when the Notice of competition is published No regular cycle of competitions Registration for most competitions on-line All details on the web site http://europa.eu.int/epso To be noted

MYTHS No age limit for EU competitions No national quotas 11/04/2017 MYTHS No age limit for EU competitions No national quotas (though we work to indicative recruitment targets for enlargement competitions) To be noted

Recruitment 11/04/2017 Recruitment Overview of the institutions, facts and figures, relevant statistics Types of contracts. Competitions focused on selection of permanent officials!

Actual staff per institution 11/04/2017 Actual staff per institution European Parliament 13% European Ombudsman 0% Council 9% European Commission 70% European Court of Justice 3% Court of Auditors 2% Economical and Social Committee Committee of Regions 1% About 70% work for the Commission (25 000 staff) 13 % for the Parliament (5000 staff) 9% for the Council (3000 staff) Which leaves only a few per cent for the remaining institutions (as mentioned) Mainly based in Brussels, but some staff based in Luxembourg, Strasbourg and elsewhere

Commission Staff 2005 Number Percentage Permanent Officials 20 170 78 11/04/2017 Commission Staff 2005 Number Percentage Permanent Officials 20 170 78 Temporary Agents 1 570 6 Auxiliaries 2 130 8 Contract Agents 950 4 National Experts Total 25 770 100 90% are officials! – i.e. 90 % has been recruited through competitions – main door in! But there are also other categories of staff! Auxiliaries will gradually be replaced by Contract agents. Comment: Numbers for AUX, ENDs and Trainees estimates based on available budget and average cost for the respective types of contracts in 2004.

Recruitment to Commission 2004 11/04/2017 Recruitment to Commission 2004 Staff getting status of permanent official in 2004 Staff with status of ”probationer” in 2004 A* 440 1183 B* 166 475 C* 146 203 Total 752 1861 NB: No easy measurement! 1- Many of the staff who gained status of permanent official in 2004 have in practice started in 2003! 2- Among the fonctionnaires stagiaires – also nationals of the new Member States who were temporary agents before 2004 are included. And – figures are somewhat inflated due to nationals of the old Member States who gained this status just before reform! ”Normal” recruitment per year would probably be somewhere in between (if there is any such thing as “normal” just after enlargement…) I assume the ”fonctionnaires stagiaires” are closest to the normal concept of recruitment for 2004. In this group (a total of 1861) are: 17% from Belgium 13% from IT, D and F respectively 9% from Spain! – (160 persons) 8% in total from the new Member States However – the 8% from the new Member States does not provide a full and adequate picture. - Many are still on temporary contracts!

Career 11/04/2017 Career The career system Staff reporting system, promotion Training, mobility Commission external services Working conditions

A new career system Objective: Officials producing good results must be able to progress - both in their career and in terms of pay - until retirement Two basic categories: Assistants and Administrators Entrance requirements raised for AST: no officials without upper secondary education and three years of professional experience New career structure: more grades and less function groups Promotion on merit Career transition facilitated

Old structure 1 2 3 4 5 6 7 8 A1 A2 A3 A4 A5 A6 A7 A8 11/04/2017 A-category! Many steps, few grades. A lot of automaticity.

New structure 11/04/2017 1 2 3 4 5 16 15 14 13 12 11 10 9 8 7 6 AD-category! Fewer steps, more grades. Less automaticity and more promotion based on merit!

Career structure (cont.) 11/04/2017 Career structure (cont.) function group AD function group AST Director-General AD 16   Director-General/ Director AD 15 Administrator working for example as: Director / Head of unit / Adviser / linguistic expert; economic expert; legal expert; medical expert; veterinary expert; scientific expert; research expert; financial expert, audit expert AD 14 Head of Unit/Adviser/linguistic expert; economic expert; legal expert; medical expert; veterinary expert; scientific expert; research expert; financial expert, audit expert AD 13 Head of Unit/principal translator, principal interpreter, principal economist; principal lawyer; principal medical officer; principal veterinary inspector; principal scientist; principal researcher; principal financial officer, principal audit officer AD 12 Assistant working for example as: AD 11 AST 11 Personal assistant (p.a.); clerical officer; technical officer; IT officer Head of Unit/senior translator; senior interpreter; senior economist ; senior lawyer; senior medical officer; senior veterinary inspector; senior scientist; senior researcher; senior financial officer, senior audit officer AD 10 AST 10 AD 9 AST 9 Translator; interpreter; economist; lawyer; medical officer; veterinary inspector; scientist; researcher; financial officer, auditor AD 8 AST 8 Senior clerk; senior documentalist; senior technician; senior IT operative AD 7 AST 7 Junior translator; junior interpreter; junior economist; junior lawyer; junior medical officer; junior veterinary inspector; junior scientist; junior researcher; junior financial officer, junior auditor AD 6 AST 6 Clerk; documentalist; technician; IT operative AD 5 AST 5 AST 4 Junior clerk; junior documentalist; junior technician, junior IT operative AST 3 AST 2 Filing clerk; technical attendant; IT attendant, Parliamentary usher. AST 1 Examples of functions Explanation of overlaps between categories and between grades/functions within AD-category

Appraisal and promotion Speed of career determined by annual appraisals Appraisal: Merit- and priority points for achievement of objectives and demonstration of competencies and conduct Merit and priority points accumulate over the years the threshold fixed reached: Promotion

Training Increased training budget as result of reform Increased focus on management training Language training, knowledge of 3rd language before first promotion Training to be set up before transfer from function group AST to AD Inter-institutional co-ordination of certain training via European Administrative School

Pay and Pension (officials) 11/04/2017 Pay and Pension (officials) PAY Basic monthly salary for AD5 (step 1): 3837€ Basic monthly salary for AD14 (step 5): 13193€ Family allowances: Household allowance, Dependent child allowance, Education allowance Expatriation allowance PENSION Normal retirement age 65, but right stay until 67 Full pension rights 70% of final basic salary Flexible retirement provisions from 55 years of age PAY (Gross) Basic salaries (1 May 2004): An administrator can in principle go from AD5 to AD14 without taking on a management post Entry salary: AD5: 3811€ per month Final salary: AD14: 13101€ per month Allowances – a number – perhaps most important: Household allowance (if married and the partner has no or low income): approx. 150€+2% of basic salary Dependent child allowance (if having dependant child under 18 years of age or up to 26 years if studying): approx. 330€ per month per child Education allowance (covering actual educational costs for dependent child): approx 220€ per month per child Expatriation allowance (if expatriated): 16% of basic salary +household allowance +dependent child allowance PENSION Normal retirement age 63 – right to stay until 65. Full pension rights= 70% of final basic salary Earns 1,9% per year, i.e. 36,8 years of service for full pension – BUT also right to transfer pension rights from national system.

Improved flexibility as result of reform Objective: Reconcile family and career Flexible working arrangements New flexitime arrangements Access to part time - and telework easier Maternity leave of 20 weeks Parental leave of six months

Website http://europa.eu.int/epso The EPSO website is maintained in three official languages (German, English and French)

European Personnel Selection Office 11/04/2017 European Personnel Selection Office http://europa.eu.int/epso QUESTIONS?