COR-AST1-AST7-42-19 - Directorate for Logistics - Catering Service  

Detail of the vacancy notice

Reference: COR/AST1-AST7/42/19
Directorate: Directorate L, Logistics
Function Group: AST
Management: No
Deadline:16/10/2019 12:00
Job Title: ASSISTANT (M/F)
Unit/Service: Catering Service
Grade: AST1-AST7
Location: Brussels


The jobholder will be mainly responsible for:
- Managing inventory (check compliance of deliveries, update and monitor the inventory);
- Assisting in the management and planning of the work of the main catering contractor (catering services, maintenance, distributors and inspections), including proactively supervising contracts and contractors' obligations (e.g. reporting and processing the applicable penalties);
- Administrative and budgetary follow up on catering contracts:
• Initialise requests for assistance;
• Supervise service provision and work;
• Provide technical approval for services and works carried out;
• Follow up on invoices and mark as "certified correct";
• Monitor budget consumption and contractual deadlines;
• Act as operational initiating agent.
- Assisting in the evaluation of operational needs and budget volumes in contractual terms;
- Assisting in the administrative and budgetary follow up on catering contracts;
- Handling requests for assistance with technical problems and failures related to catering, including occupational safety. This involves the following tasks:
• Management and follow up;
• Follow up on closures and evaluations;
• Preparation of general statistics;
• Decoration of catering facilities.
- Assisting in the management of the contract with the Federal Agency for the Safety of the Food Chain (FASFC) including Smiley;
- Assisting with reporting and forward planning (spending plan, management plan, etc.);
- Assisting in the administrative and budgetary follow up on catering calls for tender;
- Contributing to drafting tender specifications and participating in tender openings and evaluation committees;
- Managing statistics on activity at sales points, including analysis and follow up;
- Managing opening hours for catering facilities: manage the schedule with the contractors, manage contact with the Supervisory Committee for Catering Activities (CSAR) and communicate with the Committees' staff;
- Managing complaints: follow up on each complaint with the complainant and the catering if applicable, file complaints and compile monthly statistics;
- Carrying out staff surveys;
- Assisting in the coordination with catering services of other institutions;
- Managing the catering service intranet: update intranet pages on catering facilities, opening hours and forms.

Qualifications and skills required:

- Good knowledge of the activities of the European Union and of the CoR;
- Thorough knowledge of the usual computer tools (Word, Excel, Outlook, PowerPoint, Adonis, databases); knowledge of SharePoint would be an asset;
- Sense of initiative and good organisational skills;
- Availability and flexibility (particularly in terms of working hours) and sense of confidentiality;
- Thorough knowledge of an official language of the European Union and at least satisfactory knowledge of another official language of the European Union; for functional reasons, a very good knowledge of English or French is required; a good knowledge of the other language would be an asset;
- Aptitude in the field of administrative and financial management; knowledge of the European public tendering procedures would be an asset;
- Knowledge of financial procedures;
- Interest in the field of catering, including the associated technical installations (experience in this field would be an asset);
- Interest in environmental issues and sustainable food (experience in this field would be an asset);
- Ability to work in a team and coordination capacity;
- Experience of working in an operational field would be an asset.

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