CDT-02-2025 - Head of Corporate services Department

The duties for this post are outlined in the job description below: 

1.       INTERNAL MANAGEMENT and COORDINATION 

-          Management of the Department: assist the Director in his/her tasks related to the organisation of the Centre and the management of the Department;

-          Define the strategy and policies of the Department, based on the Centre’s work program, to achieve flexibility and efficiency in the Department;

-          Monitor and control progress of the achievement of objectives, in order to follow up on decisions taken at the management level;

-          Identify, plan, coordinate and supervise the activities of the Department in order to guarantee optimal organisation of the sections and inter-departmental cooperation;

-          Plan and organise the functioning of the Department, in particular through human resources management (coordination with the human resources section, job description, evaluation, identification of qualification gaps, training, etc.), in order to have competent, satisfied and efficient staff. 

              2.       BUSINESS MANAGEMENT and PLANNING 

-          Management and planning of human resources activities: contribute to the development of the Centre's policies on human resources management, within the framework of the policy defined by the Director; ensure, in cooperation with the Head of the Human Resources Section, good planning and management of human resources activities related to the Centre's activities, in order to ensure a coherent HR policy adapted to the needs of the Centre. 

             3.       LEGAL ANALYSIS, ADVICE and ASSISTANCE 

-          Contribute to the development of the Centre's policies related to legal affairs and contract management within the framework of the policy defined by the Director;

-          Ensure, in cooperation with the Head of the Legal Affairs Section, proper planning and management of legal affairs and contract management activities related to the Centre's activities, to ensure the proper application of procurement and contracting procedures and the monitoring of the regulations and regulations applicable to the Centre. 

            4.       INTERNAL COMMUNICATION (general) 

•          Management of contacts with internal clients of the Centre: ensure proper planning and management of contacts with internal clients of the Centre in order to respond effectively and quickly to requests for information or concerns of internal clients of the Centre.

COMPETENCIES REQUIRED TO APPLY FOR A MIDDLE MANAGEMENT POST 

The list below further details the essential competencies middle managers need to have, acquire or develop, including essential people management skills, in order to perform effectively in their functions and to ultimately enhance organisational performance.

1. THESE REQUIRED CORE COMPETENCIES ARE:

Ø  General management skills, including: 

– The ability to set and revise objectives for the Department within the overall strategic framework and priorities of the Centre;

– The ability to determine and focus on priorities and to monitor and evaluate the progress made towards achieving the Department’s and team members' objectives set, in cooperation with the members of the team;

– The ability to organise, assign and manage the Department's work among the members of the team and to set them challenging but realistic objectives;

– The ability to empower members of the team while ensuring that they understand what is expected of them and how their work contributes to the Department’s objectives;

– The ability to choose co-workers and to build strong teams with complementary strengths suited to the efficient pursuit of the Department’s objectives;

– The ability to motivate members of the team to achieve the desired results and also to provide regular feedback, acknowledge success and the need for improvement in order to enable them to achieve their objectives and greatest potential;

– The ability to develop and support career development and learning opportunities for the members of the team. 

Ø  Communication skills 

– The ability to communicate clearly and present complex subjects simply, both orally and in writing, including to the members of the team;

– The ability to solicit inputs from and listen to staff, partners, and stakeholders. 

Ø  Interpersonal skills 

– The ability to deal with people effectively, respectfully and courteously;

– The ability to build productive and cooperative working relationships with hierarchy and other Departments and colleagues; 

Ø  Negotiation skills 

– The ability to steer discussions and generate the best possible results without compromising productive working relationships with the other parties involved. 

Ø  Previous mobility within the institution 

– Proven ability to carry out the functions in different environments and/or overall knowledge of the Institution, gained notably through inter-Agency mobility, should constitute an important advantage and might be deemed essential for the appointment to certain Head of Department posts. 

2. TECHNICAL QUALIFICATIONS INCLUDE POINTS OF THE FOLLOWING TYPE:

Ø  Familiarity with administrative, financial and oversight issues 

– Officials must have a good knowledge of the administrative and financial circuits within the Centre and, ideally, experience of them. A high degree of competence in handling budgetary resources and/or in organising work, resources and procedures to achieve operational efficiencies and value for money could be of key importance, depending on the post in question.

3. SPECIALIST KNOWLEDGE COMPRISES POINTS SUCH AS:

Ø  Knowledge of EU policies, languages, legislation and programmes, particularly those relevant to the post in question 

– Occupying a Head of Department post efficiently and effectively requires possession of these competencies to a high degree. The relative weighting of the various elements will depend largely on the particular features of each post.