Administrative Manager in charge of Protocol

The Group of the European People's Party (EPP Group) is the largest political group in the European Parliament. It brings together centre and centre-right pro-European political forces from the Member States of the EU, coming together to advance the goal of a more competitive and democratic Europe, closer to its citizens, and a social market economy. Its multinational Secretariat provides political, administrative and technical support to its MEPs.

The Presidency, Bureau and Protocol’s team reports directly to the Secretary-General and is responsible for implementing the Group´s political vision, strategic planning, steering the Group´s parliamentary work as well as high-level coordination of political groups and external relations

The Administrative Manager in charge of Protocol contributes to the Unit’s mission by carrying out the following functions and duties:

• plan, organise, and oversee high-level meetings, official visits, courtesy calls, formal meals, conferences, seminars, and ceremonies of the Chairman of the Group and of the Presidency;
• develop and implement protocol standards, coordinate seating arrangements, order of precedence, and guest lists, and draft official invitations for institutional events involving the Chairman or the Presidency;
• order gifts and organise their appropriate distribution from the Chairman of the Group or the Presidency;
• provide high-level diplomatic advice to the Chairman, the Presidency and the Secretary-General;
• brief and accompany the Chairman and the Secretary-General at high-level meetings;
• welcome and support high-ranked visitors and politicians;
• act as a primary liaison with EP, national authorities, interpreters, technicians and other suppliers on organisation, protocol and security issues involving the Chairman of the Group ;
• advise the Chairman of the Group and the Members of the Presidency  on protocol, diplomatic etiquette, and engagement with high-ranking officials in institutional settings;
• ensure efficient communication inside of the Group concerning high-ranked events and visitors;
• foster collaboration with other political groups and other EU Institutions in the context of protocol and external high-ranked visits;
• support press and social media teams in delivering content related to protocol and high-level events.

The position of Administrative Manager in charge of Protocol in the Secretariat of the EPP Group Secretariat requires a high level of availability (frequent meetings, irregular working hours), flexibility, sound judgment in ad hoc situations, absolute discretion, and the ability to adapt to changing circumstances. It also requires close and effective coordination with the Secretary-General and the Head of the Chairman’s Office.

Candidates must demonstrate an in-depth knowledge of the EPP Group, including its political and historical background, as well as a strong familiarity with its Members. They should possess the ability to assess situations swiftly and accurately, adopt the appropriate attitude and behaviour, and provide well-founded advice to their hierarchy.

Suitable candidates must have excellent oral and written communication skills and be familiar with protocol practices in the EU Institutions. Additionally, given the public and representative role of the Administrative Manager in charge of Protocol, well-groomed professional appearance is desirable.

Frequent travel outside the place of work is required, particularly to the monthly plenary sessions in Strasbourg and EPP Group´s external meetings in Belgium and abroad several times per year. Further, presence in various evening events might be required.

Candidates must have:

• a level of education which corresponds to completed university studies of at least four years attested by a diploma;
• at least four years university-level professional experience in events organisation, public relations, protocol or high-level assistance to politicians or diplomats, acquired after obtaining the required educational qualification indicated in this notice;
• certificates of training related to protocol and etiquette are an asset;
• experience in project management is an asset;
• for work purposes, a very good knowledge of French and English (C1);
• a thorough knowledge of other EU language  (C2);
• a good knowledge of the EP’s and the EPP Group’s Secretariats, their organisation and functioning;
• a good knowledge of the structure of the European Union institutions;
• a very good knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint);
• advanced knowledge of EU protocol and etiquette;
• advanced knowledge of remote conferencing tools.

Successful candidate(s) may be offered a contract as a temporary agent of the type 2(c) for an indefinite period, in accordance with the Conditions of Employment of Other Servants of the European Union (CEOS).

In addition to the basic salary, the following benefits apply:

• Sickness Insurance Scheme enabling access to care worldwide;
• EU Civil Service Pension rights after 10 years of service;
• Annual leave entitlement of at least 24 days;
• Additional specific allowances (e.g. expatriation, household, dependent child, installation), depending on the personal family situation and the place of origin;
• Training and career development opportunities.

CANDIDATES MUST FULFIL THE FOLLOWING CONDITIONS (art. 12(2) of the CEOS):

• be a national of one of the Member States of the European Union;
• enjoy their full rights as a citizen (have no criminal record);
• have fulfilled any obligations imposed by the laws concerning military service;
• meet the character requirements for the duties involved.