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Europe: Graduate Traineeships for the Improvement of Living and Working Condition
Written by Suleman Shahid
Wednesday, 04 January 2006
The European Foundation for the Improvement of Living and Working Conditions
is offering a limited number of graduate traineeships ('stages') during
2006.
Interested applicants should read carefully the
rules governing in-service training periods [PDF, 213KB] with the European Commission,
as adapted to the European Foundation for the Improvement of Living
and Working Conditions
and send us by email the completed application
form, an up-to-date
CV and all supporting documents (all documentation to be scanned)
to
before 31 January 2006.
Any email application that is not complete cannot be taken into consideration.
----------------------------
Rules governing the official traineeships scheme of the Foundation for the Improvement of Living and Working Conditions
1. RATIONAL OF THE PROGRAMME
1.1. General
These rules govern the official traineeships scheme of the Foundation
for the Improvement of Living and Working Conditions (herein after ‘the
Foundation'). This scheme is addressed mainly to young university
graduates, without excluding those who - in the framework of lifelong
learning - have recently obtained a university diploma and are at the
beginning of a new professional career.
1.1.1. Aims
The aims of the official in-service training with the Foundation are:
• To provide young university graduates with a unique and first hand
experience of the workings of the Foundation within the wider European
context.
• To enable such trainees to acquire practical experience and knowledge
of the day-to-day work of the Foundation units and sections.
• To provide the opportunity to work in a multi-cultural,
multi-linguistic and multi-ethnic environment, contributing to the
development of mutual understanding, trust and tolerance.
• To promote European integration within the spirit of new governance
and through active participation to create awareness of true European
citizenship.
• To provide the opportunity to young university graduates to put into
practice knowledge acquired during their studies, and in particular in
their specific areas of competence.
• To introduce these graduates to the professional world and the constraints, duties and opportunities therein.
The Foundation, through its official traineeships scheme:
• Benefits from the input of young enthusiastic graduates, who can give
a fresh point of view and up-to-date academic knowledge, which will
enhance the everyday work of the Foundation;
• Creates a pool of young people with first-hand experience of and
trained in Foundation procedures, who will be better prepared to
collaborate and co-operate with the Foundation in the future;
• Creates long-term "goodwill ambassadors" for European ideas and values both within the European Union and outside.
2. ELIGIBILITY
2.1. Nationality
Trainees are selected from nationals of the Member States of the
European Union and of candidate countries benefiting from a
pre-accession strategy. However, a limited number of nationals of
non-Member States are also accepted according to available resources.
2.2. Qualifications
2.2.1. University Diploma
Candidates must have completed the first cycle of a higher education
course (university education) and obtained a full degree or its
equivalent by the closing date for applications. For minimum national
qualifications required by the legislation in the country where the
diploma was obtained, see Annex I. The Foundation maintains the right
to change these minimum qualifications used for the official
traineeships programme in line with any possible future changes in
civil servants recruitment policies. Any such changes will be published
on the website of the Foundation, hereafter called "the Website".1
Candidates must provide copies of diplomas (or of relevant official
certificates), of all university or post university studies declared in
their on-line application. It is obligatory that these copies accompany
their posted application. For declared ongoing studies an official
declaration from the relevant university must be provided.
Applicants whose university or post-graduate diplomas are not issued in
one of the official Community languages must provide a translation of
these documents into English, which is the Foundation's working
language. If recruited for a traineeship, certified copies of all
diplomas declared and, if applicable, official certified translations
will be required.
2.2.2. Languages
In order for the trainee to fully profit from the traineeship and to be able to follow meetings and perform adequately:
- Candidates from Member States must have very good knowledge of at
least two Community languages, of which one should be the working
language of the Foundation (English).
- Candidates from non-Member States must have very good knowledge of English, the working language of the Foundation.
Knowledge of other languages declared on the application form, other
than the mother tongue, should be supported by the appropriate
justification (i.e. diplomas, certificates, proof of having studied in
the language in question, etc.).
1 http://www.eurofound.eu.int/
2.3. Prior employment
The Foundation wishes to offer to as many people as possible the
opportunity of in-service training. Therefore, applications will not be
accepted from candidates who: - for more than six weeks:
• have already benefited or benefit from any kind of in-service
training (formal or informal, paid or unpaid) within a European
institution or body, or
• who have had or have any kind of employment within a European
institution or body2, including anyone who is or has been an assistant
to a Member of the European Parliament, an intra-muros consultant or
researcher, a temporary staff member, a contract staff member, an
auxiliary staff member or an interim staff member of any EU
institution, body, delegation or representative office.
Candidates should inform the Foundation's Human Resources Unit of any
change in their situation that might occur at any stage of the
application process.
3. THE APPLICATION PROCESS
3.1. Submission
Applications should be made in accordance with the procedures
established by the Foundation's Human Resources Unit. All necessary
instructions are published on the Website. Applications postmarked
after the closing date will be rejected automatically. Applicants must
provide all the justification documents required together with their
printed application. No additional documents or justifications will be
accepted after reception of the application.
3.2. Eligibility check
Upon receipt by the Foundation's Human Resources Unit of the printed
version of the applications, previously electronically submitted, their
eligibility will be examined on the basis of the criteria established
by the Foundation's Human Resources Unit, which are published on the
Website.
The Foundation's Human Resources Unit reserves the right to amend the
eligibility criteria as and when necessary. Any such changes will be
published on the Website before the opening of the application period.
3.3. Pre-selection procedure
3.3.1. Objective
The main objective of the pre-selection procedure is to provide all
Foundation Units with the best possible choice of candidates with as
wide a range of academic
2 See list in Annex 2
disciplines as possible from which the Units can make their final
selection. The pre-selection procedure also aims to keep, to the best
level possible, gender balance and equilibrium between candidates from
the different Member States.
3.3.2. Pre-selection Committee
Pre-selection is carried out by the Foundation's Human Resources Unit
and published on the Website. It's decisions are final and binding.
There is no appeal procedure.
The Human Resources Unit reserves the right to amend the pre-selection criteria and procedure as and when necessary.
3.3.3. Pre-selection results
Pre-selected candidates appear in a database that is available to all
Foundation Units for the final selection process, hereafter called "the
Database". The Database contains at least three times as many
applicants as there are training places available.
3.4. Final selection procedure
Taking into consideration the existing conditions (size, absorption
capacity, results of the evaluations carried out, etc.) and the budget
availability, the Foundation's Human Resources Unit determines the
number of trainees to be attributed to each Unit for each period.
The Foundation Services, following a search in the Database according
to specific criteria and an established "profile", select their
trainees from the list of suitable candidates meeting these criteria. A
job description for each trainee selected is prepared by the relevant
Unit.
3.5. Rejection of application
If an application is unsuccessful at any stage of the application
process, depending on the reason for rejection, a candidate may
re-apply for a subsequent training period. It is, however, necessary to
submit a fresh application, together with all supporting documents.
3.6. Withdrawal
At any stage of the application process, applicants may withdraw their
application by informing the Foundation's Human Resources Unit in
writing. In such case, they are excluded from any further stage of the
process. They may re-apply for a subsequent training period. It is,
however, necessary to submit a fresh application, together with all
supporting documents.
3.7. Keeping of Files
The keeping of files by the Foundation's Human Resources Unit respects
Regulation (EC) n°45/2001 of 18 December 2000 regarding personal data,
whether the applications gave rise to recruitment or were rejected or
withdrawn.
The Foundation's Human Resources Unit does not keep applicants' files from one session to another.
4. RECRUITMENT PROCEDURE
Trainees may not be recruited to any sector where a conflict of
interest might occur, irrespective of the candidate's prior
professional experience or nationality. Relevant information, as
provided by the Services, is published on the Website.
Applicants can only be offered a single contract for a given training period.
Applicants who decline a contract offer will be excluded from the
on-going procedure. They may re-apply for a subsequent training period
by submitting a fresh application, together with all supporting
documents.
Recruited trainees are obliged to provide any forms and certificates
required by the Foundation's Human Resources Unit at the time of their
recruitment. They are responsible for making sure that they have the
correct visa, where applicable, and that they obtain all the
documentation required by the authorities of the country in which they
are employed.
5. RIGHTS AND DUTIES OF TRAINEES
5.1. Duration of Traineeship
5.1.1. Duration
The traineeship may last a minimum of three and a maximum of five months.
5.1.2. The Traineeship itself
Trainees are placed under the responsibility of a supervisor. The
supervisor must guide and closely follow the trainee during his/her
traineeship, acting as his/her mentor. The supervisor must notify
immediately the Human Resources Unit of any significant incidents
occurring during the traineeship (in particular professional
incompetence, absences, sicknesses, accidents, bad behaviour, or
interruption of the traineeship) which come to his/her attention or of
which the trainee has informed him/her.
Trainees shall be required to comply with the instructions given by
their supervisor and with the instructions issued by the Foundation's
Human Resources Unit. They must also comply with the rules governing
the in-service training programme and the internal rules governing the
functioning of the Foundation, in particular the rules concerning
security and confidentiality.
Trainees are allowed to attend meetings on subjects of interest to
their work (unless these meetings are restricted or confidential),
receive documentation and participate in the work of the department to
which they are attached at a level corresponding to their educational
and working background. Subject to the approval of their supervisor and
providing it does not conflict with the accomplishment of the tasks
assigned to them, they are entitled to attend meetings in a department
other than the one to which they are attached or in another institution
(provided they are allowed access by that institution), unless these
meetings are restricted or confidential, with the aim to get an
understanding of the objectives and goals of the EU policies.
Visits and trips of relevant interest may be organised for trainees by
the Foundation subject to budget availability. Trainees may
participate, subject to the conditions of organisation.
5.1.3. Interruption
Under exceptional circumstances, at the written request of the trainee
stating the relevant reasons and with proper justification, the Head of
the Foundation's Human Resources Unit may, after consultation with the
supervisor and the Head of the Unit to which the trainee is assigned,
authorise an interruption of training for a given period.
The grant is then suspended and the trainee is not entitled to reimbursement of any travel expenses incurred during that period.
The trainee may return to complete the unfinished part of the training,
but only up to the end of the same training period. No extension is
possible.
5.1.5. Early Termination of contract
If a trainee wishes to terminate his/her traineeship earlier than the
date specified in the contract, a written request must be submitted by
the trainee to the Human Resources Unit for approval. This request,
stating the relevant reasons, must be submitted at least three weeks in
advance of the new termination date foreseen, via his/her supervisor
and the Head of the Unit to which the trainee is assigned. Where
appropriate, the equivalent part of the grant must be reimbursed to the
Foundation.
5.1.6. Future Employment
Admission to a traineeship does not confer on trainees the status of
officials or that of other servants of the European Union, nor does it
entail any right or priority with regard to an appointment in the
services of the Foundation.
Trainees can be recruited after completing their in-service training,
as long as the conditions and rules established for employment in the
category of staff in which he/she will be recruited have been fully
respected and applied. The same applies for ex-trainees who are
selected through a call for tender procedure or through a call for
expression of interest organised by the Foundation, whether as an
individual or as an employee of a selected company.
A person can only benefit from one stage experience in the Foundation.
5.2. Absences
5.2.1. Holidays
Trainees should keep the same hours of work and have the same official
public holidays, if they fall during their traineeship, as Foundation
staff.
Trainees are entitled to 2 days leave per month. This entitlement is
acquired pro rata to the months worked counted from the first day of
the month. Days of leave not taken are not paid in lieu. Days for trips
and visits organised either by the Foundation, days taken for
participation to any competition, exam or university work, etc. are to
be deducted from this entitlement.
The Foundation's HR Unit oversees that the above rules are respected.
Leave requests should respect the needs of the Unit to which the
trainee is assigned. They must first be approved by the supervisor/Head
of Unit and then checked and approved by the Human Resources Unit.
5.2.2. Absence in case of sickness
In case of sickness, trainees must notify their supervisor immediately,
and if absent for longer than two days, must produce a medical
certificate, indicating the probable length of absence, which must be
forwarded to Foundation's Human Resources Unit. A trainee who is absent
because of illness may be subject to medical checks in the interest of
the Foundation.
5.2.3. Absence without Leave
When trainees are absent without justification or without notifying
their supervisor/Head of Unit , the Foundation's Human Resources Unit
shall instruct the trainee in writing to report to the Unit in which
the traineeship is taking place within a week of the reception of the
written notification. The trainee should also provide proper
justification for his/her unauthorised absence. These days of absence
are automatically deducted from the trainee's leave entitlement. The
Human Resources Unit may decide, following examination of the
justification given, or if no justification is received after this
deadline, to immediately terminate the traineeship without further
notice. Any overpayment of the grant is to be reimbursed to the
Foundation. The trainee will also not be entitled to receive the travel
allowance.
5.3. Confidentiality
5.3.1. General
Trainees must exercise the greatest discretion regarding facts and
information that come to their knowledge during the course of their
training. They must not, in any manner whatsoever, disclose to any
unauthorised person any document or information not already made
public. They will continue to be bound by this obligation after the end
of their
training. The Foundation reserves its legal right to terminate the
traineeship and to pursue any person who does not respect this
obligation.
Trainees must not have any professional connections with third parties
which might be incompatible with their traineeship (i.e. must not work
for lobbyists, legal attachés, etc.), and they are not permitted to
exercise any other gainful employment during the period of the
traineeship which may adversely affect the work assigned during the
traineeship. If a conflict of interest should arise during their
assignment, trainees should immediately report this to their supervisor
and to the Foundation's Human Resources Unit in writing.
5.3.2. Contacts with the Press
Trainees must respect the same rules for contacts with the Press as
other Foundation staff and follow the instructions provided. The
Foundation reserves the right to terminate the traineeship and to
pursue any person who does not respect this obligation.
5.3.3. Publications
Trainees must not, either alone or with others, publish or cause to be
published any matter dealing with the work of the Foundation without
the written permission of the relevant Unit (the Foundation's Human
Resources Unit will provide specific instructions on how to obtain such
permission and should receive a copy of those permissions together with
a copy of any publication or article published). Such permission is
subject to the conditions in force for all Foundation staff. All
rights, for any articles or other work done for the Foundation, are the
property of the Foundation.
5.4. Sanctions and disciplinary measures
5.4.1. Social behaviour and conduct
Trainees must exercise their duties and behave with integrity, courtesy
and consideration. If the conduct of the trainee does not prove
satisfactory, the Head of the Foundation's Human Resources Unit, in
response to a reasonable request by the supervisor and after hearing
the trainee, may at any moment decide to terminate the traineeship.
Trainees who take part in official activities organised for them by the
Foundation must respect the timetables and programmes laid down. The
Foundation may demand the reimbursement of costs incurred for the
organisation of such activities from trainees who absent themselves
without due and proper justification.
During their training, trainees must consult their supervisor or, if
unavailable, the Head of the Unit to which they have been assigned, on
any action they propose to take on their own initiative relating to the
activities of the Foundation.
5.4.2. Incapacity of Performance
The Head of the Human Resources Unit, following a justified request by
the supervisor, reserves the right to terminate the traineeship if the
level of the trainee's professional performance or knowledge of the
working language is insufficient for the proper execution of his/her
duties.
5.4.3. Wrongful declaration of facts
The Head of the Human Resources Unit reserves the right to terminate
the traineeship if at any moment it becomes apparent that the trainee
knowingly made wrongful declarations, or provided false statements or
papers at the moment of application or during the traineeship period.
6. FINANCIAL MATTERS
6.1. Basic Grant
6.1.1. Basic amount
Trainees will be awarded a monthly grant. The amount of the grant is
decided by the Foundation's Human Resources Unit on a yearly basis and
is dependent on budgetary constraints. The amount of the basic grant
for year 2006 will be €900 per month, or of corresponding proportion if
worked for less than a full month (e.g. in case of abrogation of the
traineeship).
6.1.2. Early Termination of Contract
If the trainee terminates his/her contract early, he/she will be
required to reimburse that part of the grant, which he/she may have
received, relating to the period after the termination date.
6.2. Insurance
6.2.1. Sickness Insurance
Sickness insurance is compulsory. Trainees are expected to arrange
their own sickness insurance, or to be holders of a valid European
Health Card.
Proof of this insurance must be presented to the Foundation within one week of the start of the stage period.
6.3. Disability Allowance
Upon presentation of the proper justification, disabled trainees may
receive a supplement to their grant equal to a maximum of 50% of the
amount of the grant. The Head of the Human Resources Unit may consult
the medical service of the Foundation if necessary.
6.4. Travel Allowances
6.4.1. The Travel Allowance
The transfer from your place of origin to Dublin and return ticket will
be reimbursed by the Foundation on production of tickets, provided that
you have purchased the cheapest airfare possible (usually an APEX
ticket).
6.4.2. Minimum qualifying period - distance
The trainee must complete a minimum of 3 months of the training period
to qualify for the travel allowance. Trainees whose place of
recruitment is less than 50 km from the place of employment are not
entitled to a travel allowance.
6.4.4. Individual missions
In exceptional cases only, the Head of the Unit in which a trainee has
been placed may grant authorisation for a trainee to be sent on
mission, on the condition that the mission is of a technical nature and
not of a representative one.
For the reimbursement of these mission expenses, the general procedure
of reimbursement provided in the Staff Regulations for officials of the
European Communities will apply. The expenses will be taken on by the
Unit which requests the mission.
The Foundation's Human Resources Unit should always receive a copy of the signed mission order.
6.5. Fiscal Arrangements
Grants awarded to trainees are not subject to the special tax
regulations applying to officials and other servants of the European
Communities. Trainees are solely responsible for the payment of any
taxes due on Foundation grants by virtue of the laws in force in the
State concerned. The Foundation's Human Resources Unit can provide a
certificate for tax purposes at the end of the traineeship period. This
certificate should state the amount of grant received and confirm that
tax and social security payments have not been made.
7. CERTIFICATES
7.1. Certificates
Trainees who have completed the minimum required traineeship period can
receive, on request after their training period, a certificate
specifying the dates of their training period and the department in
which they were employed.
8. FINAL PROVISIONS
The Head of the Human Resources Unit is allocated, is responsible for the implementation of these rules
