Assistant Call Coordinator

Bio-Based Industries Joint Undertaking

Assistant Call Coordinator

BBI JU - Bio-Based Industries Joint Undertaking

Brussels, Belgium

Assistant Call Coordinator
to the Bio-Based Industries Joint Undertaking (BBI JU) and establishment of a reserve list
Temporary Agent – AST4 M/F
Starting date: As soon as possible
Reference (to be quoted in all your communication regarding this post): BBI/2019/2/AST/ACC

The Bio-based Industries Joint Undertaking (BBI JU) is a public-private partnership between the European Commission and the Bio-based Industry Consortium (BIC). The BBI JU is established in Brussels under European Union law for a period up to 31.12.2024. The Bio-based Industries JU implements a Joint Technology Initiative aimed at promoting investment in the development of a sustainable bio-based industry sector in Europe.

The objective of the Joint Technology Initiative on Bio-based Industries is to implement a research and innovation programme in Europe that assesses the feasibility of the establishment of sustainable and competitive bio-based value chains. These activities will be carried out through collaboration between stakeholders from the research community along entire bio-based value chains, including primary production, processing industries and end-users. The BBI JU encourages the participation of SMEs to ensure their full involvement in the programme.

The BBI JU will organise competitive calls for proposals to support and facilitate research, innovation and deployment activities, which will play an essential role in achieving its objectives. Close synergies with other European Union policies in areas such as industrial competitiveness and SMEs, agriculture, energy and environment, and with the European Structural and Investment Funds or Rural Development related actions will be developed.

The Joint Technology Initiative will engage up to € 3.7 billion for the period 2014 – 2024.

The working language of the BBI JU is English.

For further information, please consult the following website:


The Assistant Call Coordinator will, under the supervision of the Head of Programme Unit of the BBI JU, be responsible for call coordination and for assisting the team of Project Officers in the implementation of the Multiannual and Annual Work Programmes, for the organisation of competitive calls and evaluations of proposals. In addition, he/she will support the coordination of grant management, throughout the entire project cycle. He/she will deal with several European Union procedures related to call and grant management and will ensure that rules and deadlines are respected accordingly.


The Assistant Call Coordinator will in particular be responsible for:

  • Supporting the coordination for the implementation of BBI JU calls and projects;
  • Performing specific tasks related to call planning and preparation such as call definition, submissions, eligibility checks etc.;
  • Supporting the coordination of evaluations and coordinating all steps related to call completion, including evaluation and rejection dossiers and feedback to applicants;
  • Coordinating the Grant agreement preparation and subsequent project monitoring ensuring coherence of internal procedures;
  • Contributing to the preparation and validation of the procedures for calls for proposals in line with the annual work programme and other relevant legal acts;
  • Evaluating and assessing results, providing feedback, and making suggestions for future improvements;
  • Contributing to the development of guidelines, orientations and new approaches relating to the proper implementation of the calls and projects as needed;
  • Planning and coordinating communication and training activities related to the implementation of calls for proposals;
  • Assisting the Project Officers in the formal aspects of the implementation of calls for proposals;
  • Assisting with the follow up of grant processes in IT tools such as SYGMA, COMPASS;
  • Undertaking additional tasks as required in the interests of the service.


Candidates will be considered for the selection phase on the basis of the following criteria to be fulfilled by the closing date for applications:

  • Have a level of secondary education attested by a diploma giving access to post-secondary education followed by proven professional experience of at least 9 years;
  • Have a thorough knowledge of one of the official EU languages and a satisfactory knowledge of another of these languages to the extent necessary for the performance of their duties (candidates are invited to specify in their CV any language certificates they have obtained which can demonstrate their language skills);
  • Be a national of a Member State of the European Union;
  • Be entitled to his or her full rights as a citizen;
  • Have fulfilled any obligations imposed by the applicable laws concerning military service;
  • Meet the character requirements for the duties involved;
  • Be physically fit to perform the duties linked to the post1.


Candidates selected on the basis of the above eligibility criteria will then be evaluated according to the following selection criteria:

3.1 Essential qualification and experience

  • At least three years of professional experience in performing the tasks as described in point 1 above;
  • Experience in call and project management;
  • Excellent written and spoken communication skills in English (native English speakers will be required to demonstrate the ability to work in a second language at the interview stage);
  • Excellent drafting skills with an eye for details;
  • Proven experience in coordinating small teams;
  • Strong computer literacy;
  • Knowledge of IT tools for statistics and database management;

3.2 Behavioural competences

  • Excellent organizational, analytical and problem solving skills;
  • Excellent communication and presentation skills;
  • Ability to work independently showing a proactive attitude as well as with a team;
  • Service-oriented, results-driven and flexible attitude;
  • Cooperative, supportive team player with excellent coordinating skills;
  • Ability to work well under pressure and to respond quickly to new demands;
  • Flexibility to perform a range of different tasks simultaneously;
  • Good prioritization skills and ability to work within deadlines;
  • Strong sense of responsibility and commitment.

3.3 Asset

  • Professional experience in a similar position in a European Institution;
  • Knowledge of ABAC and/or H2020 dedicated IT tools (SYGMA, COMPASS, etc.);
  • Experience in EU Research Funding instruments (in particular H2020);
  • Professional experience in working in a multicultural, international and multidisciplinary environment;
  • Familiarity with the scope and aims of the BBI JU and the Bio-based industries.

Failure to comply with the eligibility and essential selection criteria will result in a disqualification of the applicant concerned.


The successful candidate will be required to make a declaration of commitment to act independently in the public interest and to make a declaration in relation to interests which might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.


A Selection Board is nominated by the Appointing Authority of the BBI JU. After applications are screened the Selection Board will, based on elements of the applications, draw up a shortlist of candidates to be invited for an interview. These candidates will also sit a written test related to the field of the post. Following this, the Selection Board will establish a reserve list of suitable candidates to be approved by the Executive Director.

Candidates are reminded that the different selection boards’ works are confidential. It is forbidden for candidates to make direct or indirect contact with their members or to ask anybody else to do so on their behalf.


The Executive Director of the Joint Undertaking will select the successful candidate and offer the post.

The Executive Director may decide to interview the candidates before establishment of the reserve list and/or appointment.

A binding commitment can only be made after the verification of all conditions and will take the form of a contract signed by the Executive Director.

The reserve list may be used in order to fulfil positions within the BBI JU.

Candidates should note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.

The reserve list for this post will be valid until 31 December 2021 and may be extended at the discretion of the Appointing Authority of the BBI JU.


The BBI JU, as a Union body, applies a policy of equal opportunities and non-discrimination in accordance with Article 1d of the Staff Regulations2.


The successful candidate will be appointed by the Executive Director of the BBI JU as a temporary agent at grade AST4 for a period of three years.

The successful candidate will be asked to perform nine months of probationary period.

After an evaluation of the post holder’s performance, the contract may be renewed in accordance with the BBI JU legal basis. The period of engagement will not in any case exceed the lifetime of the BBI JU.

Remuneration will be based on the Union scale of salaries. Pay is subject to Union tax and other deductions laid down in the Staff Regulations. Remuneration is, however, exempt from any national taxation.

The successful applicant who is offered a contract of employment will be graded on entry into service in step 1 or step 2 of the relevant grade, according to the length of his/her professional experience. The indicative basic monthly salaries of AST4 are:

  • Step 1: 4.231,23 €;
  • Step 2: 4.409,02 €.

The place of employment is Brussels, where the JU premises are located.

For any further information on contractual and working conditions, please refer to the Staff Regulations of Officials of the European Communities and its Conditions of Employment of Other Servants of the European Communities, which is available on the following web page:


For applications to be valid, candidates must submit an online application via the BBI vacancies portal:

Note that there are two parts to the portal:

  1. The Vacancy Document Download Link;
  2. The Link to the application Submission System.

In the event that there is more than one vacancy advertised, be sure to select the links from the correct line on the list.

The submission system has multiple tabs for different kinds of information.

Candidates are required to complete all the mandatory sections before the system will permit the submission of an application.

It is not posisble to upload any documents. All the information must be provided via the on-line forms.

IMPORTANT: If a candidate does not receive an acknowledgement of receipt for their application within 10 minutes of submitting it on-line, s/he should:

  1. Check their junk mail folder;
  2. Contact if no Acknowledgement of Receipt mail was found.

For each vacancy (position), any new application made by a candidate with the same e-mail address will automatically erase and replace the previous application for that position.

The application will be rejected if the dossier is incomplete.

Candidates are advised to apply using an e-mail address that will remain valid for several months:

candidates that will leave their job in the coming months are advised not to use their professional e-mail address.

Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of experience, etc.) should not be sent at this point but must be submitted at a later stage of the procedure if requested.

In order to facilitate the selection process, application documents as well as all communications to candidates concerning this vacancy will be in English.

Application forms sent by e-mail, fax or post will not be accepted.

Candidates are asked to report any potential change of contact details in writing, without delay, to the following e-mail address: Please remember to quote the reference of the vacancy(ies) for which you have applied in all correspondence.


Applications must be submitted by 16 September 2019, 23:59 CEST (Central European Summer Time/Brussels time).

The closing date of this vacancy may be prolonged.

Candidates are reminded not to wait until the final days before the closing date of applications’ submission. The BBI JU cannot be held responsible for any last-minute malfunction due to an overflow of the application system.


Review procedure

A candidate who feels that he/she has been treated incorrectly may ask to have his/her application reconsidered by sending, within 20 calendar days of the date of notification, a request for review via email to: The candidate should quote the number of the selection procedure concerned and address the request to the Chairman of the Selection Board.

The Selection Board will reconsider the application and notify the candidate of its decision within 45 calendar days of receipt of the request.

Appeal procedure

If the candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and the Conditions of employment of other servants of the European Communities (CEOS), at the following address:

Executive Director
BBI Joint Undertaking
White Atrium Building
TO 56
1049 Brussels

The complaint must be lodged within 3 months counting from the notification of the decision the candidate wishes to contest.

If the complaint is rejected the candidate may bring a case under Article 270 of the Treaty on the functioning of the European Union and Article 91 of the Staff Regulations and the CEOS before:

The European Union Civil Service Tribunal
Postal address:
L-2925 Luxemburg

The Appointing Authority does not have the power to amend the assessment decisions of the Selection Board. The Court has consistently held that the wide discretion enjoyed by Selection Boards is not subject to review by the Court unless rules which govern the proceedings of the Selection Board have been infringed. It is also possible to complain to the European Ombudsman:

European Ombudsman
1 avenue du Président Robert Schuman – BP 403
F-67001 Strasbourg Cedex

Complaints made to the Ombudsman have no suspense effect on the period laid down in the Articles 90(2) and 91 of the Staff Regulations for lodging, respectively, a complaint or an appeal with the European Union Civil Service Tribunal under Article 270 of the Treaty.


The personal information the BBI JU requests from candidates will be processed pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. Personal data shall be processed solely for the purpose of the performance, management and follow-up of information in view of a possible appointment at the BBI JU. In case of any query concerning the processing of personal data, a request shall be addressed to the BBI JU Data Protection Officer (

1 Before his/her appointment, the candidate shall be medically examined in line with the requirement of Article 12(2)(d) of the Conditions of employment of other servants of the European Communities;

Don't forget to mention EuroBrussels when applying.

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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