*Update 22.11.2024, thanks to all of you who attended the event today. Here is the presentation, our AST FAQ and our summary of AST/SC issues.*
Original article: The recent report by the European Court of Auditors (ECA) brings renewed attention to longstanding issues affecting AST and AST-SC staff within the EU institutions. This external assessment validates many concerns that Generation 2004, as an organisation, has persistently raised.
Despite our continuous efforts to bring these challenges to the attention of the administration and the Commissioner, critical obstacles to fair career progression, internal competition access, and job alignment remain unaddressed.
Key Findings from the ECA Report
The ECA report highlights specific issues that align with Generation 2004’s advocacy for AST and AST-SC staff:
- Limited Access to Internal Competitions: The report underscores that “the potential of internal competitions to provide additional career prospects to staff in the secretaries/clerks and assistants function groups is underused because the eligibility requirements are often more restrictive than the conditions set in the staff regulations.” These restrictions “compound the limited career opportunities for secretarial staff, and to a lesser extent assistants, despite significant changes both in the profile of staff occupying these posts, and in their job content due to greater digitalisation and new, post-pandemic ways of working” (p. 5).
- Lack of Cross-Category Competitions within the Commission: Unlike other EU institutions, where staff from different function groups may participate in various internal competitions, the Commission imposes additional restrictions. The report points out, “Internal competitions for AD positions are generally only open to AD candidates, and AST competitions are usually only open to AST staff. Such a restriction, which is not based on the requirements of the Staff Regulations, reduces the career opportunities of AST and SC staff.” The ECA report notes that in contrast, “the Parliament’s internal rules allow staff from all function groups to participate in all internal competitions, provided they meet the minimum requirements of the Staff Regulations.” The report further mentions that the Council has recently opened two AD internal competitions to AST and AST-SC staff in 2021 and 2023 (p. 36).
- Educational Mismatches and Limited Job Alignment: The report notes that the minimum education requirements for SC and AST roles are “out of step with the current level of educational attainment in the EU, where over 75 % of the EU population has at least completed secondary education, and 30 % has completed university studies.” Consequently, “staff in the SC and AST function groups may often have qualifications that are not aligned with their job requirements,” which can lead to demotivation and reduced staff performance (p. 38).
- Evolving Role Requirements and Job Overlaps: The content of SC and AST tasks has evolved significantly since 2014, especially with “increased digitalisation and new ways of working that were introduced following the COVID-19 pandemic.” According to the report, “the skills and competencies now required of SC staff are more varied … and sometimes bring them closer to some of the tasks performed by AST staff.” Additionally, “increased digitalisation has also led to some administrative tasks usually performed by AST staff being taken over by AD staff.” This blurring of roles further highlights the “restriction on participation in internal competitions … as even less justified” (p. 38).
- Severely Constrained Career Progression for SC and AST Staff: For SC staff, “promotion possibilities are low … it would take 30 years on average to move from SC1 to SC6, compared to 12 years to move from AST1 to AST5.” Furthermore, “few possibilities for SC staff to participate in AST internal competitions” exist, despite some recent changes in practice at other institutions. The report also highlights that “the Staff Regulations provide few opportunities for staff in the AST function group to be appointed to the AD function group,” and though certification exists, the number of positions available remains limited compared to demand (p. 38-39).
- Staff Dissatisfaction and Exit Challenges: According to the report, “the reduced career opportunities for SC and AST staff, which is a result of both regulatory constraints and the institutions’ internal decisions, poses challenges for workforce management.” Career dissatisfaction is a recurring theme in exit interviews and staff surveys, as limited advancement options contribute to frustration and affect retention (p. 39).
Our Response and Proposals for Change
In light of these findings, we are preparing a formal note to HR, urging them to address the critical points raised by the ECA report. Over the years, we have persistently advocated for internal competitions that are open to AST and AST-SC staff, as is common practice in other EU institutions. Notably, the Commission itself set a precedent in 2008 by opening an AD competition to AST staff, enabling career advancement through fair and transparent processes. We believe reinstating such opportunities is crucial to supporting the career progression of highly skilled and experienced AST staff.
To address the ongoing challenges, we propose the following actions:
- Apply the Internal-Competition-Eligibility rules in the same way as the Parliament: We urge HR to open internal competitions to any staff meeting the experience and qualification requirements, independent of their function group. This would allow AST and SC staff to compete for AD positions in alignment with practices at other EU institutions, such as the Parliament and Council. By opening these competitions to AST and AST-SC staff with relevant qualifications and extensive experience, the institutions would establish a fair progression pathway that leverages the skills of existing employees, in a true management of existing talent. This approach is especially vital given the ongoing recruitment challenges and disruptions in EPSO competitions, making it crucial to retain and maximise the potential of the current workforce to ensure continuity and institutional knowledge.
- Expand and Simplify Career Progression Pathways Beyond Certification: The current certification process is rigid and heavily relied upon as the primary career pathway for AST staff, yet it remains limited in capacity. This overreliance restricts career growth opportunities for many capable and experienced AST staff, who are unable to progress to AD roles despite meeting the necessary qualifications. Simplifying the certification process to make it more accessible and relevant would help align it with the diverse qualifications and experience within the AST group.
Additionally, we advocate for alternative career progression pathways. Implementing cross-category competitions, allowing qualified AST and SC staff to apply for AD roles, would follow successful practices in other EU institutions. This approach would open up new opportunities for career growth, making career progression more inclusive and flexible. - Establish a Senior Professional Program: As a further alternative, we propose the creation of a Senior Professional Program specifically tailored to AST staff. This program would provide a structured pathway for recognizing the skills and experience of senior AST colleagues, particularly in cases where internal competitions remain limited. A Senior Professional Program would help address career stagnation, acknowledging the significant expertise and contributions of experienced AST staff without the constraints of the current certification process.
- Hire According to Job Qualifications and Provide Progression Opportunities for Overqualified Staff: The institutions should prioritize hiring staff whose qualifications align with the requirements of specific function groups, ensuring that particularly secretarial and assistant roles are filled by individuals with appropriate educational backgrounds and experience. In cases where overqualified staff, such as those with advanced degrees, are hired into AST and SC roles, the lack of progression opportunities leads to demotivation and underutilisation of skills. To address this, we recommend implementing structured career progression pathways that allow overqualified staff in these roles to advance within the institution, acknowledging their qualifications and providing viable routes to positions that align with their education and expertise.
- Address Systemic Inequities and Enforce Clear Role Boundaries Across Function Groups: There is a systemic issue within the institutions where AST-SC and AST staff are consistently tasked with responsibilities beyond their official roles, including performing AD-level duties. In some cases, AST-SC and AST staff are even assigned leadership roles, such as Team Leader or Head of Sector, without appropriate recognition or alignment in their designated function group, resulting in a lack of equal pay for equal work. We recommend that HR take immediate steps to clearly define and enforce role boundaries across AST-SC, AST, and AD functions, preventing management from assigning tasks that exceed the scope of each function group. This enforcement is essential to protect against inequities, ensure that job descriptions accurately reflect actual duties, and recognise the qualifications and contributions of AST-SC and AST staff within appropriate career paths.
- Enhance Staff Satisfaction with Clear Career Pathways: A comprehensive review of promotion criteria, internal competition policies, and certification pathways would provide staff with clearer expectations for career progression, addressing the dissatisfaction noted in exit interviews. Ensuring that staff feedback is incorporated into these policies would improve retention and morale.
Upcoming Conference “Breaking Boundaries: Empowering AST Careers for a Future Beyond Limits”
To foster a constructive dialogue on these issues, we are organising a conference on 22 November at 12:30 focused on AST and AST-SC matters. This event will provide on opportunity to discuss the AST issues including the ECA report’s findings, the impact of the ongoing recruitment crisis, and explore actionable solutions. We invite all interested colleagues to participate as we work toward a fairer and more effective career structure for AST and AST-SC staff.
For more information on our stance and ongoing advocacy efforts, please refer to our recent articles:
Do not hesitate to get in touch or leave a comment below.
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