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Monday, January 16, 2017

Associate, Records Management & Archives. EBRD, London

Associate, Records Management & Archives

                            

Posting Date: 12-Jan-2017
Location: London, GB
Company: EBRD
           
Requisition ID1821
Office CountryUnited Kingdom
Office CityLondon
DivisionVP, Human Resources & Corporate Services
Dept. / Bus. GroupInformation Technology
Business UnitRecords Management and Archives
Contract TypeFixed Term
Contract Length2 years
Posting End Date 

The Records Management and Archives (RM&A) team organises and protects the Bank’s information, making it accessible and useable.
The Associate, Records Management is responsible for managing the records of the EBRD legal department (Office of the General Counsel) and must understand well the Bank operations, and more especially be familiar with their legal aspects. The specific areas of expertise covered by the role are described in items 3 to 5 of the job description.

Accountabilities & Responsibilities:

  • Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
  • Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
  • Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
  • Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
  • Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
  • Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
  • Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
  • Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
  • Has own area of expertise and/or responsibility which may include the following:
    1. Manage the EBRD audio-photo-video-web site collections to ensure their long-term preservation Manage the off-site storage operations to achieve efficient management and retrieval of the EBRD records stored off-site, including: acting as chair of tender panel; preparing annual archives budget line; and negotiating annual insurance
    2. Coordinate the RM&A disaster recovery operations including maintenance of the RM&A Disaster Response and Recovery Plan in order to restart RM&A business in the event of a disaster
    3. Manage the safekeeping operations to protect vital legal records and minimise exposure to operational risk, financial loss and reputational damage
    4. Manage the scanning, indexing, quality checking and releasing of documents into EDMS to ensure records are up to date
    5. Manage departmental EDMS including: drafting of user requirements, development, implementation, upgrade of EDMS with IT assistance; helpdesk support and access maintenance in order to protect integrity and accountability of records
    6. Assist the Senior Records Management Advisor in managing the Bank Records System to provide system administration and user support
    7. Manage the records of the Resident Offices, travelling extensively to support all aspects of records management, as well as RO closures and relocations

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications:

  • University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
  • Very good technical knowledge of electronic records and document management systems
  • Computer literate: Windows, Word, Excel, PowerPoint
  • Ability to supervise and coach staff
  • Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
  • Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
  • Ability to generate and drive projects, ability to generate new initiatives and to work creatively
  • Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
  • Excellent team player
  • Concern for accuracy and attention to detail
  • Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
  • Ability to work independently, to tackle issues and propose practical solutions
  • Ability to work under pressure and meet deadlines
  • Flexible in working hours and willingness to travel
  • Fluent English, both written and oral.
  • Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential



Please note: this position is a two year fixed term contract.


Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance

Monday, January 9, 2017

Information Management Officer, P-3. UN-OPCW Joint Investigative Mechanism, New York. Open until 16 January 2017


Posting Title: INFORMATION MANAGEMENT OFFICER
Job Code Title: INFORMATION MANAGEMENT OFFICER
Department/Office: OFFICE FOR DISARMAMENT AFFAIRS
Duty Station: NEW YORK
Posting Period: 05 January 2017 - 16 January 2017
Job Opening Number: 17-Information Management Systems-ODA-72500-J-New York (T)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    

Special Notice
The selected staff member needs to be released immediately to take up this position.

Notes:

•A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

•Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

•Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

•While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

•The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

•Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

•For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

•The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
               
Org. Setting and Reporting
This position will be located in the Planning and Operations Support Office of the Organisation for the Prohibitions of Chemical Weapons (OPCW) - United Nations (UN) Joint Investigative Mechanism (JIM), established by Security Council resolution 2235 (2015) and its renewal resolution 2319 (2016). This position will be based in New York. JIM is established for a period of one year. This temporary job opening is initially until 16 November 2017, subject to availability of funding. The Information Management Officer reports directly to the Senior administrative Officer. The selected candidate needs to be released immediately to take up this position.
               
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:

• Provides advisory services on document and records management practices including: needs and business process analysis; organization and maintenance of information assets; documents and records preservation; and building solutions architecture, with an emphasis on technological applications.
• Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritization of preservation and description programme requirements.
• Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
• Develops detailed systems, functional specifications and standards for the JIM Document/Records/Content Management System, together with user documentation.
• Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating JIM offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; and performs records appraisal.
• Understands, keeps current with and applies preservation techniques and strategies for JIM records in all media.
• Oversees the design, installation and commissioning of the JIM’s Offices' Local Area Network; drafts specifications and standards for the office covering PCs, peripherals, network equipment/appliances, and connectivity; provides support for the development of technical specifications for procurement of equipment.
• Provides technical advice to users, analyzing users’ requirements, and then translating them into a business solution; proposes and determines application systems integration and linkage issues.
• Maintains, upgrades, and improves existing systems; troubleshoots and provides continuing user support, to include resolving challenging problems, advising on the use of new techniques, monitoring transactions to measure performance and continued effectiveness of assigned systems, etc.
• Handles technical aspects of contract administration, facilitates communication between Information Technology (IT) provider and clients, sustaining good client relations. Serves as coordinator in the development and maintenance of Service Level Agreements (SLA), for specific IT services or general IT support, and always keep in mind of any charge back mechanisms.
               
Competencies
•Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Knowledge of IT systems with adequate skills for leading a team through the installation, maintenance and operation of these systems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Ability to demonstrate conceptual and analytical skills in identifying and assessing issues, formulating options and making conclusions and recommendations.
•Communication: Speaks and writes clearly and effectively; listens to others, understand issues problems from clients/users perspective, correctly interprets messages from others and responds appropriately; asks relevant questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing relevant information and keeping people informed.
•Teamwork: Works collaboratively with colleagues to achieve the goals of the Office; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team goals before personal agenda; supports and acts in accordance with final group decision; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•Technological Awareness: Keeps abreast of available technology; able to conduct independent research; understands applicability of the technology to the work of the office; actively seeks to apply new technology to address given tasks at hand; shows willingness to learn new technology.
               
Education
Advanced university degree (Master’s degree or equivalent) in information systems, information management or related field. A first-level university degree in combination with 2 additional years of qualifying experience may be accepted in lieu of the advanced university degree.
               
Work Experience
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Experience in website development, web content management, data/records management, and data visualization is desirable. Knowledge and certification of Sharepoint or other Document/Records Management system is an advantage. Certification in ITIL and Prince2 is desirable. Experience in carrying out programmatic/administrative tasks necessary for the functioning of the Unit/Section, including preparation of cost estimates, budget reporting, and recruitment of staff is desirable.
               
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required. Knowledge of the other is desirable. Knowledge of other UN official language is an advantage.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
               
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
               
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Monday, November 28, 2016

Information Specialist. IOC, Lausanne. Open until 30 November 2016








La Fondation Olympique pour la Culture et le Patrimoine
Fonction : Gestionnaire de l’information Mission
Assure le bon fonctionnement des tâches documentaires de la section patrimoine Images & Sons (photos)
o Recherches d’images
o Indexation
o Support au Webmaster Médiathèque olympique
Chaque employé est responsable du bon fonctionnement de son département/unité/section et de la mise à jour de ses compétences dans le cadre de la politique de formation du CIO.
Par ailleurs, des responsabilités d’une autre nature que celles requises par la fonction peuvent être imposées à chacun en fonction de circonstances particulières.
Statut : Collaborateur
Taux d’occupation : 80%

Principales responsabilités

Acquisitions et catalogage

Réception, contrôle et conditionnement des nouvelles acquisitions.

Sélection pour numérisation.

Transmission du matériel à la personne responsable de la conservation / restauration.

Mise à jour des tableaux de bord.

Traitement documentaire des événements du MO, CIO, CNO et SO.

Recherche

Recherches de photographies pour clients internes/externes dans la base documentaire.

Administration des sites intranet et extranet de la Médiathèque olympique (TOML) :

Remplacement du webmaster durant son absence :

Administre les comptes d’accès au site et gère la base de données des utilisateurs en fonction des règles d’approbation fournies par les départements du CIO.

Prépare et publie les dossiers thématiques dits « Thèmes CIO » en fonction de l’actualité et des événements du CIO.

Formation, compétences linguistiques et informatiques

Spécialiste HES en information et documentation ou formation équivalente.

Connaissances de la typologie des supports photographiques.

Connaissances du Mouvement olympique et du CIO.

Langues : français (langue maternelle) et anglais (niveau avancé).

Parfaite maîtrise des logiciels informatiques MS et outils de gestion.

Aisance dans la gestion du travail en équipe, tant dans la manière de gérer le flux des dossiers que dans la façon de communiquer avec ses collègues.

Savoir-faire et savoir-vivre reconnus et appréciés dans les contacts avec les clients.



Compétences techniques, organisationnelles et personnelles

Autonomie et sens de l’organisation et des priorités, avec maîtrise de l’imprévu et flexibilité.

Rapidité, précision et fiabilité dans l’exécution.

Facilité et clarté d’expression orale et écrite (dans les deux langues officielles du CIO).

Connaissances des techniques et technologies liées à la photographie.

Connaissance des TIC (Technologies de l’Information et de la Communication).

Initiative, anticipation, force de proposition.

Excellente maîtrise des outils institutionnels et suivi des règles d'utilisation internes (Livelink, Outlook, etc.)

Comportement et attitude

Respect des valeurs olympiques et des règles internes de bonne conduite ainsi que de toutes les directives et procédures en place (sécurité de l'information, Code d’éthique, etc.).

Collaboration et transfert des connaissances.

Enthousiasme, grande capacité d'adaptation, réactivité et efficacité.

Attitude positive, ouverture d’esprit.

Diplomatie et flexibilité.

Capacité à garder un haut niveau de performance professionnelle dans une situation de tension élevée.

Souci du travail bien fait et discrétion associés à une solide éthique professionnelle.

Monday, November 21, 2016

Senior Assistant to the Documents and Records Management Officer, FG IV. Frontex, Warsaw. Open until 30 November 2016


 

 VACANCY NOTICE – CONTRACT STAFF

Reference number: Frontex/16/CA/FGIV/56.1

Post (business title):
Senior Assistant to the Documents and Records Management Officer
Sector/Unit/Division:
Financial and Corporate Services Unit / Corporate Governance
Function Group/Grade:
FGIV Contract Staff / grade 13, grade 14, or grade 16
Location:
Warsaw, Poland
Starting date:
1 February 2017
Level of Security Clearance:
CONFIDENTIEL UE / EU CONFIDENTIAL

 

 1. BACKGROUND

The European Border and Coast Guard Agency (Frontex), has been established under Regulation (EU) 2016/1624 of 14 September 2016 (the ‘Regulation’). The agency was created on the foundations of the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (established under Council Regulation (EC) No 2007/2004), which has been coordinating operational activities at the EU external border since 2005.

Frontex is located in Warsaw, Poland and is in the process of significantly increasing the size of its staff from the current number of more than 350 to meet its expanded tasks.

The agency’s key tasks include:

Operational and technical assistance to the EU member states at their external borders including deployment of vessels, aircraft and other equipment and border guards from EU countries;

Coordination of law enforcement at sea in cooperation with national maritime authorities and EU agencies EMSA and EFCA;

Assisting member states in returning nationals of non-EU countries who do not have the right to remain on the territory of the EU;

Risk analysis, situation monitoring and vulnerability assessment of EU’s external borders;

Prevention of cross-border crime through sharing of data on persons suspected of involvement in criminal activities with relevant national authorities and Europol;

Development of training programmes for European border guards to share best practices and expertise at all EU borders;

Monitoring new technological developments in the field of border control and acting as an interface between research institutions, industry and national border authorities;

Cooperation with EU and international organisations, as well as non EU countries, in the area of border management, security, prevention of cross-border crime, and fundamental rights.

 

For more information, please refer to our website: http://www.frontex.europa.eu.

 

2. THE CORPORATE GOVERNANCE AND FINANCIAL AND CORPORATE SERVICES UNIT

The general mission of Corporate Governance is to provide necessary support and assistance to other entities in Frontex to allow them the smoothest and uninterrupted functioning. The Corporate Governance function includes Financial and Corporate Services, Legal Affairs, Communication, Human Resources Management, Information and Communication Technologies Management and Security.

The Finance and Services Unit ensures the coordination of all activities related to the preparation and implementation of the budget while keeping the financial regulatory framework up to date.

The Documents and Records Management Officer ensures that the internal handling of unclassified and sensitive non-classified documents and records is effective and in line with the agency’s documents and records management policy and that all necessary measures are taken in order to ensure that Frontex fulfils its obligations associated to the publication, archiving, destruction, transfer of records and documents it produces. S/he will be responsible for the functional evolution of the Document Management System.

 

3. DUTIES AND RESPONSIBILITIES LINKED TO THE POST

Reporting to the Document and Records Management Officer, the Senior Assistant to the Documents and Records Management Officer will be responsible for:

 assisting the Document Management Officer in the drafting and the updating of policies, procedures, systems and tools used for the management all types of documents in order to correct issues, to improve the functioning and the user friendliness of the system as well as the effectiveness of the documents related processes;

 assisting the Document Management Officer in the design, the documentation and the maintenance of the system in relation with document templates, filing plans, taxonomies, list of keywords and retention polices;

 participating in the project for the further development and the installation of the Documents and Records Management System as assisting the Document Management Officer in the implementation and evolution of ICT tools for management of documents and workflows;

 supporting the Document Management Officer in his/her daily or frequent tasks in the DMS system by

o monitoring the compliance of the users with the procedures related to the use of the documents and Documents and Records Management System and extract of reports out of the system;

o monitoring the regular processes, including retention mechanisms and handling of public access to documents;

o dealing with exceptions and errors generated by the system and proceeding with corrections to the documents and records;

o initiating semi-automated batch processes within the system;

o triggering activities related to the archiving of documents and records;

 

 triggering activities related to the transfer of documents and records;

 informing and training the users on how to use the system(s);

 participating in the analysis of business processes and the modelling of automated document based workflows;

 supporting the archiving of electronic and paper documents.

 

4. QUALIFICATIONS AND EXPERIENCE REQUIRED

4.1. Eligibility criteria

To be eligible, an applicant must have:

a level of education which corresponds to completed university studies of at least three years attested by a diploma;

 

Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States shall be taken into consideration.

in addition to above by the closing date for applications, at least 1 year of proven full-time professional experience;

 

Professional experience will be taken into account after the award of the minimum qualification certifying the completion of the level of studies required above in the first bullet point. Only duly documented professional activity is taken into account.

Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years.

ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience, e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period).

In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the applicant.

Compulsory military service or equivalent civilian service accomplished after the achieving the minimum qualification stated in the first two bullet points shall be taken into consideration as professional experience if the official documentation is provided.

produce evidence of a thorough knowledge of one of the languages of the EU and of a satisfactory knowledge of another language of the EU to the extent necessary for the performance of his duties;

be a national of one of the Member States of the EU or the Schengen Associated Countries and enjoys the full rights as a citizen;

produce the appropriate character references as to his suitability for the performance of his duties;

fulfil any obligations imposed on him by the laws of his home country concerning military service;

be physically fit to perform their duties1.

 

1 Before the appointment, the successful candidate shall be medically examined by a selected medical service in order that Frontex may be satisfied that he/she fulfils the requirement of Article 83 of the Conditions of Employment of Other Servants of the European Communities (OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013, OJ L 287, 29.10.2013, p. 15).

For reasons related to the Frontex working requirements, be available at short notice for the job.

4.2. Selection criteria

4.2.1. Professional competences

The candidate will be required to demonstrate that he/she has:

Essential:

 experience in managing documents and/or records in an electronic Document and Records Management System;

 capability of drafting and implementing procedures;

 experience in the process of modelling business processes and workflows;

 ability to support the management of enterprise taxonomy;

 proficiency in office automation including collaborative document development and document search;

 as the predominant working language in Frontex is English, candidates must have an excellent command of oral and written English;

 ability to cooperate with, train and coach the end users of the document management system.

Besides, the following attribute would be considered advantageous

 experience supporting the implementation of a new Document and Records Management System in an organisation;

 user experience with MS SharePoint 2013 or 2010;

 knowledge of or experience with the organisation, structure and working procedures of the European Union, its institutions and decision making processes;

 experience in managing archives.

4.2.2. Personal qualities and competences

Attributes especially important to this post include:

 good sense of initiative and responsibility for the assigned area of work;

 good communication skills and flexible, service-oriented attitude;

 good planning and organizational skills;

 accuracy and attention to details and to quality while performing assigned tasks;

 good problem-solving and conflict-resolution skills;

 ability to work in multi-cultural environment having well developed interpersonal skills.

 

5. INDEPENDENCE AND DECLARATION OF INTEREST

The selected candidate will be required to make a declaration of commitment to act independently in Frontex’ interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Applicants will therefore be required to include confirmation of their willingness to make such declarations with their applications.

 

6. EQUAL OPPORTUNITIES

Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

7. SELECTION PROCEDURE

The selection procedure includes the following steps:

 After registration, each application is checked in order to verify whether it meets the eligibility criteria;

 All the eligible applications are evaluated by an appointed Selection Committee based on the selection criteria defined in the vacancy notice;

 Best-qualified applicants, who obtained the highest number of points within the evaluation and who are matching best the selection criteria established in this vacancy notice, will be shortlisted and invited for a competency test and an interview;

 The interview will be held in English;

 During the interview session, the Selection Committee will examine the profiles of applicants and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted applicants will be required to undergo written competency tests and complete part of the process in their second EU language;

 Applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;

 As a result of the interviews, the Selection Committee will recommend the most suitable applicants for the post in question to the Executive Director of Frontex. Non-recruited and suitable applicants will be proposed for the reserve list, which may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid for 2 years (the validity period may be extended). Each interviewed applicant will be notified in written whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee an employment offer.

 

Please note that the work and deliberations of the Selection Committee are strictly confidential and that any contact with its members is strictly forbidden.

 

8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT

The most successful applicant will be appointed by the Executive Director of Frontex (availability of this new post in Frontex is subject to the final decision on amendment of the budget (establishment plan) of Frontex).

The successful applicant will be recruited as contract staff pursuant to article 3(a) of the Conditions of Employment of Other Servants of the European Communities (CEOS)2. The contract staff post in question is placed in function group IV.

2 OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of

22 October 2013, OJ L 287, 29.10.2013, p. 15,

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

The final net calculation is as follows: Function Group IV,
Grade 13
Grade 14
Grade 16
Basic net salary (without any allowances)
1 967 EUR
8 241 PLN
2 127 EUR
8 910 PLN
2 657 EUR
11 131 PLN
Household allowances (net)
173 EUR
725 PLN
179 EUR
750 PLN
194 EUR
812 PLN
Dependent child allowances for each child (net)
276 EUR
1 157 PLN
276 EUR
1 157 PLN
276 EUR
1 157 PLN
Expatriation allowances (depending on family situation) (net)
375 – 533 EUR
1 569 – 2 234 PLN
422 – 583 EUR
1 768 – 2 443 PLN
540 – 704 EUR
2 263 – 2 948 PLN
Preschool allowance (net)
67 EUR
283 PLN
67 EUR
283 PLN
67 EUR
283 PLN
Education allowance (net) up to
375 EUR
(1 570 PLN)
375 EUR
(1 570 PLN)
375 EUR
(1 570 PLN)

The staff member’s remuneration consists of the basic salary and allowances. The staff member may be entitled to various allowances, in particular to an expatriation (16 % of basic gross salary) or to a foreign residence allowance (4 % of basic gross salary) – depending on particular situation, and to family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.

The remuneration is expressed in EUR, after the compulsory deductions set out in the Staff Regulations or in any implementing regulations is weighted by the correction coefficient for Poland (currently 71.8 %). It can be paid either in EUR or in PLN according to a fixed exchange rate (currently 4.1893). The remuneration of the staff members, the correction coefficient and the exchange rate is updated annually before the end of each year, with a retroactive effect from 1 July, in accordance with Annex XI of the Staff Regulations.

The headquarters agreement has not yet been concluded with the Polish authorities.

Staff pays an EU tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes. The rate of solidarity levy is 6 %.

Staff is entitled to annual leave of two working days per each complete calendar month of service. On top of that, staff is entitled to a number days of leave to their basic entitlement depending on the grade, age and distance from the place of origin. In addition, there are on average 18 Frontex Public Holidays per year. Special leave is granted for certain circumstances such as marriage, birth or adoption of a child.

Frontex being a knowledge based organization acknowledges the importance of training provided to its staff. Frontex provides general and technical nature training as well as professional development opportunities that are discussed annually during staff performance appraisal.

Throughout the period of service staff is a member of the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and after reaching the pensionable age of 66 years. The pensionable age for staff recruited before 1 January 2014 varies between 60 and 65 years. Pension rights acquired in one or more national schemes before starting to work at Frontex may be transferred into the EU pension system.

Staff is covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled for a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.

For further information on working conditions please refer to the CEOS.

A contract of employment will be offered for a period of five years, with a probationary period of nine months. The contract may be renewed.

Frontex requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion or respective personal security clearance. The level of the latter depends on the specific post. For this post, the required level of clearance is CONFIDENTIEL UE / EU CONFIDENTIAL. Applicants who currently hold a valid security clearance at the above-mentioned level (or higher) do not need to obtain a new one. They shall provide Frontex with a copy of the security clearance and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, a renewal procedure shall be initiated expeditiously. In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants’ state of citizenship. In case of a failure to obtain the required security clearance certificate before the expiration of the probationary period or if the National Security Agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment Frontex has a right to terminate the contract of employment.

 

9. PROTECTION OF PERSONAL DATA

Frontex ensures that applicants' personal data are processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the European Union institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to applicants. This applies in particular to the confidentiality and security of such data.

The legal basis for the selection procedures of contract staff are defined in the CEOS3.

3 In particular the provisions governing conditions of engagement in Title II, Chapter 3.

The purpose of processing personal data is to enable carry-out selection procedures.

The selection procedure is conducted under the responsibility of the Human Resources Sector of the Human Resources and Security Unit, within the Corporate Governance of Frontex (HR Sector). The controller for personal data protection purposes is the Head of HR Sector.

The information provided by the applicants will be accessible to a strictly limited number of staff members assigned to the HR Sector, to the Selection Committee members, and, if necessary, to the Legal Affairs Unit and Frontex management.

Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits, qualifications and competences.

Processing begins on the date of receipt of the application. Data storage policy is as follows:

§ For applications received from not-selected candidates: the data are filed and stored in archives for 2 years and after this time the data are destroyed;

§ For applicants placed on a reserve list but not recruited: the data are kept for the period of validity of the reserve list + 1 year and after this time the data are destroyed;

§ For recruited applicants: the data are kept for a period of 10 years after the termination of employment or as of the last pension payment and after this time the data are destroyed.

 

All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the eligibility or selection criteria, the right of rectification cannot be exercised after the closing date of applications’ submission.

Should the applicant have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu.

Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).

 

10. APPEAL PROCEDURE

If an applicant 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 at the following address:

Frontex

Human Resources Sector

Plac Europejski 6

00-844 Warsaw

Poland

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage (http://www.frontex.europa.eu).

Candidates also have a possibility to complain to the European Ombudsman. Please note that complaints made to the European Ombudsman have no effect on the time period laid down in Article 91 of the Staff Regulations. Note also, that under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.

 

11. APPLICATION PROCEDURE

In order for an application to be considered valid, applicants must submit their Frontex Specific Application Form relevant for this selection procedure duly signed and scanned (pdf format) to the following an e-mail: jobs@frontex.europa.eu. The subject of the e-mail shall have this structure: ‘SURNAME_Name_Vacancy Reference Number_Post Title’.

Frontex Application Form is to be uploaded from Frontex website under the Reference Number of the post. In the Eligibility Checklist (which forms an essential and integral part of the Frontex Specific Application Form) the applicant shall verify his/her compliance with the eligibility criteria for the specific post. Applicants are further required to provide details on meeting the relevant selection criteria.

The Frontex Application Form must be:

 Fully completed in English, pointing out the professional experience relevant to this position (incl. calculation of years, months);

 Printed, signed and clearly scanned in pdf format (in one single document);

 Named as follows: ‘SURNAME_Name_Vacancy Reference Number_Post Title’.

 

The application will be rejected if it is not duly completed and signed by hand.

Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified.

Applicants shortlisted for an interview will be requested to supply documentary evidence in support of the statements made in the application. Do not, however, attach any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.

Incomplete applications or applications sent to Frontex after the deadline will be disqualified and treated as non-eligible.

Due to the large volume of applications, Frontex regrets that only applicants invited for the interview will be notified on the outcomes. The status of the recruitment procedure is to be found on Frontex website.

Please note that the time period between the closing date for applications submission and the end of the shortlisting of applicants for an interview may take more than two months. The closing date (and time) for the submission of applications is
30 November 2016 at 23:59 h of Warsaw local time.
Please keep a copy of your e-mail that proves that you have submitted you application on time as well as the subsequent automatic reply which confirms the receipt of your application.

Applicants are strongly recommended not to wait until the last day to submit their applications. Frontex cannot be held responsible for any last-minute malfunction due to an overload of the respective mailbox.