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Thursday, January 6, 2011

Document Management Coordinator, FG II. EMSA, Lisbon. Open until 31 January 2011


Ref. n°: EMSA/CA/2010/05
The European Parliament and Council Regulation (EC) No 1406/20021 provides the legal
basis for the establishment of the European Maritime Safety Agency (EMSA).
The goal of the Agency is to provide technical and scientific assistance to the European Commission and the Member States on matters relating to the proper implementation of European Union legislation on maritime safety and pollution by ships. To do this, one of EMSA's tasks is to improve cooperation between Member States in all key areas. This includes undertaking a range of actions related to design, construction and operation of all types of merchant and fishing vessels.
In addition to its initial safety and pollution related work, in April 2004, EMSA was also given additional tasks by the European Council and the European Parliament related to oil pollution response, ship security and training of seafarers.
EMSA invites you to send your application for the recruitment of Document Management
Coordinator. The position is within Department A ‘Corporate Services’, Unit A.3 –
Operations Support.
More information about the Agency and its structure and activities can be found on our

Functions and Duties:
Reporting to the Head of Unit A.3, Operations Support, the successful candidate is
responsible for:
• Contributing to the implementation, maintenance and improvement of the Agency’s
document management policy;
• Assisting in elaborating the required implementing rules and procedures concerning
registration, filing, archiving and retention of documents and files;
• Ensuring access to documents (both in paper and electronic format) concerning the
activities of the Agency, taking into account the relevant provisions concerning
security and data protection;

1 OJ L 208, 5.8.2002, p.1, as amended by Regulation (EC) No 1644/2003 of the European Parliament and of the Council of 22 July 2003 (OJ L 245, 29.9.2003, p. 10) and Regulation (EC) No 724/2004 of the European Parliament and of the Council of 31 March 2004 (OJ L 129, 29.4.2004, p. 1).

• Ensuring implementation of the policies and rules in place concerning all aspects of document management in liaison with contact persons at Department and Unit level
across the Agency;
• Ensuring that the electronic system used for document management complies with
the Document Management Policy in place and documents are encoded in
accordance with the Agency’s Filing Plan;
• Assisting in procuring, organising and maintaining the appropriate in-house facilities to serve as archives;
• Securing physical integrity, protection, conservation, appraisal and transfer of
documents, records and files with a view to their permanent disposal or retention
and to opening them to the public in accordance with the existing regulations;
• Initiating and co-ordinating collaboration with colleagues in order to develop and
implement homogeneous compatible procedures, norms and methods to organise,
preserve and make accessible internal information and documents;
• Developing and providing training sessions;
• Monitoring and reporting on the progress and fulfilment of the objectives related to document management, both to staff and management.

Qualifications and experience required:


A.1. Education and Experience:
• A post-secondary education attested by a diploma, or;
• A secondary education attested by a diploma giving access to post-secondary
education and appropriate professional experience of three years. The secondary
education diploma giving access to post-secondary education may be replaced by a
certificate of adequate professional training of not less then three years on condition that there was no similar professional training giving access to higher education at the time it was issued or;
• Successful completion of intermediate education plus two years relevant
supplementary specialised training plus five years’ appropriate professional

A.2. Language skills:
The main working language in the field of maritime safety is English. Candidates must
therefore have a very good command of oral English as well as in writing with a
satisfactory knowledge of at least one other official language of the European Union to the extent necessary for the performance of the above mentioned duties.

A.3. General Conditions: In addition, in order to be eligible the candidate must:
• You must be a national of one of the Member States of the European Union or of
Iceland or Norway;
• You must be entitled to your full rights as a citizen2;
• You must have fulfilled the obligations imposed on you by the laws concerning
military service;
• You must meet the character requirements for the duties involved;
• Be physically fit to perform the duties linked to the post3.

2 Prior to the appointment, the successful candidate will be asked to provide a police certificate confirming the absence of any criminal record.

3 Before being engaged the candidate will be medically examined in order that the Agency may be satisfied that he/she fulfils the requirements of Article 12 (2) (d) of the Conditions of Employment of Other Servants of the European Communities.


B.1. Essential:
• Good knowledge on documentation management;
• Good organisational skills;
• Good drafting skills in English and capacity to gather and organise information to
produce presentations, arrange and gather information for meetings and prepare
• Strong customer-focused approach to work;
• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds;
• Capacity to work under minimum supervision;
• Sense of initiative and responsibility;
• Proficiency in using MS Office tools;
• Ability to work under pressure and to respond quickly to new demands.

B.2. Advantageous:
• Archivist/Documentation management experience or studies;
• Coordination skills;
• Experience in EU Institutions or Agencies;
• Knowledge of a third language.

Conditions of Employment:
• The successful candidate will be appointed as a Contract staff member under the
provisions of Title IV, Article 80 of the Conditions of Employment of other Servants of the European Communities.
• The initial duration of the contract will be 3 years with possibility of renewal.
• The successful candidate will be recruited in function group II. The grade will be
determined in accordance with the number of years of professional experience.
• The basic monthly salary for the entry grade of Function Group II, (Function Group
II, Grade 4, Step 1) before any deductions or allowances, at 1 July 2009 is 1683.35€.
• In addition to the basic salary, staff members may be entitled to various allowances, such as an expatriation allowance (16% of basic salary), household allowance, dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt from national
• Please note that recruitment is done in the first step of the indicated grade.
• EMSA offers a comprehensive welfare package including pension scheme, medical,
accident and occupational disease insurance coverage, unemployment and invalidity
allowance. Further information regarding rights and conditions of employment can be
found in the following document:
• The place of employment is Lisbon, Portugal.

Submission of applications:
Each application shall contain the three following documents:
1) A detailed curriculum vitae in European format (that can be obtained at the
following address or downloaded from EMSA web site)
2) A duly completed and signed declaration of honour (to be downloaded from
EMSA web site).
3) A motivation letter of 2 pages maximum.
Candidates are kindly requested to provide 5 copies (1 original + 4 copies) of their
application in order to facilitate the recruitment process. The complete application
should be sent by registered mail to:
Vacancy reference n°:
HR Sector
Cais do Sodre
1249-206 Lisbon, Portugal
Only complete applications containing the three above mentioned documents and
sent by registered mail within the deadline will be taken into account.
The postmark will serve as proof of the date of dispatch. The vacancy reference
number must be clearly indicated on the envelope.
The deadline for sending your application is 31 January 2011.
Please note:
• Mention clearly your address for correspondence and for invitation to an interview.
All correspondence will be sent to this address. Inform us of any change
• EMSA is an equal opportunity employer and encourages applications from
• If you are invited to an interview you will be asked to submit supporting documents
to prove the information provided in your application.
• You may apply in any of the official languages of the European Community, but it
would be helpful to apply in English in order to facilitate the selection process.
However you are requested to state your educational qualifications and positions
held in the language of origin.
The Selection Process:
All candidates will receive an acknowledgement of receipt for their application. For each selection process a Selection Committee is nominated. The Selection Committee will evaluate all applications and select those candidates meeting the eligibility criteria and matching best the selection criteria required in this vacancy notice. The selected candidates will be invited to pass one or several written exams related to the job profile and to take part in a selection interview.
During this recruitment phase, the selected candidates will be evaluated by the Selection Committee. After the interviews, the Selection Committee will draw up a list of the most suitable candidates. The Appointing Authority will select the successful candidate and inform him/her accordingly. As soon as this decision is taken, all candidates will receive an information letter.
Please note that a binding commitment can only be made after verification of all
conditions and will take the form of a contract signed by the Executive Director.
The reserve list will remain valid for a period of 1 year following its establishment.
Therefore candidates whose name will be put on a reserve list could be offered a
contract during this period of time.
Please note that the selection process may take several months to be completed
and that no information will be released during this period. Once a selection process
has been completed, its status will be displayed on our web site.

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