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Friday, April 22, 2011

Document Management and Data Protection Officer, AD5. EASO, Valletta. Open until 18 May 2011

Vacancy for a post of Document Management and Data Protection Officer(Grade AD 5) in the European Asylum Support Office (EASO)
REF.: EASO/2011/013
Publication External
Title of function Document Management and Data
Protection Officer (EASO)
Parent Directorate-General / Service DG HOME (BXL)

The European Asylum Support Office (hereinafter referred to as "the Support Office"),
established by Regulation 439/20101, strengthens European Union (EU) Member States
practical cooperation on asylum, enhances the implementation of the Common European
Asylum System (CEAS) and supports Member States whose asylum and reception
systems are under particular pressure.

Specifically, the Support Office focuses on three main tasks:

1. developing practical cooperation among Member States on asylum by facilitating
exchange of information on countries of origin, by providing Member States with
support for translation and interpretation, training of asylum officials and
assisting in the relocation of beneficiaries of international protection;

2. supporting Member States under particular pressure, in particular through the
establishment of an early warning system, coordinating teams of experts to assist
EU Member States in managing asylum applications and in putting in place
appropriate reception facilities;

3. contributing to the implementation of the CEAS by collecting and exchanging
information on best practices, drawing up an annual report on the asylum
situation in the EU and adopting technical documents, such as guidelines and
operating manuals, on the implementation of the EU asylum instruments.

The organisation chart of the Support Office can be consulted at:

1 Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).

The headquarters of the Support Office are located in Valletta Harbour (Malta).

The Document Management and Data Protection Officer will be responsible for ensuring
systems administration, local support and for creating and preserving records that
adequately and properly document the organisation, functions, policies, decisions,
procedures and essential transactions of the Support Office. Furthermore, he/she will act as the Support Office's Data Protection Officer and monitor the application of Regulation(EC) No 45/2001 on Personal Data Protection issues by the Support Office.

His/her main duties will be to:
􀂂 Assist the Executive Director in planning and implementing information management
􀂂 Implement a record management system;
􀂂 Collect, record, index, file, sort, and preserve documents in accordance with current
international standards, using electronic document and archive management systems;
􀂂 Develop file plans and indexing approaches, where appropriate, to simplify the use of,
access to, and integration of information within the Support Office;
􀂂 Draft, update and implement schedules for records created and maintained by the
Support Office;
􀂂 Help guarantee document authenticity, particularly in an electronic environment;
􀂂 Review and recommend requests for records equipment, services and supplies;
􀂂 Advise the Executive Director on Personal Data Protection issues in line with
Regulation (EC) No 45/2001 and monitor its application by the Support Office;
􀂂 Act as the Data Protection Officer of the Support Office;
􀂂 Carry out other related tasks as requested.


A) Eligibility criteria
Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:
1. Have a level of education which corresponds to completed university studies of at
least three years attested by a diploma;
(Only diplomas and certificates that have been awarded in EU Member States or that
are the subject of equivalence certificates issued by authorities in the said Member
States shall be taken into consideration)
2. By the closing date for applications candidates must have, over and above the
qualifications mentioned in Section 3.A.1, at least three years of professional
experience of which two years with tasks closely related to those described in
Section 22;
3. Be citizens of a Member State of the European Union;
4. Be entitled to their full rights as citizens;
5. Have fulfilled any obligations imposed by the applicable laws concerning military
6. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of a second of these languages to the extent necessary for the performance of the duties pertaining to the post;
7. Be physically fit to perform the duties linked to the post3.

B) Selection criteria

1. Sound knowledge and proven professional experience in the areas mentioned in the
job description under Section 2;
2. Excellent written and oral command of English;
3. Ability to work in a team and under pressure;
4. Excellent organisational skills;
5. Good analytical capabilities and problem-solving skills;
6. Ability to use electronic office equipment and applications (word processing, spread sheets, presentations, electronic communication, internet, etc.);
7. Knowledge of the mission and organisation of the Support Office.

1. Post-graduate degree obtained in a field relevant for the above mentioned tasks and duties;
2. Knowledge of other official languages of the European Union;
3. Professional experience in a position related to the aforementioned duties, preferably in a European Institution, Agency or Body;
4. Previous experience within an international and multicultural environment.

2 Professional experience is counted only from the time the candidate obtained the diploma required for being eligible. At a later stage, the candidate will be asked to provide supporting documents confirming the length and the level of his/her professional experience.

3 Before the appointment, a successful candidate shall be medically examined by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.

The Regulation which provides the legal basis for the Support Office was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).
The present publication is organised under the responsibility of the European
Commission (Directorate General for Home Affairs).
Eligibility of candidates will be assessed by a Selection Committee according to
compliance with all eligibility criteria by the closing date for the submission of
The best-qualified eligible candidates whose application shows evidence of all required competences and skills listed under the Selection Criteria may be asked to undergo a preselection test and/or a written competency test. Successful candidates will be invited for an interview, which will be held for the most part in English.
The interview will consist of the following components:
- General aptitude and language abilities to the extent necessary for the performance of their duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of the European Communities (CEOS);
- Knowledge of European integration, the institutions and in particular of the role of the EU agencies;
- Specific competences with reference to the applicants' profiles in line with the
selection criteria of the present Vacancy Notice.
Candidates invited to an interview will be required to bring with them originals and
copies or officially certified copies of the documents listed below:
• A document proving their citizenship (e.g. passport);
• Certificates attesting their educational and professional qualifications, in
particular those giving access to the profile in question, including an extract from
their police file;
• Documentary evidence of their professional experience after the date on which the
candidate obtained the qualification giving access to the profile in question,
clearly indicating the starting and finishing dates, whether full or part time, and
the nature of the duties carried out.
The Selection Committee will propose a short list of successful candidates to the
Appointing Authority, who will decide on the appointment of the successful candidate
and the establishment of a reserve list for the post advertised. Candidates shall 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 30 April 2012 and may be extended at the discretion of the Appointing Authority.
Prior to contract signature, the successful candidate will be asked to undergo a
compulsory medical examination by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.

The Support Office applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

The Officer will be appointed by the Executive Director, upon recommendation of the
Selection Committee, following the selection procedure.
He/she will be recruited as a temporary agent pursuant to Article 2(a) of the CEOS for a period of five years which may be renewed. The temporary agent post in question will be placed in group AD 5.
Successful candidates who are recruited will undergo an initial probation period of six months.
The pay consists of a basic salary in EURO weighted by the correction coefficient (for Malta currently 82.2%) supplemented with various allowances, including family
allowances. The salaries of staff members are subject to a Community tax deducted at
source. Staff members are exempt from national tax on salary and are members of the
Community social security and pension schemes.

For further information on working conditions of temporary staff please refer to CEOS:

The place of employment is Valletta Harbour (Malta).

For applications to be valid, candidates must submit:
• a detailed curriculum vitae in Europass CV format in English;
• a letter of motivation (1 page maximum).
Applications, preferably in English, should be sent solely by email to quoting the reference number of the vacancy notice.
Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same application to apply for more than one post will also be disqualified.
Please note that the selection process may take several months.
Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of
experience, etc.) should not be sent at this stage but must be submitted at a later stage of the procedure when requested.
In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English.
Under no circumstances should candidates approach the Selection Committee, directly or indirectly, concerning this recruitment. The authority in charge of concluding contracts reserves the right to disqualify any candidate who disregards this instruction.

Closing date:
The closing date for submission of the applications is 18 May 2011 at 13:00 (Local time). The Support Office will disregard any application received after that date.
If at any stage in the procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified.

The purpose of processing of the data you submit is to manage your application(s) in
view of a possible pre-selection and recruitment at the Support Office.
The Support Office does not make public the names of successful candidates on reserve
lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Support Office management team may have access to reserve lists and, in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department). Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.
The personal information we request from you will be processed in line with Regulation(EC) N° 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 EU institutions and bodies and on the free movement of such data.

If a 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 CEOS, at the following address:
The Executive Director
European Asylum Support Office
c/o European Commission
DG Home Affairs
M0 59 01/005
1049 Brussels
The complaint must be lodged within three months. The time limit for initiating this type of procedure starts to run from the time the candidate is notified of the act adversely affecting him/her.

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