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Wednesday, September 28, 2011

Document Management Officer, FG IV. EFSA, Parma. Open until 24 October 2011

The European Food Safety Authority (EFSA) has set up a selection procedure that aims to establish a reserve list for Agents (five-year contract renewable on the conditions set out in the Staff Regulations and in the Conditions of Employment for Other Servants) for:

Position Title
Document Management Officer
Job Category
Executive Directorate
Executive Office (EXO)
Type of Contract
Contract Agent
Function Group and Grade
Function Group IV
Parma, Italy
Starting Date
As soon as possible
Closing Date for Applications
24/10/2011 at midnight (Local time, GMT +1)

1. The Organisation
The European Food Safety Authority is the European Union body responsible for scientific advice on risks related to food and feed, animal health and welfare, plant health and nutrition, and to communicate on these matters.
We contribute to the safety of food in Europe by providing and making public transparent and independent scientific advice so that EU policies and decisions at European and individual Member States level are objective and science- based.
We are committed to the core values of scientific excellence, independence, openness, transparency and responsiveness.

2. The Executive Office Unit
The mission of the Executive Office Unit is to assist the Executive Director of EFSA in providing leadership and strategic direction to the European Food Safety Authority and in fulfilling the Executive Director’s tasks as laid down in EU legislation. It aims to strengthen EFSA’s strategic management capacity by ensuring that the EFSA Management Team is able to rely on information, tools and procedures supporting effective strategic and operational steering of the Authority.
The unit is organised into three teams: Quality Management, Strategic Planning and Monitoring, Institutional Relations.

3. Tasks and Responsibilities
The Document Management Officer is responsible for the development of the Agency’s documents and records management system, practices, procedures and tools.

The specific tasks may include:
 Management of the Authority’s Document Management policy including Document Indexing, Security Classification, Archiving and Retention, Records management, and taking into account existing models used by similar organisations;
 Translate policy into simple workflow, procedures and guidelines to help users in their daily document management;
 Ensure the adoption of professional best practices and standards;
 Identify and support the specification needs of the IT tools for the improvement of the electronic document management system;
 Measure the implementation and performance of the document management system by monitoring Key Performance Indicators (KPIs) and periodically reporting on the completion of the process objectives;
 Maintains records, management policies and procedural documentation needed for an ISO 9001 certified organisation;
 Work closely with other relevant Units and Directorates within EFSA, in particular Legal and IT;
 Provide specialised guidance and reply to internal/external queries in the respective field of expertise.
The generic tasks may include:
 Contribute to the development/revision of existing policies and procedures to respond to emerging needs and changes in the respective area;
 Contribute to the work plan/programme/report of the Unit;
 Follow up on budgetary expenditures and financial operations;
 Contribute to the organisation and delivery of presentations on matters related to the respective area;
 Develop working documents and templates in view of harmonising and easing the overall workload of the Unit;
 Cooperate and provide support to all team members in general.
The Document Management Officer reports to the Head of the Executive Office Unit.

4. Eligibility criteria
A. General conditions
i. Candidates must be nationals of a Member State of the European Communities, Iceland or Norway;
ii. Candidates must have fulfilled any obligations imposed on them by laws concerning military service;
iii. Thorough knowledge of one of the official languages of the Communities and a satisfactory knowledge of another language of the Communities;
iv. Meet the character requirements for the duties involved;
v. Candidates must be entitled to his or her full rights as a citizen;
vi. Be physically fit to perform the duties linked to the post.1

B. Qualifications
i. A level of education which corresponds to completed university studies of at least three (3) years attested by a diploma in one of the following fields: Computer Science, Engineering, Mathematics, Physics, Business Administration, Records and Information Management, Economics or related areas.
Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant EU Member State authorities will be accepted. In instances where diplomas are obtained from a non-EU Member State, EFSA may request a relevant letter of comparability from the candidate.

C. Experience
i. In addition to the above, at least one (1) year of relevant and proven professional experience gained after obtaining the diploma.
Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications or engagement.
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 period of studies of professional experience).
Professional activities pursued part-time will be calculated pro-rata on the basis of the certified percentage of full-time hours worked.

5. Selection criteria

A. Essential:
i. At least one year of proven experience in documents or records management;
ii. Proven experience in designing and implementing Electronic Management Document Systems;
iii. Professional experience and/or knowledge of taxonomies, metadata, records management standards;
iv. Experience in designing and implementing document management policies/procedures within an EU Institution, international or multinational organization;
v. Practical knowledge of the IT systems which support document management;
vi. Excellent knowledge of both written and spoken English;
vii. Analytical and critical thinking skills;

1 Before the appointment, a successful candidate shall be medically examined by an institutions’ medical officer in order that the European Food Safety Authority may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.

2 Remunerated PhDs acquired in a field relevant to the job description can be counted as professional experience up to 50% of their duration.

viii. Ability to adapt to changes in demands and situations and to adjust priorities accordingly;
ix. Ability to work under pressure and in a demanding environment;
x. Ability to keep communication clear, concise and relevant and to communicate effectively, orally and in writing;
xi. Service culture orientation, demonstrating responsiveness and flexibility toward both external and internal customers.

B. Advantageous:
i. Proven experience in implementing ISO 9001 or equivalent standards for document and records management;
ii. Experience in project management.

6. Selection procedure
The selection procedure includes the following steps: Eligibility check: After registration, each application is checked against the eligibility criteria. The eligibility of candidates will be assessed only if the requirements requested in the vacancy notice are met by the closing date of the submission of applications; Evaluation of application: all the eligible applications are evaluated by the Selection Board based on the selection criteria defined in the Vacancy Notice. Interviews:
o The best-qualified applicants, who obtained the best scoring within the evaluation, are short-listed and will be invited for an interview by the Selection Board;
o The interview will mainly be held in English;
o During the selection process candidates are required to undergo a written test;
o Candidates invited to an interview will be requested to submit, on the day of the interview, a non-certified copy of their diploma(s) and evidence of their professional experience, clearly indicating the starting and finishing dates, the function(s) and the exact nature of the duties carried out; however, prior to contract signature, the successful candidate/s will be requested to provide EFSA with original or certified copies of all relevant documents proving the eligibility requirements;
o The interview will take place in Parma (Italy), where the Authority has its seat and where the place of employment is.

Establishment of a reserve list:
o The Selection Board will establish a reserve list composed of at least three (3) candidates, provided that they meet the above mentioned essential criteria and assets;
o This reserve list may be used for the recruitment of a similar post depending on the needs of the Authority, and will be valid until 31/12/2012 (the validity of the reserve list may be extended);
o Candidates should note that inclusion on a reserve list does not guarantee recruitment.
Appointment: The Executive Director will appoint the selected candidate/s.
Please note that the Selection Board’s internal proceedings are strictly confidential and that any contact with its members is strictly forbidden.

7. Appeal procedures
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 Conditions of employment of other servants of the European Communities, at the following address:
The Executive Director
Selection procedure Ref.: EFSA/F/4/2011/008
Largo N. Palli, 5/A
I-43121 PARMA
The complaint must be lodged within three (3) months. The time limit for initiating this type of procedure starts to run from the time the completion of the selection procedure is published on the Web-site at:

8. Conditions of employment
Depending on the budgetary situation, selected candidate/s may be offered a five-year contract in accordance with the conditions of employment of other servants of the European Communities. Before signing the contract, the selected candidates will be asked to sign a declaration of interest.
The successful candidates will be recruited in Function Group IV (FGIV). The grade within Function Group IV will be determined in accordance with the years of professional experience (please refer to Title IV, Art. 80 and 93 of the Conditions of Employment of Other Servants:
In addition to the basic salary, staff members may be entitled to various allowances, such as a household allowance, expatriation allowance (16% of basic salary), dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation.
EFSA offers a comprehensive welfare package including pension scheme, medical accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance. Further information regarding rights and conditions of employment can be found in the following document:
The Authority is an equal opportunities employer and takes care to avoid any form of discrimination.

9. Submission of applications
Candidates are requested to submit their application online through the Authority’s website: or download the forms from the EFSA website and send their application by registered mail to the following address:
Human Resources Unit
Ref.: EFSA/F/4/2011/008
Largo N. Palli, 5/A
I-43121 PARMA
Candidates should note that the online application is the recommended method. Moreover, the online method will allow candidates to enter into their application until the deadline in order to make changes.
Applications delivered via email will not be accepted. An application will be deemed admissible only if it includes a duly completed application form. This vacancy notice and the form are only available in English. Candidates are kindly invited to fill in their application form in English, in order to facilitate the recruitment procedure.
Information concerning the status of the selection procedure can be found at the following address:
Please note that EFSA will not return applications to candidates. The personal information EFSA requests from candidates 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 Community institutions and bodies and on the free movement of such data. The purpose of processing of the personal data candidates submit is to manage applications in view of a possible pre-selection and recruitment at EFSA.
More information on personal data protection in relation to selection and recruitment can be found on the EFSA website:

10. Deadline
Applications must be sent no later than 24 October 2011 at midnight (Local time, GMT +1). For those sent by registered mail, the postmark date will serve as a proof. The Authority will disregard any applications received after that date.
Please note that, due to the extremely large number of applications we receive, when reaching the deadline for submission of applications, the system may have problems to process the large amounts of data. We therefore advise the applicants to send in their application well ahead of the deadline.

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