VACANCY NOTICE V/AD/REF/1/2020
The European University Institute (EUI), based in Florence, Italy
is organising a selection procedure based on qualifications and tests
to draw up a reserve list for the post of
Document Management Officer (DMO)
(Temporary Agent, type 2b, AST031)
in the Real Estate and Facilities Service (REFS)
Who We Are
The European University Institute (EUI) at a glance:
an international organisation set up in 1972;
a research university focusing exclusively on
doctoral and post-doctoral studies, and
located in the hills overlooking the city of Florence,
The Institute also hosts the Historical Archives of the
More on our Institution: https://www.eui.eu/About
The mission of the Real Estate and Facilities Service (REFS) is
to offer to the community of users and to all visitors the optimal
work and life environment for the duration of their stay at the EUI.
The REFS manages the overall infrastructure of the EUI Campus. It
operates and maintains all of the Institute's buildings and their
services, developing them and implementing plans for sustainable
The service takes care of the day-to-day running of the EUI, managing canteens, the crèche,
housing service, postal service, welcome service, ordinary maintenance and site security.
Other areas which come under the remit of the Real Estate and Facilities Service are the
central filing and protocol office, the organisation of conference and seminar rooms, the
management of audio-visual equipment, document reproduction and printing, environmental
services, the purchase office and translation work.
cf. Annex II
Your Key Responsibilities
The Real Estate and Facilities Service (REFS) is looking for a
dynamic Document Management Officer (DMO) who will be
responsible for establishing policies and procedures, managing
tools and systems for document and records management (RM),
and providing information services to EUI services and departments.
This is a substantially reshaped and strategic role focused on developing and managing the
document and records management policies of the EUI.
Level of Expertise:
In-depth knowledge of applicable rules regarding records management (retention,
archiving) and applicable data protection regulations;
Identifying, examining, and evaluating major publications and trends in the records
management profession with particular regard to activities in EU institutions;
Regularly assessing the EUI document management policies, by investigating on security
classification schemes and by testing audit trails.
Understanding applicability and limitation of technology to the work of records
Actively applying technology to appropriate tasks; being open to learn new technologies;
Liaising with EUI ICT service and external (IT) companies in order to secure system
Policy/ Strategy Making:
Developing and maintaining document management policies;
Cooperating with the administrative staff in organising and maintaining the EUI central
archives in accordance with existing rules and standards applicable to the EUI;
Implementing rules and procedures concerning registration, filing, archiving and retention
of documents and files;
Managing the various electronic document management systems in place at the EUI;
Leading strategic discussions and working groups with regard to the EUI RM programme;
Facilitating administrative staff‘s access to EUI electronic document management
systems, and leading the transition towards digital and digitised archives;
Participating actively in the relevant working groups.
Providing advice and organising workshops to ensure knowledge of and compliance with
the EUI records management programme;
Developing and maintaining the contents of the EUI RM programme web pages;
Liaising with staff of EUI services and departments to ensure the EUI documents are
managed in a secure way;
Participating in and contributing to the profession through external training and
Level of autonomy and accountability:
Working with a high level of autonomy; accountable for the work of others;
Reporting directly to the REFS Director.
Role in administrative processes:
Managing the document and records management policies of the EUI;
Taking into account relevant provisions on information security and protection of personal
data in the implementation of rules and procedures;
Liaising with services and departments on document management policies;
Managing the EUI records and archives management systems and applications;
Working with and providing hands-on training to staff to ensure the information is
managed and retained in an appropriate and secure way;
Providing support and assistance on all document management-related questions to
administrative and academic staff.
Supervising project staff, contractors, external collaborators and trainees;
Providing regular training for EUI administrative services and academic units, in particular
all users involved in document and records management;
Conducting evaluation of the training provided;
Managing the budget assigned to the records
management office and for the management of
its digital systems and applications.
Finance and procurement:
Managing finances and procurement for all
acquisitions and services required for the
management of the records and archives systems.
Your Key Competencies
All staff at the EUI share the following competencies:
Ethics and integrity
Working in a multicultural environment
Delivering quality and results
Competencies specific to the unit and the role include the
Organizational skills for own and others’ work and ability to meet deadlines and to set
Communication and presentation skills;
Ability to work collaboratively and build strong working relationships;
Strong service-oriented approach.
What We Offer
A role in an inspiring community of young scholars with an
exclusive focus on doctoral and post-doctoral studies;
A world-class research library, the Historical Archives of the
European Union, and many other excellent research
Language courses and soft skills trainings;
Access to all EUI facilities: library, crèche, cafeteria, gym,
participation in seminars and workshops;
Competitive salary package including health and pension plan;
A healthy work-life balance in a family-friendly environment.
How To Apply
Applications must be submitted electronically using the V/AD/REF/1/2020 online application
form available at
CLOSING DATE FOR APPLICATIONS: 30/11/2020 at 24:00 CET
Before completing the online application form you are invited to read ANNEXES I
& II that represent an integral part of this vacancy notice.
Annex I – Eligibility and Selection Criteria
On the closing date for online applications, you must fulfil all the following general
and specific conditions:
1. General conditions
Being a national of a Member State of the European Union;
Enjoying full rights as a citizen attested by a recent extract from judicial records and/or
certificate of good conduct proving no previous conviction for a criminal or
administrative offence that could call into question his/her suitability for performing
the duties of the post;
Having fulfilled any obligations imposed by the laws on military service;
Being physically fit to perform the duties.
2. Specific conditions
2.1 Education (Qualifications)
A level of post-secondary education attested by a diploma, or
a level of secondary education attested by a diploma giving access to higher education,
and appropriate professional experience of at least three years. This professional
experience will be considered part of the educational qualification and will not be taken
into account in the required numbers of professional experience under 2.2.2.
2.2. Professional experience2
By the deadline for applications, and in addition to the qualifications required above, you
must have at least three years of relevant professional experience gained after obtaining
the diploma required under 2.1.
2.3 Knowledge of Languages3
Main language: have a thorough knowledge of one official language of the European
Second language: a satisfactory knowledge of another official language of the
European Union to the extent necessary for the performance of the duties.
2 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to this post. Only duly documented professional activity (i.e. remunerated employment or selfemployment) is taken into account. Part-time work will be taken into account in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account.
Completed and remunerated PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once.
3 Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a thirdEU language.
University degree in Archives Science and/or Records Management;
At least 3 years of relevant work experience in document, records or archives
management programmes, including the use of dedicated systems;
Experience with IT tools applied to document, records and archives management;
Demonstrated experience in drafting and implementing records management policies;
Knowledge of provisions concerning information security and protection of personal
Excellent knowledge of English, both spoken and written (CEFR level: C1 or above).
Proven ability to work as part of a multinational and multidisciplinary team in an
Experience working with European Union institutions or in a university or research
Knowledge of additional languages of the European Union.