VACANCY NOTICE
DOCUMENT MANAGEMENT OFFICER
(F/M)
REF.: ESMA/2020/VAC13/AD5
Type of contract Temporary Agent1
Function group and grade AD5
Duration of contract 5 years, with possibility of extension2
Department(s) Resources Department
Place of employment Paris, France
Deadline for applications 06/12/2020 (23:59 hrs, Paris local
time)
Reserve list valid until 31/12/2021
1. The Authority
ESMA is an independent EU Authority that was established on
1 January 2011. ESMA’s mission
is to enhance investors’ protection and promote stable and
orderly financial markets. This
mission is derived from ESMA’s founding Regulation3
and encompasses three objectives:
• Investor protection: to have the needs of financial
consumers better served and to
reinforce their rights as investors while acknowledging
their responsibilities;
• Orderly markets: to promote the integrity, transparency,
efficiency, and well-functioning
of financial markets and robust market infrastructures, and
• Financial stability: to strengthen the financial system in
order to be capable of
withstanding shocks and the unravelling of financial
imbalances while fostering economic
growth.
ESMA achieves these objectives through four activities4:
• assessing risks to investors, markets and financial
stability;
• completing a single rulebook for EU financial markets;
• promoting supervisory convergence; and
• directly supervising specific financial entities.
ESMA achieves its mission within the European System of
Financial Supervision (ESFS)
through active co-operation with National Competent
Authorities (in particular with securities
market regulators) as well as with the European Banking
Authority (EBA) and the European
Insurance and Occupational Pensions Authority (EIOPA). ESMA
has a unique position within the
ESFS as it focuses on the securities and financial markets
dimension and the overarching
European aspects of these objectives.
For further information, please refer to ESMA’s website: http://www.esma.europa.eu
2. Job framework and profile
The Resources Department is responsible for the Authority’s
resources and support functions.
The Department is structured in four Units:
• Corporate Services (CPS) Unit - responsible for the smooth
running of the facilities of
the Authority and the acquisition of goods and services, in
accordance with the EU public
procurement rules and procedures, and for supporting the
coordination within the
Resources Department, in particular in terms of planning,
reporting, document
management and communication. It ensures also the health,
safety and security of
ESMA staff and visitors;
• Information & Communication Technology (ICT) Unit -
preparing and implementing
ESMA’s IT strategic programme, as well as ensuring the
implementation and
maintenance of the IT systems and networks of the Authority;
• Human Resources (HRM) Unit - supporting ESMA and its staff
in all matters related to
recruitment, payroll, individual rights and career
development, in accordance with the EU
Staff Regulations and implementing rules; and
• Finance & Procurement (FIP) Unit - preparing and
implementing the budget and
procurement plan, and ensuring that budgetary transactions
are run in a sound manner
and in respect of existing EU rules and procedures.
Main duties:
ESMA is organising the selection procedure to recruit a
suitable candidate for the position of
Document Management Officer.
Reporting to the Head of Corporate Services Unit, the
jobholder will work with the overall objective of supporting the institutional
information and knowledge management governance. He/she will constitute a
centralised function for establishing and maintaining sound and consistent
document management and records retention practices. He/she will define data
handling policies and procedures and will monitor their implementation at every
step of the entire data lifecycle management process5 to maximize
its useful value.
Moreover, he/she will be in charge of ensuring that ESMA´s
legal, regulatory and information security compliance requirements are applied
to ESMA´s data assets. He/she will provide day to-day guidance to end-users,
collaborate with information technology specialists and assist
ESMA business areas in determining document management
requirements, tools and facilitate efficient, legal, and secure use of document
and records management systems.
The jobholder will be responsible for the following duties:
• define an information governance framework based on the
existing data, documents and
document management technologies (systems of engagement and
systems of records),
which leverages compliance with ESMA’s business requirements,
information security
and personal data protection requirements;
• contribute to the development and maintenance of policies
and procedures for the
ESMA’s document management and records retention;
• develop and maintain an inventory of data assets
(including the discovery, identification,
categorization, criticality and security classification of
documents);
• define a detailed document retention and archiving
strategy, policy and standard aligned
with the business continuity procedure;
• contribute to the implementation of electronic document
processing, retrieval, and distribution systems in collaboration with other
information technology specialists;
• define and document organisational wide workflow
procedures to meet all steps of the
data lifecycle process: collection/creation, access, usage,
storage, share/transfer, archive
and destruction of document data assets;
• contribute to the development or configuration of document
management system features, such as user interfaces, access profiles, access
controls, document categorization classification and labelling;
• assess the current electronic document management system
and establish its
compliance with ESMA’s policy and propose remedial actions if
necessary;
• develop and maintain a reporting scorecard that measures
and tracks the levels of compliance at ESMA;
• assist in the risk assessment and protection of ESMA´s
data assets to comply with the
ESMA´s security policies and procedures;
• assist the ESMA staff and business areas in the
implementation of policies and procedures in the above-mentioned domains;
• assist the Information Security Officer to implement data
protection initiatives, during regular internal compliance checks, audits and
investigations;
• contribute to the development of document and records
management systems at ESMA;
• work together with other relevant support functions (e.g.
ICT Unit) to establish and maintain effective electronic document and records
management systems, as well as physical archiving services;
• provide advice, training and support to the ESMA business
areas on all aspects of document management and retention;
• provide support to and train ESMA’s staff to increase the
culture on Document Management and perform ad hoc training campaigns, surveys,
newcomers inductions;
• provide access to archived information when requested and
necessary;
• establish and maintain robust knowledge management
practices (e.g. a physical/online
library, databases); and
• represent the ESMA and liaise on behalf of ESMA with
comparable institutions in networks and information exchanges related to
document management.
3. Professional qualifications and other requirements
A. Eligibility criteria
To be considered eligible, candidates must satisfy all the
eligibility criteria listed below, by the
deadline for submitting applications:
• have at least a level of education which corresponds to
completed university studies of
three years attested by a diploma6;
• be a national of a Member State of the European Union or
the EEA (Norway,
Liechtenstein, Iceland);
• enjoy full rights as a citizen7;
• have fulfilled any obligations imposed by the applicable
laws concerning military service;
• have a thorough knowledge of one of the languages of the
European Union8 and a
satisfactory knowledge9 of another language of
the European Union, and
• be physically fit to perform the duties linked to the post10
.
B. Selection criteria
PRE-SCREENING PHASE
Applications which fulfil the above Eligibility criteria
(part A) will be assessed and scored against
the Essential requirements (part B.1). Candidates who do not
meet all the Essential
requirements (part B.1) will be excluded from the selection
process.
Candidates who meet all the Essential requirements (part
B.1) will be scored against the
Advantageous requirements (part B.2).
Within this comparative evaluation of applications, the 12
best candidates (who obtain the
highest scores) will be invited first for the written test
(1st part of the selection process).
Consequently, the candidates who reach a minimum score of
60% for the written test will be
invited for the interviews with the ESMA Selection Board
(2nd part of the selection process).
B.1. Essential requirements
a) Minimum three (3) years’ work experience (acquired after
the minimum qualification, as
required under part 3A) in a position related to the areas
described under part 2 above;
b) Proven experience in document management projects as a
subject matter expert (e.g.
scoping the definition, experience in implementation of data
handling frameworks);
c) Proven experience in data and document management
technologies (Microsoft based);
d) Proven experience in drafting and delivering policies,
procedures and technical standards
in the area of document management; and
e) Excellent written and oral English11
.
B.2. Advantageous requirements
f) Certifications and/or professional training relevant to
the profile;
g) Proven experience in drafting document management
policies, procedures and guidelines at EU and/or national level (including but
not limited to document discovery, categorisation, labelling, access controls,
document registration, filing, retention, archiving, etc.);
h) Experience in data protection, data classification, and
data leakage prevention projects;
i) Experience in multicultural environments; and
j) Motivation for the advertised position.
INTERVIEWS & WRITTEN TESTS PHASE
Candidates invited for interviews and written tests will be
assessed against all selection criteria
(parts B1 & B2 & B3).
B.3. Supplementary requirements
i) Ability to tackle complex issues, as well as presenting
the results of his/her work in a
structured manner to an audience in a clear and
understandable way;
j) Ability to deliver high-quality work under pressure and
tight deadlines; and
k) Strong interpersonal skills and ability to interact with
multiple internal and external stakeholders.
The candidates who receive at least 60% of the maximum
points in both the interviews and
written test will be included in the reserve list of
suitable candidates.
The established reserve list may be used for the recruitment
of a similar post depending on the
needs of ESMA. Please note that inclusion in the reserve
list does not guarantee recruitment.
4. How to apply
You must submit your application through e-Recruitment. ESMA
does not accept applications
submitted by any other means.
All sections of the application must be completed in
English. In order to be considered,
applications must be received by 23:59:59 CET on the closing
date. We advise you to submit
your application well ahead of the deadline, in order to
avoid potential problems due to heavy
traffic on the website.
Please consult the Candidates Guidelines for instructions on
completing your application.
Following the submission of the application candidates will
receive an automatic email
acknowledging receipt of the application.
Please note that all correspondence will take place by
email, so candidates should ensure that
the email address associated with applicant’s account is
correct and that it is checked regularly.
Applicants will be assessed on the basis of the eligibility
and selection criteria specified in the
vacancy notice (as explained in part 3) and these must be
met by the deadline for submitting
applications.
5. Summary of conditions of employment
• Successful external candidates may be offered an
employment contract for five years as a temporary agent. Any further renewal
shall be in principle for an indefinite duration.
• Successful external candidates will be recruited in the
grade and classified in step 2.
|
Grade/step |
Minimum
requirements for classification in step12 (required level of
university studies + minimum number of years of experience after university
graduation) |
Monthly net
salary without allowances 13 |
Monthly net
salary, including specific/family allowances14 |
|
AD5 step 2 |
3 years’
university degree + 3 years’ experience |
4,730 € |
6,800 € |
• The monthly basic salary is multiplied by the correction
coefficient for France (currently
117.7%).
• Salaries are subject to a Union tax deducted at source and
are exempt from national
taxation.
• Depending on the individual family situation and the place
of origin, the successful
jobholder may be entitled to: expatriation allowance (16% of
the basic salary), household
allowance, dependent child allowance, education allowance,
pre-school allowance,
installation allowance, reimbursement of removal costs,
initial temporary daily
subsistence allowance, and other benefits.
• Annual leave entitlement of two days per calendar month
plus additional days for age,
grade, 2.5 days home leave if applicable, and in addition on
average 17 ESMA holidays
per year;
• EU Pension Scheme (after 10 years of service);
• EU Joint Sickness and Insurance Scheme (JSIS), accident
and occupational disease
coverage, unemployment and invalidity allowance and
insurance, and
• General and applicable professional training, plus
professional development
opportunities.
6. Data protection
Candidates’ personal data are processed as required by the
Regulation (EU) No 2018/1725 of
the European Parliament and of the Council of 23 October
2018 on the protection of natural
persons with regard to the processing of personal data by
the Union institutions, bodies, offices
and agencies and on the free movement of such data.15 This
applies in particular to the
confidentiality and security of such data. For more
information, please check the privacy
statement on recruitment procedures.
ESMA will take all necessary measures to ensure the
confidentiality of the procedure, however it
cannot be ruled out that candidates see one another on the
day of the interview or written test.
1 According to the Article 2(f) of the Conditions of
Employment of Other Servants (CEOS) of the European Union.
2 Temporary agents may be engaged under their first
contract for a fixed period of 5 years. Any further renewal shall be in
principle for an indefinite duration. Probationary period for the first
contract is nine months.
3 Regulation (EU) No 1095/2010 of the European Parliament
and of the Council of 24 November 2010 establishing a European Supervisory
Authority (European Securities Markets Authority), amending Decision No
716/2009/EC and repealing Commission Decision 2009/77/EC.
4 https://www.esma.europa.eu/about-esma/esma-in-short/esma-organigramme
5 Data lifecycle process includes: the
collection/creation, access, usage, storage, share/transfer, archive and
destruction of data assets at ESMA.
6 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.
7 Prior to the appointment, the successful candidate will
be asked to provide a police certificate confirming the absence of any criminal
record.
8 The languages of the EU are: Bulgarian, Croatian,
Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek,
Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese,
Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, and Swedish.
9 At least at the level B2, according to the Common
European Framework of Reference for Languages:
http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr
Knowledge of the 2nd EU language will be tested orally
for candidates invited for interviews.
10 Before the appointment, the successful candidate shall
be examined by ESMA`s medical centre in order to confirm that the candidate
fulfils the requirements of Article 12(2) (d) of the CEOS (physical fitness to
perform the duties).
11 At least at B2 level. English is the internal working
language of ESMA, as decided by ESMA Management Board with the decision
ESMA/2011/MB/3 of11/01/2011. This decision implements Article 73 (2) of the
ESMA Regulation (EU) No 1095/2010 establishing ESMA.
12 ESMA Management Board Decision ESMA-2014-MB-14,
adopting of general implementing provisions concerning the criteria applicable
to classification in step on appointment or engagement - Commission decision
(C(2013) 8970 of 16/12/2013):
https://www.esma.europa.eu/sites/default/files/library/decision_on_classification_in_step_2013.pdf
13 An estimation of net salary, including the correction
coefficient for France, deduction for tax and social security, without any
allowances (this estimation has been calculated for a candidate who is not
entitled for expatriation allowance in France and has no family).
14 An estimation of net salary, including the correction
coefficient for France, deduction for tax and social security and adding the
allowances (this estimation has been calculated with expatriation allowance,
household allowance and with one dependent child allowance). Allowances depend
in any case on the personal situation of the candidate.
