Document Management Officer, AD5. ESMA, Paris. Open until 06 December 2020

 

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.

Document Management Officer, AST 3. EUI, Florence. Open until 30 November 2020

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

advanced research;

 located in the hills overlooking the city of Florence,

Italy.

The Institute also hosts the Historical Archives of the

European Union.

More on our Institution: https://www.eui.eu/About

 

Our Unit

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

growth.

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.

 

1

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.

 

Technological awareness:

 Understanding applicability and limitation of technology to the work of records

management;

 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

maintenance.

 

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.

 

Representation/communication:

 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

networking activities.

 

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.

 

People management:

 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;

 

Budget management:

 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

 Accountability

 Delivering quality and results

 

Competencies specific to the unit and the role include the

following:

 Organizational skills for own and others’ work and ability to meet deadlines and to set

priorities;

 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

facilities;

 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

https://www.eui.eu/About/JobOpportunities/Open-competitions-for-administrative-posts

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

 

ELIGIBILITY 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

Union; and

 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.

 

SELECTION CRITERIA

 

Essential

 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

data;

 Excellent knowledge of English, both spoken and written (CEFR level: C1 or above).

Advantageous

 Proven ability to work as part of a multinational and multidisciplinary team in an

international environment;

 Experience working with European Union institutions or in a university or research

organization;

 Knowledge of additional languages of the European Union.

Document Management Officer, AST 4. SRB, Brussels. Open until 13 July 2020

SINGLE RESOLUTION BOARD
VACANCY NOTICE
DOCUMENT MANAGEMENT OFFICER (SRB/AST/2020/001)

Type of contract
Temporary agent

Function group and grade
AST4

Duration of contract
3 years (renewable)

Area
SRB Secretariat

Place of employment
Brussels, Belgium

Estimated monthly basic salary
€ 4 315.85

Deadline for applications
13/07/2020 at 12:00, Brussels time

Reserve list valid until
31/12/2020

Probation period
9 months

The SRB
The Single Resolution Board (SRB) is the central resolution authority within the Banking Union (BU). Together with the National Resolution Authorities (NRAs) of participating Member States (MS), it forms the Single Resolution Mechanism (SRM). The SRB works closely with the NRAs, the European Commission (EC), the European Central Bank (ECB), the European Banking Authority (EBA) and National Competent Authorities (NCAs). It contributes to safeguarding financial stability.
Its mission is to ensure an orderly resolution of failing banks with minimum impact on the real economy and on public finances of the participating Member States and beyond. Therefore, the SRB is granted with specific tasks and responsibilities to prepare for, and carry out, the resolution of banks that are failing or likely to fail.
The SRB is also responsible for managing the Single Resolution Fund, as established by the SRM Regulation, to ensure that medium-term funding support is available while a bank is being restructured and/or resolved.
The SRB is a self-financed agency of the European Union.

The job
The SRB is organising a call for expressions of interest with a view to establishing a reserve list of Temporary Agents for the position of Document Management Officer.

1. Profile
The Document Management Officer will work under the supervision of the Head of Unit of the SRB Secretariat, who reports to the SRB Chair, with the overall objective for supporting the institutional information and knowledge management. The Document Management Officer will constitute a centralised function for establishing and maintaining sound and consistent document management and records retention practices. He/she will also contribute to the safe handling and processing of confidential information. In particular, the jobholder will put in place policies, procedures and tools in the above referred domains, and monitor their implementation centrally within the SRB. Moreover, he/she will provide day-to-day guidance to the SRB business areas and coordinate the use of document and records management systems.

1.1 Tasks
The jobholder will be asked to perform the following job specific tasks:
 Contribute to the development and maintenance of policies and procedures for the SRB’s document management and records retention, as well as for protection of confidential information;
 Assist the SRB staff and business areas in the implementation of policies and procedures in the above mentioned domains;
 Work together with other relevant support functions (e.g. IT) to establish and maintain effective electronic document and records management systems, as well as physical archiving services;
 Provide advice, training and support to the SRB business areas on all aspects of document management and retention, as well as on protection of confidential information;
 Provide access to archived information when requested and necessary;
 Establish and maintain robust knowledge management practices (e.g. a physical library, Unit Intranet Section, databases);
 Represent the SRB and liaise on behalf of SRB with comparable institutions in networks and information exchanges related to document management ;
 Carry out any other tasks requested by line management in the interest of the service.

Qualifications and Other requirements

2. Eligibility criteria
Only complete applications registered via EU CV ONLINE and before the deadline for applications as mentioned in this document will be considered. Applications must include a motivation letter and a CV, both submitted in English to be considered; applications received in other languages than English will not be considered eligible.

2.1 General conditions
By the closing date of this call candidates must:
 be nationals of a Member State of the European Union;
 enjoy their full rights as citizens1;
 have fulfilled any obligations imposed by national laws concerning military service;
 meet the character requirements for the duties involved;
 be physically fit to perform their duties2.

2.2 Education
a) a level of post-secondary education attested by a diploma;
OR
b) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.
Candidates must indicate in their applications the official graduation dates for all the diplomas they have obtained.
Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In case of qualifications issued by authorities outside EU Member States, the proof of recognition of equivalence by the relevant EU Member State authorities must be specifically mentioned in the online application form under `Additional information’.

2.3 Experience
Candidates must have, at the closing date for applications, professional experience of at least nine (9) years3 (acquired after the education referred to in Section 2.2 Education) in a field relevant to this position.

2.4 Language skills
As the predominant working language of the SRB is English, candidates must have an excellent command of spoken and written English (note: native English speakers will be required to demonstrate the ability to work in a second EU language at interview stage).

1 Prior to the appointment, the successful candidate will be asked to provide a certificate of good conduct, confirming the absence of any criminal record.
2 Before taking up his/her duties, the successful candidate will undergo a medical examination by one of the institutions’ medical officers.
3 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to the profile in question. Only duly documented professional activity (i.e. remunerated employment or self-employment) is taken into account. Part-time work will be considered in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account. Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once (e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period of the former).
Candidates must also have a satisfactory knowledge of another official language of the European Union4 to the extent necessary for the performance of his/her duties.

3 Selection criteria

Essential
3.1 Specific experience
 Suitability to perform the tasks described in Section 1.1;
 After obtaining the qualifications mentioned in Section 2.2 specified above, out of the nine (9) years of professional experience indicated in Section 2.3, candidates must have acquired at least six (6) years of professional experience in the area of document management and retention;
 Proven operational experience in drafting and implementing rules on data classification, access rights, document registration, filing and retention of documents, etc., using document management technologies;
 Operational experience in monitoring documents’ lifecycle and handling confidential information, taking into account information security and protection of personal data.

3.2 General competences
 Excellent analytical and problem-solving skills and ability to think creatively;
 Very good organisational skills and very good command of office equipment and applications (e.g. word processing, spreadsheets, presentations, electronic communication, internet, etc.), especially document management systems;
 Ability to maintain accuracy and speed while working under pressure.

Advantageous
 Experience of working in multicultural organisations;
 Proven experience in document management policies and practices at EU or national level;
 Formal education and/or professional training relevant to the position.

4 Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, Irish, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, Swedish.

The selection process
4. How to apply
Candidates must apply through the EU CV Online system5 via this link:
https://ec.europa.eu/dgs/personnel_administration/open_applications/CV_Cand/index.cfm?fuseaction=premierAcces
Before applying, candidates should carefully check whether they meet all the eligibility criteria.
To be able to apply online via the EU CV online database, candidates must first create an account or sign in to an existing account. If not done already, candidates must first fill in the electronic CV, write the motivation letter and apply to the call for expressions of interest.
Applications shall be made in English to be considered.
It is the sole responsibility of each applicant to complete ALL relevant fields of his/her online application and to submit it before the deadline for submission. All technical questions concerning EU CV online must be sent through the Contact page of EU CV online.
It is strongly advised not to wait until the last few days before the deadline for applying, since heavy internet traffic or connection difficulties could lead to problems.
Once the deadline has passed, candidates will no longer be able to register.
Deadline for applications: 13/07/2020 at midday (12:00 Brussels time).
No supporting documents are required at this stage – these will be required at a later stage.
On completion of the online registration, candidates will receive on screen a registration number, which they must note. This will be the reference number of the candidate in all matters concerning his/her application. If the candidate does not receive a number, the application has not been registered.
After a correct submission of an application, candidates will receive an automated acknowledgement of receipt of their application to the email account indicated in their application. It is the candidate’s responsibility to verify that he/she provided the correct e-mail address.
Candidates are invited to indicate any special arrangements that may be required if invited to attend the assessment.
If the candidate requires more information, he/she will have to send an e-mail to SRB-RECRUITMENT@srb.europa.eu.

5 EU CV Online is the tool used by the European Commission for recruitment of staff on temporary basis.

5. Steps of the selection procedure
5.1 Admission to the selection procedure
After the deadline for online registration, the Selection Panel will verify the submitted applications against the eligibility criteria described in Section 2 “Eligibility criteria”. Applications satisfying these conditions will then be assessed against the “Selection criteria” under Section 3.

5.2 Assessment of the eligible applications
The Selection Panel will analyse the motivation letters and CVs of eligible applicants with reference to:
 The Selection Criteria (“Essential” and “Advantageous”)
 The overall assessment of the quality & suitability of the application based on the requirements of the post.
Upon completion of the assessment, the Selection Panel will establish a shortlist of candidates best matching the needs of the Agency for the functions and duties mentioned in this vacancy notice and non-retained candidates will be notified of the status of their application.

5.3 Invitation to assessment phase
Following the evaluation of the applications, the most suitable candidates for the post will be invited to an assessment, which will be held in Brussels.
Details of the time, date and address of the assessment will be communicated to candidates in due time.

5.4 The assessment phase
An interview and a written test, and/or other tests with the Selection Panel will enable it to carry out an assessment of the candidate according to the “Selection criteria” described in Section 3.
The assessment phase will be conducted in English.

5.5 Verification of documents and scrutiny
The candidates' applications will be checked against supporting documents provided in order to confirm the accuracy and eligibility of the application.
The candidate will be disqualified from the selection process if at any stage of the procedure it is established that the information provided in the application has been knowingly falsified or incorrect.
You will also be disqualified if you:
 do not meet all the eligibility criteria;
7
 do not provide all the required supporting documents.

5.6 Reserve list
The Selection Panel will place the most suitable eligible candidates on a draft reserve list. This draft will be submitted to the Chair of the SRB for approval. The adopted reserve list will be valid until 31/12/2020. The validity of the reserve list may be extended by decision of the Chair of the Board.
Candidates should note that inclusion on a reserve list does not imply any entitlement to employment in the SRB.
Prior to being offered a post, candidates on a reserve list may be required to undergo further evaluation by the SRB (e.g. including a further interview).

Other important information
6. General information
 
6.1 Equal opportunities
The SRB applies a policy of equal opportunities and accepts applications without discrimination on the ground of sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

6.2 Selection Panel
A Selection Panel will be appointed for this selection procedure and will be composed of at least 3 members (and alternates), including a member designated by the Staff Committee of the SRB.
The names of the Selection Panel members will be communicated to the shortlisted candidates in the invitation letter to their assessment.
Under no circumstances should candidates approach the Selection Panel, either directly or indirectly, concerning the selection procedure. The Selection Panel’s internal proceedings are strictly confidential and any contact with its members is strictly forbidden. The Chair of SRB reserves the right to disqualify any candidate who disregards these instructions.

6.3 Approximate timetable
The selection process may take some months to be completed; no information will be released during this period.

6.4 Appointment and conditions of employment
On the basis of the reserve list, successful candidates may be offered a contract as a Temporary Agent, AST4, in accordance with the SRB’s Implementing Provisions on the employment of Temporary staff under Article 2f of the Conditions of employment of other servants of the European Union for an initial period of 3 years (including a probationary period of nine months).
The contract may be renewed for a further period of three years. After the second period, the contract may be renewed for an indefinite period.
The place of employment is Brussels (Belgium), where the SRB has its premises.
Temporary Agents will be required to demonstrate before their first promotion the ability to work in a third official language of the EU.

6.5 Remuneration
Successful candidates who are offered a contract of employment will, on entry into service, be placed in step 1 or step 2 of the relevant grade, according to the length of their professional experience. The basic monthly salaries for grade AST4, as at 1 July 2019 in Brussels, are:
 Step 1: € 4 315.85
 Step 2: € 4 497.20
In addition to the basic salary, staff members may be entitled to various allowances depending on their personal situation, such as expatriation allowance, household allowance, dependent child allowance, education allowance, etc. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation.

6.6 Protection of personal data
The purpose of processing the data submitted by candidates is to evaluate applications in view of possible recruitment at the SRB. The personal information requested by the SRB from candidates will be processed as required by Regulation (EU) 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 (Official Journal of the European Union, L 295 of 21 November 2018). This applies in particular to the confidentiality and security of such data. In this regard, please see the Privacy statement.

6.7 Appeal procedure
Pursuant to Article 90(2) of the Staff Regulations of Officials of the European Union, any candidate may submit to the SRB a complaint against an act adversely affecting him/her. Any such complaint should be made to:
SRB Single Resolution Board
For the attention of the Chair of the SRB
Selection procedure: Ref. SRB/AST/2020/001
Treurenberg 22
B-1049 Brussels
BELGIUM

The complaint must be lodged within 3 months from the date on which the candidate is notified of the act adversely affecting him/her.
Should the complaint be rejected, the candidate may request judicial review of the act adversely affecting him/her pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations, before:

The General Court
Rue du Fort Niedergrünewald
L-2925 Luxembourg
LUXEMBOURG
http://curia.europa.eu/jcms/jcms/Jo1_6308/
Any citizen of the European Union or any natural or legal person residing in a Member State may direct a complaint concerning instances of maladministration to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union:

The European Ombudsman
1 avenue du Président Robert Schuman
CS 30403
F-67001 Strasbourg Cedex
FRANCE
http://www.ombudsman.europa.eu/start.faces
Please note that complaints to the European Ombudsman do not have the effect of suspending the period mentioned in Articles 90 and 91 of the Staff Regulations for lodging complaints or submitting an appeal before the European Union Civil Service Tribunal according to Article 270 of the Treaty on the Functioning of the European Union.

Document Management Officer, AST 4. European Maritime Safety Agency, Lisbon. Open until 11 September 2015

Call for Applications EMSA/AST/2015/09 (Agency’s Temporary Staff)

Post:	EMSA/AST/2015/09 - Document Management Officer
Directorate/Unit:	Unit A.1 - Human Resources
Type of post:	Temporary agent post
Grade :	AST4
Location:	Lisbon

Closing date for applications:

11 September 2015

The selection of candidates will follow the EMSA Staff Recruitment Procedure. Candidates must apply for this post via the EMSA website http://www.emsa.europa.eu - vacancies. Please note that to make an EMSA on-line application you will need to create your EMSA profile using a valid e-mail address and a password.

1. Background

The European Maritime Safety Agency was established for the purpose of ensuring a high, uniform and effective level of maritime safety, maritime security as well as prevention of and response to pollution by ships within the EU. The idea of a European Maritime Safety Agency (EMSA) originated in the late 1990s along with a number of other important European maritime safety initiatives. EMSA was set up as the regulatory agency that would provide a major source of support to the Commission and the Member States in the field of maritime safety and prevention of pollution from ships. The European Parliament and Council Regulation (EC) No 1406/2002, as amended, provides the legal basis for the establishment of the European Maritime Safety Agency (EMSA).

2. Tasks of the Agency

The Agency provides technical, operational and scientific assistance to the European Commission and Member States in the fields of maritime safety, maritime security, prevention of, and response to, pollution caused by ships as well as response to marine pollution caused by oil and gas installations. The Agency also contributes to the overall efficiency of maritime traffic and maritime transport.

 

3. Unit A.1 - Human Resources

Unit A.1 is responsible for the development and implementation of sound human resources management and personnel policies and procedures throughout EMSA, as well as implementation of the Protocol on Privileges and Immunities. Advice to management on these matters. Support for EMSA events.   A.1.1 HUMAN RESOURCESImplementation of the Staff Regulations and the Conditions of Employment of Other Servants. Development, implementation and support of staff policy in the areas of: recruitment, administration of current staff, remuneration and staff welfare. A.1.2 STAFF DEVELOPMENT & INTERNAL SUPPORTIn charge of the implementation of EMSA Staff Development Policy as well as an accurate application of rights and obligations under the Protocol on Privileges and Immunities (Seat Agreement). In addition, the sector is responsible for the revision and further development of the document management and archiving policy in the Agency. A.1.3 EVENTS & MISSIONS SUPPORTTechnical and logistical support to events organised by EMSA and reimbursement of participants. Organisation of missions and payments of all missions related costs.

4. Functions and Duties

The Document Management Officer, under the responsibility of the Head of the Human Resources and Internal Support Unit, will be responsible for the following tasks: 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 records (both in paper and electronic format) concerning the activities of the Agency, taking into account the relevant provisions concerning security and data protection; Contributing to the implementation of the policies and rules in place concerning all aspects of document management in liaison with the network of Assistants to the Heads of Unit and the Heads of Department at Department and Unit level across the Agency; Monitoring 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 cooperation with the facilities and logistics team, in procuring, organising and maintaining the appropriate in-house facilities to serve as archives; In cooperation with the facilities and logistics team, 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; Providing training sessions and maintaining EMSA's intranet section on document management and archiving up to date; Monitoring and reporting on the progress and fulfilment of the Agency's objectives related to document management, both to staff and management; Assisting in the closing and management of the legacy files (pre-2016).

5. Eligibility and Selection Criteria

A. ELIGIBILITY CRITERIAQualifications and experience required: A.1 Education: A level of secondary education attested by a diploma giving access to post-secondary education, or A level of post secondary education of an official duration of three years attested by a diploma. A.2 Experience: At least twelve years of proven professional experience acquired after the award of the diploma for a level of secondary education giving access to post-secondary education. At least nine years of proven professional experience acquired after the award of the diploma when the normal duration of studies is three years. When the official duration of the post-secondary studies is less than three years, the difference in time is to be compensated by additional professional experience after the award of the diploma. A.3. 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. B. SELECTION CRITERIAB.1. Essential: At least five years of relevant professional experience related to the functions and duties; Good knowledge of archiving techniques and procedures: manual and electronic management of records, files and documents; organizational structures of national archival systems; Good knowledge of document management techniques: record management systems; personal data protection rules; documentary resources of the EU; document workflow management; Capacity to analyse and structure information; Ability to work in a proactive and autonomous way; Capacity to deliver results in a structured way; Ability to work independently and in a team; Eye for detail and accuracy. B.2 Advantageous: Knowledge of E-Domec, ARES and other similar policies and tools; A qualification in archiving and/or document management. The advantageous criteria will be considered by the Selection Board depending on the number of applicants meeting the essential criteria. Applicants must meet the required eligibility criteria concerning the required educational qualifications and years of experience, as well as the essential criteria by the deadline for this call for applications.

6. General Conditions

In order to be eligible the candidate must: Be a national of one of the Member States of the European Union or of Iceland or Norway; Be entitled to your full rights as a citizen; Have fulfilled the obligations imposed on you by the laws concerning military service; Meet the character requirements for the duties involved and Be physically fit to perform the duties linked to the post.

 

7. Conditions of Employment

The Document Management Officer will be appointed by the Executive Director, upon recommendation of the Chairperson of the Selection Committee. This vacancy notice concerns a Temporary Agent position, pursuant to Article 2 f) of the Conditions of Employment of other servants of the European Communities. The initial duration of the contract is three years, with possibility of renewal. The successful candidate will be recruited in the grade AST 4. The basic monthly salary, before any deductions or allowances, weighted for Lisbon, at 1 July 2012 for grade AST 4 first step is 3185.30 EUR. 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 of national taxation. Please note that recruitment is done in the first or second step of the indicated grade, depending on the duration of the acquired professional experience. 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: http://ec.europa.eu/civil_service/docs/toc100_en.pdf; Please note that in line with the Staff Regulations recruited candidates shall be required to demonstrate before their first promotion the ability to work in a third European Community language. The place of employment is Lisbon, Portugal. Candidates are advised that if they are offered a post, and accept, they must undergo a compulsory medical examination to establish that they meet the standard of physical fitness necessary to perform the duties involved.

 

8. Submission of Applications

Candidates must submit their application electronically solely via the EMSA website within the deadline. Applications by any other means (hard copy or ordinary e-mail) or submitted after the deadline will not be accepted. All candidates will receive an acknowledgement of receipt for their application. EMSA is an equal opportunities employer and encourages applications from all candidates who fulfil the eligibility and selection criteria without any distinction whatsoever on any ground such as sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, marital status or other family situation or sexual orientation. 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.

9. The Selection Process

For each selection process a Selection Committee is nominated. The selection is carried out in two phases: 1. In the first phase all eligible applications will be evaluated by the Selection Committee and scored against the selection criteria. Please note that non-compliance with at least one of the essential selection criteria will result in the exclusion of the candidate from the selection process. Advantageous criteria constitute additional assets and will not result in exclusion, if not fulfilled. The advantageous criteria will be considered by the Selection Committee depending on the number of applicants meeting the essential selection criteria. On this basis, the Selection Committee will invite to the interview and to the test phase the best qualified candidates (maximum of 10), on condition that they have achieved at least 60% of the highest possible score during the evaluation of applications. Should the case arise that there are various candidates scoring the same number of points in the 10th ranking, the number of candidates to be invited will be increased accordingly to accomodate this. 2. In the second phase, the selected candidates will be invited to pass one or several written tests 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 and tests, the Selection Committee will draw up a list of the most suitable candidates to be proposed to the Appointing Authority. Only candidates receiving at least 70% of the maximum points at interview and at the test phase will be included in the list of the most suitable candidates. The Appointing Authority will select the successful candidate and decide whether to also adopt a reserve list. The successful candidates will be informed accordingly. All candidates will receive an information letter of the outcome of their application. 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 however that inclusion in the reserve list does not guarantee recruitment. 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 in the e-recruitment. Please note that once you have created your EMSA profile, any correspondence regarding your application must be sent or received via your EMSA profile. For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@emsa.europa.eu Requests for information and appeal: An applicant who would like further information, or considers that he/she has grounds for complaint concerning a particular decision may, at any point in the selection procedure, request further information from the Chairperson of the Selection Committee. For information on how to lodge a complaint and/or an appeal procedure, please consult the ‘General Information for Recruitment’ overview on our website for more information: http://www.emsa.europa.eu/recruitment-info.html

Document Management Officer, FG IV. EASO, Valletta. Open until 30 April 2015

Vacancy for a post of Document Management Officer (Contract Agent, FG IV) in the European Asylum

Support Office (EASO)

REF.: EASO/2015/CA/004

Publication External

Title of function Document Management Officer

1. WE ARE

The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation

439/2010

1, 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, EASO focuses on three main tasks:

1. Supporting practical cooperation among Member States on asylum mainly through training,

quality activities, country of origin information (COI), statistics and analysis, specialized expert

networks, practical cooperation workshops, thematic support on unaccompanied minors,

trafficking in human beings and gender ;

2. Supporting Member States under particular pressure through emergency support, including the

deployment of asylum support teams 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 covering the

whole asylum procedure in EU Member States and adopting technical documents, on the

implementation of the new EU asylum acquis.

The organisation chart of EASO can be consulted in the EASO Work Programme on EASO website

(

www.easo.europa.eu).

The headquarters of EASO are located in Valletta Harbour (Malta).

2. WE PROPOSE

The Document Management Officer will be working in the General Affairs & Administration Unit and

will be responsible for the following tasks:

1. Assist the Head of the General Affairs and Administration Unit in planning and implementing

document management strategy;

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).

2. Draft, update and implement policies and retention schedules for document management;

3. Organise an intermediary archive rooms with shelves and coordinate the transfer of hard/copy

files from Centres/Unit to this archive room;

4. Implement in close cooperation with IT colleagues, an electronic document management

system;

5. Help design enhancements to the Electronic Document Management System (EDMS), collecting

requirements from Centres/Units;

6. Develop file plans and indexing, where appropriate, to simplify the use of the Electronic

Document Management System (EDMS);

7. Help guarantee document authenticity, particularly in an electronic environment;

8. Review and recommend requests for records equipment, services and supplies;

9. Carry out other related tasks as requested.

3. WE LOOK FOR

 

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. A level of education that corresponds to completed university studies of at least 3 years

attested by a diploma

2 and after having obtained the diploma at least 1 year of appropriate

professional experience.

2. Be nationals of one of the Member States of the European Union or of associate countries that

have concluded arrangements on their participation in EASO;

3. Be entitled to their full rights as citizens;

4. Have fulfilled any obligations imposed on them by the laws on military service;

5. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge

of another of these languages to the extent necessary for the performance of the duties

pertaining to the post;

6. Meet the character requirements for the duties involved

3;

7. Be physically fit to perform the duties linked to the post

4.

B) Selection criteria

2

Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates

issued by the authorities in the said Member States shall be taken into consideration.

3

Before the appointment, the successful candidate shall be asked to provide an extract from their police file.

4

Before the appointment, a successful candidate shall be medically examined by one of the institutions'

medical officers in order that EASO may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff

Regulations of the Officials of the European Communities.

If the eligibility criteria set out in section

A) Eligibility criteria are met, candidates will be assessed on

the basis of the following selection criteria. The most suitable candidates evaluated on the basis of the

selection criteria will be invited to an interview.

Essential

1. Professional experience with tasks related to those described under functions and duties.

Advantageous

1. Professional experience in a position related to the aforementioned duties, preferably in a

European Institution, Agency or Body;

2. Post-graduate degree obtained in a field relevant for the above mentioned functions and

duties;

3. Previous experience within an international and multicultural environment;

If selected for interview, candidates may also be assessed in the interview on the basis of the following

criteria:

1. Ability to use electronic office equipment and applications (word processing, spread sheets,

presentations, electronic communication, internet etc.);

2. Ability to work under pressure and meet deadlines on multiple tasks;

3. Excellent analytical capabilities and problem-solving skills;

4. Good communication skills and well developed interpersonal skills;

5. Strong service-oriented attitude and flexibility;

6. Accuracy and attention to details;

7. Knowledge of the mission and organisation of EASO.

Excellent written and oral command of English, as well as ability to use electronic office equipment and

applications (word processing, spread sheets, presentations, electronic communication, internet etc.)

are essential. Candidates will be also assessed on the above by written test.

4. SELECTION AND APPOINTMENT

The Regulation which provides the legal basis for EASO was adopted in May 2010 (Official Journal of the

European Union L 132 of 29.5.2010).

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 applications.

The applications of the eligible candidates will also be assessed against the selection criteria. Following

that assessment, the best ranked candidates may be invited for a written competency test and 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);

·

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;

·

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 31 December 2015 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 EASO may be satisfied that he/she

fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European

Communities.

5. EQUAL OPPORTUNITIES

EASO 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.

6. CONDITIONS OF EMPLOYMENT

 

The Contract Agent will be appointed by the Executive Director, upon recommendation of the Selection

Committee, following the selection procedure.

He/she will be recruited as a Contract Agent pursuant to Article 3a of the CEOS for a period of 3 years

which may be renewed. The Contract Agent post in question will be placed in group FG IV.

Successful candidates who are recruited will undergo an initial probation period of nine months.

The pay for a

Contract Agent FG IV (step 1) consists of a basic salary of EUR 3170.61 weighted by the

correction coefficient (for Malta currently 83.4%) supplemented with various allowances, including

expatriation and 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:

http://eurlex.

europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

The place of employment is

Valletta Harbour (Malta).

7. APPLICATION PROCEDURE

 

For applications to be valid, candidates shall:

·

Use and duly complete the official application form provided on the EASO website

·

Send their application to by email to : applications@easo.europa.eu by the deadline

·

The subject of the e-mail should include the reference of this vacancy, followed by the

candidate's surname.

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 Appointing Authority reserves the right to disqualify any candidate

who disregards this instruction.

Closing date:

The closing date for submission of the applications is

30 April 2015 at 13:00h (Brussels time). EASO will

disregard any application received after that date and time.

Applicants are strongly advised

not to wait until the last day to submit their applications, since heavy

internet traffic or a fault with the internet connection could lead to difficulties in submission. The EASO

cannot be held responsible for any delay due to such difficulties.

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.

8. DATA PROTECTION

 

The purpose of processing of the data submitted by the candidate is to manage application(s) of the

candidate in view of a possible pre-selection and recruitment at EASO.

EASO 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 EASO

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 requested 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.

9. 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 the CEOS, at the following address:

The Executive Director

European Asylum Support Office

MTC Block A, Winemakers Wharf, Grand Harbour Valletta, MRS 1917

Malta

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.