Archives and Mail Registration Assistant, Contract Agent FG II. European Chemicals Agency, Helsinki. Open until 2 August 2013

Vacancy Notice The European Chemicals Agency (ECHA) is launching this call for expressions of interest in order to establish a reserve list for the following contract agent profile: Reference number ECHA/CA/II/2013/003 Vacancy notice Archives and Mail Registration Assistant Function Group II Indicative n° on reserve list 6 The closing date and time for submission of applications for this call is 2nd August 2013 at 12.00 noon Helsinki time (11.00 Central European Time). 1. The job The Archives and Mail Registration Assistant will work mainly in the Corporate Services Unit of the Agency under the Directorate of Resources. She/he will be responsible for the following tasks: Archives • Establish, implement and manage ECHA’s physical archiving system; • Appraisal of ECHA physical archives; • Supervise the management of current and intermediate archives; • Conduct record inventories to ensure that existing documents are identified and managed across the agency facilitating easy access to documents; • Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records; • Update archive procedures and working instructions in accordance with relevant regulations/ guidelines; • Liaise with donors, both internal and external to the organisation, and depositors of archives; • Ensure the confidentiality of classified information; • Participate in the information management network of the Agency; • Provide assistance to users needing access to archived documents; • Provide back-up for the Librarian; • Perform other tasks as required by the HoU/Director of Resources. Mail Registration • Register and assign incoming mails; • Update mail registration procedures and instructions; • Follow-up open tasks in the workflow; • Prepare reports related to mail registration; • Perform other tasks as required by the HoU/Director of Resources. 2. Eligibility criteria The selection procedure is open to applicants who satisfy the following eligibility criteria on the closing date for application: 2.1. General requirements The applicant must: • Be a national of a Member State of the European Union, or a national of the European Economic Area (Iceland, Liechtenstein, Norway)1; • Enjoy your full rights as a citizen; • Have fulfilled any obligations imposed by the laws concerning military service; • Produce the appropriate character references as to your suitability for the performance of your duties2; • Be physically fit to perform your duties3; • Have a thorough knowledge of one of the languages of the European Union4 and a satisfactory knowledge of another language to the extent necessary to perform your duties; • Be able to communicate in English as this is the working language of ECHA. 1 The Member States of the European Union are: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, The Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom. 2 Before appointment, successful applicants will be required to produce an official document showing that they do not have a criminal record. 3 Before appointment, successful applicants will be required to produce an official document showing that they do not have a criminal record. 4 The languages of the EU are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Irish, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish. 2.2. Minimum qualifications a) Successful completion of post-secondary level education attested by a diploma. Or b) Successful completion of secondary education giving access to post-secondary education and having additional professional experience5 of at least three (3) years. Only qualifications issued by EU Member State authorities or EEA authorities and qualifications recognized as equivalent by the relevant EU or EEA Member State authorities will be accepted. 2.3. Professional experience To qualify for this profile, you must have at the closing date for submission of applications minimum one (1) year of professional experience relevant to the job, attained after the fulfilment of the requirements in 2.2 a) or b). 3. Selection criteria If you meet the eligibility criteria set out in section 2, you will be assessed on the basis of the following selection criteria. The candidates who are judged to be the most suitable on the basis of the selection criteria will be invited to an interview. • Your academic and professional qualifications and their relevance to the main areas of work listed in section 1; • Your professional experience: the range of fields covered; the type and level of work done and its relevance to the areas of work listed in section 1. The following will be considered as assets: • Work experience gained in a multicultural environment; • Archiving and/or mail registration experience in an EU institution or body; • Experience of using IT tools such as Microsoft Outlook, Documentum, Sharepoint and/or similar information management systems. The academic and professional qualifications, professional experience and knowledge and experience considered as an asset must be described in the ECHA CV6. 5 Only professional experience acquired after achieving the minimum qualification stated in 2.2 will be considered. Where additional periods of training and study are accompanied by periods of professional activity, only the latter will be considered as professional experience. Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in 2.2. will be taken into consideration. Professional activities pursued part-time will be calculated pro rata, on the basis of the percentage of full-time hours worked. A given period may be counted only once. 6 http://echa.europa.eu/doc/opportunities/jobs/echa_cv.doc. 4. Interview If selected for interview, you will be assessed in the interview on the basis of the following criteria: • Knowledge and understanding in your areas of experience that are most relevant to the tasks set out in section 1; • Understanding of the role and aims of ECHA in relation to the REACH and Biocides legislations; • Ability to work effectively in a multidisciplinary team in a multicultural environment; • Communication and interpersonal skills; • Organisational skills and attention to detail; • Ability to work under conditions that require considerable flexibility; • Ability to communicate effectively in written and spoken English. Your ability to communicate in written English and the knowledge and competencies related to the job will be also assessed by practical tests. 5. Placement on the reserve list If you are judged to be among the most suitable candidates on the basis of the criteria listed in sections 2, 3 and 4, you will be placed on the reserve list. The reserve list will be valid for a period of one year. During the validity of the reserve list, successful candidates may be offered a post in ECHA according to their competencies in relation to the specific requirements of the vacant post. Inclusion on the reserve lists does not imply any entitlement of employment in the Agency. 6. Applications Before applying, you should carefully read the Guide for Applicants7 published on ECHA Website. This guide is an integral part of the vacancy notice and will help you to understand the rules governing the procedure and how to apply. All interested candidates are invited to apply by filling in the following two documents: • ECHA CV8: document available in two different formats: .doc format (http://echa.europa.eu/documents/10162/17100/echa_cv_en.doc) and .pdf format (http://echa.europa.eu/documents/10162/13602/echa_cv_en.pdf) • Application form9: https://comments.echa.europa.eu/comments_cms/applicationform.aspx?code=ECHACA2013003 7 http://echa.europa.eu/documents/10162/13602/general_guide_for_applicants_en.pdf 8 The ECHA CV must be attached to the application form. Failure to submit the ECHA CV will lead to exclusion from the procedure. 9 Applications that are sent after the closing date for submission, are incomplete or do not fulfil the criteria set out above will be excluded from the selection. 7. Other information Successful applicants may be offered an employment contract as contract agent for a maximum of three years. This contract may be renewed for a definite period. If renewed for a second time, the contract becomes indefinite. For more information on the selection process for contract agents and on the contractual and working conditions, please, refer to: • Guide for Applicants: http://echa.europa.eu/documents/10162/13602/general_guide_for_applicants_en.pdf. • Implementing rules concerning contract agents: http://echa.europa.eu/documents/10162/13560/mb_07_2009_d_final_implementing_rules_for_the_staff_regulations_contractual_staff_en.pdf • Conditions of Employment of Other Servants of the European Communities: http://eur-lex.europa.eu/LexUriServ/site/en/consleg/1962/R/01962R0031-20060701-en.pdf 8. Protection of personal data The European Chemicals Agency will ensure on its part that your personal data is processed as required by Regulation (EC) No 45/200110 on the protection of personal data. For more information on the protection of personal data, please consult the Guide for Applicants11.

Application Specialist(s) in Document Management, AD7. ECHA. Open until 28 February 2010

VACANCY NOTICE N° ECHA/TA/2010/002
Application Specialist(s) in Document Management M/F
Grade AD 7

1. THE JOB
ECHA is organising the current call for expressions of interest, based on qualifications, interview and practical tests, to constitute a reserve list for the post of Specialists in the field of Document Management.
The person(s) to be recruited will work in one of the IT-related Units of the Agency as an Application Specialist on activities relating to the Enterprise Content Management
Programme which the Agency launched in 2009. This Agency-wide new programme
aims to transform ECHA’s Enterprise Content Management capabilities over the next
few years. The programme includes several strategic projects for developing case
management and associated workflows in the context of regulatory business processes
both internally to ECHA and externally with ECHA’s stakeholders, using content and
document management solutions based on EMC Documentum tools.
Reporting to the Head of the respective Unit, the Application Specialist(s) will be
responsible for a selection of the following tasks, depending on their individual profile, qualification and experience:
· Participate to project activities related to ECHA content management programme
· Work with other Application Specialists, System Engineers and Architects to
analyse, manage and resolve problems and incidents
· Support and assist colleagues with overall technical knowledge of the Enterprise
Content Management (ECM)
· Draft documentation for application-related procedures and processes
· Write and maintain system documentation
· Participate to the Change Management process
· Assess and address compliance with applicable IT- and Security-policies,
architectural and other standards and technical controls
· Work with other teams, and vendors, to provide seamless support
· Analyse, diagnose, and troubleshoot issues in the ECM context
· Participate to quality assurance and test activities
· Provide 2nd-level support for the application
· Assist with application-specific technical trainings
· Facilitate and provide knowledge transfer on set-up/configuration
· Contribute to related procurement and recruitment activities
· Contribute to management reporting, budget and work planning
· Other related activities.
In a more business-oriented role, the Application Specialist will:
· Design, develop, configure, maintain and test ECM systems
· Work with business analysts and system users on system specifications
· Work with architects and vendors on the information and solution architecture to
design and develop enhancements for ECHA’s Documentum environment
· Support system integration and data migration using EMC Documentum tools
In a more technical support role, the Application Specialist will:
· Administer, monitor, and operate ECM environments
· Design, install, test and configure ECM system environments
· Conduct performance analysis and optimization of ECM systems
· Consult with the vendor and other third-party support staff on installation,
configuration and maintenance of ECM and the associated infrastructure
Please indicate in your application which role you see as closer to your profile,
background, and interests.

2. FORMAL REQUIREMENTS
You must fulfil the requirements set out below.
2.1. General conditions
· Be a national of a Member State of the European Union or a national of the
European Economic Area (Norway, Iceland, Liechtenstein);
· Enjoy your full rights as a citizen;
· Have fulfilled any obligations imposed by the laws concerning military service;
· Produce the appropriate character references as to your suitability for the
performance of your duties;
· Be physically fit to perform your duties;
· Have a thorough knowledge of one of the languages of the European Union2 and
a satisfactory knowledge of another language to the extent necessary to perform
your duties.
1 The Member States of the European Union are: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, The Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom.
2 Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, Irish, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, Swedish.
2.2. Qualifications
a) Successful completion of a full course of university studies in IT or related
subject attested by a degree, where the normal duration of university
education is four (4) years or more;
Or
b) Successful completion of a full course of university studies in IT or related
subject attested by a degree, where the normal duration of university
education is three (3) years.
2.3 Experience
To qualify for this profile (AD7), you must have at the closing date for applications total professional experience of at least 6 years (if you have a four-year degree) or 7 years (if you have a three-year degree). Of your total professional experience at least 3 years must be in the field related to the development and/or support of an EMC Documentum application

3. SELECTION
If you meet the formal requirements set out above, you will be assessed in view of
selection for interview on the basis of the following criteria:
· Your academic and professional qualifications and their relevance to the tasks
listed in 1. “THE JOB” above;
· Your professional experience: the range of fields covered; the type and level of
work done; and its relevance to the tasks listed in 1. “THE JOB” above.
The following will be considered as assets:
· Application configuration experience using EMC Documentum applications like
Task Space, Business Process Suite, Process Builder, Business Process
Analyzer, Forms builder, Developer studio, Records Manager, IRM services
· Experience of development components Documentum Foundation Classes, Web
Development Kit, Documentum Foundation Services, and J2EE
· Experience with Oracle databases or Microsoft SQLServer
· Experience with Sun Solaris or MS Windows Servers
· Experience with J2EE application servers
· Experience with Microsoft SharePoint
· Experience with Web Content Management Systems
· Experience in electronic archiving
· Knowledge of IT Service Management processes and standards
· Project management experience
· Experience on systems supporting collaboration with external stakeholders
3 Only relevant professional experience acquired after achieving the minimum qualification stated in 2.2 shall be considered. Where additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as professional experience. Compulsory military service or equivalent civilian service accomplished after the achieving the minimum qualification stated in
2.2. shall be taken into consideration. Professional activities pursued part-time shall be calculated pro rata, on the basis of the percentage of full-time hours worked. A given period may be counted only once.

4. INTERVIEW
If selected for interview, you will be assessed in the interview on the basis of the
following criteria:
· Knowledge in selected fields of expertise listed in the sections 1 and 3
· Logical, structured and systematic thinking
· Creative and analytical problem solving skills
· Team integration and self-starting capacity
· Interpersonal skills and ability to establish and maintain effective working
relations with co-workers in a multicultural and multilingual work environment
· Ability to communicate effectively in written and spoken English

5. PLACEMENT ON THE RESERVE LIST
The candidates who are judged to be the most suitable on the basis of the criteria listed in both 3 and 4 above will be placed on the reserve list. Successful candidates may be offered a post in ECHA according to their qualifications, experience and expertise in relation to the specific requirements of the post.

6. INFORMATION
The text of the Guide for Applicants and this Vacancy Notice contain all the information required. If you nevertheless have a question, you may send an e-mail to
jobs@echa.europa.eu.

APPLICATIONS:
For the Applicant guide and the Application form, go to the Job Opportunities section of the ECHA’s website at the following URL:
http://echa.europa.eu/opportunities/positions_en.asp