Record Management Officer, CA FG IV. EASA, Koln. Open until 12 April 2011

Record Management Officer (CA FG IV)
(F/M)
VACANCY NOTICE REF.: EASA/IV/2011/009
Date of publication: 22/03/2011
Deadline for applications: 12/04/2011 at 23:55 hrs CET
(Cologne time)
Type of contract: Contract Agent Function Group IV
Function group and grade: not applicable
Place of employment: Cologne, Germany
Duration of contract: maximum 1 year non-renewable
contract
Monthly basic salary: 3.145,45 EUR at step 1 plus, specific
allowances where applicable.*
Organisational unit: Records Management Section, Corporate Services Department, Finance & Business Directorate
Reporting to: Head of Corporate Services
Possible reserve list valid until: 31/12/2012 (the validity of the
reserve list may be extended)
ORGANISATIONAL
LOCATION
The Finance & Business Services Directorate delivers the following services: Finance (budget and accounting), establishment
of the Agency’s Business Plan, Applications Management, Outsourcing to National Aviation Authorities and other accredited
bodies, Procurement, IT/IS and Corporate Services including Facility Management.
The Corporate Services Department has diverse responsibilities, the facility management being the most visible. It includes
e.g. the maintenance of work spaces and recreational facilities according to security and medical standards. In addition the
Department takes care of the travel management ensuring smooth travel arrangements and reimbursements procedures for
staff members on mission, and records management.
The Records Management Section supports EASA’s duty to keep records that provide evidence of its decisions by establishing
policies, procedures and guidelines.
JOB CONTENT
Reporting to the Head of the Corporate Services, the Record Management Officer will contribute to the development of the
Agency documents and records management practices, procedures and tools.
More specifically the jobholder will be responsible for:
· Developing the agency-wide Business Classification Scheme, Retention List, and Security Classification based on existing
Agency models and policies;
· Gathering business needs and formulating business requirements for future implementation and use of an Enterprise
Content Management System (ECM);
· Drafting requests for proposals and specifications for tendering information management services (such as scanning,
archiving or mail distribution services);
· Working closely with different Agency departments to gather data and to consolidate the Business Classification Scheme
and Retention List;
· Working closely with the quality management coordinators to review and develop records management procedural
documentation;
· Translating records management policies into simple rules and guidelines to help users in the daily creation and
management of the records;
· Maintaining records management policies and procedural documentation needed for an ISO 9001 certified organisation;
· Participating in drafting procedural documentation and guidelines on physical archiving;
· Defining terms of reference and coordinating internal projects to set technical libraries and long term physical archives;
· Measuring the performance of the Records Management (RM) process by monitoring Key Performance Indicators (KPIs)
and periodically report on the completion of the process objectives.
TE.HR.00061-001 © European Aviation Safety Agency. All rights reserved.
Proprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet
PROFESSIONAL QUALIFICATIONS AND OTHER REQUIREMENTS
A. ELIGIBILITY CRITERIA
1. Completed university studies of at least three years attested by a diploma and appropriate professional experience of at
least one year;
2. Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of
the Communities to the extent necessary for the performance of his/her duties;
3. Be a national of a Member State of the European Union, Norway, Iceland, Liechtenstein or Switzerland;
4. Be entitled to his or her full rights as a citizen;1
5. Have fulfilled any obligations imposed by the applicable laws on military service;
6. Meet the character requirements for the duties involved and
7. Be physically fit to perform the duties linked to the post.2
B. SPECIFIC COMPETENCES AND SKILLS
a) Essential
· At least one year of proven experience in documents or records management;
· Understanding of taxonomies, metadata, records management international standards as shown by professional
experience and/or training;
· Proven experience in designing and implementing Electronic Content Management Systems;
· Proven experience in management of physical or electronic archives or libraries;
· Proven knowledge in questionnaire design and interview techniques;
· Good communication skills enabling to identify and to satisfy the organisation’s/customers’ needs;
· Ability to work in a team;
· Good command of both written and spoken English.
b) Advantageous
· Proven experience in implementing ISO9001 or equivalent standards for document and records management;
· Proven experience with MS SharePoint;
· Proven experience in Project Management.
For applications to be valid, the candidates must submit their application through the eRecruitment3 tool including:
· the completed electronic EASA application form;
· a motivation letter of no more than one page, explaining why the candidate is interested in the post and what her/his
added value would be to the Agency if selected.

EUROPEAN AVIATION SAFETY AGENCY
The European Aviation Safety Agency (EASA) is an Agency of the European Union with specific regulatory
responsibilities and executive tasks in the area of aviation safety. Based in Cologne, Germany, EASA plays
a key role in the European Union’s strategy to establish and maintain a high uniform level of civil aviation
safety in Europe.
For more information on EASA please consult our website: http://www.easa.europa.eu