Archiving and Document Management Assistant, FGIII. EU Agency for Fundamental Rights, Vienna. Open until 20th November 2012

Publication of Vacancy Notice Archiving and Document Management Assistant Ref.: CA-ARCH-FGIII-2012 JOB PROFILE 1. Job Framework Job Title: Archiving and Document Management Assistant Job Location: Vienna, FRA, Administration Department Area of activity: Administration Function Group: FG III Status: Contract Agent 2. Job Content Overall purpose: The Administration Department is responsible for supporting the operational work of the Agency enhancing its ability to function as a bestpractice, knowledge-based, lean and service-oriented public body. The Administration Department is composed of the following three teams: • Team Finance and Procurement • Team Quality Management • Team ICT and Facilities Services Functions and Duties: The Archiving and Document Management Assistant will be working in the team under the supervision of the Head of Sector ICT and Facilities Services and he/she will be responsible for: • Establishing the procedures for the registration, filing and archiving of documents including document management, registration and records management standards/rules; • Ensuring and supporting the use of document and records management policies and procedures, specifically to determine which documents are registered and classified as records, in close collaboration with involved staff; • Managing the use and evolution of the Mail registration, Document Management and Archiving systems; • Providing guidance and support the Document Management System users by offering training and assistance; • Defining the Document Management System taxonomy and archiving records nomenclature; • Conducting records inventories to ensure that existing information assets are identified, managed across the Agency; • Maintaining and updating a document management, classification plan, retention schedule for current and intermediate archives; • Translating user requirements into usable technical requirements for the supporting Document Management and Archiving systems; • Training staff on document management and records management procedures; • Monitoring regulatory guidelines and laws, e.g. to determine impact on data retention, to help for the implementation of audit and other information management policies; • Ensuring that FRA archives are updated regularly and maintained adequately in accordance with the related procedures; • Any other task as requested by the Head of Administration. JOB REQUIREMENTS 3. Qualifications and experience required A. Eligibility criteria Candidates will be considered for the selection phase on the basis of the following criteria to be fulfilled by the deadline for applications: (a) a post-secondary education attested by a diploma, OR a secondary education attested by a diploma giving access to postsecondary education and following the diploma, at least 3 years professional experience. (Only diplomas and certificates that have been awarded in EU Member States or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration) (b) Thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of the EU official languages; Furthermore, in order to be eligible candidates must: • Be a citizen of one of the Member States of the European Union; • Be entitled to his/her full rights as a citizen1; • Have fulfilled any obligations imposed on them by the laws on military service; • Be physically fit to perform the duties linked to the post2; B. Selection criteria Essential • Proven experience in implementing document, archiving and registration management systems of at least three years; • Experience in defining document, registration and archives management policy; • Experience in setting up an archives system and in describing and monitoring archives (e.g. formulating classification plans and retention schedules), preferably those of public bodies; • Experience of information management technologies and software applications in the field of registration, document and archive management; • Experience in providing training and support when using related information systems; • Very good knowledge of Microsoft Office 2007/2010 and experience of online office collaboration tools; • Proven ability to work under pressure and to meet deadlines under demanding conditions; • Accuracy and ability to pay attention to details; • Excellent communication, organisational and interpersonal skills; • Service oriented, flexible and with ability to work effectively within a multicultural team. 1 Prior to appointment, successful applicants will be required to produce an official document showing that they do not have any criminal record. 2 Before being engaged, a member of the contract staff shall be medically examined in order that the Agency may be satisfied that he/she fulfils the requirements of Article 83 of the Conditions of Employment of Other Servants of the European Communities. Advantageous The following criteria will be considered as additional assets: • Excellent command of spoken and written English; • Knowledge of related European policies for document management and archiving; • Excellent knowledge of Microsoft SharePoint technologies; • Work experience in an international/multicultural environment. SUBMISSION OF APPLICATIONS Candidates are requested to submit their application electronically through the Agency’s website: www.fra.europa.eu Only online applications will be accepted. An application will be deemed admissible only if it includes a motivation letter (preferably no more than one page) a CV in Europass format (other formats will not be considered) and a fully filled in eligibility and selection criteria grid. Information concerning the status of the selection procedure can be found at the following address: http://fra.europa.eu/en/about-fra/recruitment/vacancies EQUAL OPPORTUNITIES The FRA urges anyone meeting the eligibility criteria and interested in the position to apply. The FRA is an equal opportunities employer and ensures that its recruitment procedures do not discriminate on the basis of gender, colour, racial, 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, or any other status. In case of a disability or if candidates find themselves in a particular situation which could cause difficulties during the interviews and tests, they should tick the appropriate box in the on-line application form and indicate which arrangements they consider necessary to enable them to take part in the interviews and tests. SELECTION PROCEDURE A Selection Committee is nominated by the Appointing/Contracting Authority. Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications. The applications of the eligible candidates will be reviewed in accordance with the selection criteria as specified in the publication notice. The selection Committee will select the candidates that obtain at least 60% of the total points available to rank their compliance with the selection requirements. The Agency will invite for an interview the top 10 candidates among those who have obtained at least 60%. The interview will mainly be held in English and the candidates will undergo a written test in English. The interview will take place in Vienna (Austria), where the Agency has its seat and where the place of employment is. Candidates invited to an interview will be requested to submit, on the day of the interview, a non-certified copy of their diploma(s) and evidence of their professional experience, clearly indicating the length and nature of their experience and whether full time or part time work. If, for reasons of confidentiality a candidate is unable to provide the necessary statement for their current employment, he/she must provide photocopies of the contract, the letter of recruitment and/or the first pay slip. The candidate must in any event provide a copy of the latest pay slip. However, prior to contract signature, the successful candidate/s will be requested to provide FRA with original or certified copies of all relevant documents proving the eligibility requirements. Successful candidates will be included on a reserve list drawn up by the Selection Committee. This reserve list will be proposed to the appointing/contracting authority of the FRA. The appointing/contracting authority will decide on the establishment on the reserve list. This reserve list will be valid for 12 months from the date of its establishment (the validity of the reserve list may be extended). The reserve list may be used for future recruitment, should vacancies arise. Each candidate will be informed by letter whether or not he/she has been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee recruitment. On the basis of the adopted reserve list, the appointing/contracting authority of the FRA may offer a contract of engagement. Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden. Due to the large volume of applications, the Agency regrets that only candidates selected for the interviews will be contacted. Applicants are invited to follow the recruitment process on the FRA website. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT A contract will be offered as a member of the contract staff pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Communities for a fixed period of 2 years. The contract may be renewed. The successful candidate will be recruited in Function Group III. The grade (8, 9 or 10) will be determined in accordance with the number of years of experience of the successful candidate (i.e. professional experience of up to 7 years for grade 8; professional experience of more than 7 years for grade 9 and professional experience of more than 15 years for grade 10). The basic salary for grades 8, 9 and 10 are respectively € 2.457,08, € 2.780,03 and € 3.145,43. In addition to the basic salary, staff members may be entitled to various allowances, in particular a household allowance, 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 it is exempt of national taxation. FRA also offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance. Moreover, FRA offers different opportunities of schooling services through service level agreements with international schools and pre-school establishments, and has introduced policies on teleworking and flexitime in its attempt to reconcile work and private life. Under certain circumstances, in particular where staff members are obliged to change their place of residence in order to take up employment, the Agency may also reimburse various expenses incurred on recruitment, notably removal expenses. Additional information on Contract Agents can be obtained from the web site of the European Commission at the following address: http://ec.europa.eu/civil_service/job/contract/index_en.htm For any further information on the contractual and working conditions please refer to the Staff Regulations of Officials of the European Communities and the Conditions of Employment of other Servants of the European Communities which is accessible at the following address: http://eurlex. europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20110101:EN:PDF PROTECTION OF PERSONAL DATA Please note that FRA will not return applications to candidates. The personal information FRA requests from candidates 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 Community institutions and bodies and on the free movement of such data. This applies in particular to the confidentiality and security of such data. Personal data shall be processed solely for the purpose of the selection procedure. Should the candidate have any query concerning the processing of his/her personal data, he/she shall address them to the following address: recruitment@fra.europa.eu 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 Conditions of employment of other servants of the European Communities, at the following address: The Director European Union Agency for Fundamental Rights Schwarzenbergplatz 11 A-1040 Vienna Austria The complaint must be lodged within 3 months. The time limit for initiating this type of procedure start to run from the time the completion of the selection procedure is published on the Web-site at the following link: http://fra.europa.eu/en/about-fra/recruitment/vacancies DEADLINE Applications must be sent no later than 20/11/2012 at 13:00 (Local time) Please note that due to the large number of applications we receive, the system may face problems in processing such amounts of data when reaching the deadline for submission of applications. We therefore advise to apply well ahead of the deadline