Document Management Officer, AD5. EU-LISA, Tallinn. Open until 4 April

VACANCY NOTICE – AGENCY’S TEMPORARY STAFF Ref. No: eu-LISA/13/TA/AD5/22.1 Document Management Officer Post: Document Management Officer Unit/Department: Human Resources and Training Unit/Resources and Administration Department Function Group/Grade: AD 5 Location: Tallinn, Estonia Starting date: as soon as possible Level of Security Clearance: SECRET UE1 Parent Directorate-General/Service DG Home Affairs (BXL) Closing date for applications 4 April 2013 1. BACKGROUND Applicants are invited for the above mentioned position at the European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice (hereinafter referred to as `the eu-LISA`), established under the Regulation (EU) No 1077/2011 of the European Parliament and of the Council of 25 October 20113 (hereinafter referred as `the Regulation`). The seat of the eu-LISA is Tallinn, Estonia. The tasks related to development and operational management of the current and future systems will be carried out in Strasbourg, France. A backup site will be installed in Sankt Johann im Pongau, Austria. 1 EC decision of 29 November 2001 amending its internal Rules of Procedure (notified under document number C(2001) 3031) (2001/844/EC, ECSC, Euratom) and EC decision of 3 February 2005 amending Decision 2001/844/EC, ECSC, Euratom (2005/94/EC, Euratom) 2 Date of publication: 5 March 2013 3 Regulation (EU) No 1077/2011 of the European Parliament and of the Council of 25 October 2011, OJ L 286, 01.11.2011. The eu-LISA is responsible for the long-term operational management of the second generation Schengen Information System (SIS II)4, the Visa Information System (VIS)5 and EURODAC6. In the future, it may also be made responsible for the preparation, development and operational management of other large-scale IT systems in the area of freedom, security and justice, if so entrusted by means of separate legal instruments. Core task of the eu-LISA is to ensure the effective, secure and continuous operation of the IT-systems. It is also responsible for the adoption of the necessary measures to ensure the security of the systems and the security of data. Beyond these operational tasks, the eu-LISA is responsible for the tasks related to reporting, publishing, monitoring and organising specific trainings on the technical use of the systems, implementing pilot schemes upon the specific and precise request of the Commission and monitoring of research relevant for the operational management of the systems. 2. THE HUMAN RESOURCES AND TRAINING UNIT The Human Resources and Trainings Unit, located in Tallinn, is responsible for designing, implementing and monitoring of the eu-LISA's policy and strategy in the area of human resources management, professional development and training. It recruits personnel, manages personal files and deals with the issues related to staff members' working conditions. 3. TASKS AND RESPONSIBILITIES Reporting to the Head of the Human Resources and Training Unit, the Document Management Officer shall be responsible for:  contributing to the designing and implementation of the eu-LISA document management (electronic and paper documentation files) system and procedures for the staff employed at two distant locations (Tallinn and Strasbourg);  ensuring that the information processed within the eu-LISA (both in hard copy and electronic format) is in line with the eu-LISA's information management policy and other governing policies;  contributing to the designing and implementation of the eu-LISA's information management policy;  ensuring that every document requiring registration is duly recorded according to the document management policies and procedures;  ensuring that every important document is stored securely and in line with the eu-LISA's information security policy;  ensuring that documents are properly processed during their life-cycle stages of collection, creation or generation – organisation – retrieval, use, accessibility & transmission – disposition;  ensuring that every important document reaches relevant staff members on time 4 Regulation (EC) No 1987/2006 of the European Parliament and of the Council of 20 December 2006 on establishment, operation and use of the second generation Schengen Information System (SIS II), OJ L 381, 28.12.2006, and Council Decision 2007/533 JHA of 12 June 2007 on the establishment, operation and use of the second generation Schengen Information System (SIS II), OJ L 205, 7.08.2007. 5 Regulation (EC) No 767/2008 of 9 July 2008 of the European Parliament and the Council concerning the Visa Information System (VIS) and the exchange of data between member States on short-stay visas (VIS Regulation), OJ L 218, 13.08.2008. 6 Council Regulation (EC) No 2724/2000 of 11 December 2000 concerning the establishment of `EURODAC` for the comparison of fingerprints for the effective application of the Dublin Convention, OJ L 316, 15.12.2000. and with relevant action point;  designing a system for the electronic and paper documents' and information exchange between the eu-LISA staff members and enabling to carry it out efficiently and without hindrances and interruption;  training the eu-LISA staff in the procedures to be followed when dealing with the documents in both hard copy and electronic format;  creating a training module on the documents management system and procedures for the induction course to newly recruited staff;  using the best practices and keeping up with the developments in the document management field;  dealing with the requests for the access to documents under Regulation 1049/20017;  liaising horizontally with the eu-LISA's stakeholders and constantly keep up to date information audits for internal controls;  drafting input for the eu-LISA Newsletter on topics relevant to ethics and standards of documentation flows, sharing, processing and safekeeping. The Document Management Officer may be required to assist in other areas of the work of the eu-LISA, according to needs and priorities of the eu-LISA. 4. QALIAFUCATIONS AND EXPERIENCE REQUIRED 4.1. Eligibility criteria: Applicants will be considered eligible for the selection on the basis of the following formal criteria to be fulfilled by the deadline for applications: 4.1.1. have a level of education which corresponds to completed university studies attested by a diploma, when the normal period of university education is four (4) years or more or a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university is three (3) years; 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. 4.1.2. produce evidence of a thorough knowledge of one of the languages of the European Union and of a satisfactory knowledge of another language of European Union to the extent necessary for the performance of his/her duties; 4.1.3. be a national of one of the Member States of the European Union, Norway, Iceland, Liechtenstein or Switzerland8 and enjoy the full rights as a citizen9; 4.1.4. produce the appropriate character references as to the suitability for the performance of the duties involved; 7 Regulation (EC) No 1049/2001 regarding public access to European Parliament, Council and Commission documents COM/2011/0492 final 8 Appointment of staff form countries associated with the implementation, application and development of eth Schengen acquis and EURODAC-related measures is subject to the conclusion of the arrangements defined in article 37 of the founding Regulation of the Agency. 9 Prior to any appointment, the successful applicant will be asked to provide a certificate issued by the competent authority attesting the absence of any criminal record. 4.1.5. have fulfilled any obligations imposed on them by the laws of their home country concerning military service; 4.1.6. be physically fit to perform their duties10. For reasons related to the eu-LISA working requirements, be available at short notice for the job. 4.2. Selection criteria 4.2.1. Professional competencies The applicant will be required to demonstrate that he/she has:  knowledge or first-hand experience in the management and politics of justice-related databases;  experience in working as data management officer;  knowledge of the existing document management systems;  experience in implementing the document management systems in an organisation;  knowledge and/or experience in project management;  proficiency in both written and spoken English, corresponding to at least C1 level11. 4.2.2. Besides the following attributes would be advantageous:  educational background in a librarian or information science degree;  knowledge of or experience with the organisation, structure and working procedures of the European Union, its institutions and decision making process;  experience in is access to documents under regulation 1049/200112. 4.2.3. Personal qualities Attributes especially important to this post include:  high degree of organisational and coordination skills and ability to work in a team and on its own;  ability to work under pressure and to keep tight deadlines, and respond to changes in a rapidly evolving work environment;  excellent negotiation, problem-solving and conflict-resolution skills;  ability to communicate clearly and precisely at all levels both orally and in writing;  strong sense of initiative and responsibility. 5. INDEPENDENCE AND DECLARATION OF INTEREST The selected Document Management Officer will be required to make a declaration of commitment to act independently in the eu-LISA`s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. 10 Before the appointment, the successful applicant shall be medically examined by a selected medical service in order that the Agency may be satisfied that he/she fulfils the requirement of Article 12 (2)d of the Conditions of employment of other servants of the European Communities. 11 Cf. Language levels of the Common European Framework of reference: http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr 12 Regulation (EC) No 1049/2001 regarding public access to European Parliament, Council and Commission documents COM/2011/0492 final 6. EQUAL OPPORTUNITIES The eu-LISA applies an equal opportunities policy and accepts applications without distinction on grounds of sex, race, colour, ethic 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. 7. SELECTION PROCEDURE The selection procedure includes the following steps:  the Selection Committee designated by the eu-LISA Appointing Authority is set up for the selection procedure;  after registration, each application is checked in order to verify whether the applicant meets the eligibility criteria;  all the eligible applications are evaluated by the Selection Committee based on the selection criteria defined in the vacancy notice;  the best-qualified applicants, who obtained the highest number of points are short-listed for an interview;  the interview will be held in English;  during the interview, the Selection Committee examines the profiles of applicants and assesses their relevancy for the post in question;  shortlisted applicants may be required to undergo written competency tests and complete part of the process in their second EU language;  applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting and finishing dates, and he workload;  as a result of the interviews, the Selection Committee recommends the most suitable applicants for the post in question. Suitable applicants will be put on the reserve list, which may also be used for the recruitment for a similar post depending on the needs of the eu-LISA and budgetary situation, and shall be valid until 30 April 2015 (the validity period may be extended). Each applicant will be informed by a letter whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee employment. Please note that the Selection Committees work and deliberations are strictly confidential and that any contact with its members is strictly forbidden. 8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT The Document Management Officer will be appointed by the eu-LISA Executive Director, upon recommendation of the Selection Committee, following the selection procedure. The successful applicant will be recruited as a Temporary Staff, pursuant to Article 2a of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Temporary Staff post in question will be placed in Function Group AD, Grade 5 in the first or second step, depending on the duration of the acquired professional experience. The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Estonia currently 77.8%) and paid in EUR13. In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary) – depending on particular situation, and family 13 The correction coefficient is subject to a regular update. allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance. eu-LISA staff members pay an EU tax at a sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes. Staff members may also be entitled to the reimbursement of removal costs and an initial temporary daily subsistence allowance. The provisions guiding the calculation of these allowances can be consulted in Annex VII of the Staff Regulations available at the following address: http://europa.eu/epso/discover/careers/staff_regulations/index_en.htm eu-LISA staff members are entitled to annual leave of two working days per each complete calendar month of service. There are on average 19 Public Holidays per year. In addition, staff members are entitled to a number days of leave according to their basic entitlement depending on the grade, age and distance from the place of origin. Special leave is granted for certain circumstances such as marriage, birth or adoption of a child etc. The eu-LISA, a knowledge-based organization, acknowledges the importance of the training provided for its staff. It provides general and technical nature trainings as well as professional development opportunities throughout annual performance appraisal. Throughout the period of service staff members participate in the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and reaching the pensionable age of 63 years. Pension rights acquired in one or more national schemes before starting to work at the eu-LISA may be transferred into the EU pension system. eu-LISA staff members are covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled for a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance. For further information on working conditions of temporary staff please refer to CEOS: http://europa.eu/epso/discover/careers/staff_regulations/index_en.htm The initial duration of the contract is five years including probationary period of six months, with a possibility of contract renewal for another period not exceeding five years. Second renewal would be indefinite. The eu-LISA requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion. The level of the latter depends on the specific post. For this one, the required level of clearance is SECRET UE. Applicants who currently hold a valid security clearance at the above-mentioned level shall provide a copy of the security clearance to the eu-LISA and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure shall be initiated expeditiously. In case selected applicants do not currently hold a valid security clearance at the above-mentioned level, the eu-LISA will request such from the National Security Agency of the applicants’ state of nationality. Failure to obtain the required security clearance certificate from the successful candidate`s National Security Authority, either during or after the expiration of the probationary period, will give the right to the eu-LISA to terminate any applicable employment contract. 9. PROTECTION OF PERSONAL DATA The eu-LISA ensures that applicants' personal data are processed in accordance with Regulation (EC) No 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 (12.1.2001, OJ, L 8). Please note that the eu-LISA will not return applications to applicants. This applies in particular to the confidentiality and security of such data. The legal basis for the selection procedures of Temporary Staff are defined in the Conditions of Employment of Other Servants of the European Communities14. The purpose of processing personal data is to enable selection procedures. The selection procedure is conducted under the responsibility of the Human Resources and Training Unit under the Resources and Administrative Department. The controller for personal data protection purposes is the Head of the Resources and Administrative Department. The information provided by the applicants will be accessible to a strictly limited number of staff members of the HR staff, to the Selection Committee, and, if necessary, to the Legal Officer of eu-LISA. Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits. Processing begins on the date of receipt of the application. Data storage policy is as follows: - for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years after which time they are destroyed; - for applicants placed on a reserve list but not recruited: data are kept for the period of validity of the reserve list + 1 year after which time they are destroyed; - for recruited applicants: data are kept for a period of 10 years as of the termination of employment or as of the last pension payment after which time they are destroyed. All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify the data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of applications` submission. Any substantiated query concerning the processing of his/her personal data can be addressed to the HR and Training Unit at HOME-EU.LISA-AGENCY-RECRUITMENT@ec.europa.eu Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu). 10. APPEAL PROCEDURE If an applicant 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: eu-LISA (European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice) EU House, 6 floor Rävala pst 4 10143 Tallinn Estonia 14 CEOS, in particular the provisions governing conditions of engagement in Title II, Chapter 3. The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts from the time the applicant is notified of the act adversely affecting him/her. 11. APPLICATION PROCEDURE In order for an application to be considered valid, applicants are requested to fill in the application form in English and submit their application in 1 original and 3 copies using the uploaded version of the eu-LISA`s Standard Application Form, signed by the applicant and posting them in a simple A4 format envelope - http://ec.europa.eu/dgs/home-affairs/what-we-do/policies/borders-and-visas/agency/index_en.htm The application shall be accompanied by one original of Eligibility Checklist (see the last page of Vacancy Notice) duly completed and signed by the applicant. In the Eligibility Checklist the applicant verifies his/her compliance with the eligibility criteria for the specific post. Please send your application to the following address quoting the title of the vacancy and reference number on the envelope: eu-LISA European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice Post Box 1025 HR and Training Unit Ref. No: eu-LISA/13/TA/AD5/22.1 – Document Management Officer EU House, 6 floor Rävala pst 4 10143 Tallinn Estonia Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified. You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by the eu-LISA. Additionally, do not submit the reference letters or testimonials, unless they have been requested for the sole use of the eu-LISA. The closing date for the submission of applications is 4 April 2013 with the postmarked date serving as a proof. Please assure that the post office stamp with a date is visible and clear on the envelope while it is processed by them. Incomplete applications, sent to the eu-LISA after the deadline and by e-mail will be disqualified and treated as non-eligible. Moreover, the applicants who use the same application form to apply for more than one post will be disqualified. Due to the large volume of applications, the eu-LISA regrets that only applicants selected for the interviews will be notified. In case of any queries about the selection process, please contact through the e-mail: HOME-EU.LISA-AGENCY-RECRUITMENT@ec.europa.eu. Please note that the time period between the closing date for applications submission and the end of the short listing applicants for the interview may take up to several months. Temporary Staff/AD5 – Document Management Officer Full name of applicant (in capitals) Application number: (introduced by the eu-LISA) ELIGIBILITY CRITERIA 1 be a national of one of the Member States of the Communities or the Schengen Associated Countries and enjoys the full rights as a citizen; Yes No 2 have a level of education which corresponds to completed university studies attested by a diploma, when the normal period of university education is four (4) years or more or a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university is three (3) years; Yes No 3 produce evidence of a thorough knowledge of one of the languages of the Communities and of a satisfactory knowledge of another language of Communities to the extent necessary for the performance of his/her duties; Yes No 4 has fulfilled any obligations imposed on him by the laws of his home country concerning military service; Yes No 5 be physically fit to perform their duties; Yes No 6 produce the appropriate character references as to suitability for the performance of the duties; Yes No I, as an applicant, fulfil all the eligibility criteria for the post in question: Yes No ....................................... Signature of Applicant Completed by the eu-LISA: ....................................... Signature Certified correct: Yes No