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.