Tuesday, September 29, 2015

Document Management Specialist, AST4. EIOPA, Frankfurt. Open until 11 October 2015


Ref. 1522TAAST4

The European Insurance and Occupational Pensions Authority (EIOPA) is currently inviting applications for a position as
Document Management Specialist for its Headquarters in Frankfurt, Germany.

EIOPA is at the heart of insurance and occupational pensions supervision in the European Union. It is part of the European System of Financial Supervision, consisting of three European Supervisory Authorities and the European Systemic Risk Board. EIOPA is an independent advisory body to the European Parliament, the Council of the European Union and the European Commission.

EIOPA’s core responsibilities are to support the stability of the financial system, transparency of markets and financial products as well as the protection of insurance policyholders, pension scheme members and their beneficiaries. The successful candidate will join the young European Agency EIOPA which has a friendly, close-knit office of international staff, located in Frankfurt.

Further information on EIOPA is available at www.eiopa.europa.eu.

Document Management Specialist

Job description

Major purpose

The successful candidate will contribute to EIOPA’s activities in the fields of document management, records management, and archiving. He/she will carry out needs assessments, contribute to the development of policies, maintain the file plan, support document management system projects, and ensure regulatory compliance.

Main responsibilities

 Conducting needs assessments to identify document management, records management and archiving requirements;

 Contributing to the development, maintenance and improvement of document management, records management and archiving policies, procedures and working instructions in close co-operation with other teams to facilitate the efficient, legal, and
secure handling of information, as well as ensuring their correct application;

 Developing, maintaining and updating the file plan, taxonomy, workflows and corporate document templates in close collaboration with business users;

 Supporting the requirements specification, implementation, testing, roll-out and configuration of electronic document processing, retrieval, and distribution systems in collaboration with information technology experts;

 Administrating access rights and revision control to ensure security of the systems and integrity of documents, and providing training and assistance to end users;

 Assisting in procuring, organising and maintaining the appropriate systems and in-house facilities to serve as archives;

 Monitoring regulatory activity to maintain compliance with the relevant document and records management rules and regulations, and keeping abreast of developments in document management technologies and techniques;

 Any other tasks as required.


Eligibility Criteria

 Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities;

 Be a national of a Member State of the European Union, Norway, Iceland or Liechtenstein;

 Be entitled to his or her full rights as a citizen;

 Have fulfilled any obligations imposed by the applicable laws on military service;

 Be physically fit to perform the duties linked to the post.

1 Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

Before being engaged, a candidate shall be medically examined by one of the institution’s medical officers in order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d) of the Conditions of Employment of Other Servants of the European Communities.

Essential Skills

 Qualification:

a) A level of post-secondary education attested by a diploma, preferably in management information systems, library sciences, information science, computer science, business administration or a related field, or

b) A level of secondary education attested by a diploma giving access to post-secondary education, and relevant professional experience of at least three years, or

c) Where justified in the interests of the service, professional training or professional experience of an equivalent level, preferably in management information systems, library sciences, information science, computer science, business administration or a related field.

 Have at least 6 years of proven full-time professional experience in a field relevant for this position acquired after the qualification required under a), b) or c) above.

 Proven experience and knowledge in developing document management, records management or archiving policies;

 Proven experience and knowledge in developing and maintaining file plans and document classification frameworks;

 Proven experience and knowledge in supporting the implementation of document, archiving or records management systems;

 Very good command of oral and written English;

 Working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Desirable Skills

 Professional work experience in a multicultural environment.

 Knowledge of the European Union Institution’s rules and regulations on document management, records management or archiving;

 Proven experience and knowledge in Microsoft SharePoint technologies;

 Proven experience in liaising with business experts;

 Knowledge of a third EU language.

For the above position, the following behavioural competencies have to be fulfilled:

 Flexibility in terms of openness to taking over other tasks within EIOPA in view of the dynamic and evolving institutional environment;

 Excellent team player sharing relevant information and supporting team members without taking over responsibility for their work, able to work in different teams with different levels of stakeholders in a multicultural environment;

 Being able to have and express a critical view towards own performance and open to learn from experience;

 Examines critically and applies relevant approaches geared towards successful business solutions;

 Contributes to policies development from concept to practical implementation;

 Understands who his/her clients are and what their expectations are;

 Shows commitment towards achieving organisational goals.

Place of employment

Frankfurt am Main, Germany

Function group and grade


Monthly basic salary

3 875.06 EUR plus specific allowances where applicable*.

Start date

1 December 2015

Contract type and duration

Temporary Agent fixed-term contract of three years with possibility of extension.

Reserve list

Possibility of reserve list with validity until up to 12 months, in case of more than one successful candidate.

*Summary of Conditions of Employment

1. Salaries are exempted from national tax, instead a Community tax is paid at source;

2. Annual leave entitlement of two days per calendar month plus additional days for grade, distance from the place of origin and in addition on average 15 EIOPA holidays per year;

3. General and relevant technical training plus professional development opportunities;

4. EU Pension Scheme (after 10 years of service);

5. EU Joint Sickness and Insurance Scheme, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance;

Depending on the individual family circumstances and the place of origin, the staff member may be, in addition, entitled to:

1. Expatriation allowance;

2. Household allowance;

3. Dependent child allowance;

4. Education allowance;

10. Installation allowance and reimbursement of removal costs;

11. Initial temporary daily subsistence allowance;

12. Other benefits.

Application process

The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise, a presentation to be delivered by the candidate and a bilateral interview.

Applications should be submitted in English language including (1) a CV clearly indicating responsibilities and experience gained in previous positions (please list exact dates of your work experience and academic qualifications gained) and (2) a motivation letter of no more than one page, explaining why you are interested in the post and what would be your added value you would bring to EIOPA if selected.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the vacancy notice and these must be met by the closing date of the vacancy notice.

Applications should be submitted to

recruitment@eiopa.europa.eu, specifying in the subject the reference number above. Deadline for application is 23:59 CET on 11 October 2015.

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