VACANCY NOTICE – CONTRACT STAFF
Reference number:
Frontex/16/CA/FGIV/56.1
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Post (business title):
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Senior
Assistant to the Documents and Records Management Officer
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Sector/Unit/Division:
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Financial and Corporate
Services Unit / Corporate Governance
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Function Group/Grade:
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FGIV Contract Staff / grade
13, grade 14, or grade 16
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Location:
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Warsaw, Poland
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Starting date:
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1 February 2017
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Level of Security Clearance:
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CONFIDENTIEL UE / EU
CONFIDENTIAL
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1. BACKGROUND
The European Border and Coast
Guard Agency (Frontex), has been established under Regulation (EU) 2016/1624 of
14 September 2016 (the ‘Regulation’). The agency was created on the foundations
of the European Agency for the Management of Operational Cooperation at the
External Borders of the Member States of the European Union (established under
Council Regulation (EC) No 2007/2004), which has been coordinating operational
activities at the EU external border since 2005.
Frontex is located in Warsaw,
Poland and is in the process of significantly increasing the size of its staff
from the current number of more than 350 to meet its expanded tasks.
The agency’s key tasks include:
● Operational and technical assistance to the EU member
states at their external borders including deployment of vessels, aircraft and
other equipment and border guards from EU countries;
● Coordination of law enforcement at sea in cooperation
with national maritime authorities and EU agencies EMSA and EFCA;
● Assisting member states in returning nationals of
non-EU countries who do not have the right to remain on the territory of the
EU;
● Risk analysis, situation monitoring and vulnerability
assessment of EU’s external borders;
● Prevention of cross-border crime through sharing of data
on persons suspected of involvement in criminal activities with relevant
national authorities and Europol;
● Development
of training programmes for European border guards to share best practices and
expertise at all EU borders;
●
Monitoring new
technological developments in the field of border control and acting as an
interface between research institutions, industry and national border
authorities;
● Cooperation with EU and international organisations, as
well as non EU countries, in the area of border management, security,
prevention of cross-border crime, and fundamental rights.
For more
information, please refer to our website: http://www.frontex.europa.eu.
2.
THE CORPORATE GOVERNANCE AND FINANCIAL AND CORPORATE SERVICES UNIT
The general
mission of Corporate Governance is to provide necessary support and assistance
to other entities in Frontex to allow them the smoothest and uninterrupted
functioning. The Corporate Governance function includes Financial and Corporate
Services, Legal Affairs, Communication, Human Resources Management, Information
and Communication Technologies Management and Security.
The Finance and
Services Unit ensures the coordination of all activities related to the
preparation and implementation of the budget while keeping the financial
regulatory framework up to date.
The Documents
and Records Management Officer ensures that the internal handling of
unclassified and sensitive non-classified documents and records is effective
and in line with the agency’s documents and records management policy and that
all necessary measures are taken in order to ensure that Frontex fulfils its obligations
associated to the publication, archiving, destruction, transfer of records and
documents it produces. S/he will be responsible for the functional evolution of
the Document Management System.
3.
DUTIES AND RESPONSIBILITIES LINKED TO THE POST
Reporting to
the Document and Records Management Officer, the Senior Assistant to the
Documents and Records Management Officer will be responsible for:
assisting the
Document Management Officer in the drafting and the updating of policies,
procedures, systems and tools used for the management all types of documents in
order to correct issues, to improve the functioning and the user friendliness
of the system as well as the effectiveness of the documents related processes;
assisting the
Document Management Officer in the design, the documentation and the
maintenance of the system in relation with document templates, filing plans,
taxonomies, list of keywords and retention polices;
participating
in the project for the further development and the installation of the
Documents and Records Management System as assisting the Document Management
Officer in the implementation and evolution of ICT tools for management of
documents and workflows;
supporting
the Document Management Officer in his/her daily or frequent tasks in the DMS
system by
o monitoring the compliance of the users with the
procedures related to the use of the documents and Documents and Records
Management System and extract of reports out of the system;
o monitoring
the regular processes, including retention mechanisms and handling of public
access to documents;
o dealing with exceptions and errors generated by the
system and proceeding with corrections to the documents and records;
o initiating semi-automated batch processes within the
system;
o triggering
activities related to the archiving of documents and records;
triggering
activities related to the transfer of documents and records;
informing and
training the users on how to use the system(s);
participating
in the analysis of business processes and the modelling of automated document
based workflows;
supporting
the archiving of electronic and paper documents.
4. QUALIFICATIONS AND EXPERIENCE REQUIRED
4.1. Eligibility criteria
To be eligible,
an applicant must have:
● a level of education which corresponds to completed
university studies of at least three years attested by a diploma;
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.
● in addition to above by the closing date for
applications, at least 1 year of proven full-time professional experience;
Professional experience will be taken into account after the award of the
minimum qualification certifying the completion of the level of studies
required above in the first bullet point. Only duly documented professional
activity is taken into account.
Fellowships, grants and PhDs can be counted as professional experience up
to a maximum of 3 years.
ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as
eligible, years of studies or professional experience to be taken into account
shall not overlap with other periods of studies or professional experience,
e.g. if the applicant had a full-time job and did freelance consultancy work in
the evenings and weekends, the days spent on the latter will not be added to
the period).
In case of part-time work the professional experience will be calculated
pro-rata in line with the workload stated by the applicant.
Compulsory military service or equivalent civilian service accomplished
after the achieving the minimum qualification stated in the first two bullet
points shall be taken into consideration as professional experience if the
official documentation is provided.
●
produce evidence of a
thorough knowledge of one of the languages of the EU and of a satisfactory
knowledge of another language of the EU to the extent necessary for the
performance of his duties;
●
be a national of one of
the Member States of the EU or the Schengen Associated Countries and enjoys the
full rights as a citizen;
●
produce the appropriate
character references as to his suitability for the performance of his duties;
●
fulfil any obligations
imposed on him by the laws of his home country concerning military service;
● be physically fit to perform their duties1.
1
Before the appointment, the successful candidate shall be medically examined by
a selected medical service in order that Frontex may be satisfied that he/she
fulfils the requirement of Article 83 of the Conditions of Employment of Other
Servants of the European Communities (OJ L 56, 4.3.1968, p. 1, as last amended
by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the
Council of 22 October 2013, OJ L 287, 29.10.2013, p. 15).
For reasons
related to the Frontex working requirements, be available at short notice for
the job.
4.2. Selection criteria
4.2.1. Professional competences
The candidate will be required to
demonstrate that he/she has:
Essential:
experience in
managing documents and/or records in an electronic Document and Records
Management System;
capability of
drafting and implementing procedures;
experience in
the process of modelling business processes and workflows;
ability to
support the management of enterprise taxonomy;
proficiency
in office automation including collaborative document development and document
search;
as the
predominant working language in Frontex is English, candidates must have an
excellent command of oral and written English;
ability to
cooperate with, train and coach the end users of the document management
system.
Besides, the following attribute would be considered advantageous
experience
supporting the implementation of a new Document and Records Management System
in an organisation;
user
experience with MS SharePoint 2013 or 2010;
knowledge of
or experience with the organisation, structure and working procedures of the
European Union, its institutions and decision making processes;
experience in
managing archives.
4.2.2. Personal qualities and competences
Attributes especially important to this post include:
good sense of
initiative and responsibility for the assigned area of work;
good
communication skills and flexible, service-oriented attitude;
good planning
and organizational skills;
accuracy and
attention to details and to quality while performing assigned tasks;
good
problem-solving and conflict-resolution skills;
ability to
work in multi-cultural environment having well developed interpersonal skills.
5. INDEPENDENCE AND DECLARATION OF INTEREST
The selected
candidate will be required to make a declaration of commitment to act
independently in Frontex’ interest and to make a declaration in relation to
interests that might be considered prejudicial to his/her independence.
Applicants will therefore be required to include confirmation of their
willingness to make such declarations with their applications.
6. EQUAL OPPORTUNITIES
Frontex applies
an equal opportunities policy and accepts applications without distinction on
grounds of age, race, political, philosophical or religious conviction, sex or
sexual orientation and regardless of disabilities, marital status or family
situation.
7. SELECTION PROCEDURE
The selection
procedure includes the following steps:
After registration, each application is checked in order to
verify whether it meets the eligibility criteria;
All the eligible applications are evaluated by an appointed
Selection Committee based on the selection criteria defined in the vacancy
notice;
Best-qualified applicants, who obtained the highest number
of points within the evaluation and who are matching best the selection
criteria established in this vacancy notice, will be shortlisted and invited
for a competency test and an interview;
The interview will be held in English;
During the interview session, the Selection Committee will
examine the profiles of applicants and assess their relevancy for the post in
question. In order to support the evaluation via interview, shortlisted
applicants will 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,
finishing dates and workload;
As a result
of the interviews, the Selection Committee will recommend the most suitable
applicants for the post in question to the Executive Director of Frontex.
Non-recruited and suitable applicants will be proposed for the reserve list,
which may also be used for the recruitment for a similar post depending on the
needs of Frontex and shall be valid for 2 years (the validity period may be
extended). Each interviewed applicant will be notified in written whether or
not he/she has been placed on the reserve list. Applicants should note that
inclusion on a reserve list does not guarantee an employment offer.
Please note that the work and deliberations of the Selection Committee
are strictly confidential and that any contact with its members is strictly
forbidden.
8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT
The most
successful applicant will be appointed by the Executive Director of Frontex
(availability of this new post in Frontex is subject to the final decision on
amendment of the budget (establishment plan) of Frontex).
The successful
applicant will be recruited as contract staff pursuant to article 3(a) of the
Conditions of Employment of Other Servants of the European Communities (CEOS)2. The contract staff post in question is placed in function
group IV.
2 OJ L 56, 4.3.1968, p. 1, as
last amended by Regulation (EU, Euratom) No 1023/2013 of the European
Parliament and of the Council of
22 October 2013, OJ L 287,
29.10.2013, p. 15,
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF
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The final net calculation is as follows: Function Group IV,
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Grade
13
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Grade
14
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Grade
16
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Basic net salary (without any
allowances)
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1 967 EUR
8 241 PLN
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2 127 EUR
8 910 PLN
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2 657 EUR
11 131 PLN
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Household allowances (net)
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173 EUR
725 PLN
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179 EUR
750 PLN
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194 EUR
812 PLN
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Dependent child allowances for
each child (net)
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276 EUR
1 157 PLN
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276 EUR
1 157 PLN
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276 EUR
1 157 PLN
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Expatriation allowances
(depending on family situation) (net)
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375 – 533 EUR
1 569 – 2 234 PLN
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422 – 583 EUR
1 768 – 2 443 PLN
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540 – 704 EUR
2 263 – 2 948 PLN
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Preschool allowance (net)
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67 EUR
283 PLN
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67 EUR
283 PLN
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67 EUR
283 PLN
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Education allowance (net) up
to
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375 EUR
(1 570 PLN)
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375 EUR
(1 570 PLN)
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375 EUR
(1 570 PLN)
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The staff member’s remuneration
consists of the basic salary and allowances. The staff member may be entitled
to various allowances, in particular to an expatriation (16 % of basic gross
salary) or to a foreign residence allowance (4 % of basic gross salary) –
depending on particular situation, and to family allowances (depending on
personal situation) such as: household allowance, dependent child allowance,
pre-school allowance, education allowance.
The remuneration is expressed in
EUR, after the compulsory deductions set out in the Staff Regulations or in any
implementing regulations is weighted by the correction coefficient for Poland
(currently 71.8 %). It can be paid either in EUR or in PLN according to a fixed
exchange rate (currently 4.1893). The remuneration of the staff members, the
correction coefficient and the exchange rate is updated annually before the end
of each year, with a retroactive effect from 1 July, in accordance with Annex
XI of the Staff Regulations.
The headquarters agreement has
not yet been concluded with the Polish authorities.
Staff pays an EU tax at sources
and deductions are also made for medical insurance, pension and unemployment
insurance. Salaries are exempt from national taxes. The rate of solidarity levy
is 6 %.
Staff is entitled to annual
leave of two working days per each complete calendar month of service. On top
of that, staff is entitled to a number days of leave to their basic entitlement
depending on the grade, age and distance from the place of origin. In addition,
there are on average 18 Frontex Public Holidays per year. Special leave is
granted for certain circumstances such as marriage, birth or adoption of a
child.
Frontex being a knowledge based
organization acknowledges the importance of training provided to its staff. Frontex
provides general and technical nature training as well as professional
development opportunities that are discussed annually during staff performance
appraisal.
Throughout the period of service
staff is a member of the EU pension scheme. The pension is granted after
completing a minimum of 10 years' service and after reaching the pensionable
age of 66 years. The pensionable age for staff recruited before 1 January 2014
varies between 60 and 65 years. Pension rights acquired in one or more national
schemes before starting to work at Frontex may be transferred into the EU
pension system.
Staff is 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 please refer to the CEOS.
A contract of employment will be
offered for a period of five years, with a probationary period of nine months.
The contract may be renewed.
Frontex
requires selected applicants to sensitive posts to undergo a security screening
procedure and obtain a positive national opinion or respective personal security
clearance. The level of the latter depends on the specific post. For this post,
the required level of clearance is CONFIDENTIEL
UE / EU CONFIDENTIAL. Applicants who currently hold a valid security
clearance at the above-mentioned level (or higher) do not need to obtain a new
one. They shall provide Frontex with a copy of the security clearance and
specify the issuing authority, level and date of expiry. In case the validity
of the security clearance expires within six months, a renewal procedure shall
be initiated expeditiously. In case selected applicants do not currently hold a
valid and positive security clearance at the above-mentioned level, Frontex
will request such from the National Security Agency of the
applicants’ state of citizenship. In case of a failure to obtain the required
security clearance certificate before the expiration of the probationary period
or if the National Security Agency issues a negative opinion at the
above-mentioned level after the signature of the contract of employment Frontex
has a right to terminate the contract of employment.
9. PROTECTION OF PERSONAL DATA
Frontex 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 European Union institutions and bodies and on the free movement of such
data (12.1.2001, OJ, L 8). Please note that Frontex 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 contract staff are defined in the CEOS3.
3 In particular the
provisions governing conditions of engagement in Title II, Chapter 3.
The purpose of
processing personal data is to enable carry-out selection procedures.
The selection
procedure is conducted under the responsibility of the Human Resources Sector
of the Human Resources and Security Unit, within the Corporate Governance of
Frontex (HR Sector). The controller for personal data protection purposes is
the Head of HR Sector.
The information
provided by the applicants will be accessible to a strictly limited number of
staff members assigned to the HR Sector, to the Selection Committee members,
and, if necessary, to the Legal Affairs Unit and Frontex management.
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, qualifications and competences.
Processing
begins on the date of receipt of the application. Data storage policy is as
follows:
§ For applications received from
not-selected candidates: the data are filed and stored in archives for 2 years and after this time the data
are destroyed;
§ For applicants placed on a reserve
list but not recruited: the data are kept for the period of validity of the reserve list + 1 year and after
this time the data are destroyed;
§ For
recruited applicants: the data are kept for a period of 10 years after the termination of employment or as of the last
pension payment and after this
time the data 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 those data at any time
during the procedure. In the case of data related to the eligibility or
selection criteria, the right of rectification cannot be exercised after the
closing date of applications’ submission.
Should the
applicant have any query concerning the processing of his/her personal data and
has substantiated request, he/she shall address them to the HR Sector at
hr@frontex.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 at
the following address:
Frontex
Human Resources
Sector
Plac Europejski
6
00-844 Warsaw
Poland
The complaint must be lodged within 3 months. The time limit
for initiating this type of procedure starts to run from the time the selection
procedure for this post is declared as closed on the Frontex webpage
(http://www.frontex.europa.eu).
Candidates also have a possibility to complain to the
European Ombudsman. Please note that complaints made to the European Ombudsman
have no effect on the time period laid down in Article 91 of the Staff
Regulations. Note also, that under Article 2(4) of the general conditions
governing the performance of the Ombudsman's duties, any complaint lodged with
the Ombudsman must be preceded by the appropriate administrative approaches to
the institutions and bodies concerned.
11. APPLICATION PROCEDURE
In order for an
application to be considered valid, applicants must submit their Frontex
Specific Application Form relevant for this selection procedure duly signed and
scanned (pdf format) to the following an e-mail: jobs@frontex.europa.eu. The
subject of the e-mail shall have this structure: ‘SURNAME_Name_Vacancy
Reference Number_Post Title’.
Frontex
Application Form is to be uploaded from Frontex website under the Reference
Number of the post. In the Eligibility Checklist (which forms an essential and
integral part of the Frontex Specific Application Form) the applicant shall
verify his/her compliance with the eligibility criteria for the specific post.
Applicants are further required to provide details on meeting the relevant
selection criteria.
The Frontex Application
Form must be:
Fully completed in English, pointing out the professional
experience relevant to this position (incl. calculation of years, months);
Printed, signed and
clearly scanned in pdf format (in one
single document);
Named as
follows: ‘SURNAME_Name_Vacancy Reference Number_Post Title’.
The application
will be rejected if it is not duly completed and signed by hand.
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.
Applicants
shortlisted for an interview will be requested to supply documentary evidence
in support of the statements made in the application. Do not, however, attach
any supporting or supplementary documentation with your application, until you
have been asked to do so by Frontex. Additionally, do not submit the references
or testimonials, unless they have been requested for the sole use of Frontex.
Incomplete
applications or applications sent to Frontex after the deadline will be
disqualified and treated as non-eligible.
Due to the
large volume of applications, Frontex regrets that only applicants invited for
the interview will be notified on the outcomes. The status of the recruitment
procedure is to be found on Frontex website.
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Please note
that the time period between the closing date for applications submission and
the end of the shortlisting of applicants for an interview may take more than
two months. The
closing date (and time) for the submission of applications is
30
November 2016 at 23:59 h of Warsaw local time.
Please
keep a copy of your e-mail that proves that you have submitted you
application on time as well as the subsequent automatic reply which confirms
the receipt of your application.
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Applicants are strongly recommended not to wait
until the last day to submit their applications. Frontex cannot be held
responsible for any last-minute malfunction due to an overload of the
respective mailbox.
