Monday, November 21, 2016

Senior Assistant to the Documents and Records Management Officer, FG IV. Frontex, Warsaw. Open until 30 November 2016



Reference number: Frontex/16/CA/FGIV/56.1

Post (business title):
Senior Assistant to the Documents and Records Management Officer
Financial and Corporate Services Unit / Corporate Governance
Function Group/Grade:
FGIV Contract Staff / grade 13, grade 14, or grade 16
Warsaw, Poland
Starting date:
1 February 2017
Level of Security Clearance:



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:



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.



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.



4.1. 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:


 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.



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.



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.


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.



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,

The final net calculation is as follows: Function Group IV,
Grade 13
Grade 14
Grade 16
Basic net salary (without any allowances)
1 967 EUR
8 241 PLN
2 127 EUR
8 910 PLN
2 657 EUR
11 131 PLN
Household allowances (net)
173 EUR
725 PLN
179 EUR
750 PLN
194 EUR
812 PLN
Dependent child allowances for each child (net)
276 EUR
1 157 PLN
276 EUR
1 157 PLN
276 EUR
1 157 PLN
Expatriation allowances (depending on family situation) (net)
375 – 533 EUR
1 569 – 2 234 PLN
422 – 583 EUR
1 768 – 2 443 PLN
540 – 704 EUR
2 263 – 2 948 PLN
Preschool allowance (net)
67 EUR
283 PLN
67 EUR
283 PLN
67 EUR
283 PLN
Education allowance (net) up to
375 EUR
(1 570 PLN)
375 EUR
(1 570 PLN)
375 EUR
(1 570 PLN)

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.



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

Applicants may have recourse at any time to the European Data Protection Supervisor (



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:


Human Resources Sector

Plac Europejski 6

00-844 Warsaw


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 (

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.



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: 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.

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.

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.

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