Monday, July 6, 2020

3 Traineeships in the Information Governance Division. ECB, Frankfurt. Open until 15 July 2020

Traineeships in the Information Governance Division

Reference 2020-298-TRA

Type of contract Traineeship

Who can apply EU nationals eligible for our traineeship programme

Salary The trainee grant is €1,070 per month plus an accommodation

Working time Full-time

Place of work Frankfurt am Main, Germany

Closing date for

15 July 2020

Your team
You will be part of the Information Governance Division in the Directorate General Secretariat. Our
Division provides records management and archival services, including managing the ECB’s
document and records management system, and library information services. In addition, the Division
develops, maintains and guides the implementation of information management policies and
procedures and is responsible for related training, maintenance and support.
We are currently devising an Enterprise Information Management strategy and laying the foundations
for a knowledge management programme, which will involve taking a holistic approach to managing
the ECB’s information and knowledge assets.

The Division is seeking to recruit three trainees: two in the Archives and Records Management team
within the Information Governance Policies Section and one in the Library team within the Knowledge Solutions Section.
The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role
As a trainee in the Archives and Records Management team you will:
be part of the centralised Archives and Records Management Support Service and be involved
in a wide range of operational tasks related to how information is created, processed, stored
and preserved for future use, in a highly specialised environment;
specify and/or test functional requirements for electronic records management and archives
management/digital preservation systems;
support the quantitative and qualitative monitoring and reporting of information management
support the implementation of the ECB’s retention policy for paper and digital records;
help to acquire, appraise and describe archival material to meet business and organisational
contribute to the Division’s information management projects, including digital archiving and
preservation, external collaboration, digitalisation of archival material and the opening of the
ECB’s historical archives to the general public.
help to develop and update the ECB’s information management policies, procedures and
help to streamline guidance and raise staff awareness to encourage adherence to the ECB’s
information management policies and procedures.

As a trainee in the Library team you will:
provide reference services and research support, using print and electronic information
help to provide customised information services to meet business and research needs,
including by scanning relevant publications, searching online databases, monitoring news and
setting up alerts;
help to develop tailored alert services and prepare annotated reading lists on topics related to
the ECB;
promote and raise awareness of available resources and services.
The traineeship offers you an excellent opportunity to gain experience in providing information
services in an institutional environment and to gain insight into various topics related to the ECB’s
activities. You will be part of a dynamic and multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

a bachelor’s degree or higher qualification in information, archives and/or records management
or library studies, or, if your first degree is not in this field, a postgraduate diploma, master’s
degree or higher qualification – or enrolment in a postgraduate course – in any of these
a working knowledge of Microsoft Office, in particular Word, Excel, PowerPoint and Outlook;
an awareness of and interest in the role and functioning of the ECB;
an advanced (C1) command of English and an intermediate (B1) command of at least one
other official language of the EU, according to the Common European Framework of Reference
for Languages,

for the traineeship in the Archives and Records Management team: knowledge of a document
management system such as OpenText Content Server, digital preservation software such as
Preservica, and/or archival cataloguing tools such as Calm and Adlib;
for the traineeship in the Library team: experience in providing library services and knowledge
of library management systems.
You are curious and eager to learn, and want to further develop your ability to analyse complex
information. You are keen to collaborate with others, pursue team goals and learn from other people’s
diverse perspectives. You strive to know and anticipate stakeholder needs, and will signal any need
for change and propose alternative solutions.

Further Information
Traineeships of six months, extendable up to 12 months in total.

Application and selection process
For further information on how to join us,

Document Management Officer, AST 4. SRB, Brussels. Open until 13 July 2020


Type of contract
Temporary agent

Function group and grade

Duration of contract
3 years (renewable)

SRB Secretariat

Place of employment
Brussels, Belgium

Estimated monthly basic salary
€ 4 315.85

Deadline for applications
13/07/2020 at 12:00, Brussels time

Reserve list valid until

Probation period
9 months

The Single Resolution Board (SRB) is the central resolution authority within the Banking Union (BU). Together with the National Resolution Authorities (NRAs) of participating Member States (MS), it forms the Single Resolution Mechanism (SRM). The SRB works closely with the NRAs, the European Commission (EC), the European Central Bank (ECB), the European Banking Authority (EBA) and National Competent Authorities (NCAs). It contributes to safeguarding financial stability.
Its mission is to ensure an orderly resolution of failing banks with minimum impact on the real economy and on public finances of the participating Member States and beyond. Therefore, the SRB is granted with specific tasks and responsibilities to prepare for, and carry out, the resolution of banks that are failing or likely to fail.
The SRB is also responsible for managing the Single Resolution Fund, as established by the SRM Regulation, to ensure that medium-term funding support is available while a bank is being restructured and/or resolved.
The SRB is a self-financed agency of the European Union.

The job
The SRB is organising a call for expressions of interest with a view to establishing a reserve list of Temporary Agents for the position of Document Management Officer.

1. Profile
The Document Management Officer will work under the supervision of the Head of Unit of the SRB Secretariat, who reports to the SRB Chair, with the overall objective for supporting the institutional information and knowledge management. The Document Management Officer will constitute a centralised function for establishing and maintaining sound and consistent document management and records retention practices. He/she will also contribute to the safe handling and processing of confidential information. In particular, the jobholder will put in place policies, procedures and tools in the above referred domains, and monitor their implementation centrally within the SRB. Moreover, he/she will provide day-to-day guidance to the SRB business areas and coordinate the use of document and records management systems.

1.1 Tasks
The jobholder will be asked to perform the following job specific tasks:
 Contribute to the development and maintenance of policies and procedures for the SRB’s document management and records retention, as well as for protection of confidential information;
 Assist the SRB staff and business areas in the implementation of policies and procedures in the above mentioned domains;
 Work together with other relevant support functions (e.g. IT) to establish and maintain effective electronic document and records management systems, as well as physical archiving services;
 Provide advice, training and support to the SRB business areas on all aspects of document management and retention, as well as on protection of confidential information;
 Provide access to archived information when requested and necessary;
 Establish and maintain robust knowledge management practices (e.g. a physical library, Unit Intranet Section, databases);
 Represent the SRB and liaise on behalf of SRB with comparable institutions in networks and information exchanges related to document management ;
 Carry out any other tasks requested by line management in the interest of the service.

Qualifications and Other requirements

2. Eligibility criteria
Only complete applications registered via EU CV ONLINE and before the deadline for applications as mentioned in this document will be considered. Applications must include a motivation letter and a CV, both submitted in English to be considered; applications received in other languages than English will not be considered eligible.

2.1 General conditions
By the closing date of this call candidates must:
 be nationals of a Member State of the European Union;
 enjoy their full rights as citizens1;
 have fulfilled any obligations imposed by national laws concerning military service;
 meet the character requirements for the duties involved;
 be physically fit to perform their duties2.

2.2 Education
a) a level of post-secondary education attested by a diploma;
b) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.
Candidates must indicate in their applications the official graduation dates for all the diplomas they have obtained.
Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In case of qualifications issued by authorities outside EU Member States, the proof of recognition of equivalence by the relevant EU Member State authorities must be specifically mentioned in the online application form under `Additional information’.

2.3 Experience
Candidates must have, at the closing date for applications, professional experience of at least nine (9) years3 (acquired after the education referred to in Section 2.2 Education) in a field relevant to this position.

2.4 Language skills
As the predominant working language of the SRB is English, candidates must have an excellent command of spoken and written English (note: native English speakers will be required to demonstrate the ability to work in a second EU language at interview stage).

1 Prior to the appointment, the successful candidate will be asked to provide a certificate of good conduct, confirming the absence of any criminal record.
2 Before taking up his/her duties, the successful candidate will undergo a medical examination by one of the institutions’ medical officers.
3 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to the profile in question. Only duly documented professional activity (i.e. remunerated employment or self-employment) is taken into account. Part-time work will be considered in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account. Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once (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 of the former).

Candidates must also have a satisfactory knowledge of another official language of the European Union4 to the extent necessary for the performance of his/her duties.

3 Selection criteria

3.1 Specific experience
 Suitability to perform the tasks described in Section 1.1;
 After obtaining the qualifications mentioned in Section 2.2 specified above, out of the nine (9) years of professional experience indicated in Section 2.3, candidates must have acquired at least six (6) years of professional experience in the area of document management and retention;
 Proven operational experience in drafting and implementing rules on data classification, access rights, document registration, filing and retention of documents, etc., using document management technologies;
 Operational experience in monitoring documents’ lifecycle and handling confidential information, taking into account information security and protection of personal data.

3.2 General competences
 Excellent analytical and problem-solving skills and ability to think creatively;
 Very good organisational skills and very good command of office equipment and applications (e.g. word processing, spreadsheets, presentations, electronic communication, internet, etc.), especially document management systems;
 Ability to maintain accuracy and speed while working under pressure.

 Experience of working in multicultural organisations;
 Proven experience in document management policies and practices at EU or national level;
 Formal education and/or professional training relevant to the position.

4 Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, Irish, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, Swedish.

The selection process
4. How to apply
Candidates must apply through the EU CV Online system5 via this link:
Before applying, candidates should carefully check whether they meet all the eligibility criteria.
To be able to apply online via the EU CV online database, candidates must first create an account or sign in to an existing account. If not done already, candidates must first fill in the electronic CV, write the motivation letter and apply to the call for expressions of interest.
Applications shall be made in English to be considered.
It is the sole responsibility of each applicant to complete ALL relevant fields of his/her online application and to submit it before the deadline for submission. All technical questions concerning EU CV online must be sent through the Contact page of EU CV online.
It is strongly advised not to wait until the last few days before the deadline for applying, since heavy internet traffic or connection difficulties could lead to problems.
Once the deadline has passed, candidates will no longer be able to register.
Deadline for applications: 13/07/2020 at midday (12:00 Brussels time).
No supporting documents are required at this stage – these will be required at a later stage.
On completion of the online registration, candidates will receive on screen a registration number, which they must note. This will be the reference number of the candidate in all matters concerning his/her application. If the candidate does not receive a number, the application has not been registered.
After a correct submission of an application, candidates will receive an automated acknowledgement of receipt of their application to the email account indicated in their application. It is the candidate’s responsibility to verify that he/she provided the correct e-mail address.
Candidates are invited to indicate any special arrangements that may be required if invited to attend the assessment.
If the candidate requires more information, he/she will have to send an e-mail to

5 EU CV Online is the tool used by the European Commission for recruitment of staff on temporary basis.

5. Steps of the selection procedure
5.1 Admission to the selection procedure
After the deadline for online registration, the Selection Panel will verify the submitted applications against the eligibility criteria described in Section 2 “Eligibility criteria”. Applications satisfying these conditions will then be assessed against the “Selection criteria” under Section 3.

5.2 Assessment of the eligible applications
The Selection Panel will analyse the motivation letters and CVs of eligible applicants with reference to:
 The Selection Criteria (“Essential” and “Advantageous”)
 The overall assessment of the quality & suitability of the application based on the requirements of the post.
Upon completion of the assessment, the Selection Panel will establish a shortlist of candidates best matching the needs of the Agency for the functions and duties mentioned in this vacancy notice and non-retained candidates will be notified of the status of their application.

5.3 Invitation to assessment phase
Following the evaluation of the applications, the most suitable candidates for the post will be invited to an assessment, which will be held in Brussels.
Details of the time, date and address of the assessment will be communicated to candidates in due time.

5.4 The assessment phase
An interview and a written test, and/or other tests with the Selection Panel will enable it to carry out an assessment of the candidate according to the “Selection criteria” described in Section 3.
The assessment phase will be conducted in English.

5.5 Verification of documents and scrutiny
The candidates' applications will be checked against supporting documents provided in order to confirm the accuracy and eligibility of the application.
The candidate will be disqualified from the selection process if at any stage of the procedure it is established that the information provided in the application has been knowingly falsified or incorrect.
You will also be disqualified if you:
 do not meet all the eligibility criteria;
 do not provide all the required supporting documents.

5.6 Reserve list
The Selection Panel will place the most suitable eligible candidates on a draft reserve list. This draft will be submitted to the Chair of the SRB for approval. The adopted reserve list will be valid until 31/12/2020. The validity of the reserve list may be extended by decision of the Chair of the Board.
Candidates should note that inclusion on a reserve list does not imply any entitlement to employment in the SRB.
Prior to being offered a post, candidates on a reserve list may be required to undergo further evaluation by the SRB (e.g. including a further interview).

Other important information
6. General information
6.1 Equal opportunities
The SRB applies a policy of equal opportunities and accepts applications without discrimination on the ground of sex, race, colour, ethnic 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.

6.2 Selection Panel
A Selection Panel will be appointed for this selection procedure and will be composed of at least 3 members (and alternates), including a member designated by the Staff Committee of the SRB.
The names of the Selection Panel members will be communicated to the shortlisted candidates in the invitation letter to their assessment.
Under no circumstances should candidates approach the Selection Panel, either directly or indirectly, concerning the selection procedure. The Selection Panel’s internal proceedings are strictly confidential and any contact with its members is strictly forbidden. The Chair of SRB reserves the right to disqualify any candidate who disregards these instructions.

6.3 Approximate timetable
The selection process may take some months to be completed; no information will be released during this period.

6.4 Appointment and conditions of employment
On the basis of the reserve list, successful candidates may be offered a contract as a Temporary Agent, AST4, in accordance with the SRB’s Implementing Provisions on the employment of Temporary staff under Article 2f of the Conditions of employment of other servants of the European Union for an initial period of 3 years (including a probationary period of nine months).
The contract may be renewed for a further period of three years. After the second period, the contract may be renewed for an indefinite period.
The place of employment is Brussels (Belgium), where the SRB has its premises.
Temporary Agents will be required to demonstrate before their first promotion the ability to work in a third official language of the EU.

6.5 Remuneration
Successful candidates who are offered a contract of employment will, on entry into service, be placed in step 1 or step 2 of the relevant grade, according to the length of their professional experience. The basic monthly salaries for grade AST4, as at 1 July 2019 in Brussels, are:
 Step 1: € 4 315.85
 Step 2: € 4 497.20
In addition to the basic salary, staff members may be entitled to various allowances depending on their personal situation, such as expatriation allowance, household allowance, dependent child allowance, education allowance, etc. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation.

6.6 Protection of personal data
The purpose of processing the data submitted by candidates is to evaluate applications in view of possible recruitment at the SRB. The personal information requested by the SRB from candidates will be processed as required by Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (Official Journal of the European Union, L 295 of 21 November 2018). This applies in particular to the confidentiality and security of such data. In this regard, please see the Privacy statement.

6.7 Appeal procedure
Pursuant to Article 90(2) of the Staff Regulations of Officials of the European Union, any candidate may submit to the SRB a complaint against an act adversely affecting him/her. Any such complaint should be made to:
SRB Single Resolution Board
For the attention of the Chair of the SRB
Selection procedure: Ref. SRB/AST/2020/001
Treurenberg 22
B-1049 Brussels

The complaint must be lodged within 3 months from the date on which the candidate is notified of the act adversely affecting him/her.
Should the complaint be rejected, the candidate may request judicial review of the act adversely affecting him/her pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations, before:

The General Court
Rue du Fort Niedergrünewald
L-2925 Luxembourg
Any citizen of the European Union or any natural or legal person residing in a Member State may direct a complaint concerning instances of maladministration to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union:

The European Ombudsman
1 avenue du Président Robert Schuman
CS 30403
F-67001 Strasbourg Cedex
Please note that complaints to the European Ombudsman do not have the effect of suspending the period mentioned in Articles 90 and 91 of the Staff Regulations for lodging complaints or submitting an appeal before the European Union Civil Service Tribunal according to Article 270 of the Treaty on the Functioning of the European Union.