Document Management Officer, AST 3. EUI, Florence. Open until 30 November 2020

VACANCY NOTICE V/AD/REF/1/2020

The European University Institute (EUI), based in Florence, Italy

is organising a selection procedure based on qualifications and tests

to draw up a reserve list for the post of

Document Management Officer (DMO)

(Temporary Agent, type 2b, AST031)

in the Real Estate and Facilities Service (REFS)

 

Who We Are

The European University Institute (EUI) at a glance:

 an international organisation set up in 1972;

 a research university focusing exclusively on

doctoral and post-doctoral studies, and

advanced research;

 located in the hills overlooking the city of Florence,

Italy.

The Institute also hosts the Historical Archives of the

European Union.

More on our Institution: https://www.eui.eu/About

 

Our Unit

The mission of the Real Estate and Facilities Service (REFS) is

to offer to the community of users and to all visitors the optimal

work and life environment for the duration of their stay at the EUI.

The REFS manages the overall infrastructure of the EUI Campus. It

operates and maintains all of the Institute's buildings and their

services, developing them and implementing plans for sustainable

growth.

The service takes care of the day-to-day running of the EUI, managing canteens, the crèche,

housing service, postal service, welcome service, ordinary maintenance and site security.

Other areas which come under the remit of the Real Estate and Facilities Service are the

central filing and protocol office, the organisation of conference and seminar rooms, the

management of audio-visual equipment, document reproduction and printing, environmental

services, the purchase office and translation work.

 

1

cf. Annex II

 

Your Key Responsibilities

The Real Estate and Facilities Service (REFS) is looking for a

dynamic Document Management Officer (DMO) who will be

responsible for establishing policies and procedures, managing

tools and systems for document and records management (RM),

and providing information services to EUI services and departments.

This is a substantially reshaped and strategic role focused on developing and managing the

document and records management policies of the EUI.

 

Level of Expertise:

 In-depth knowledge of applicable rules regarding records management (retention,

archiving) and applicable data protection regulations;

 Identifying, examining, and evaluating major publications and trends in the records

management profession with particular regard to activities in EU institutions;

 Regularly assessing the EUI document management policies, by investigating on security

classification schemes and by testing audit trails.

 

Technological awareness:

 Understanding applicability and limitation of technology to the work of records

management;

 Actively applying technology to appropriate tasks; being open to learn new technologies;

 Liaising with EUI ICT service and external (IT) companies in order to secure system

maintenance.

 

Policy/ Strategy Making:

 Developing and maintaining document management policies;

 Cooperating with the administrative staff in organising and maintaining the EUI central

archives in accordance with existing rules and standards applicable to the EUI;

 Implementing rules and procedures concerning registration, filing, archiving and retention

of documents and files;

 Managing the various electronic document management systems in place at the EUI;

 Leading strategic discussions and working groups with regard to the EUI RM programme;

 Facilitating administrative staff‘s access to EUI electronic document management

systems, and leading the transition towards digital and digitised archives;

 Participating actively in the relevant working groups.

 

Representation/communication:

 Providing advice and organising workshops to ensure knowledge of and compliance with

the EUI records management programme;

 Developing and maintaining the contents of the EUI RM programme web pages;

 Liaising with staff of EUI services and departments to ensure the EUI documents are

managed in a secure way;

 Participating in and contributing to the profession through external training and

networking activities.

 

Level of autonomy and accountability:

 Working with a high level of autonomy; accountable for the work of others;

 Reporting directly to the REFS Director.

 

Role in administrative processes:

 Managing the document and records management policies of the EUI;

 Taking into account relevant provisions on information security and protection of personal

data in the implementation of rules and procedures;

 Liaising with services and departments on document management policies;

 Managing the EUI records and archives management systems and applications;

 Working with and providing hands-on training to staff to ensure the information is

managed and retained in an appropriate and secure way;

 Providing support and assistance on all document management-related questions to

administrative and academic staff.

 

People management:

 Supervising project staff, contractors, external collaborators and trainees;

 Providing regular training for EUI administrative services and academic units, in particular

all users involved in document and records management;

 Conducting evaluation of the training provided;

 

Budget management:

 Managing the budget assigned to the records

management office and for the management of

its digital systems and applications.

 

Finance and procurement:

 Managing finances and procurement for all

acquisitions and services required for the

management of the records and archives systems.

 

Your Key Competencies

All staff at the EUI share the following competencies:

 Ethics and integrity

 Working in a multicultural environment

 Accountability

 Delivering quality and results

 

Competencies specific to the unit and the role include the

following:

 Organizational skills for own and others’ work and ability to meet deadlines and to set

priorities;

 Communication and presentation skills;

 Ability to work collaboratively and build strong working relationships;

 Strong service-oriented approach.

 

What We Offer

 A role in an inspiring community of young scholars with an

exclusive focus on doctoral and post-doctoral studies;

 A world-class research library, the Historical Archives of the

European Union, and many other excellent research

facilities;

 Language courses and soft skills trainings;

 Access to all EUI facilities: library, crèche, cafeteria, gym,

participation in seminars and workshops;

 Competitive salary package including health and pension plan;

 A healthy work-life balance in a family-friendly environment.

 

How To Apply

Applications must be submitted electronically using the V/AD/REF/1/2020 online application

form available at

https://www.eui.eu/About/JobOpportunities/Open-competitions-for-administrative-posts

CLOSING DATE FOR APPLICATIONS: 30/11/2020 at 24:00 CET

Before completing the online application form you are invited to read ANNEXES I

& II that represent an integral part of this vacancy notice.

 

Annex I – Eligibility and Selection Criteria

 

ELIGIBILITY CRITERIA

On the closing date for online applications, you must fulfil all the following general

and specific conditions:

 

1. General conditions

 Being a national of a Member State of the European Union;

 Enjoying full rights as a citizen attested by a recent extract from judicial records and/or

certificate of good conduct proving no previous conviction for a criminal or

administrative offence that could call into question his/her suitability for performing

the duties of the post;

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

 Being physically fit to perform the duties.

 

2. Specific conditions

2.1 Education (Qualifications)

A level of post-secondary education attested by a diploma, or

a level of secondary education attested by a diploma giving access to higher education,

and appropriate professional experience of at least three years. This professional

experience will be considered part of the educational qualification and will not be taken

into account in the required numbers of professional experience under 2.2.2.

2.2. Professional experience2

By the deadline for applications, and in addition to the qualifications required above, you

must have at least three years of relevant professional experience gained after obtaining

the diploma required under 2.1.

2.3 Knowledge of Languages3

 Main language: have a thorough knowledge of one official language of the European

Union; and

 Second language: a satisfactory knowledge of another official language of the

European Union to the extent necessary for the performance of the duties.

 

 

2 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to this post. Only duly documented professional activity (i.e. remunerated employment or selfemployment) is taken into account. Part-time work will be taken into account in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account.

Completed and remunerated PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once.

3 Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a thirdEU language.

 

SELECTION CRITERIA

 

Essential

 University degree in Archives Science and/or Records Management;

 At least 3 years of relevant work experience in document, records or archives

management programmes, including the use of dedicated systems;

 Experience with IT tools applied to document, records and archives management;

 Demonstrated experience in drafting and implementing records management policies;

 Knowledge of provisions concerning information security and protection of personal

data;

 Excellent knowledge of English, both spoken and written (CEFR level: C1 or above).

Advantageous

 Proven ability to work as part of a multinational and multidisciplinary team in an

international environment;

 Experience working with European Union institutions or in a university or research

organization;

 Knowledge of additional languages of the European Union.

20 Administrators (AD6) and 43 Assistants (AST3) in the field of Archives / Records Management. European Institutions. Open until 16 October 2018

ADMINISTRATIVE PROCEDURES

EUROPEAN PERSONNEL SELECTION OFFICE (EPSO)

NOTICE OF OPEN COMPETITIONS EPSO/AD/362/18 — ADMINISTRATORS (AD 6) AND EPSO/AST/145/18 — ASSISTANTS (AST 3) IN THE FIELD OF ARCHIVISTICS/RECORDS MANAGEMENT (2018/C 324 A/01)


Deadline for registration: 16 October 2018 at 12.00 (midday), CET


The European Personnel Selection Office (EPSO) is organising open competitions, based on qualifications and tests, to draw up reserve lists from which the Institutions of the European Union may recruit new members of the civil service as ‘administrators’ and ‘assistants’ (function groups AD and AST, respectively). This notice of competitions and its annexes form the legally binding framework for these selection procedures. Please see ANNEX III for the general rules governing open competitions.


Number of successful candidates sought:
EPSO/AD/362/18 — 20
EPSO/AST/145/18 - 43 


WHAT TASKS CAN I EXPECT TO PERFORM?
EPSO/AD/362/18: As an archivist/record manager, you will be responsible for one or more aspects of the institution’s records, archives and information management policy. You may be called upon to develop, implement and monitor policies and strategies for records, archives and information management, including capture, selection and retention, digital preservation, content management and information retrieval. You will ensure that the institution manages its archives, information and documents in accordance with the applicable legal framework, including confidentiality, access to documents and data protection legislation.
EPSO/AST/145/18: As an assistant archivist/record manager you will contribute to the implementation of records, archives and information management, and the development and use of dedicated IT systems.


You will collect, sort and index, classify and preserve documents, write contextual historical descriptions of holdings, enter

document and file references in Electronic Document Management Systems, provide support on records and archives

management to colleagues and assist internal and external clients to find and retrieve information and documents.

Please see ANNEX I for more information about the typical duties to be performed.

AM I ELIGIBLE TO APPLY?

You must meet ALL of the following general and specific conditions on the closing date for online applications:

1) General conditions:

— Enjoy full rights as a citizen of a Member State of the EU

— Meet any obligations under national laws on military service

— Meet the character requirements for the duties concerned

2) Specific conditions — languages:

You must have knowledge of at least 2 official EU languages; one at minimum C1 level (thorough knowledge) and the

other at minimum B2 level (satisfactory knowledge).

Please note that the minimum levels required above must apply to each linguistic ability (speaking, writing, reading and

listening) requested in the application form. These abilities reflect those of the Common European Framework of Reference for Languages (https://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr).

In this notice of competitions we will refer to the languages as:

— Language 1: language used for the computer-based Multiple-Choice Question tests

— Language 2: language used for the selection based on qualifications (Talent Screener), for the assessment centre tests and

for communication between EPSO and the candidates who have submitted a valid application. This must be different

from language 1.

Language 2 must be English or French.

Successful candidates recruited for these fields are required to have a satisfactory knowledge (minimum B2 level) of at least English or French in order to be immediately operational upon recruitment. A satisfactory command of one of these

languages is required because the metadata referring to the documents held in the institutional databases are mainly in

those two languages, and the information and IT tools the recruited officials will be working with as well as the training

provided to new recruits in these domains are solely available in English and French. Moreover, staff working in the field of records, archives and information management is required to have a satisfactory knowledge of English or French as they must be able to work with all the staff as well as clients and Members of the European Parliament who carry out their daily activities in these two languages.

3) Specific conditions — qualifications and work experience:

For EPSO/AD/362/18:

— A level of education which corresponds to completed university studies of at least 3 years attested by a diploma. The

diploma must include at least 2 years of studies or training in archives, information/knowledge management or records

management or be accompanied by a diploma in archives, information/knowledge management or records

management.

The diploma(s) must be followed by at least 3 years’ professional experience relevant to the duties. Professional

experience will be taken into account only after the date of obtainment of the diploma in the field.

For EPSO/AST/145/18:

— A level of education which corresponds to completed post-secondary education of at least 3 years in archiving or

records management attested by a diploma, followed by at least 3 years’ professional experience relevant to the duties,

or

— A level of secondary education attested by a diploma giving access to post-secondary education, followed by at least 6

years’ professional experience relevant to the duties

or

— Professional training (equivalent to European Qualification Framework Level 5 — http://ec.europa.eu/ploteus/search/

site?f%5B0%5D=im_field_entity_type%3A97), followed by at least 6 years’ professional experience. Both the training

and experience must be relevant to the duties.

Please see ANNEX IV for examples of minimum qualifications

HOW WILL I BE SELECTED?

1) Application process

When completing your application form, you will have to select a language 1 and a language 2. You will have to select your language 1 from among any of the 24 official EU languages and your language 2 from among English and French. You will

also be asked to confirm your eligibility for the chosen competition and provide further information relevant to the

competition (for example: diplomas, work experience and answers to field-related questions (Talent Screener)).

You can select any of the 24 official EU languages when completing your application form, except for the Talent Screener

section which must be completed in your language 2 for the following reasons: the Talent Screener is subject to a

comparative assessment by the Selection Board, it is used as a reference document by the Board during the field-related

interview at the assessment centre, and is used for recruitment purposes if a candidate is successful. It is therefore in the

interest of the service and the candidates to complete the Talent Screener in Language 2.

Please note that your whole application form will be accessed by the Selection Board (during the competition) and by the

HR services of the European Institutions (for recruitment in case you are a successful candidate) who work in a limited

number of vehicular languages as explained above. In case you succeed in the competition and are placed on the reserve list,

you will be asked to provide a translation of the application form in language 2 (English or French) to the recruiting services

if you have used another language for filling in the application form.

By validating your application form you declare on your honour that you meet all the conditions mentioned under the

section ‘Am I eligible to apply?’ Once you have validated your application form, you will no longer be able to make any

changes. It is your responsibility to ensure that you complete and validate your application within the deadline.

2) Computer-based Multiple-Choice Question (MCQ) tests

If the number of candidates exceeds a certain threshold for each competition, as defined by the director of EPSO acting as

Appointing Authority, all candidates who validated their application form by the deadline will be invited to sit a series of

computer-based MCQ tests in one of EPSO’s accredited centres.

Unless instructed otherwise, you must book an appointment for the MCQ tests following the instructions received from

EPSO. Typically you will be offered several dates on which you can sit the tests, in various locations. The booking and

testing periods are limited.

If the number of candidates is below the threshold, these tests will be held at the assessment centre (point (5)) instead.

The computer-based MCQ tests will be organised as follows:

Tests Language Questions Duration Marking Pass mark

Verbal reasoning Language 1 20 questions 35 min Out of 20

Verbal + numerical +

Numerical reasoning Language 1 10 questions 20 min Out of 10 abstract combined: 20/40

Abstract reasoning Language 1 10 questions 10 min Out of 10

These tests are eliminatory and do not count towards the other tests held at the assessment centre.

3) Eligibility checks

The eligibility requirements laid down in the section ‘Am I eligible to apply?’ above will be checked against the data provided

in candidates’ online applications. EPSO will check whether you meet the general eligibility conditions while the Selection

Board will check compliance with the specific eligibility conditions.

There are 2 possible scenarios:

—If the computer-based MCQ tests are organised upfront, the files of the candidates will be checked for eligibility in

descending order of the marks obtained in those tests until the number of eligible candidates reaches a certain threshold

defined for each competition before the tests by the director of EPSO acting as Appointing Authority. The other files will

not be checked.

— If the computer-based MCQ tests are not organised upfront, the files of all candidates who validated their application

form by the deadline will be checked for eligibility.

4) Selection based on qualifications (Talent Screener)

In order to allow the selection board to carry out an objective assessment of the comparative merits of all candidates in a

structured way, all candidates in the same competition must answer the same set of questions in the ‘Talent Screener’

section of the application form in language 2. The selection based on qualifications will be carried out, only for those

candidates deemed eligible as described above in point 3, using solely the information provided in this Talent Screener

section. You should therefore include all relevant information in your Talent Screener answers, even if already mentioned

in other sections of your application form. The questions are based on the selection criteria included in this notice.

Please see ANNEX II for the list of criteria.

To carry out the selection based on qualifications, the Selection Board will first assign each selection criterion a weighting

that reflects its relative importance (1 to 3) and each of the candidate’s responses will be awarded between 0 and 4 points.

The points are multiplied by the weighting for each criterion and added up to identify those candidates whose profiles best

match the duties to be performed.

Only the candidates with the highest total marks at the selection based on qualifications will go through to the next stage.

5) Assessment centre

A maximum of 3 times the number of successful candidates sought for each competition will be invited to this phase. If

you meet the eligibility requirements according to the data in your online application and if you scored one of the highest

overall marks for the selection based on qualifications, you will be invited to attend an assessment centre for 1 or 2 days,

most probably in Brussels, where you will take tests held in your language 2.

If the computer-based MCQ tests described in point 2 were not organised upfront, you will sit them at the assessment

centre. These tests are eliminatory and the marks obtained will not be added to the marks of the other assessment centre

tests in the calculation of your total score.

Unless instructed otherwise, you will have to bring your supporting documents (originals or certified copies) to your

assessment centre. EPSO will scan these during your assessment centre tests and return them to you on the same day.

Seven general competencies for the AST competition and eight general competencies for the AD competition, as well as the

field-related competencies required for each competition, will be tested at the assessment centre through four tests (general

competency-based interview, field-related interview, group exercise, and case study) as described in the following matrices:

Competency Tests

1. Analysis and problem-solving Group exercise Case study

2. Communication Case study General competency-based interview

3. Delivering quality and results Case study General competency-based interview

4. Learning and development Group exercise General competency-based interview

5. Prioritising and organising Group exercise Case study

6. Resilience Group exercise General competency-based interview

7. Working with others Group exercise General competency-based interview

8. Leadership (only evaluated for EPSO/AD/362/18)

Group exercise General competency-based interview

Pass marks for EPSO/AST/145/18: 3/10 per competency and 35/70 in total

Pass marks for EPSO/AD/362/18: 3/10 per competency and 40/80 in total

Competency Test Pass mark

Field-related competencies Field-related interview 50/100

6) Reserve list

After checking candidates’ supporting documents, the Selection Board will draw up a reserve list for each competition —

until the number of successful candidates sought is reached — of those eligible candidates who have obtained all pass

marks as well as the highest overall marks following the assessment centre. Names will be listed alphabetically.

The reserve lists and the competency passports, giving qualitative feedback from the Selection Board, of successful

candidates will be made available to the EU institutions for recruitment procedures and future career development.

Inclusion on a reserve list does not confer any right to or guarantee of recruitment.

EQUAL OPPORTUNITIES AND SPECIAL ADJUSTMENTS

EPSO endeavours to apply equal opportunities, treatment and access to all candidates.

If you have a disability or a medical condition that may hinder your ability to sit the tests, please indicate this in your

application form and let us know the type of special adjustments you need.

Discover more about our equal opportunities policy and procedure to request special adjustments on our website

(https://epso.europa.eu/how-to-apply/equal-opportunities_en) and in the General rules annexed to this notice (under

point 1.3. Equal opportunities and special adjustments).

WHEN AND WHERE CAN I APPLY?

In order to apply, you will first need to create an EPSO account. Please note that you must create only one account for all

EPSO applications.

Apply online on the EPSO website http://jobs.eu-careers.eu by:

16 October 2018 at 12.00 (midday), CET.

Archivist, AST 3, Croatian Nationality. Historical Archives Service of the European Commission, Brussels

Suite à l'accession de la Croatie à l'Union européenne, le Service des archives historiques de la Commission européenne examine l'option d'engager un archiviste de nationalité croate en tant qu'agent temporaire. Pour plus d'informations sur le service consultez le lien suivant: http://ec.europa.eu/historical_archives/index_fr.htm Le profil recherché est: - Profil: archiviste, documentaliste, bibliothécaire, gestionnaire des documents - Nationalité: croate - Niveau linguistique: FR très bon; connaissance de l'EN et DE est un atout - Formation: baccalauréat complété par une formation achevée d'au moins 2 ans portant sur l'un des métiers suivants: archivistique, bibliothèques, documentation, gestion des documents - Expérience professionnelle: minimum 2 ans - Autres critères: bonnes aptitudes à travailler avec des bases de données, bonne maîtrise de l'informatique. Les candidatures et demandes de renseignements doivent être envoyées à OIB-ARCHIS-BASE@ec.europa.eu.

Managed Services and Archives Officer, AST3. EMA, London. Open until 24 March 2012

26 January 2012
EMA/68231/2012
Administration

EMA/AST/332: Managed Services and Archives Officer,
Infrastructure Services, Administration (AST3)

The European Medicines Agency is a decentralised body of the European Union with all its offices and headquarters in London. Its core responsibility is the protection and promotion of public health through the evaluation and supervision of medicines.
Infrastructure Services in its remit to support the operations of the Agency has appointed an outsourced specialist managed services provider for the delivery of services related to the mailroom, collection and delivery, portering and document production services, provision and management of
local Multi-function Devices (MFDs), the supply of stationery and IT consumables and confidential waste disposal.
The Agency requires regular and comprehensive reports on all aspects of the services. The Agency has agreed an SLA and associated KPIs which are monitored and reported on a periodic basis, including day-to-day management of the service delivery.
Additionally, the Agency has concluded a contract for offsite documents storage facilities and document management services. The Agency currently has in excess of 35,000 boxes of documents stored offsite in a secure environment. In addition to the storage of document boxes and their physical
retrieval on request, the contract also includes the digitisation of documents in storage, scan on demand and electronic retrieval and services relating to confidential destruction and the long term preservation of documents.
Under the supervision of the Section Head for Business Support Services the job holder will assist with all aspects of management of the Managed Services and Archives teams.
Candidates on the valid reserve list may also be considered for a different post within the same grade if the job specification and the nature of the role is similar.
This announcement is governed by the General terms and conditions for selection procedures for Temporary Agents.

Specific objectives:
The successful candidate is expected to carry out the following tasks:
• Effective contract management of the two contracts related to the service and any future contracts which may be awarded in this service area, at operational and management levels including the day-to-day management of the service; monitoring of SLAs,and KPIs; review of the contracts ensuring that SLAs, KPIs, exit plans and BC plans are updated, current and effective; the renewal and amendment of contracts as appropriate;
• Ensuring that the service delivery of the contracts meet the needs of the Agency as defined at the time and that the services are continuously developed and improved in accordance with the Agency’s changing needs and best practice;
• Develop and manage the offsite archives service in line with the Agency’s document management policy in respect to retention and retrospective conversion;
• Implement a review of the mailroom procedures;
• To liaise with key service users within the Agency and externally in order to explore and propose process improvements and innovations for the Agency’s management to consider which could be in the interest of the Agency;
• Prepare tender documents and run tender procedures for the services when they become due for renewal and other related services as may be identified over time;
• Carry out benchmarking exercises with respect to the services delivered;
• Oversee the ordering of supplies and services, the authorisation of invoices for payment and liaise with the sector’s budget team in respect to budgets and finance ensuring the established controls are met and that the procedures are in line with the Agency’s financial regulations and ex-post
audits;
• Assist and provide the necessary input to the Agency’s programme to relocate to new premises in 2014 (Project 2014) with respect to the services relating to reprographics, mailroom and archives;
• Act as the reporting officer for staff where applicable.

Elements that will be taken into account in determining candidates to be
invited for interview:
• Very good knowledge of the workings and management of the relevant services –offsite document storage archive facilities, mailroom and reprographics;
• Capacity and experience of organising and managing the provision of an offsite document management service and the related storage and movement of archive boxes;
• Capacity and experience of document retrospective conversion;
• Capacity and experience of managing outsourced services, preparing analyses and experience of benchmarking exercises;
• Capacity and experience of managing mailrooms;
• Capacity of preparing tender documents and carrying out tender procedures for the relevant services;
• Experience in the preparation of contracts and an ability to draft service level agreements and similar documents;
• Ability to draft reports;
• Appropriate supervisory skills;
• Good analytical capabilities and problem-solving skills;
• High degree of organisational skills and ability to work in a team and under pressure;
• Excellent spoken and written English.

Essential requirements for admission to the selection procedure:
1. A post-secondary education diploma, plus three years’ professional experience or
2. A secondary education certificate giving access to post-secondary education plus three years’ professional experience (which is the equivalent of the educational requirement in the first
indent), plus a further three years’ experience making a total of six years’ professional experience.
3. A good command of English and a thorough knowledge of another official language of the European Union to the extent necessary for the performance of duties. (For any promotion in the future, knowledge of a third EU language would be required)
For essential requirements 1. and 2. above it will be necessary to provide
proof of each one prior to the interview stage.
Deadline for submission of application forms is 24 March 2012 at midnight.

General Conditions
Selected candidates will be included on a reserve list and, depending on the budgetary situation, may be offered a five-year renewable Temporary Agent contract in accordance with the Conditions of employment of other servants of the European Union (Official Journal of the European Communities No L 56 of 4 March 1968).1
The place of employment shall be London.
Candidates must be nationals of a Member State of the European Union, or of Iceland, Norway or Liechtenstein, on condition that they have full rights as a citizen.
Candidates must have fulfilled any obligations imposed on them by laws concerning military service and meet the character requirements for the duties involved.
For each selection procedure candidates must follow the application procedure as instructed below.
All material to be placed on candidates' files must be submitted afresh: reference may not be made to earlier applications. No material contained in candidates' files will be returned. All the questions on the form must be completed in full.
Applications have to be submitted electronically using the form available on the Agency website.
Please note that due to the large numbers of applications we receive, when reaching the deadline for submission of applications, the system may have problems to process the large amounts of data. We therefore advise applicants to send in their application well ahead of the deadline.

Application Procedure
There are two stages in the application procedure:
1. Online registration
2. Submission of a full application

Stage 1 Online registration
At the first stage candidates must submit their application electronically using the application form available in English on the Agency website. Translations of the application form are available for reference purposes in the other official languages. All parts of the form must be completed in full.
Eligibility check before submission of the application form
Candidates should assess carefully and check before submitting their application form whether they fulfill all the conditions for admission laid down in the publication notice, particularly in terms of qualifications and relevant professional experience.

1 http://ec.europa.eu/civil_service/docs/toc100_en.pdf

Stage 2 Submission of a full application (only for candidates invited to
interview)
At the second stage, should the candidate be invited for interview, in order for the application to be considered complete candidates must bring with them on the day of the interview photocopies of all the supporting documents (diplomas, certificates, professional references etc) needed
to prove that they satisfy all conditions for admission. All documentary evidence of professional experience must indicate start and end dates for previous positions and the start date and continuity for the current position held. On the day of the interview the candidate must sign his/her application form and by signing the form the candidate certifies on his/her honour that the information provided is complete and accurate.
The address indicated on the form will be used as the location for travel for candidates invited to interview.
Your application will not be accepted unless all the documentary evidence is provided and the application form has been signed on the day of the interview, if so invited. Candidates who have not submitted all the documents specified by the date of the interview will be disqualified.

Eligibility check for candidates invited to the interview

Education, certificates and diplomas
Candidates must provide photocopies of certificates or diplomas to show that they have completed studies of the level required by the notice of the selection procedure. The first degree/diploma obtained by the candidate giving access to the recruitment category and being relevant to the notice in the selection procedure is counted for admission to the selection procedure.
In the case of specialist or further training, candidates must specify whether the course was full-time or part-time, which subjects were covered and the official length of the course.
Only diplomas issued by EU Member State authorities and diplomas recognised as equivalent by the relevant EU Member State bodies are accepted. If the main studies took place outside the European Union, the candidate’s qualification must have been recognised by a body delegated officially for the purpose by one of the European Union Member States (such as a national Ministry of Education) and a document attesting so must be submitted with the application by the closing date. This will enable the Selection Committee to accurately assess the level of the qualifications.

Experience
Professional experience connected with the Agency’s areas of activities shall be taken into account and is counted only from the time the candidate obtained the certificate or diploma required for admission to the selection procedure. Where additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as professional experience.
Candidates must provide supporting documents confirming the length and nature of their experience.
If, for reasons of confidentiality, a candidate is unable to provide the necessary statement for their current employment, he/she must provide photocopies of the contract, the letter of recruitment and
/or the first pay slip and the candidate must in any event provide a copy of the latest pay slip.

Free-lance or self-employed candidates must provide either a practicing certificate (or equivalent), or a copy of the entry in the relevant trade register, or any other official document (for example a tax document) showing clearly the length of the relevant professional experience.

Linguistic requirements
Evidence must be produced of a thorough knowledge of one of the official languages of the European Union and of a satisfactory knowledge of another official language of the European Union. The official languages are: Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovene, Spanish and Swedish.

Promotion: Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a third official European Union language.

Equal opportunities
The Agency applies a policy of equal opportunities and accepts applications without distinction on grounds of sex, race, colour, ethnic or social origin, genetic characteristics, language, religious, political or other convictions or opinions, belonging to a national minority, financial situation, birth, disability, age, sexual orientation, marital status or family situation.

Selection Procedure
A Selection Committee is set up for the selection procedure. It consists of members designated by the Appointing Authority and the Staff Committee. The principle of confidentiality is enshrined in Article 6 of Annex III to the Staff Regulations, which states that the proceedings of the Selection Committee must be secret. It works in two ways: first, it imposes obligations to ensure equal treatment for candidates; and second, it seeks to protect the Selection Committee to ensure that its decisions are
totally impartial.
The Selection Committee adheres strictly to the conditions of admission laid down in the publication notice when deciding whether or not candidates are to be admitted. Candidates admitted to a previous selection procedure will not automatically be eligible. Candidates are strictly forbidden to make any contact with the members of the Selection Committee, either directly or indirectly. Any infringement of this rule will lead to disqualification from the selection procedure.
Should the Selection Committee discover at any stage in the procedure that the candidate does not meet one or more of the general or special conditions for admission to the selection procedure or that
the information on the application form does not correspond with the supporting documents, the candidate will be disqualified.
The Selection Committee decides on those candidates who are admitted to the selection procedure in accordance with the requirements as specified in the publication notice. The applications of the candidates admitted to the selection procedure are reviewed and the Selection Committee decides on
those candidates who are invited to attend the interview. The Selection Committee decides on the need for interviewees to undergo one or more written tests related to the nature of the duties in order
to facilitate the selection process. The Selection Committee may decide to make the test eliminatory and only the candidates that passed the test will be invited for the interview. Following the interviews, which are conducted by the Selection Committee, the Selection Committee decides which candidates
will be placed on the list reserve list.

Length of the Selection Procedure
The selection procedure can take up to 12 months from the date on which the position is first advertised to the reserve list of successful candidates being drawn.

Reserve list and Recruitment
Each candidate will be informed by letter whether or not he/she has been placed on the reserve list.
Candidates should note that inclusion on the reserve list does not guarantee appointment. The recruitment procedure is as follows: as and when funds become available, candidates on the reserve list will be considered and the reserve list will be drawn on to fill vacancies. Candidates on the valid reserve list may also be considered for a different post within the same grade if the job specification and the nature of the role is similar. If a letter of intention is issued, the candidate must undergo a
compulsory medical examination to establish that he/she meets the standard of physical fitness necessary to perform the duties involved and the candidate must provide original or certified copies of all relevant documents. Reserve lists remain valid until the end of the year following the year in which the list has been drawn up and may be extended.
It should be noted that the retirement age for staff is:
• either automatically at the age of 65 years;
• or, at the staff member’s own request, at the age of 63 years or where the staff member is between 55 and 63 years of age and satisfies, as specified in the Conditions of Employment of Other Servants, the requirements for immediate payment of a pension;

Conflict of interest
EMA staff members are not permitted to hold or seek to acquire during their employment at the Agency direct financial interests in a pharmaceutical company or own a current patent for a medicinal product. All such direct interests must be disposed of prior to the start of employment. Upon starting employment, EMA staff will be required to make a public declaration of interests.

Probation period
Successful candidates who are recruited undergo an initial probation period of 6 months.

Pay and welfare benefits
The pay of staff members consists of a basic salary supplemented with various allowances, including family allowances.
Basic Salary: there is a basic salary scale for each grade, divided into a number of steps. Staff members progress automatically to the next step every two years until they reach the top of the scale for that grade.
Allowances: In addition to their basic salary, staff members may be entitled to various allowances, in particular an expatriation or foreign residence allowance, and family allowances, including household allowance, dependent child allowance, pre-school allowance and an education allowance.
Under certain circumstances, in particular where staff members are obliged to change their place of residence in order to take up employment, the Agency may also reimburse various expenses incurred on recruitment, notably removal expenses.

Community Tax
The salaries of staff members are subject to a Community tax deducted at source. They are exempt from national tax on salary and are members of the Community social security and pension schemes.

Remuneration
Please refer to the Agency recruitment policy information document available on the Agency website.

Data Protection
The purpose of processing of the data you submit is to manage your application(s) in view of a possible pre-selection and recruitment at the Agency.
The Agency does not make public the names of successful candidates on reserve lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Agency
management team may have access to reserve lists and in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department).
Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.
The personal information we request from you will be processed in line with Regulation (EC) N° 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 EU institutions and bodies and on the
free movement of such data.

Appeal Procedures
A candidate who feels that a mistake has been made regarding eligibility may ask to have his/her application reconsidered by sending, within 20 calendar days of the date postmarked on the letter of
notification, a request for review, quoting the number of the selection procedure concerned to the Chairman of the Selection Committee at the following address: European Medicines Agency, 7
Westferry Circus, Canary Wharf, London E14 4HB, United Kingdom.
The Selection Committee will reconsider the application and notify the candidate of its decision within 45 calendar days of receipt of the letter.
If a candidate 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 of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address:
Executive Director
European Medicines Agency
7 Westferry Circus
Canary Wharf
London E14 4HB
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22 March 2004 published in the Official Journal of the European Union L 124 of 27 April 2004 – http://europa.eu./eur-lex) starts to run from the time the candidate is notified of the act adversely affecting him/her.
You can submit a judicial appeal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 TEC) and Article 91 of the Staff Regulations of Officials of the European Communities to the:
European Union Civil Service Tribunal
Boulevard Konrad Adenauer
Luxembourg 2925
Please note that the appointing authority does not have the power to amend the decisions of a Selection Committee. The Civil Service Tribunal has consistently held that the wide discretion enjoyed by Selection Committees is not subject to review by the Civil Service Tribunal unless rules which
govern the proceedings of Selection Committees have clearly been infringed.
For details of how to submit an appeal, please consult the website of the European Union Civil Service Tribunal: http://curia.europa.eu/en/instit/txtdocfr/index_tfp.htm.
It is also possible to complain to the European Ombudsman pursuant to Article 195(1) of the Treaty establishing the European Community and in accordance with the conditions laid down in the Decision of the European Parliament of 9 March 1994 on the Staff Regulations and the general conditions governing the performance of the Ombudsman’s duties, published in Official Journal of the European
Union L 113 of 4 May 1994:
European Ombudsman
1 Avenue du Président Robert Schuman
CS 30403
67001 Strasbourg Cedex
France
http://www.ombudsman.europa.eu
Please note that complaints made to the Ombudsman have no suspensive effect on the period laid down in Articles 90(2) and 91 of the Staff Regulations for lodging, respectively, a complaint or an appeal with the European Union Civil Service Tribunal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 TEC). Please 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.