Information Management Assistant, FG III. EEAS, Brussels. Open until 22 February 2021

 

EEAS Vacancy Notice Contract Agent FGIII – Information Management Assistant EEAS - Headquarters - job n° 357806

03/02/2021 - 14:53

Contract agents

Please send your CV and cover letter (with your EPSO CAST number) via email to andrea.petrowski@eeas.europa.eu - Deadline for applications: 22/02/2021 at 18.00 (CET).

We are

The European External Action Service (EEAS) supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:

1. Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2. Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3. Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.

The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for the management of EU restricted documents.

We propose

The position of Information Management Assistant in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

We look for

The contract agent will:

• Contribute to the development and implementation of the corporate Information Management Strategy as a coherent ensemble that integrates collaboration, records management, archives, knowledge management and digital preservation;
• Contribute to a consistent document management framework for unclassified, sensitive and restricted documents, paying special attention to flows between these three categories (declassification, review) and the related life-cycle management;
• Contribute to draft clear guidelines addressing user needs for sensitive and restricted documents and ensure document management perspective in the framework of the RESCOM project;
• Help manage the Information Management Committee;
• Report to management on progress and outcomes of administrative activities;
• Provide staff and management with information on procedural issues via Intranet and other channels such as collaborative platforms;
• Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot);
• Ensure mentoring and / or coaching including answering related questions addressed by HQ or delegations to the relevant functional mailbox;

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). 1

The successful candidate will be offered a contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent III post should:

• (i) have passed a valid EPSO CAST in a valid FG for this post
  or
• (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=Al...
• have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
• have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset;
• be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Selection criteria

Candidates should:

• have a very strong experience with document and information management tools;
• have strong experience in handling sensitive and restricted information;
• have a good knowledge and understanding of international standards in document and information management;
• have a good knowledge of Document Management (e-Domec framework or similar)
• have a good knowledge of the European Institutional domain and its regulatory framework, as related to document and information management;

Furthermore:

• experience in governance of collaborative platforms;
• experience in formulating functional requirements for document/information management IT platforms

would be considered as assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service. The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities

The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EEAS is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

Candidates with disabilities are invited to contact CONTRACTAGENTS-HQ@eeas.europa.eu(link sends e-mail) in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedure in equality of opportunities with other candidates. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Art 1d.4 of the Staff Regulations.

Application and selection procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to

andrea.petrowski@eeas.europa.eu(link sends e-mail)

Deadline for applications: 22/02/2021 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post. Please note that only shortlisted candidates will be informed about the outcome of the pre-selection phase.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 01 February 2021

 

1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CE...

2 Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-s...).

Information Management Officer, FG IV. EEAS, Brussels. Open until 1 February 2021

 

EEAS Vacancy Notice: Contract Agent IV – Information Management Officer - Information and Document Management Sector - EEAS Headquarters - job n°314761

13/01/2021 - 09:35

Contract agents

Deadline for sending application: 01/02/2021 at 18.00 (CET).

We are:

The European External Action Service (EEAS) supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector is responsible for assisting HQ and the network of 139 Delegations worldwide to develop and implement the vision of a corporate Information Management Strategy that transforms the EEAS into a knowledge-centric institution that favours collaboration as working method.

We propose:

The position of Information Management Officer in the Information and Document Management Sector - contract agent FGIV as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

We look for:

The Contract Agent will:

• Contribute to the development and implementation of the corporate Information Management Strategy as a coherent ensemble that integrates collaboration, records management, archives, knowledge management and digital preservation;
• assist with developing implementing guidelines to turn the vision of the Information Management Strategy into reality;
• help manage the Information Management Committee;
• ensure a consistent document management framework for unclassified, sensitive and restricted documents, paying special attention to flows between these three categories (declassification, review) and the related life-cycle management;
• draft clear guidelines addressing user needs for sensitive and restricted documents and ensure document management perspective in the framework of the RESCOM project;
• report to management on progress and outcomes of related activities;
• provide staff and management with information on procedural issues via Intranet and other channels such as collaborative platforms;
• provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot);
• ensure mentoring and / or coaching; answer to all Information Management related questions addressed by HQ or delegations to the relevant functional mailbox;
• initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents.

Legal basis:

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). 1

The successful candidate will be offered a contract agent position (Function group IV); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria:

Candidates for this contract agent IV post should:

•  - (i) have passed a valid EPSO CAST in FG IV ;
  or
• - (ii) be registered in the EPSO Permanent CAST in FG IV https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=Al...
• have completed university studies of at least three years attested by a diploma;
• have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset;
• be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

SELECTION CRITERIA:

Candidates should:

• have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• have an outstanding information management background providing them with a wide professional overview of all developments in this field;
• be stress resistant and able to work under tight deadlines;
• have experience with Electronic Document and Records Management Systems (EDRMS).

Furthermore:

• experience as lecturer or formal trainer in related fields;
• knowledge about management of restricted documents in the EU Institutions; and
• experience on information governance and maturity models

would be considered as strong assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.

The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities

The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EEAS is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

Candidates with disabilities are invited to contact CONTRACTAGENTS-HQ@eeas.europa.eu(link sends e-mail) in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedure in equality of opportunities with other candidates. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Art 1d.4 of the Staff Regulations.

Application and selection procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to

andrea.petrowski@eeas.europa.eu(link sends e-mail)

Deadline for sending application: 01/02/2021 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 16 February 2021

 

1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CE...

2 Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-s...).

Contract Agent FGIII, Deputy DMO. EEAS, Brussels. Open until 28 September 2020

 

We are

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:
1/ Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2/ Document Management. This team supports the implementation of the records management and archives policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3/ Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in line with existing policies. The team also reflects on long-term digital preservation.
The Sector supports also the document management aspects of the deployment of the RESCOM IT tool for the management of EU restricted documents.

We propose

The position of Document Management Officer (DMO) – Deputy DMO in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

We look for

Key responsibilities of the position will in particular entail:

• contribute to the implementation and follow-up of archiving, document management and related areas in the EEAS, HQ and delegations;
• assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting;
• initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents;
• assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents;
• develop training modules, materials and procedures concerning data management, the records management and archives policy and related issues;
• provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot).
• assist colleagues and services; ensure mentoring and / or coaching; answer to all document management related questions addressed by HQ or delegations to the relevant functional mailboxes;
• organise and supervise the network of DMO Correspondents at HQ and of DMOs in delegations;
• report to management on progress and outcomes of administrative activities;
• provide staff and management with information on procedural issues via Intranet and other channels.

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS)1.
The successful candidate will be offered a contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent III post should:

• (i) have passed a valid EPSO CAST in a valid FG for this post
  or
• (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
• have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
• have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
• Be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Selection criteria:

Candidates should:

• have a very strong knowledge of Document Management (e-Domec framework or similar);
• have a proven knowledge and understanding of international standards in document and information management;
• have a very strong experience with document and information management tools;
• have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• be committed to customer service and passionate about promotion of excellent document management practices;

Furthermore:

• have extensive experience with the corporate recordkeeping tool of the EEAS, ARES;
• have a good knowledge of the European Institutional domain and its regulatory framework, as related to document and information management;
• experience in designing and providing training to users both in person and/or remote;
• experience in document management services of a European Institution or other international organisation
• a degree in the field of archival, information, library studies or equivalent
  would be considered as strong assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.

The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal Opportunities

The External Action Service applies an equal opportunities policy.

Application procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to ivan.donadello@eeas.europa.eu(link sends e-mail)

Deadline for applications: 28 September 2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address: https://europa.eu/europass/en/create-europass-cv.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: November 2020

Information Management Assistant, FGIII. EEAS, Brussels. Open until 2 July 2020

We are:
The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:
1/ Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2/ Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3/ Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.
The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for management of EU restricted documents.

We propose:
The position of Information Management Assistant in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

Key responsibilities of the position will in particular entail:

• Contribute to the development and implementation of the corporate Information Management Strategy as a coherent ensemble that integrates collaboration, records management, archives, knowledge management and digital preservation
  
• Assist with developing implementing guidelines to turn the vision of the Information Management Strategy into reality
  
• Help manage the Information Management Committee
  
• Report to management on progress and outcomes of administrative activities
  
• Provide staff and management with information on procedural issues via Intranet and
  other channels such as collaborative platforms
  
• Provide training sessions, both at HQ and in delegations (by video-conferences and, when
  relevant, on the spot)
  
• Ensure mentoring and / or coaching; answer to all Information Management related
  questions addressed by HQ or delegations to the relevant functional mailbox.
  
• Initiate and co-ordinate collaboration with colleagues and services in order to develop and
  implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents
  

Legal basis
The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS).¹

Eligibility Criteria:
Candidates for this contract agent III post should:

• have passed a valid EPSO CAST in FG III ;
  or
  (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job- offers_en?keyword=&contract=37&grade=All&institution=101&location=All
• have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
• have the capacity to work in languages of CFSP (EN and FR) and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
• be a national of one of the member States of the European Union and enjoy full rights as a citizen.    

Selection criteria:

 Candidates should:

• have a very strong knowledge of Document Management (e-Domec framework or similar)
• have a very strong knowledge of Information Management;
• have a proven knowledge and understanding of international standards in document and
  information management
• have a very strong experience with document and information management tools;
• have a good knowledge of the European Institutional domain and its regulatory framework, as
  related to document and information management;
• have proven experience in the governance of Document and Information Management
•  
• Furthermore:
• project management experience
• experience in governance of collaborative platforms
• experience formulating functional requirements for document/information management IT platforms

would be considered as assets.

Specific conditions of employment
The signature of the contract will be subject to prior favourable opinion of the Medical Service.
The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities
The External Action Service applies an equal opportunities policy.

Application and selection procedure²
Please send your CV and cover letter (with your EPSO CAST number) via email to (gustavo.castaner-marquardt@eeas.europa.eu (link sends e-mail) ).
Deadline for applications 02/07/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following
internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted. 

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.
The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium
Post available: July 2020

¹ Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CELEX:01962R0031-20190101
² Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements).

2 Archivist positions, CA FGIII. EEAS. Open until 30 June 2020

Job N. 278241 - 278239

We are:

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:

1. Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2. Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3. Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.

The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for management of EU restricted documents.

We propose:

The position of Archivist in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS)¹.

Key responsibilities of the position will in particular entail:

• Contribute to the implementation and follow-up of archiving, document management and related areas in HQ
• Assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting
• Ensure application of the rules and of the concepts (Internal Rules as applied in the EEAS, life cycle concept, etc.) concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic).
• Conduct conceptual reflections and assist with developing archiving procedures, in the framework of the decentralised archiving policy implemented in the EEAS.
• Assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents.
• Follow up, coach and control the procedure of transfer of archives from HQ and delegations to the historical archives in close cooperation with the Historical Archives Service of the Commission, the network of Document Management Coordinators in HQ and DMOs in delegations
• Report to management on progress and outcomes of administrative activities
• Provide staff and management with information on procedural issues via Intranet and other channels
• Contribute to handbooks concerning the internal procedures
• Organize and supervise the network of Document Management Coordinators and DMOs in Delegations on archival issues
• Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot)
• Ensure mentoring and / or coaching; answer to all e-Domec related questions addressed by HQ or delegations to the relevant functional mailboxes.
• Initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). ¹

Eligibility Criteria:

Candidates for this contract agent III post should:

• - (i) have passed a valid EPSO CAST in FG III ; or
  - (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
• have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
• have the capacity to work in languages of CFSP (EN and FR) and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
• be a national of one of the member States of the European Union and enjoy full rights as a citizen.

Selection criteria:

Candidates should:

• have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• be committed to customer service and passionate about promotion of excellent archival practices within the EEAS;
• have extensive experience with the corporate recordkeeping tool of the EEAS, ARES

Furthermore:

• experience of working in a team in multi-disciplinary and multi-cultural environment; and
• experience developing retention schedules; and
• experience in the archives service of a European Institution or other international organisation

would be considered as assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.
The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities

The External Action Service applies an equal opportunities policy.

Application and selection procedure²

Please send your CV and cover letter (with your EPSO CAST number) via email to
(gustavo.castaner-marquardt@eeas.europa.eu (link sends e-mail)).
Deadline for applications 30/06/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium
Place of employment
Brussels, Belgium
Post available: July 2020

2 Archivists (Contract Agent GF III). EEAS, Brussels. Open until 18 January 2018

EEAS Vacancy Notice Contract Agent III – Archivists

We are:

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports her tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in her capacity as Vice President of the Commission with regard to her responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector is responsible for assisting the EU's network of 139 Delegations worldwide to achieve and maintain outstanding document management and archives standards that ensure traceability and retrievability of records and archives.

We propose:

Two positions of Archivists in the Information Management Sector.

Key responsibilities of the position will in particular entail:

• Contribute to the implementation and follow-up of archiving, document management and related areas in HQ
• Assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting
• Ensure application of the rules and of the concepts (Internal Rules as applied in the EEAS, life cycle concept, etc.) concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic).
• Conduct conceptual reflections and assist with developing archiving procedures, in the framework of the decentralised archiving policy implemented in the EEAS.
• Assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents.
• Follow up, coach and control the procedure of transfer of archives from HQ and delegations to the historical archives in close cooperation with the Historical Archives Service of the Commission, the network of  Document Management Coordinators in HQ and DMOs in delegations
• Report to management on progress and outcomes of administrative activities
• Provide staff and management with information on procedural issues via Intranet and other channels
• Contribute to handbooks concerning the internal procedures
• Organize and supervise the network of Document Management Coordinators and DMOs in Delegations on archival issues
• Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot)
• Ensure mentoring and / or coaching; answer to all e-Domec related questions addressed by HQ or delegations to the relevant functional mailboxes.
• Initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents

We look for:

Candidates for this contract agent III post should:

(i) have passed a valid EPSO CAST in FG III ; or

(ii) be registered in the Call for expressions of interest  for contract staff -function group III in generalist profiles (AMI -EU CV on line). http://ec.europa.eu/civil_service/job/cvonline/index_en.htm or

(iii) be registered in the EPSO Permanent CAST in FG III  https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All

Please note that under current General Implementing Provisions (GIPs) contract agents may be recruited via the call of expression of interest- AMI. However, after the entry into force of the new GIPs (March 2018 tbc) all candidates will have to be registered in the EPSO PERMANENT CAST and will have to successfully pass the tests in order to be eligible for recruitment.

• a post-secondary education attested by a diploma, or
• a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years with exposure to archival matters.
• have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.

SELECTION CRITERIA:

Candidates should:

• have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• be committed to customer service and passionate about promotion of excellent archival practices within the EEAS;
• have extensive experience with the corporate recordkeeping tool of the EEAS, ARES

Furthermore: 

• experience of working in a team in multi-disciplinary and multi-cultural environment; and
• experience developing retention schedules; and  
• experience in the archives service of a European Institution or other international organisation

would be considered as strong assets.

PLACE OF EMPLOYMENT

Brussels, Belgium

PRACTICAL INFORMATION

Contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Starting date :  01.03.2018 TBC  

Interviews will be scheduled in the second part of January 2018 (only short listed candidates will be contacted).

Deadline for sending application . Please send your cv and cover letter to Mr. Gustavo CASTANER MARQUARDT (gustavo.castaner-marquardt@eeas.europa.eu)  by 18/01/2018.