Document Management Officer, AST 4. European Maritime Safety Agency, Lisbon. Open until 11 September 2015

Call for Applications EMSA/AST/2015/09 (Agency’s Temporary Staff)

Post:	EMSA/AST/2015/09 - Document Management Officer
Directorate/Unit:	Unit A.1 - Human Resources
Type of post:	Temporary agent post
Grade :	AST4
Location:	Lisbon

Closing date for applications:

11 September 2015

The selection of candidates will follow the EMSA Staff Recruitment Procedure. Candidates must apply for this post via the EMSA website http://www.emsa.europa.eu - vacancies. Please note that to make an EMSA on-line application you will need to create your EMSA profile using a valid e-mail address and a password.

1. Background

The European Maritime Safety Agency was established for the purpose of ensuring a high, uniform and effective level of maritime safety, maritime security as well as prevention of and response to pollution by ships within the EU. The idea of a European Maritime Safety Agency (EMSA) originated in the late 1990s along with a number of other important European maritime safety initiatives. EMSA was set up as the regulatory agency that would provide a major source of support to the Commission and the Member States in the field of maritime safety and prevention of pollution from ships. The European Parliament and Council Regulation (EC) No 1406/2002, as amended, provides the legal basis for the establishment of the European Maritime Safety Agency (EMSA).

2. Tasks of the Agency

The Agency provides technical, operational and scientific assistance to the European Commission and Member States in the fields of maritime safety, maritime security, prevention of, and response to, pollution caused by ships as well as response to marine pollution caused by oil and gas installations. The Agency also contributes to the overall efficiency of maritime traffic and maritime transport.

 

3. Unit A.1 - Human Resources

Unit A.1 is responsible for the development and implementation of sound human resources management and personnel policies and procedures throughout EMSA, as well as implementation of the Protocol on Privileges and Immunities. Advice to management on these matters. Support for EMSA events.   A.1.1 HUMAN RESOURCESImplementation of the Staff Regulations and the Conditions of Employment of Other Servants. Development, implementation and support of staff policy in the areas of: recruitment, administration of current staff, remuneration and staff welfare. A.1.2 STAFF DEVELOPMENT & INTERNAL SUPPORTIn charge of the implementation of EMSA Staff Development Policy as well as an accurate application of rights and obligations under the Protocol on Privileges and Immunities (Seat Agreement). In addition, the sector is responsible for the revision and further development of the document management and archiving policy in the Agency. A.1.3 EVENTS & MISSIONS SUPPORTTechnical and logistical support to events organised by EMSA and reimbursement of participants. Organisation of missions and payments of all missions related costs.

4. Functions and Duties

The Document Management Officer, under the responsibility of the Head of the Human Resources and Internal Support Unit, will be responsible for the following tasks: Contributing to the implementation, maintenance and improvement of the Agency’s document management policy; Assisting in elaborating the required implementing rules and procedures concerning registration, filing, archiving and retention of documents and files; Ensuring access to records (both in paper and electronic format) concerning the activities of the Agency, taking into account the relevant provisions concerning security and data protection; Contributing to the implementation of the policies and rules in place concerning all aspects of document management in liaison with the network of Assistants to the Heads of Unit and the Heads of Department at Department and Unit level across the Agency; Monitoring that the electronic system used for document management complies with the Document Management Policy in place and documents are encoded in accordance with the Agency’s Filing Plan; Assisting, in cooperation with the facilities and logistics team, in procuring, organising and maintaining the appropriate in-house facilities to serve as archives; In cooperation with the facilities and logistics team, securing physical integrity, protection, conservation, appraisal and transfer of documents, records and files with a view to their permanent disposal or retention and to opening them to the public in accordance with the existing regulations; Providing training sessions and maintaining EMSA's intranet section on document management and archiving up to date; Monitoring and reporting on the progress and fulfilment of the Agency's objectives related to document management, both to staff and management; Assisting in the closing and management of the legacy files (pre-2016).

5. Eligibility and Selection Criteria

A. ELIGIBILITY CRITERIAQualifications and experience required: A.1 Education: A level of secondary education attested by a diploma giving access to post-secondary education, or A level of post secondary education of an official duration of three years attested by a diploma. A.2 Experience: At least twelve years of proven professional experience acquired after the award of the diploma for a level of secondary education giving access to post-secondary education. At least nine years of proven professional experience acquired after the award of the diploma when the normal duration of studies is three years. When the official duration of the post-secondary studies is less than three years, the difference in time is to be compensated by additional professional experience after the award of the diploma. A.3. Language skills The main working language in the field of maritime safety is English. Candidates must therefore have a very good command of oral English as well as in writing with a satisfactory knowledge of at least one other official language of the European Union to the extent necessary for the performance of the above mentioned duties. B. SELECTION CRITERIAB.1. Essential: At least five years of relevant professional experience related to the functions and duties; Good knowledge of archiving techniques and procedures: manual and electronic management of records, files and documents; organizational structures of national archival systems; Good knowledge of document management techniques: record management systems; personal data protection rules; documentary resources of the EU; document workflow management; Capacity to analyse and structure information; Ability to work in a proactive and autonomous way; Capacity to deliver results in a structured way; Ability to work independently and in a team; Eye for detail and accuracy. B.2 Advantageous: Knowledge of E-Domec, ARES and other similar policies and tools; A qualification in archiving and/or document management. The advantageous criteria will be considered by the Selection Board depending on the number of applicants meeting the essential criteria. Applicants must meet the required eligibility criteria concerning the required educational qualifications and years of experience, as well as the essential criteria by the deadline for this call for applications.

6. General Conditions

In order to be eligible the candidate must: Be a national of one of the Member States of the European Union or of Iceland or Norway; Be entitled to your full rights as a citizen; Have fulfilled the obligations imposed on you by the laws concerning military service; Meet the character requirements for the duties involved and Be physically fit to perform the duties linked to the post.

 

7. Conditions of Employment

The Document Management Officer will be appointed by the Executive Director, upon recommendation of the Chairperson of the Selection Committee. This vacancy notice concerns a Temporary Agent position, pursuant to Article 2 f) of the Conditions of Employment of other servants of the European Communities. The initial duration of the contract is three years, with possibility of renewal. The successful candidate will be recruited in the grade AST 4. The basic monthly salary, before any deductions or allowances, weighted for Lisbon, at 1 July 2012 for grade AST 4 first step is 3185.30 EUR. In addition to the basic salary, staff members may be entitled to various allowances, such as an expatriation allowance (16% of basic salary), household allowance, dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation. Please note that recruitment is done in the first or second step of the indicated grade, depending on the duration of the acquired professional experience. EMSA offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance. Further information regarding rights and conditions of employment can be found in the following document: http://ec.europa.eu/civil_service/docs/toc100_en.pdf; Please note that in line with the Staff Regulations recruited candidates shall be required to demonstrate before their first promotion the ability to work in a third European Community language. The place of employment is Lisbon, Portugal. Candidates are advised that if they are offered a post, and accept, they must undergo a compulsory medical examination to establish that they meet the standard of physical fitness necessary to perform the duties involved.

 

8. Submission of Applications

Candidates must submit their application electronically solely via the EMSA website within the deadline. Applications by any other means (hard copy or ordinary e-mail) or submitted after the deadline will not be accepted. All candidates will receive an acknowledgement of receipt for their application. EMSA is an equal opportunities employer and encourages applications from all candidates who fulfil the eligibility and selection criteria without any distinction whatsoever on any ground such as sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, marital status or other family situation or sexual orientation. You may apply in any of the official languages of the European Community, but it would be helpful to apply in English in order to facilitate the selection process. However you are requested to state your educational qualifications and positions held in the language of origin.

9. The Selection Process

For each selection process a Selection Committee is nominated. The selection is carried out in two phases: 1. In the first phase all eligible applications will be evaluated by the Selection Committee and scored against the selection criteria. Please note that non-compliance with at least one of the essential selection criteria will result in the exclusion of the candidate from the selection process. Advantageous criteria constitute additional assets and will not result in exclusion, if not fulfilled. The advantageous criteria will be considered by the Selection Committee depending on the number of applicants meeting the essential selection criteria. On this basis, the Selection Committee will invite to the interview and to the test phase the best qualified candidates (maximum of 10), on condition that they have achieved at least 60% of the highest possible score during the evaluation of applications. Should the case arise that there are various candidates scoring the same number of points in the 10th ranking, the number of candidates to be invited will be increased accordingly to accomodate this. 2. In the second phase, the selected candidates will be invited to pass one or several written tests related to the job profile and to take part in a selection interview. During this recruitment phase, the selected candidates will be evaluated by the Selection Committee. After the interviews and tests, the Selection Committee will draw up a list of the most suitable candidates to be proposed to the Appointing Authority. Only candidates receiving at least 70% of the maximum points at interview and at the test phase will be included in the list of the most suitable candidates. The Appointing Authority will select the successful candidate and decide whether to also adopt a reserve list. The successful candidates will be informed accordingly. All candidates will receive an information letter of the outcome of their application. Please note that a binding commitment can only be made after verification of all conditions and will take the form of a contract signed by the Executive Director. The reserve list will remain valid for a period of 1 year following its establishment. Therefore candidates whose name will be put on a reserve list could be offered a contract during this period of time. Please note however that inclusion in the reserve list does not guarantee recruitment. Please note that the selection process may take several months to be completed and that no information will be released during this period. Once a selection process has been completed, its status will be displayed in the e-recruitment. Please note that once you have created your EMSA profile, any correspondence regarding your application must be sent or received via your EMSA profile. For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@emsa.europa.eu Requests for information and appeal: An applicant who would like further information, or considers that he/she has grounds for complaint concerning a particular decision may, at any point in the selection procedure, request further information from the Chairperson of the Selection Committee. For information on how to lodge a complaint and/or an appeal procedure, please consult the ‘General Information for Recruitment’ overview on our website for more information: http://www.emsa.europa.eu/recruitment-info.html

Document Management Coordinator, FG II. EMSA, Lisbon. Open until 31 January 2011

CALL FOR APPLICATIONS

DOCUMENT MANAGEMENT COORDINATOR
Ref. n°: EMSA/CA/2010/05
The European Parliament and Council Regulation (EC) No 1406/20021 provides the legal
basis for the establishment of the European Maritime Safety Agency (EMSA).
The goal of the Agency is to provide technical and scientific assistance to the European Commission and the Member States on matters relating to the proper implementation of European Union legislation on maritime safety and pollution by ships. To do this, one of EMSA's tasks is to improve cooperation between Member States in all key areas. This includes undertaking a range of actions related to design, construction and operation of all types of merchant and fishing vessels.
In addition to its initial safety and pollution related work, in April 2004, EMSA was also given additional tasks by the European Council and the European Parliament related to oil pollution response, ship security and training of seafarers.
EMSA invites you to send your application for the recruitment of Document Management
Coordinator. The position is within Department A ‘Corporate Services’, Unit A.3 –
Operations Support.
More information about the Agency and its structure and activities can be found on our
website: http://www.emsa.europa.eu

Functions and Duties:
Reporting to the Head of Unit A.3, Operations Support, the successful candidate is
responsible for:
• Contributing to the implementation, maintenance and improvement of the Agency’s
document management policy;
• Assisting in elaborating the required implementing rules and procedures concerning
registration, filing, archiving and retention of documents and files;
• Ensuring access to documents (both in paper and electronic format) concerning the
activities of the Agency, taking into account the relevant provisions concerning
security and data protection;

1 OJ L 208, 5.8.2002, p.1, as amended by Regulation (EC) No 1644/2003 of the European Parliament and of the Council of 22 July 2003 (OJ L 245, 29.9.2003, p. 10) and Regulation (EC) No 724/2004 of the European Parliament and of the Council of 31 March 2004 (OJ L 129, 29.4.2004, p. 1).

• Ensuring implementation of the policies and rules in place concerning all aspects of document management in liaison with contact persons at Department and Unit level
across the Agency;
• Ensuring that the electronic system used for document management complies with
the Document Management Policy in place and documents are encoded in
accordance with the Agency’s Filing Plan;
• Assisting in procuring, organising and maintaining the appropriate in-house facilities to serve as archives;
• Securing physical integrity, protection, conservation, appraisal and transfer of
documents, records and files with a view to their permanent disposal or retention
and to opening them to the public in accordance with the existing regulations;
• Initiating and co-ordinating collaboration with colleagues in order to develop and
implement homogeneous compatible procedures, norms and methods to organise,
preserve and make accessible internal information and documents;
• Developing and providing training sessions;
• Monitoring and reporting on the progress and fulfilment of the objectives related to document management, both to staff and management.

Qualifications and experience required:

A. ELIGIBILITY CRITERIA:

A.1. Education and Experience:
• 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. The secondary
education diploma giving access to post-secondary education may be replaced by a
certificate of adequate professional training of not less then three years on condition that there was no similar professional training giving access to higher education at the time it was issued or;
• Successful completion of intermediate education plus two years relevant
supplementary specialised training plus five years’ appropriate professional
experience.

A.2. Language skills:
The main working language in the field of maritime safety is English. Candidates must
therefore have a very good command of oral English as well as in writing with a
satisfactory knowledge of at least one other official language of the European Union to the extent necessary for the performance of the above mentioned duties.

A.3. General Conditions: In addition, in order to be eligible the candidate must:
• You must be a national of one of the Member States of the European Union or of
Iceland or Norway;
• You must be entitled to your full rights as a citizen2;
• You must have fulfilled the obligations imposed on you by the laws concerning
military service;
• You must meet the character requirements for the duties involved;
• Be physically fit to perform the duties linked to the post3.

2 Prior to the appointment, the successful candidate will be asked to provide a police certificate confirming the absence of any criminal record.

3 Before being engaged the candidate will be medically examined in order that the Agency may be satisfied that he/she fulfils the requirements of Article 12 (2) (d) of the Conditions of Employment of Other Servants of the European Communities.

B. SELECTION CRITERIA:

B.1. Essential:
• Good knowledge on documentation management;
• Good organisational skills;
• Good drafting skills in English and capacity to gather and organise information to
produce presentations, arrange and gather information for meetings and prepare
reports;
• Strong customer-focused approach to work;
• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds;
• Capacity to work under minimum supervision;
• Sense of initiative and responsibility;
• Proficiency in using MS Office tools;
• Ability to work under pressure and to respond quickly to new demands.

B.2. Advantageous:
• Archivist/Documentation management experience or studies;
• Coordination skills;
• Experience in EU Institutions or Agencies;
• Knowledge of a third language.

Conditions of Employment:
• The successful candidate will be appointed as a Contract staff member under the
provisions of Title IV, Article 80 of the Conditions of Employment of other Servants of the European Communities.
• The initial duration of the contract will be 3 years with possibility of renewal.
• The successful candidate will be recruited in function group II. The grade will be
determined in accordance with the number of years of professional experience.
• The basic monthly salary for the entry grade of Function Group II, (Function Group
II, Grade 4, Step 1) before any deductions or allowances, at 1 July 2009 is 1683.35€.
• In addition to the basic salary, staff members may be entitled to various allowances, such as an expatriation allowance (16% of basic salary), household allowance, dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt from national
taxation.
• Please note that recruitment is done in the first step of the indicated grade.
• EMSA offers a comprehensive welfare package including pension scheme, medical,
accident and occupational disease insurance coverage, unemployment and invalidity
allowance. Further information regarding rights and conditions of employment can be
found in the following document:
http://ec.europa.eu/civil_service/docs/toc100_en.pdf
• The place of employment is Lisbon, Portugal.

Submission of applications:
Each application shall contain the three following documents:
1) A detailed curriculum vitae in European format (that can be obtained at the
following address or downloaded from EMSA web site)
http://europass.cedefop.eu.int/europass/home/vernav/Europasss+Documents/Eu
ropass+CV/navigate.action.
2) A duly completed and signed declaration of honour (to be downloaded from
EMSA web site).
3) A motivation letter of 2 pages maximum.
Candidates are kindly requested to provide 5 copies (1 original + 4 copies) of their
application in order to facilitate the recruitment process. The complete application
should be sent by registered mail to:
Vacancy reference n°:
EMSA/CA/2010/05 DOCUMENT MANAGEMENT COORDINATOR
EMSA
HR Sector
Cais do Sodre
1249-206 Lisbon, Portugal
Only complete applications containing the three above mentioned documents and
sent by registered mail within the deadline will be taken into account.
The postmark will serve as proof of the date of dispatch. The vacancy reference
number must be clearly indicated on the envelope.
The deadline for sending your application is 31 January 2011.
Please note:
• Mention clearly your address for correspondence and for invitation to an interview.
All correspondence will be sent to this address. Inform us of any change
immediately.
• EMSA is an equal opportunity employer and encourages applications from
women.
• If you are invited to an interview you will be asked to submit supporting documents
to prove the information provided in your application.
• You may apply in any of the official languages of the European Community, but it
would be helpful to apply in English in order to facilitate the selection process.
However you are requested to state your educational qualifications and positions
held in the language of origin.
The Selection Process:
All candidates will receive an acknowledgement of receipt for their application. For each selection process a Selection Committee is nominated. The Selection Committee will evaluate all applications and select those candidates meeting the eligibility criteria and matching best the selection criteria required in this vacancy notice. The selected candidates will be invited to pass one or several written exams related to the job profile and to take part in a selection interview.
During this recruitment phase, the selected candidates will be evaluated by the Selection Committee. After the interviews, the Selection Committee will draw up a list of the most suitable candidates. The Appointing Authority will select the successful candidate and inform him/her accordingly. As soon as this decision is taken, all candidates will receive an information letter.
Please note that a binding commitment can only be made after verification of all
conditions and will take the form of a contract signed by the Executive Director.
The reserve list will remain valid for a period of 1 year following its establishment.
Therefore candidates whose name will be put on a reserve list could be offered a
contract during this period of time.
Please note that the selection process may take several months to be completed
and that no information will be released during this period. Once a selection process
has been completed, its status will be displayed on our web site.