Archives and Mail Registration Assistant, Contract Agent FG II. European Chemicals Agency, Helsinki. Open until 2 August 2013

Vacancy Notice The European Chemicals Agency (ECHA) is launching this call for expressions of interest in order to establish a reserve list for the following contract agent profile: Reference number ECHA/CA/II/2013/003 Vacancy notice Archives and Mail Registration Assistant Function Group II Indicative n° on reserve list 6 The closing date and time for submission of applications for this call is 2nd August 2013 at 12.00 noon Helsinki time (11.00 Central European Time). 1. The job The Archives and Mail Registration Assistant will work mainly in the Corporate Services Unit of the Agency under the Directorate of Resources. She/he will be responsible for the following tasks: Archives • Establish, implement and manage ECHA’s physical archiving system; • Appraisal of ECHA physical archives; • Supervise the management of current and intermediate archives; • Conduct record inventories to ensure that existing documents are identified and managed across the agency facilitating easy access to documents; • Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records; • Update archive procedures and working instructions in accordance with relevant regulations/ guidelines; • Liaise with donors, both internal and external to the organisation, and depositors of archives; • Ensure the confidentiality of classified information; • Participate in the information management network of the Agency; • Provide assistance to users needing access to archived documents; • Provide back-up for the Librarian; • Perform other tasks as required by the HoU/Director of Resources. Mail Registration • Register and assign incoming mails; • Update mail registration procedures and instructions; • Follow-up open tasks in the workflow; • Prepare reports related to mail registration; • Perform other tasks as required by the HoU/Director of Resources. 2. Eligibility criteria The selection procedure is open to applicants who satisfy the following eligibility criteria on the closing date for application: 2.1. General requirements The applicant must: • Be a national of a Member State of the European Union, or a national of the European Economic Area (Iceland, Liechtenstein, Norway)1; • Enjoy your full rights as a citizen; • Have fulfilled any obligations imposed by the laws concerning military service; • Produce the appropriate character references as to your suitability for the performance of your duties2; • Be physically fit to perform your duties3; • Have a thorough knowledge of one of the languages of the European Union4 and a satisfactory knowledge of another language to the extent necessary to perform your duties; • Be able to communicate in English as this is the working language of ECHA. 1 The Member States of the European Union are: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, The Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom. 2 Before appointment, successful applicants will be required to produce an official document showing that they do not have a criminal record. 3 Before appointment, successful applicants will be required to produce an official document showing that they do not have a criminal record. 4 The languages of the EU are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Irish, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish. 2.2. Minimum qualifications a) Successful completion of post-secondary level education attested by a diploma. Or b) Successful completion of secondary education giving access to post-secondary education and having additional professional experience5 of at least three (3) years. Only qualifications issued by EU Member State authorities or EEA authorities and qualifications recognized as equivalent by the relevant EU or EEA Member State authorities will be accepted. 2.3. Professional experience To qualify for this profile, you must have at the closing date for submission of applications minimum one (1) year of professional experience relevant to the job, attained after the fulfilment of the requirements in 2.2 a) or b). 3. Selection criteria If you meet the eligibility criteria set out in section 2, you will be assessed on the basis of the following selection criteria. The candidates who are judged to be the most suitable on the basis of the selection criteria will be invited to an interview. • Your academic and professional qualifications and their relevance to the main areas of work listed in section 1; • Your professional experience: the range of fields covered; the type and level of work done and its relevance to the areas of work listed in section 1. The following will be considered as assets: • Work experience gained in a multicultural environment; • Archiving and/or mail registration experience in an EU institution or body; • Experience of using IT tools such as Microsoft Outlook, Documentum, Sharepoint and/or similar information management systems. The academic and professional qualifications, professional experience and knowledge and experience considered as an asset must be described in the ECHA CV6. 5 Only professional experience acquired after achieving the minimum qualification stated in 2.2 will be considered. Where additional periods of training and study are accompanied by periods of professional activity, only the latter will be considered as professional experience. Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in 2.2. will be taken into consideration. Professional activities pursued part-time will be calculated pro rata, on the basis of the percentage of full-time hours worked. A given period may be counted only once. 6 http://echa.europa.eu/doc/opportunities/jobs/echa_cv.doc. 4. Interview If selected for interview, you will be assessed in the interview on the basis of the following criteria: • Knowledge and understanding in your areas of experience that are most relevant to the tasks set out in section 1; • Understanding of the role and aims of ECHA in relation to the REACH and Biocides legislations; • Ability to work effectively in a multidisciplinary team in a multicultural environment; • Communication and interpersonal skills; • Organisational skills and attention to detail; • Ability to work under conditions that require considerable flexibility; • Ability to communicate effectively in written and spoken English. Your ability to communicate in written English and the knowledge and competencies related to the job will be also assessed by practical tests. 5. Placement on the reserve list If you are judged to be among the most suitable candidates on the basis of the criteria listed in sections 2, 3 and 4, you will be placed on the reserve list. The reserve list will be valid for a period of one year. During the validity of the reserve list, successful candidates may be offered a post in ECHA according to their competencies in relation to the specific requirements of the vacant post. Inclusion on the reserve lists does not imply any entitlement of employment in the Agency. 6. Applications Before applying, you should carefully read the Guide for Applicants7 published on ECHA Website. This guide is an integral part of the vacancy notice and will help you to understand the rules governing the procedure and how to apply. All interested candidates are invited to apply by filling in the following two documents: • ECHA CV8: document available in two different formats: .doc format (http://echa.europa.eu/documents/10162/17100/echa_cv_en.doc) and .pdf format (http://echa.europa.eu/documents/10162/13602/echa_cv_en.pdf) • Application form9: https://comments.echa.europa.eu/comments_cms/applicationform.aspx?code=ECHACA2013003 7 http://echa.europa.eu/documents/10162/13602/general_guide_for_applicants_en.pdf 8 The ECHA CV must be attached to the application form. Failure to submit the ECHA CV will lead to exclusion from the procedure. 9 Applications that are sent after the closing date for submission, are incomplete or do not fulfil the criteria set out above will be excluded from the selection. 7. Other information Successful applicants may be offered an employment contract as contract agent for a maximum of three years. This contract may be renewed for a definite period. If renewed for a second time, the contract becomes indefinite. For more information on the selection process for contract agents and on the contractual and working conditions, please, refer to: • Guide for Applicants: http://echa.europa.eu/documents/10162/13602/general_guide_for_applicants_en.pdf. • Implementing rules concerning contract agents: http://echa.europa.eu/documents/10162/13560/mb_07_2009_d_final_implementing_rules_for_the_staff_regulations_contractual_staff_en.pdf • Conditions of Employment of Other Servants of the European Communities: http://eur-lex.europa.eu/LexUriServ/site/en/consleg/1962/R/01962R0031-20060701-en.pdf 8. Protection of personal data The European Chemicals Agency will ensure on its part that your personal data is processed as required by Regulation (EC) No 45/200110 on the protection of personal data. For more information on the protection of personal data, please consult the Guide for Applicants11.

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.

Archivist/Records Manager, FG II. Historical Archives of the European Union, European University Institute. Florence. Open until 31 August 2010

Florence, 06/07/2010
VACANCY NOTICE IUE/3/2010
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS
Nature of post: 1 contract post– FG II – Archivist/Records Manager
Unit to which the post is attached: Historical Archives of the European Union
Duration of contract: one year, with possibility of renewal
Description of duties: The contract staff member will be in charge under the
supervision of the Director of the Historical Archives, of receiving, arranging,
describing, indexing and publishing on the web European institutional archives;
reference service at the Archives desk.
In addition to these duties the employee will be requested to manage the records
management system of the EUI (RAME), including the following tasks:
- Drawing up or updating, for each administrative unit and academic department,
a classification scheme, retention schedule and management tools for current
and intermediate archives; providing support for archives to unit correspondents
in their routine tasks;
- Selecting, filing and describing the EUI current and intermediate archives both
electronic and paper-based;
- Developing and monitoring the evaluation and preservation protocols for
ensuring that historical valuable documentation will continue to be available in
the long term;
- Identifying and selecting which data in existing EUI recordkeeping systems need
to be converted to EDMS (Electronic Document Management System).
A. Eligibility criteria
· Being a national of the European Union, or a national of third countries having
acquired the status of long term resident on the basis of the EU Directive
2003/109/EC;
· Post–secondary education attested by a diploma, or secondary education attested
by a diploma and appropriate professional experience of at least three years;
· Good knowledge of two languages of the European Union.
B. Selection criteria
Essential:
· Records–filing skills, attested by a diploma, or equivalent professional
experience;
· Good knowledge of English;
· Good working knowledge of office automation software;
· Ability to work as part of a multinational team in an international environment.
Desirable:
· Knowledge of international standards for archival description (ISAD and
ISAAR);
· Work experience in a university or research environment;
· Knowledge of additional languages of the European Union, particularly French.
Selection process:
Candidates shortlisted by the Selection Board will be invited for
· a language test
· a computing test
· an interview, enabling assessment of the candidate’s ability to carry out the
tasks of the posts and to work in an international academic institution
Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 20 for the assessment on the basis of qualifications;
Marking: 0 to 20 for the language test;
Marking: 0 to 20 for the computing test;
Marking: 0 to 40 for the interview by the Selection Board.
The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,040. In addition, when conditions
as laid down by the Statutes are applicable, there are family allowances - household
allowance, dependent child allowance, education allowance – and expatriation
allowance (approx. 16% of salary).
The European University Institute is an academic institution set up in 1972 by the
Member States of the European Union charged with research and postgraduate training
in Law, Economics, History and Civilisation and Political and Social Sciences with
special reference to Europe. The Institute is not an EU Institution, but an
intergovernmental organization, funded directly by signatory states, partly by the
European Commission and to some extent through external funding (http://www.eui.eu).
The European University Institute is an equal opportunity employer.
Applications must be submitted electronically using the IUE/3/2010 online application
form. Applications received by e-mail, fax or post will not be considered.
The name of the appointed candidate and, if applicable, of candidates included in the
reserve list will be published on the EUI Web site. By submitting their application,
candidates acknowledge and give their explicit consent to this procedure, according to the Data protection regulation in force at the EUI (President’s Decision n. 32 of 27 November 2008).
Contacts: E-mail: applyjob@eui.eu
DEADLINE FOR RECEIPT OF APPLICATIONS: 31/08/2010
(signed)
Marco DEL PANTA