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

VACANCY NOTICE V/AD/REF/1/2020

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

is organising a selection procedure based on qualifications and tests

to draw up a reserve list for the post of

Document Management Officer (DMO)

(Temporary Agent, type 2b, AST031)

in the Real Estate and Facilities Service (REFS)

 

Who We Are

The European University Institute (EUI) at a glance:

 an international organisation set up in 1972;

 a research university focusing exclusively on

doctoral and post-doctoral studies, and

advanced research;

 located in the hills overlooking the city of Florence,

Italy.

The Institute also hosts the Historical Archives of the

European Union.

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

 

Our Unit

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

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

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

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

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

services, developing them and implementing plans for sustainable

growth.

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

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

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

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

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

services, the purchase office and translation work.

 

1

cf. Annex II

 

Your Key Responsibilities

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

dynamic Document Management Officer (DMO) who will be

responsible for establishing policies and procedures, managing

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

and providing information services to EUI services and departments.

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

document and records management policies of the EUI.

 

Level of Expertise:

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

archiving) and applicable data protection regulations;

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

management profession with particular regard to activities in EU institutions;

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

classification schemes and by testing audit trails.

 

Technological awareness:

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

management;

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

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

maintenance.

 

Policy/ Strategy Making:

 Developing and maintaining document management policies;

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

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

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

of documents and files;

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

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

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

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

 Participating actively in the relevant working groups.

 

Representation/communication:

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

the EUI records management programme;

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

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

managed in a secure way;

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

networking activities.

 

Level of autonomy and accountability:

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

 Reporting directly to the REFS Director.

 

Role in administrative processes:

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

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

data in the implementation of rules and procedures;

 Liaising with services and departments on document management policies;

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

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

managed and retained in an appropriate and secure way;

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

administrative and academic staff.

 

People management:

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

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

all users involved in document and records management;

 Conducting evaluation of the training provided;

 

Budget management:

 Managing the budget assigned to the records

management office and for the management of

its digital systems and applications.

 

Finance and procurement:

 Managing finances and procurement for all

acquisitions and services required for the

management of the records and archives systems.

 

Your Key Competencies

All staff at the EUI share the following competencies:

 Ethics and integrity

 Working in a multicultural environment

 Accountability

 Delivering quality and results

 

Competencies specific to the unit and the role include the

following:

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

priorities;

 Communication and presentation skills;

 Ability to work collaboratively and build strong working relationships;

 Strong service-oriented approach.

 

What We Offer

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

exclusive focus on doctoral and post-doctoral studies;

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

European Union, and many other excellent research

facilities;

 Language courses and soft skills trainings;

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

participation in seminars and workshops;

 Competitive salary package including health and pension plan;

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

 

How To Apply

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

form available at

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

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

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

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

 

Annex I – Eligibility and Selection Criteria

 

ELIGIBILITY CRITERIA

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

and specific conditions:

 

1. General conditions

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

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

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

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

the duties of the post;

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

 Being physically fit to perform the duties.

 

2. Specific conditions

2.1 Education (Qualifications)

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

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

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

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

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

2.2. Professional experience2

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

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

the diploma required under 2.1.

2.3 Knowledge of Languages3

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

Union; and

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

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

 

 

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

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

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

 

SELECTION CRITERIA

 

Essential

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

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

management programmes, including the use of dedicated systems;

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

 Demonstrated experience in drafting and implementing records management policies;

 Knowledge of provisions concerning information security and protection of personal

data;

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

Advantageous

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

international environment;

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

organization;

 Knowledge of additional languages of the European Union.

Archivist/Records Manager, AST3. European University Institute, Florence. Open until 5 December 2011

Florence, 2/11/2011

VACANCY NOTICE IUE/6/2011
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS

Nature of post: 1 temporary post - grade AST3 – Archivist/ Records Manager
Unit to which post is attached: Historical Archives of the European Union

Duration of contract: four years, renewable initially for a fixed period of up to two years. Any further renewal will be for an indefinite period.

Description of duties: The staff member, under the supervision of the Director of the Historical Archives, will be in charge of receiving, arranging, describing, indexing and publishing on the web European institutional archives, and will perform reference service at
the Archives desk. In addition to these duties the employee will be required 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 archiving support to other EUI units;
- Selecting, filing and describing the current and intermediate EUI archives, in both electronic and paper format;
- Developing and monitoring the evaluation and preservation protocols for ensuring that historically 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).
- Providing support to IT specialists
* in preparing a comprehensive digital and recordkeeping strategic plan for ensuring the long-term viability, security and accessibility of the EUI’s digital information in compliance with RAME procedures and internationally-recognized archival principles;
* in assessing and monitoring an EDMS.

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:
• Knowledge of records management, attested by a diploma, or equivalent professional experience;
• Experience in the use and implementation of Electronic Document Management Systems (Documentum, LiveLink, SharePoint, Alfresco, etc.);
• Knowledge of international standards for archival description (ISAD and ISAAR);
• Good knowledge of English;
• Ability to work as part of a multinational team in an international environment.

Desirable:
• 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 2,900. 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/6/2011 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: 05/12/2011


(signed)
Pasquale FERRARA

IT Assistant, AST1. HAEU, Florence. Open until 15 March 2011

VACANCY NOTICE IUE/1/2011
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS
Nature of post: 1 temporary post - grade AST1 - IT Assistant
Unit to which post is attached: Historical Archives of the European Union
Duration of contract: four years, renewable initially for a fixed period of up to two
years. Any further renewal will be for an indefinite period.

Description of duties: Reporting to the Director of the Historical Archives of the
European Union, the successful candidate will be in charge of digitisation of historical documents, administration of the electronic records management system, and other equivalent tasks.
Under the supervision of the Historical Archives IT specialist, the successful candidate will:
• Analyse, develop and implement Archives digitisation programmes,
• Make digital inventories and records accessible online through the Historical
Archives web site,
• Coordinate with the EUI’s Computing service and Electronic Records Manager
regarding system administration of the ERM system,
• Ensure accurate capturing, storage, data entry, security and retrieval of the
electronic records in the system,
• Provide user support for the electronic records management system.

A. Eligibility criteria
• Being a national of a Member State 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;
• Scientific/technical 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:
• Sound knowledge and experience in digitisation technologies, standards and
formats (PDF, A and OCR);
• Experience in ICT platforms for electronic records management (Livelink,
Documentum, SharePoint, Alfresco, etc.);
• Knowledge of one or more programming languages, including PHP and
Microsoft .Net, and the SQL query language;
• Excellent HTML, CSS, and JavaScript skills with solid knowledge of usability,
accessibility, web design, cross browser issues and new web technologies such
as HTML 5 and CSS 3;
• Knowledge and experience with Windows/Linux OS, web server administration,
J2EE architecture and database management/administration;
• Excellent knowledge of English and good knowledge of another official
language of the European Union.

Desirable:
• Excellent communication skills and ability to work as part of a multinational
team;
• Knowledge and experience with WEB Content Management Systems (CMS)
• Knowledge and understanding of work in Archives

Selection process:
Candidates shortlisted by the Selection Board will be invited for
• a language test
• an interview, enabling assessment of the candidate’s ability to carry out the
tasks of the post and to work in an international academic institution

Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 25 for the assessment on the basis of qualifications;
Marking: 0 to 25 for the language test;
Marking: 0 to 50 for the interview by the Selection Board.

The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,500. 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 organisation, 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/1/2011 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: 15/03/2011

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