STAFF VACANCIES

 
Ref. 1522TAAST4

The European Insurance and Occupational Pensions Authority (EIOPA) is currently inviting applications for a position as Document Management Specialist for its Headquarters in Frankfurt, Germany.

EIOPA is at the heart of insurance and occupational pensions supervision in the European Union. It is part of the European System of Financial Supervision, consisting of three European Supervisory Authorities and the European Systemic Risk Board. EIOPA is an independent advisory body to the European Parliament, the Council of the European Union and the European Commission.

EIOPA�s core responsibilities are to support the stability of the financial system, transparency of markets and financial products as well as the protection of insurance policyholders, pension scheme members and their beneficiaries. The successful candidate will join the young European Agency EIOPA which has a friendly, close-knit office of international staff, located in Frankfurt.

Further information on EIOPA is available at www.eiopa.europa.eu.

Document Management Specialist

Job description


Major purpose

The successful candidate will contribute to EIOPA�s activities in the fields of document management, records management, and archiving. He/she will carry out needs assessments, contribute to the development of policies, maintain the file plan, support document management system projects, and ensure regulatory compliance.

Main responsibilities

? Conducting needs assessments to identify document management, records management and archiving requirements;

? Contributing to the development, maintenance and improvement of document management, records management and archiving policies, procedures and working instructions in close co-operation with other teams to facilitate the efficient, legal, andsecure handling of information, as well as ensuring their correct application;

? Developing, maintaining and updating the file plan, taxonomy, workflows and corporate document templates in close collaboration with business users;

? Supporting the requirements specification, implementation, testing, roll-out and configuration of electronic document processing, retrieval, and distribution systems in collaboration with information technology experts;

? Administrating access rights and revision control to ensure security of the systems and integrity of documents, and providing training and assistance to end users;

? Assisting in procuring, organising and maintaining the appropriate systems and in-house facilities to serve as archives;

? Monitoring regulatory activity to maintain compliance with the relevant document and records management rules and regulations, and keeping abreast of developments in document management technologies and techniques;

? Any other tasks as required.

REQUIREMENTS



Eligibility Criteria

? Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities;

? Be a national of a Member State of the European Union, Norway, Iceland or Liechtenstein;

? Be entitled to his or her full rights as a citizen;1

? Have fulfilled any obligations imposed by the applicable laws on military service;

? Be physically fit to perform the duties linked to the post.2

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

2 Before being engaged, a candidate shall be medically examined by one of the institution�s medical officers in order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d) of the Conditions of Employment of Other Servants of the European Communities.

Essential Skills

? Qualification:

a) A level of post-secondary education attested by a diploma, preferably in management information systems, library sciences, information science, computer science, business administration or a related field, or 3/5

b) A level of secondary education attested by a diploma giving access to post-secondary education, and relevant professional experience of at least three years, or

c) Where justified in the interests of the service, professional training or professional experience of an equivalent level, preferably in management information systems, library sciences, information science, computer science, business administration or a related field.

? Have at least 6 years of proven full-time professional experience in a field relevant for this position acquired after the qualification required under a), b) or c) above.

? Proven experience and knowledge in developing document management, records management or archiving policies;

? Proven experience and knowledge in developing and maintaining file plans and document classification frameworks;

? Proven experience and knowledge in supporting the implementation of document, archiving or records management systems;

? Very good command of oral and written English;

? Working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Desirable Skills

? Professional work experience in a multicultural environment.

? Knowledge of the European Union Institution�s rules and regulations on document management, records management or archiving;

? Proven experience and knowledge in Microsoft SharePoint technologies;

? Proven experience in liaising with business experts;

? Knowledge of a third EU language.

For the above position, the following behavioural competencies have to be fulfilled:

? Flexibility in terms of openness to taking over other tasks within EIOPA in view of the dynamic and evolving institutional environment;

? Excellent team player sharing relevant information and supporting team members without taking over responsibility for their work, able to work in different teams with different levels of stakeholders in a multicultural environment;

 
? Being able to have and express a critical view towards own performance and open to learn from experience;

? Examines critically and applies relevant approaches geared towards successful business solutions;

? Contributes to policies development from concept to practical implementation;

? Understands who his/her clients are and what their expectations are;

? Shows commitment towards achieving organisational goals.

Place of employment



Frankfurt am Main, Germany

Function group and grade



AST4

Monthly basic salary



3 875.06 EUR plus specific allowances where applicable*.

Start date



1 December 2015

Contract type and duration



Temporary Agent fixed-term contract of three years with possibility of extension.

Reserve list



Possibility of reserve list with validity until up to 12 months, in case of more than one successful candidate.

*Summary of Conditions of Employment



1. Salaries are exempted from national tax, instead a Community tax is paid at source;

2. Annual leave entitlement of two days per calendar month plus additional days for grade, distance from the place of origin and in addition on average 15 EIOPA holidays per year;

3. General and relevant technical training plus professional development opportunities;

4. EU Pension Scheme (after 10 years of service);

5. EU Joint Sickness and Insurance Scheme, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance;

Depending on the individual family circumstances and the place of origin, the staff member may be, in addition, entitled to:

1. Expatriation allowance;

2. Household allowance;

3. Dependent child allowance;

4. Education allowance;

10. Installation allowance and reimbursement of removal costs;

11. Initial temporary daily subsistence allowance;

12. Other benefits.

Application process



The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise, a presentation to be delivered by the candidate and a bilateral interview.

Applications should be submitted in English language including (1) a CV clearly indicating responsibilities and experience gained in previous positions (please list exact dates of your work experience and academic qualifications gained) and (2) a motivation letter of no more than one page, explaining why you are interested in the post and what would be your added value you would bring to EIOPA if selected.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the vacancy notice and these must be met by the closing date of the vacancy notice.

Applications should be submitted to

recruitment@eiopa.europa.eu, specifying in the subject the reference number above. Deadline for application is 23:59 CET on 11 October 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