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

Vacancy for a post of Document Management Officer (Contract Agent, FG IV) in the European Asylum

Support Office (EASO)

REF.: EASO/2015/CA/004

Publication External

Title of function Document Management Officer

1. WE ARE


The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation


439/2010


1, strengthens European Union (EU) Member States practical cooperation on asylum,


enhances the implementation of the Common European Asylum System (CEAS) and supports Member

States whose asylum and reception systems are under particular pressure.

Specifically, EASO focuses on three main tasks:

1. Supporting practical cooperation among Member States on asylum mainly through training,

quality activities, country of origin information (COI), statistics and analysis, specialized expert

networks, practical cooperation workshops, thematic support on unaccompanied minors,

trafficking in human beings and gender ;

2. Supporting Member States under particular pressure through emergency support, including the

deployment of asylum support teams to assist EU Member States in managing asylum

applications and in putting in place appropriate reception facilities;

3. Contributing to the implementation of the CEAS by collecting and exchanging information on

best practices, drawing up an annual report on the asylum situation in the EU covering the

whole asylum procedure in EU Member States and adopting technical documents, on the

implementation of the new EU asylum acquis.

The organisation chart of EASO can be consulted in the EASO Work Programme on EASO website

(


www.easo.europa.eu).


The headquarters of EASO are located in Valletta Harbour (Malta).


2. WE PROPOSE


The Document Management Officer will be working in the General Affairs & Administration Unit and


will be responsible for the following tasks:

1. Assist the Head of the General Affairs and Administration Unit in planning and implementing

document management strategy;


1


Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132,

25.5.2010, p.11).


2. Draft, update and implement policies and retention schedules for document management;

3. Organise an intermediary archive rooms with shelves and coordinate the transfer of hard/copy

files from Centres/Unit to this archive room;

4. Implement in close cooperation with IT colleagues, an electronic document management

system;

5. Help design enhancements to the Electronic Document Management System (EDMS), collecting

requirements from Centres/Units;

6. Develop file plans and indexing, where appropriate, to simplify the use of the Electronic

Document Management System (EDMS);

7. Help guarantee document authenticity, particularly in an electronic environment;

8. Review and recommend requests for records equipment, services and supplies;

9. Carry out other related tasks as requested.

3. WE LOOK FOR

 

A) Eligibility criteria

Candidates will be considered eligible for selection on the basis of the following formal criteria to be

fulfilled by the deadline for applications:

1. A level of education that corresponds to completed university studies of at least 3 years

attested by a diploma

2 and after having obtained the diploma at least 1 year of appropriate

professional experience.

2. Be nationals of one of the Member States of the European Union or of associate countries that

have concluded arrangements on their participation in EASO;

3. Be entitled to their full rights as citizens;

4. Have fulfilled any obligations imposed on them by the laws on military service;

5. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge

of another of these languages to the extent necessary for the performance of the duties

pertaining to the post;

6. Meet the character requirements for the duties involved

3;

7. Be physically fit to perform the duties linked to the post

4.

B) Selection criteria

2

Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates

issued by the authorities in the said Member States shall be taken into consideration.

3

Before the appointment, the successful candidate shall be asked to provide an extract from their police file.

4

Before the appointment, a successful candidate shall be medically examined by one of the institutions'

medical officers in order that EASO may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff

Regulations of the Officials of the European Communities.

If the eligibility criteria set out in section

A) Eligibility criteria are met, candidates will be assessed on

the basis of the following selection criteria. The most suitable candidates evaluated on the basis of the

selection criteria will be invited to an interview.

Essential

1. Professional experience with tasks related to those described under functions and duties.

Advantageous

1. Professional experience in a position related to the aforementioned duties, preferably in a

European Institution, Agency or Body;

2. Post-graduate degree obtained in a field relevant for the above mentioned functions and

duties;

3. Previous experience within an international and multicultural environment;

If selected for interview, candidates may also be assessed in the interview on the basis of the following

criteria:

1. Ability to use electronic office equipment and applications (word processing, spread sheets,

presentations, electronic communication, internet etc.);

2. Ability to work under pressure and meet deadlines on multiple tasks;

3. Excellent analytical capabilities and problem-solving skills;

4. Good communication skills and well developed interpersonal skills;

5. Strong service-oriented attitude and flexibility;

6. Accuracy and attention to details;

7. Knowledge of the mission and organisation of EASO.

Excellent written and oral command of English, as well as ability to use electronic office equipment and

applications (word processing, spread sheets, presentations, electronic communication, internet etc.)

are essential. Candidates will be also assessed on the above by written test.

4. SELECTION AND APPOINTMENT


The Regulation which provides the legal basis for EASO was adopted in May 2010 (Official Journal of the

European Union L 132 of 29.5.2010).

Eligibility of candidates will be assessed by a Selection Committee according to compliance with all

eligibility criteria by the closing date for the submission of applications.

The applications of the eligible candidates will also be assessed against the selection criteria. Following

that assessment, the best ranked candidates may be invited for a written competency test and an

interview, which will be held for the most part in English.

The interview will consist of the following components:

�

General aptitude and language abilities to the extent necessary for the performance of their

duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of

the European Communities (CEOS);

�

Specific competences with reference to the applicants' profiles in line with the selection criteria

of the present Vacancy Notice.

Candidates invited to an interview will be required to bring with them originals and copies or officially

certified copies of the documents listed below:

�

A document proving their citizenship (e.g. passport);

�

Certificates attesting their educational and professional qualifications, in particular those giving

access to the profile in question;

�

Documentary evidence of their professional experience after the date on which the candidate

obtained the qualification giving access to the profile in question, clearly indicating the starting

and finishing dates, whether full or part time, and the nature of the duties carried out.

The Selection Committee will propose a short list of successful candidates to the Appointing Authority,

who will decide on the appointment of the successful candidate and the establishment of a reserve list

for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee

recruitment. Recruitment will be based on availability of posts and budget.

The reserve list for this post will be valid until 31 December 2015 and may be extended at the discretion

of the Appointing Authority.

Prior to contract signature, the successful candidate will be asked to undergo a compulsory medical

examination by one of the institutions' medical officers in order that EASO may be satisfied that he/she

fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European

Communities.

5. EQUAL OPPORTUNITIES


EASO applies an equal opportunities policy and accepts applications without distinction on the grounds

of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other

opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

6. CONDITIONS OF EMPLOYMENT

 
The Contract Agent will be appointed by the Executive Director, upon recommendation of the Selection

Committee, following the selection procedure.

He/she will be recruited as a Contract Agent pursuant to Article 3a of the CEOS for a period of 3 years

which may be renewed. The Contract Agent post in question will be placed in group FG IV.

Successful candidates who are recruited will undergo an initial probation period of nine months.

The pay for a

Contract Agent FG IV (step 1) consists of a basic salary of EUR 3170.61 weighted by the

correction coefficient (for Malta currently 83.4%) supplemented with various allowances, including

expatriation and family allowances. The salaries of staff members are subject to a Community tax

deducted at source. Staff members are exempt from national tax on salary and are members of the

Community social security and pension schemes.

For further information on working conditions of temporary staff please refer to CEOS:

http://eurlex.

europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

The place of employment is

Valletta Harbour (Malta).

7. APPLICATION PROCEDURE

 

For applications to be valid, candidates shall:

�

Use and duly complete the official application form provided on the EASO website

�

Send their application to by email to : applications@easo.europa.eu by the deadline

�

The subject of the e-mail should include the reference of this vacancy, followed by the

candidate's surname.

Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same

application to apply for more than one post will also be disqualified.

Please note that the selection process may take several months.

Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of experience, etc.)

should not be sent at this stage but must be submitted at a later stage of the procedure when

requested.

In order to facilitate the selection process, all correspondence to candidates concerning this vacancy

will be in English.

Under no circumstances should candidates approach the Selection Committee, directly or indirectly,

concerning this recruitment. The Appointing Authority reserves the right to disqualify any candidate

who disregards this instruction.

Closing date:

The closing date for submission of the applications is

30 April 2015 at 13:00h (Brussels time). EASO will

disregard any application received after that date and time.

Applicants are strongly advised

not to wait until the last day to submit their applications, since heavy

internet traffic or a fault with the internet connection could lead to difficulties in submission. The EASO

cannot be held responsible for any delay due to such difficulties.

If at any stage in the procedure it is established that any of the information provided by a candidate

is incorrect, the candidate in question will be disqualified.

8. DATA PROTECTION
 

The purpose of processing of the data submitted by the candidate is to manage application(s) of the

candidate in view of a possible pre-selection and recruitment at EASO.

EASO does not make public the names of successful candidates on reserve lists. However, it is possible

that, for the purposes of recruitment and related planning purposes, members of the EASO

management team may have access to reserve lists and, in specific cases, to the application form of a

candidate (without supporting documents, which are kept in confidence by the personnel department).

Application files are kept for five years from the establishment date of the reserve list after which time

they are destroyed.

The personal information requested will be processed in line with Regulation (EC) N� 45/2001 of the

European Parliament and of the Council of 18 December 2000 on the protection of individuals with

regard to the processing of personal data by the EU institutions and bodies and on the free movement

of such data.

9. APPEAL PROCEDURES




If a candidate considers that he/she has been adversely affected by a particular decision, he/she can

lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities

and the CEOS, at the following address:

The Executive Director

European Asylum Support Office

MTC Block A, Winemakers Wharf, Grand Harbour Valletta, MRS 1917

Malta

The complaint must be lodged within three months. The time limit for initiating this type of procedure

starts to run from the time the candidate is notified of the act adversely affecting him/her.