2017-BRU-A3-FGIV-8104 FG IV Archive Officer
Position for:
FG IV Archive Officer
As the science and knowledge service of the Commission, the mission of DG Joint Research Centre is to support EU policies with independent evidence throughout the whole policy cycle.
The JRC is located in 5 Member States (Belgium, Germany, Italy, the Netherlands and Spain). Further information is available at: : https://ec.europa.eu/jrc/
This position is part of DG JRC Institutional History Project (iHiP) and will be located at the DG JRC Inter-institutional, International Relations & Outreach Unit.
The mission of the Unit is to manage DG JRC's relations with its strategic stakeholders in the EU institutions, Member States, Countries Associated with H2020 and international partners. To co-ordinate the Education and Training Actions of the DG JRC, to facilitate open access to DG JRC research infra-structure, to co-ordinate DG JRC's standardisation activities, to raise the profile and reputation of the DG JRC and its activities through the coordination of the JRC communication strategy.
The position relates to the creation of a DG JRC history archive (detection, collection, inventory, archiving of documents, document and records management, digitalisation, EC internal and external information and communication activities and administrative support, etc.) for the purpose of creating an institutional history book of the Directorate-General Joint Research Centre.
The project consists of 3 objectives:
1. Short term: Communication-products for the 60th JRC anniversary activities.
2. Medium term: Streamline and digitise the JRC archive and produce historically correct highlights of the history of the JRC.
3. Longer term: Realise a fully digitised, well organised JRC archive and write an authoritative and scientifically correct history of the JRC.
Qualifications:
Two years of job-related experience is desirable, either at the European Commission or equivalent in archives, document/records management (EC archive rules and standards and recommendations of the International Council on Archives). An MA in archivist studies with a strong background in history is important.
Very good knowledge of English (C1), French, German and Italian both written and oral (B1/B2), high organisational and drafting skills, knowledge about traditions and innovations in the archiving and digitisation sector and extensive experience with scientific and/or public service (history) archives represent an asset.
Directorate
Unit
Strategy and Workprogramme Coordination
Interinstitutional, International Relations & Outreach
Indicative duration
12 months initial contract with possible renewals up to maximum 6 years
JRC Site
Country
Brussels
Belgium
Rules and eligibility
The candidate must be on a valid EPSO reserve list for Function Group IV contract staff or have applied for COM/3/2013/IV via EU CV Online database:
http://ec.europa.eu/civil_service/job/cvonline/index_en.htm
Auxiliary contract staff: https://ec.europa.eu/jrc/en/working-with-us/jobs/temporary-positions/contract-staff-members
Please note that due to the high number of applications received only shortlisted candidates will be contacted.
Please note that applications which have not been updated for 6 months will be deactivated from EU CV Online. Before applying for this vacancy check that your application for COM/3/2013/GFIV is still valid in the database otherwise you might not be considered eligible for this position
VACANCY NOTICE � CONTRACT STAFF
Reference number: Frontex/16/CA/FGIV/56.1
| Post (business title): | Senior Assistant to the Documents and Records Management Officer |
| Sector/Unit/Division: | Financial and Corporate Services Unit / Corporate Governance |
| Function Group/Grade: | FGIV Contract Staff / grade 13, grade 14, or grade 16 |
| Location: | Warsaw, Poland |
| Starting date: | 1 February 2017 |
| Level of Security Clearance: | CONFIDENTIEL UE / EU CONFIDENTIAL |
1. BACKGROUND
The European Border and Coast Guard Agency (Frontex), has been established under Regulation (EU) 2016/1624 of 14 September 2016 (the �Regulation�). The agency was created on the foundations of the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (established under Council Regulation (EC) No 2007/2004), which has been coordinating operational activities at the EU external border since 2005.
Frontex is located in Warsaw, Poland and is in the process of significantly increasing the size of its staff from the current number of more than 350 to meet its expanded tasks.
The agency�s key tasks include:
? Operational and technical assistance to the EU member states at their external borders including deployment of vessels, aircraft and other equipment and border guards from EU countries;
? Coordination of law enforcement at sea in cooperation with national maritime authorities and EU agencies EMSA and EFCA;
? Assisting member states in returning nationals of non-EU countries who do not have the right to remain on the territory of the EU;
? Risk analysis, situation monitoring and vulnerability assessment of EU�s external borders;
? Prevention of cross-border crime through sharing of data on persons suspected of involvement in criminal activities with relevant national authorities and Europol;
? Development of training programmes for European border guards to share best practices and expertise at all EU borders;
? Monitoring new technological developments in the field of border control and acting as an interface between research institutions, industry and national border authorities;
? Cooperation with EU and international organisations, as well as non EU countries, in the area of border management, security, prevention of cross-border crime, and fundamental rights.
For more information, please refer to our website: http://www.frontex.europa.eu.
2. THE CORPORATE GOVERNANCE AND FINANCIAL AND CORPORATE SERVICES UNIT
The general mission of Corporate Governance is to provide necessary support and assistance to other entities in Frontex to allow them the smoothest and uninterrupted functioning. The Corporate Governance function includes Financial and Corporate Services, Legal Affairs, Communication, Human Resources Management, Information and Communication Technologies Management and Security.
The Finance and Services Unit ensures the coordination of all activities related to the preparation and implementation of the budget while keeping the financial regulatory framework up to date.
The Documents and Records Management Officer ensures that the internal handling of unclassified and sensitive non-classified documents and records is effective and in line with the agency�s documents and records management policy and that all necessary measures are taken in order to ensure that Frontex fulfils its obligations associated to the publication, archiving, destruction, transfer of records and documents it produces. S/he will be responsible for the functional evolution of the Document Management System.
3. DUTIES AND RESPONSIBILITIES LINKED TO THE POST
Reporting to the Document and Records Management Officer, the Senior Assistant to the Documents and Records Management Officer will be responsible for:
? assisting the Document Management Officer in the drafting and the updating of policies, procedures, systems and tools used for the management all types of documents in order to correct issues, to improve the functioning and the user friendliness of the system as well as the effectiveness of the documents related processes;
? assisting the Document Management Officer in the design, the documentation and the maintenance of the system in relation with document templates, filing plans, taxonomies, list of keywords and retention polices;
? participating in the project for the further development and the installation of the Documents and Records Management System as assisting the Document Management Officer in the implementation and evolution of ICT tools for management of documents and workflows;
? supporting the Document Management Officer in his/her daily or frequent tasks in the DMS system by
o monitoring the compliance of the users with the procedures related to the use of the documents and Documents and Records Management System and extract of reports out of the system;
o monitoring the regular processes, including retention mechanisms and handling of public access to documents;
o dealing with exceptions and errors generated by the system and proceeding with corrections to the documents and records;
o initiating semi-automated batch processes within the system;
o triggering activities related to the archiving of documents and records;
? triggering activities related to the transfer of documents and records;
? informing and training the users on how to use the system(s);
? participating in the analysis of business processes and the modelling of automated document based workflows;
? supporting the archiving of electronic and paper documents.
4. QUALIFICATIONS AND EXPERIENCE REQUIRED
4.1. Eligibility criteria
To be eligible, an applicant must have:
? a level of education which corresponds to completed university studies of at least three years attested by a diploma;
Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States shall be taken into consideration.
? in addition to above by the closing date for applications, at least 1 year of proven full-time professional experience;
Professional experience will be taken into account after the award of the minimum qualification certifying the completion of the level of studies required above in the first bullet point. Only duly documented professional activity is taken into account.
Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years.
ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience, e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period).
In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the applicant.
Compulsory military service or equivalent civilian service accomplished after the achieving the minimum qualification stated in the first two bullet points shall be taken into consideration as professional experience if the official documentation is provided.
? produce evidence of a thorough knowledge of one of the languages of the EU and of a satisfactory knowledge of another language of the EU to the extent necessary for the performance of his duties;
? be a national of one of the Member States of the EU or the Schengen Associated Countries and enjoys the full rights as a citizen;
? produce the appropriate character references as to his suitability for the performance of his duties;
? fulfil any obligations imposed on him by the laws of his home country concerning military service;
? be physically fit to perform their duties1.
1 Before the appointment, the successful candidate shall be medically examined by a selected medical service in order that Frontex may be satisfied that he/she fulfils the requirement of Article 83 of the Conditions of Employment of Other Servants of the European Communities (OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013, OJ L 287, 29.10.2013, p. 15).
For reasons related to the Frontex working requirements, be available at short notice for the job.
4.2. Selection criteria
4.2.1. Professional competences
The candidate will be required to demonstrate that he/she has:
Essential:
? experience in managing documents and/or records in an electronic Document and Records Management System;
? capability of drafting and implementing procedures;
? experience in the process of modelling business processes and workflows;
? ability to support the management of enterprise taxonomy;
? proficiency in office automation including collaborative document development and document search;
? as the predominant working language in Frontex is English, candidates must have an excellent command of oral and written English;
? ability to cooperate with, train and coach the end users of the document management system.
Besides, the following attribute would be considered advantageous
? experience supporting the implementation of a new Document and Records Management System in an organisation;
? user experience with MS SharePoint 2013 or 2010;
? knowledge of or experience with the organisation, structure and working procedures of the European Union, its institutions and decision making processes;
? experience in managing archives.
4.2.2. Personal qualities and competences
Attributes especially important to this post include:
? good sense of initiative and responsibility for the assigned area of work;
? good communication skills and flexible, service-oriented attitude;
? good planning and organizational skills;
? accuracy and attention to details and to quality while performing assigned tasks;
? good problem-solving and conflict-resolution skills;
? ability to work in multi-cultural environment having well developed interpersonal skills.
5. INDEPENDENCE AND DECLARATION OF INTEREST
The selected candidate will be required to make a declaration of commitment to act independently in Frontex� interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Applicants will therefore be required to include confirmation of their willingness to make such declarations with their applications.
6. EQUAL OPPORTUNITIES
Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.
7. SELECTION PROCEDURE
The selection procedure includes the following steps:
? After registration, each application is checked in order to verify whether it meets the eligibility criteria;
? All the eligible applications are evaluated by an appointed Selection Committee based on the selection criteria defined in the vacancy notice;
? Best-qualified applicants, who obtained the highest number of points within the evaluation and who are matching best the selection criteria established in this vacancy notice, will be shortlisted and invited for a competency test and an interview;
? The interview will be held in English;
? During the interview session, the Selection Committee will examine the profiles of applicants and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted applicants will be required to undergo written competency tests and complete part of the process in their second EU language;
? Applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;
? As a result of the interviews, the Selection Committee will recommend the most suitable applicants for the post in question to the Executive Director of Frontex. Non-recruited and suitable applicants will be proposed for the reserve list, which may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid for 2 years (the validity period may be extended). Each interviewed applicant will be notified in written whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee an employment offer.
Please note that the work and deliberations of the Selection Committee are strictly confidential and that any contact with its members is strictly forbidden.
8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT
The most successful applicant will be appointed by the Executive Director of Frontex (availability of this new post in Frontex is subject to the final decision on amendment of the budget (establishment plan) of Frontex).
The successful applicant will be recruited as contract staff pursuant to article 3(a) of the Conditions of Employment of Other Servants of the European Communities (CEOS)2. The contract staff post in question is placed in function group IV.
2 OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of
22 October 2013, OJ L 287, 29.10.2013, p. 15,
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF
| The final net calculation is as follows: Function Group IV, | Grade 13 | Grade 14 | Grade 16 |
| Basic net salary (without any allowances) | 1 967 EUR 8 241 PLN | 2 127 EUR 8 910 PLN | 2 657 EUR 11 131 PLN |
| Household allowances (net) | 173 EUR 725 PLN | 179 EUR 750 PLN | 194 EUR 812 PLN |
| Dependent child allowances for each child (net) | 276 EUR 1 157 PLN | 276 EUR 1 157 PLN | 276 EUR 1 157 PLN |
| Expatriation allowances (depending on family situation) (net) | 375 � 533 EUR 1 569 � 2 234 PLN | 422 � 583 EUR 1 768 � 2 443 PLN | 540 � 704 EUR 2 263 � 2 948 PLN |
| Preschool allowance (net) | 67 EUR 283 PLN | 67 EUR 283 PLN | 67 EUR 283 PLN |
| Education allowance (net) up to | 375 EUR (1 570 PLN) | 375 EUR (1 570 PLN) | 375 EUR (1 570 PLN) |
The staff member�s remuneration consists of the basic salary and allowances. The staff member may be entitled to various allowances, in particular to an expatriation (16 % of basic gross salary) or to a foreign residence allowance (4 % of basic gross salary) � depending on particular situation, and to family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.
The remuneration is expressed in EUR, after the compulsory deductions set out in the Staff Regulations or in any implementing regulations is weighted by the correction coefficient for Poland (currently 71.8 %). It can be paid either in EUR or in PLN according to a fixed exchange rate (currently 4.1893). The remuneration of the staff members, the correction coefficient and the exchange rate is updated annually before the end of each year, with a retroactive effect from 1 July, in accordance with Annex XI of the Staff Regulations.
The headquarters agreement has not yet been concluded with the Polish authorities.
Staff pays an EU tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes. The rate of solidarity levy is 6 %.
Staff is entitled to annual leave of two working days per each complete calendar month of service. On top of that, staff is entitled to a number days of leave to their basic entitlement depending on the grade, age and distance from the place of origin. In addition, there are on average 18 Frontex Public Holidays per year. Special leave is granted for certain circumstances such as marriage, birth or adoption of a child.
Frontex being a knowledge based organization acknowledges the importance of training provided to its staff. Frontex provides general and technical nature training as well as professional development opportunities that are discussed annually during staff performance appraisal.
Throughout the period of service staff is a member of the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and after reaching the pensionable age of 66 years. The pensionable age for staff recruited before 1 January 2014 varies between 60 and 65 years. Pension rights acquired in one or more national schemes before starting to work at Frontex may be transferred into the EU pension system.
Staff is covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled for a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.
For further information on working conditions please refer to the CEOS.
A contract of employment will be offered for a period of five years, with a probationary period of nine months. The contract may be renewed.
Frontex requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion or respective personal security clearance. The level of the latter depends on the specific post. For this post, the required level of clearance is CONFIDENTIEL UE / EU CONFIDENTIAL. Applicants who currently hold a valid security clearance at the above-mentioned level (or higher) do not need to obtain a new one. They shall provide Frontex with a copy of the security clearance and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, a renewal procedure shall be initiated expeditiously. In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants� state of citizenship. In case of a failure to obtain the required security clearance certificate before the expiration of the probationary period or if the National Security Agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment Frontex has a right to terminate the contract of employment.
9. PROTECTION OF PERSONAL DATA
Frontex ensures that applicants' personal data are processed in accordance with Regulation (EC) No 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 European Union institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to applicants. This applies in particular to the confidentiality and security of such data.
The legal basis for the selection procedures of contract staff are defined in the CEOS3.
3 In particular the provisions governing conditions of engagement in Title II, Chapter 3.
The purpose of processing personal data is to enable carry-out selection procedures.
The selection procedure is conducted under the responsibility of the Human Resources Sector of the Human Resources and Security Unit, within the Corporate Governance of Frontex (HR Sector). The controller for personal data protection purposes is the Head of HR Sector.
The information provided by the applicants will be accessible to a strictly limited number of staff members assigned to the HR Sector, to the Selection Committee members, and, if necessary, to the Legal Affairs Unit and Frontex management.
Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits, qualifications and competences.
Processing begins on the date of receipt of the application. Data storage policy is as follows:
� For applications received from not-selected candidates: the data are filed and stored in archives for 2 years and after this time the data are destroyed;
� For applicants placed on a reserve list but not recruited: the data are kept for the period of validity of the reserve list + 1 year and after this time the data are destroyed;
� For recruited applicants: the data are kept for a period of 10 years after the termination of employment or as of the last pension payment and after this time the data are destroyed.
All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the eligibility or selection criteria, the right of rectification cannot be exercised after the closing date of applications� submission.
Should the applicant have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu.
Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).
10. APPEAL PROCEDURE
If an applicant 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 at the following address:
Frontex
Human Resources Sector
Plac Europejski 6
00-844 Warsaw
Poland
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage (http://www.frontex.europa.eu).
Candidates also have a possibility to complain to the European Ombudsman. Please note that complaints made to the European Ombudsman have no effect on the time period laid down in Article 91 of the Staff Regulations. Note also, that under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.
11. APPLICATION PROCEDURE
In order for an application to be considered valid, applicants must submit their Frontex Specific Application Form relevant for this selection procedure duly signed and scanned (pdf format) to the following an e-mail: jobs@frontex.europa.eu. The subject of the e-mail shall have this structure: �SURNAME_Name_Vacancy Reference Number_Post Title�.
Frontex Application Form is to be uploaded from Frontex website under the Reference Number of the post. In the Eligibility Checklist (which forms an essential and integral part of the Frontex Specific Application Form) the applicant shall verify his/her compliance with the eligibility criteria for the specific post. Applicants are further required to provide details on meeting the relevant selection criteria.
The Frontex Application Form must be:
? Fully completed in English, pointing out the professional experience relevant to this position (incl. calculation of years, months);
? Printed, signed and clearly scanned in pdf format (in one single document);
? Named as follows: �SURNAME_Name_Vacancy Reference Number_Post Title�.
The application will be rejected if it is not duly completed and signed by hand.
Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified.
Applicants shortlisted for an interview will be requested to supply documentary evidence in support of the statements made in the application. Do not, however, attach any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.
Incomplete applications or applications sent to Frontex after the deadline will be disqualified and treated as non-eligible.
Due to the large volume of applications, Frontex regrets that only applicants invited for the interview will be notified on the outcomes. The status of the recruitment procedure is to be found on Frontex website.
| Please note that the time period between the closing date for applications submission and the end of the shortlisting of applicants for an interview may take more than two months. The closing date (and time) for the submission of applications is 30 November 2016 at 23:59 h of Warsaw local time. Please keep a copy of your e-mail that proves that you have submitted you application on time as well as the subsequent automatic reply which confirms the receipt of your application. |
Applicants are strongly recommended not to wait until the last day to submit their applications. Frontex cannot be held responsible for any last-minute malfunction due to an overload of the respective mailbox.
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
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.
