Europol Public Information
EDOC 749832
1
VACANCY NOTICE
Name of the Post:
Senior Specialist Corporate Content
Management within the Strategic and
External Affairs Group in the Corporate
Services Business Area (AD7)
Reporting to:
Senior Specialist Corporate Content
Management
1.
About Europol
Applications are invited for this position at the European Police Office (Europol).
1
Europol is located in The Hague, The Netherlands, and its main tasks are the
following:
a) to collect, store, process, analyse and exchange information and intelligence;
b) to aid investigations in the Member States, in particular by forwarding all
relevant information to the national units;
c) to ask the competent authorities of the Member States concerned to initiate,
conduct or coordinate investigations and to suggest the setting up of joint
investigation teams in specific cases;
d) to provide intelligence and analytical support to Member States in
connection with major international events;
e) to prepare threat assessments, strategic analyses and general situation
reports relating to its objective, including organised crime threat
assessments.
For more information please visit Europol�s website www.europol.europa.eu.
Europol applies a policy of equal opportunity for men and women and
accepts applications without distinction on ground of sex, race colour,
ethnic or social origin, genetic characteristics, and language, religious,
political or other convictions and opinions, financial situation, disability,
age sexual orientation, marital status or family situation. Applications from
female candidates are particularly encouraged. Employment at Europol is
open to nationals of the EU Member States. There is no national quota
system in operation but Europol is required to strive for a broad range of
nationalities in order to keep a well balanced geographical distribution
among its staff members.
1
Europol has been established under the Council Decision (EC) No. 2009/371 of 6 April 2009.
The Hague, 14 April 2015
Reg. n�: Europol/2015/TA/AD7/173
2.
Background and main purpose of the post
Within the Corporate Services Business Area, the Strategic and External Affairs
Group is responsible for:
a) Supporting the Directorate in providing leadership and strategic direction to
Europol, including corporate support for the effective discharge of Europol�s
governance responsibilities towards the Management Board (MB) of Europol and its
working groups and for the management of Europol�s external relations, including
EU working groups;
b) Developing and monitoring the implementation of the Europol Strategy and the
annual Europol Work Programmes, including the management of effective
performance reporting and the management of the Corporate Programme Office
(CPO);
c) Developing and implementing Process and Quality Management at Europol;
d) Managing and improving processes related to document and records
management, including business product management of the Document
Management System (DMS) and the maintenance of an accurate record of key
corporate documents.
3.
Tasks and responsibilities
The successful applicant will have to carry out the following main duties:
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Manage and improve corporate content management within Europol by
- Identifying opportunities to maximise the effectiveness of corporate
content management at Europol, in particular its document- and records
management system other collaboration tools and related processes;
- Developing Europol�s document- and records management system
focusing on functional requirements related to electronic document- and
records management, including electronic workflows and collaboration;
- Developing, implementing and evaluating business processes and
standards in relation to corporate content management.
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Provide the Directorate of Europol and staff members concerned with a
complete overview of records presented and decided at strategic level
(making use of the document- and records management system);
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Supervise the central archive of records produced at strategic level (e.g.
Management Board, EU bodies and working groups with relevance for
Europol as well as Directorate decisions);
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Support the team leader of the Corporate Content Management team in
coordinating the staff dealing with strategic document management
including prioritisation and allocation of work;
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Represent the business side in corporate content management related
projects;
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Perform any other related tasks as requested by the line manager.
4.
Requirements
4.1 Eligibility criteria:
a. Candidates must
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Be a national of one of the Member States of the European Union
and enjoy full rights as a citizen;
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Have fulfilled any obligations imposed by the applicable laws on
military service;
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Produce appropriate character references as to his or her
suitability for the performance of the duties;
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Be physically fit to perform the duties pertaining to the position;2
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Produce evidence of a thorough knowledge of one of the
languages of the Union and a satisfactory knowledge of another
language of the Union to the extent necessary for the
performance of the duties.
b. Candidates must have:
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A level of education which corresponds to completed university
studies, preferably in the area of Business or Public
Administration, attested by a diploma when the normal period of
university education is 4 years or more;
OR
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A level of education which corresponds to completed university
studies, preferably in the area of Business or Public
Administration, attested by a diploma and appropriate
professional experience of at least 1 year when the normal period
of university education is 3 years.
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In addition to the above at least 6 years of professional work
experience after the award of the diploma.
4.2 Selection criteria:
a. Professional experience:
Essential:
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Experience in functional management of document- and records
management systems (Enterprise Content Management systems);
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Experience in business analysis and process improvement related to
document- and records management (e.g. electronic workflows,
electronic approval of documents);
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Experience in managing information in accordance with
confidentiality regulations.
2
Prior to appointment the successful candidate will be medically examined by one of the institution�s
medical officers in order that the institution may be satisfied that the candidate fulfils the
requirements of Article 12(2)(d) CEOS
Desirable:
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Experience in implementing ECM systems;
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Experience in project management and change management;
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Experience in working in an international, multidisciplinary work
environment.
b. Professional knowledge:
Essential:
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Sound knowledge of the concepts, principles and practice of
document- and records management;
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Sound knowledge of methods and tools for the definition and
implementation of electronic workflows.
Desirable:
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Knowledge of Open Text Enterprise Content Management solutions;
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Knowledge of SharePoint 2010 and/or 2013;
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Knowledge of MS Project and MS Visio;
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Knowledge of the structures of the European Union, its policies and
activities in particular in the area of Justice and Home Affairs.
c. Technical skills and competencies:
Essential:
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Excellent communication skills in English, both verbally and in writing,
with the ability to communicate with a variety of stakeholders and
audiences;
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Excellent organisational skills including the ability to plan, manage
and prioritise workload to meet deadlines;
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Excellent drafting skills with accuracy and attention to detail;
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Competent user of Microsoft Office applications (MS Word, Excel,
PowerPoint and Outlook) and the internet.
d. Social skills and competencies:
Essential:
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Ability to coordinate a diverse team including the ability to motivate
staff, effectively plan and monitor the work of other staff members
and to provide guidance;
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Excellent interpersonal skills including the capacity to work in a multinational
setting;
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High sense of commitment including the ability to demonstrate a high
degree of stress resilience;
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Good negotiation skills as well as the ability to deal with sensitive and
confidential issues;
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Ability to function both as an independent professional as well as a
member of a team;
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Service oriented approach.
5. Selection procedure
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The Contracting Authority sets up a Selection Committee which consists of three
members, one from the Business Area Administration/Recruitment and Selection
Team of Europol, one from the concerned Business Area or Department and one
designated by the Staff Committee.
For
non-restricted temporary agent posts, particularly for the selection
procedures of experts, the Selection Committee may include up to two additional
members designated by the Contracting Authority on a proposal from the
Chairperson of the Management Board. The additional member(s) will be either a
representative of the Presidency or one representative of the Presidency and one
from another Member State.
The Selection Committee determines candidates� suitability for the position by
assessing their skills, experience and qualifications against the established job
profile and makes an initial selection from the applications received.
The Selection Committee will invite the 5 highest scoring candidates (short-listed).
All candidates having a score equal to the 5
th highest scoring candidate will be
included to the list of invited candidates.
Shortlisted applicants are invited to participate in a post-related selection procedure,
generally consisting of written and/or practical tests and competency-based
interviews.
The Contracting Authority makes a decision of appointment on the basis of advice
from the Selection Committee. He will inform the Committee of his decision. All
candidates who attend the selection procedure will be informed of the outcome.
Candidates who attended a selection procedure may request feedback on their
performance of the written test and interview within three months after the
selection procedure. Europol will not be in a position to respond to feedback
inquiries received outside this time frame.
The Selection Committee�s work and deliberations are confidential. It is forbidden
for candidates to make direct or indirect contact with the members of the Selection
Committee or for anyone to do so on their behalf. All enquiries or requests for
information or documentation in relation to the competition should be addressed to
the Europol Recruitment Office.
6.
Salary
Scale: AD7
The basic monthly salary is EUR
5 612, 65 (step 1) or EUR 5 848, 50 (step 2).
The step in grade is determined on the basis of professional experience gained after
the education required for the position and in line with applicable implementing
rules.
3
Detailed information on the selection procedure, including the appeal procedure is available in the
Europol Recruitment Guidelines, on Europol�s website.
In addition, if applicable, allowances such as expatriation allowance,
household allowance, dependent child allowance and education may be
granted.
Europol offers a comprehensive welfare package comprising additional
benefits such as medical insurance, unemployment and invalidity
allowance as well as a pension scheme.
Salaries are subject to the Union tax but exempt from national taxation.
7.
Terms and conditions
7.1 Probation period
Engagement for this position is subject to the successful completion of a
probationary period of 9 months. Within this period the successful candidate will
have to undergo a post-related security screening.
Europol reserves the right to terminate the contract of employment during or at the
end of the probation period in accordance with Article 14 of CEOS.
7.2 Security screening and certificate of good conduct
All candidates who have successfully passed a selection procedure are required to
apply for a national �certificate of good conduct� at the time an offer of employment
is made. The �certificate of good conduct� must be provided to Europol prior the
signature of the employment contract. In case of unfavourable entries in the
�Certificate of good conduct� Europol reserves the right not to award an
employment contract.
However, the national certificate of good conduct does not substitute a valid full
Personal Security Clearance Certificate (PSCC) that must be obtained for all Europol
staff at the level indicated in the Job Description. A PSCC is a certificate issued by a
competent authority establishing that an individual is security cleared. It contains:
the level of clearance; the date of issuance and the date of expiry. Failure to obtain
the requisite security clearance before the expiration of the probationary period
may be cause for termination of employment contract.
The requested level of Security Clearance for this post UE
CONFIDENTIEL/EU CONFIDENTIAL.
7.3 Contract of employment
The successful candidate will be recruited as
Temporary Agent AD7 pursuant to
Article 2 (f) of CEOS, for a period of 5 years
4 (full-time � 40 hours a week).
The contract may be renewed. Only in highly exceptional cases, Europol grants
third contracts of an indefinite nature.
For further information on terms and conditions please consult the EC Staff
Regulations which are available on Europol�s website www.europol.europa.eu.
4
For the internal candidates the duration of the current contract will be taken into account in the total
duration of the contract.
8.
Data Protection
The data submitted is processed in order to assess the suitability of candidates for
a position at Europol. All personal data collected for the purpose of the selection
procedure will only be used within this specific context and will not be disclosed to
any third party, except for restricted posts in which the application may be
transmitted to the National Unit and the respective Liaison Bureau.
Any data provided will be treated in strict confidence and in full compliance with all
applicable data protection rules. The legal bases for the processing of personal data
are the Staff Regulations of Officials and the Conditions of Employment of Other
Servants of the European Communities (Title III Chapter 1) and their implementing
rules.
All documents provided to Europol will be kept in Europol�s files and will not be
returned to the candidate. Applications of non-recruited candidates will be kept for
a maximum of two years. Data of non-recruited applicants on the reserve list for
appointment will be kept for a maximum of two years after the expiry of the
reserve list. Data of recruited candidates will be transferred to their personal file.
The Head of Administration is responsible for the data processing operation.
Candidates have the right to access, rectify, block and erase their personal data in
accordance with the applicable data protection rules.
Candidates have the right of recourse to the Europol Data Protection Office (Data
Protection Office - PO Box 90850, 2509 LW The Hague, The Netherlands) and the
Joint Supervisory Body (www.europoljsb.consilium.europa.eu).
9.
Additional Information
9.1 Main dates:
Deadline for application:
1 June 2015
Recruitment procedure: to be determined
9.2 Selection procedure
Please refer to the EUROPOL RECRUITMENT GUIDELINES available on Europol�s
website www.europol.europa.eu for further details on the application process and
the selection procedure.
9.3 Contact Details
For further details on the application process please call +31 (0) 70 353 1583 or
+31 (0) 70 302 5075.
Staff Assistant (Archives/Records) / Archives/Records Assistant (
Job Number:
1500443)
Description
This is a one year contractual position.
Job Summary
Under the general supervision of an Archives/Records Officer, Senior Archives/Records Officer, or Section Chief provides services and performs daily operations using a variety of resources and systems. Work is technical in nature using established archives and/or records management precedents and procedures as guidelines. The Archives/Records Assistant serves as a central point of contact for requests in a particular area of responsibility and is accountable for meeting end users needs. These positions allow some discretion in carrying out assigned duties and interacting with internal and external clients to effectively accomplish the work.
Main Duties and Responsibilities
Establishes a liaison relationship with service users in business units (including directors), maintaining regular contacts regarding records management issues and solutions. Ensures the timely provision of services to Fund staff and external clients, and tracks and reports on the status of services and requests for services including reports and statistics on user transactions and services. Provides ongoing support and complex troubleshooting for users of specialized services and automated systems.
Responsible for specific archives and records management activities, such as the physical maintenance of Fund archives and records in the repository and off-site storage centers; manages a Vital Records database and oversees collection and distribution of Vital Records to offsite storage; manages automated systems on a daily basis, including security and access rights, and provides training to Fund users; manages the transfer of semi-active records; oversees daily operations in relation to the storage of, and access to, semi-active records; and ensures the accuracy and completeness of information about transfers.
Supports Senior Archives/Records Officers and Archives/Records Officers in improving records management in departments and divisions by advising departmental staff and records users and by implementing agreed systems and procedures. Assists officers in accessioning, transferring, describing and providing access to archival records, including the declassification of sensitive information in the archives. Implements routine procedures for the capture and long-term preservation of records in all formats.
Assists in gathering requirements and defining specifications for new system functionality, and in system modification and testing. Assists in the selection of new equipment. Supports the implementation of file plans and retention schedules.
Qualifications
The completion of a high school education, supplemented by a minimum of four years of relevant experience, is required. Alternatively, completion of a university degree in a related field of study, or equivalent, is required.
- Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels
- Experience with archives management and databases is preferred
- Familiarity with international standards for Archives Management is highly desirable
You must physically reside in the local Washington metro area to be eligible for this position.
The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.
Position Details
Traineeship (Graduate level)
Reference
2015-118-TRA EXT
Function
The Information Management Services Division of the European Central Bank (ECB) is seeking
applicants for a traineeship in the Library team.
The Information Management Services Division is responsible for:
developing, maintaining and guiding the implementation of information management policies
and procedures, and providing records management services, including those in the area of
data protection;
managing the ECB's
physical and electronic archives and ensuring the disclosure of archived
information when required, as well as the disposal of information, in accordance with the ECB's
information retention policy;
managing the ECB's
library and providing staff with print and electronic publications and
information services;
supporting the further development of enterprise content management and coordinating the
selection of systems and tools for use in archives and library functions and for collaboration,
document and records management;
providing related functional training, maintenance services and support to the ECB, the
Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk
Board and the Single Supervisory Mechanism.
The Library Team is responsible for managing the ECB's
the following activities:
delivering high-quality information services to all Library users in an efficient and user-friendly
way in order to meet user-specific needs and enhance current awareness of new resources
available;
purchasing external published information resources in print and electronic format;
ensuring easy access to the Library collection and e-resources, including sharing Library
resources effectively;
maintaining a centralised budget for purchasing published information resources.
The successful applicants will be expected to contribute to the following main tasks:
developing and maintaining legal print and electronic resources;
providing legal reference services and general reference duties at the Library Reference Desk
using print and electronic resources;
raising awareness of available resources;
contributing to knowledge management projects, developing legal taxonomies and maintaining
the ESCB Legal Information System (ELIS);
organising and delivering induction sessions for newcomers.
Qualifications and experience
Applicants must have the following knowledge and competencies:
a bachelor's
experience of delivering legal information services;
advanced knowledge of legal databases for research purposes, including Lexis.com, Lexis
Library, Westlaw UK and EUR-Lex (although training can be provided);
a working knowledge of an integrated library management system would be an asset.
an advanced command of English;
a good knowledge of at least one other official language of the EU;
a working knowledge of MS Office, such as Word, Excel and PowerPoint;
ideally, knowledge of document management systems such as OpenText Livelink.
Competencies
The successful candidate will have the following behavioural competencies:
analyses large amounts of information quickly and accurately;
has excellent customer service skills;
works cooperatively with others to achieve common goals by adopting an open attitude, sharing
ideas and cooperating with team members;
is comfortable working without close supervision, but knows when to involve others;
prioritises tasks and pays attention to detail, even when under time pressure.
Closing Date for Applications:
21.05.2015
Further Information
Traineeship of four months, with the possibility of an extension to up to 12 months in total in the same
business area.
How to apply
Applications are to be made in English and submitted using our online application form. An
"Applicants' Guide" can be downloaded from our recruitment pages.
The recruitment process may include a pre-screening exercise and a telephone interview.
Before applying, applicants should check that they meet the conditions set out in Article 3 of the rules
governing the traineeship programme:
http:// www.ecb.europa.eu/ecb/jobs/pdf/traineeship_programme.pdf.
Further information on the ECB's traineeships can be found at
https://www.ecb.europa.eu/ecb/jobs/apply/html/index.en.html.
Applicants are accepted from nationals of the Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months
of the selection decision.
The selection committee may place suitable candidates on a reserve list, from which candidates may
be appointed to similar positions in the same or another business area. It may also be decided to fill
the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the
reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed
accordingly if this happens.
