EoI-HQ (AST)-TA2b-AST3-RM.BS.1-Deputy DMO-385274 to EoI-HQ (AST)-TA2b-AST3-RM.BS.5-Deputy DMO-385274
RM.BS.5 – Information and Document Management Division
WE ARE
The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent foreign policy of the European Union. The EEAS supports his tasks of conducting the EU’s Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity of Vice President of the Commission. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.
Within the EEAS, the Information and Document Management Division works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.
The Division carries out these tasks by means of three teams:
1/ Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2/ Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3/ Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.
The Division supports also the document management aspects of the deployment of the RESCOM IT tool, for the management of EU restricted documents.
WE PROPOSE
within the team Document Management the position as: Document Management Assistant.
WE LOOK FOR
- a dynamic, proactive and highly motivated colleague with good communication and organisational skills and with a developed sense of service. He/she will be entrusted with the following main tasks:
- support the implementation and follow-up of document management and related areas in the EEAS;
- assist with developing document management procedures, including internal planning, co-ordination and reporting;
- initiate and support collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents;
- assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents;
- assist colleagues and services; support mentoring and / or coaching; answer to all document management related questions addressed to the relevant functional mailboxes or other channels;
- ensure the correct registration of correspondence and perform quality checks of the entered data;
LEGAL BASIS
The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS)1, in accordance with EEAS Decision ADMIN(2015) 20 on the engagement and use of temporary agents
The successful candidate will be offered a contract as Temporary Agent under Article 2(b) of the Conditions of Employment of Other Servants (CEOS) at the grade of AST3
ELIGIBILITY CRITERIA
Candidates must meet ALL of the following general and specific conditions on the closing date for online applications:
• Be a national of one of the EU Member States and enjoy full rights as a citizen;
• Meet any obligations imposed on him or her by the laws concerning military service;
• Provide the appropriate character references as to his suitability for the performance of his duties;
• Have the capacity to work in languages of the CFSP (English and French, in writing and orally). Both languages are required in the performance of the duties. The command of one language must be at minimum C1 level (Language 1 — thorough knowledge) and the command of the other one must be at minimum B2 level (Language 2 — satisfactory knowledge).
• a level of education which corresponds to completed post-secondary education of at least three years in archiving or records management, attested by a diploma, followed by at least three years’ professional experience directly related to the nature of the duties; OR a level of secondary education attested by a diploma giving access to post-secondary education, followed by at least 6 years’ professional experience directly related to the nature of the duties; OR professional training followed by at least 6 years’ professional experience directly related to the nature of the duties.
SELECTION CRITERIA
Candidates should:
- good knowledge of Document Management (e-Domec framework or similar);
- good experience with document and information management tools;
- ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
- being committed to customer service;
Furthermore:
- experience with the record management tool ARES;
- experience in coaching and providing support;
- experience in document management services of a European Institution or other international organisation;
would be considered as strong assets.
APPLICATION AND SELECTION PROCEDURE2:
The selection procedure will take place in three different and successive steps:
1. Expression of Interest
Expressions of interest should be sent by e-mail to the following functional mailbox
INFO-DOC-MANAGEMENT@eeas.europa.eu
For the purposes of the e-mail application, this post will appear under the subject of the email:
“Application EoI-HQ (AST)-TA2b-AST3-RM.BS.5-Document Management Assistant-post nr 385274”
Such an expression of interest must be accompanied by:
-an updated Curriculum vitae. Candidates are invited to use the “Europass” CV format (https://europass.cedefop.europa.eu/documents/curriculum-vitae) for their applications.
-a letter of motivation (maximum 2 pages) in either English or in French;
Applications may be submitted during the period from 25/02/2022 to 21/03/2022 at 12:00 midday (Brussels time).
For correspondence concerning the selection procedure, please use the following email address (the e-mail must have in the subject the following title: ” EoI-HQ (AST)-TA2b-AST3-RM.BS.5-Document Management Assistant–385274”
INFO-DOC-MANAGEMENT@eeas.europa.eu
2. Pre-selection
The selection panel will make a pre-selection on the basis of the qualifications and the professional experience described in the CV and motivation letter.
3. Selection
The candidates who have passed the pre-selection step will be invited for an interview so that the selection panel can evaluate these candidates objectively and without prejudice on the basis of their qualifications, professional experience and linguistic skills. Additional specific written or oral tests might be organised by the panel.
EQUAL OPPORTUNITIES:
The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EEAS is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. We aim at a service, which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.
If pre-selected, candidates with disabilities are invited to contact us in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedure in equality of opportunities with other candidates.
If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 1d(4) of the Staff Regulations.
APPOINTMENT:
The selected candidate will be recruited as temporary agents under Article 2(b) of the Conditions of Employment of Other Servants (CEOS), in accordance with EEAS Decision ADMIN(2015) 20 on the engagement and use of temporary agents
The selected candidate will be required to undergo a medical fitness examination in accordance with Article 13 of the CEOS.
Candidates shall have a valid Personnel Security Clearance (PSC) allowing them to access information classified at the level “SECRET UE/EU SECRET” or will be required to undergo the corresponding security vetting in accordance with the EEAS security rules3. In case the successful candidate does not obtain his or her PSC, his or her engagement will be terminated.
In case of positive results on the medical fitness examination and after assessment of the PSC conditions, the candidate will be offered a contract as Temporary Agent, Grade AST-34 for a duration 4 years renewable only once for another 2 years.
All member of the temporary staff shall serve initially a nine-month probationary period in accordance with Article 14 CEOS.
PLACE OF EMPLOYMENT: Brussels, Belgium
POST AVAILABLE: Immediately
CONTACT:
Ms Andrea PETROWSKI, Acting Head of Division
Email: andrea.petrowski@eeas.europa.eu
The closing date for submissions is 21/03/2022 at 12:00 hours (Brussels time).
1Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see
https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CE…
2Your personal data will be processed in accordance with Regulation (EC) 2018/1725. The privacy statement is available on EEAS webpage: http://eeas.europa.eu/data_protection/rights/index_en.htm
3In accordance with the Decision of the High Representative of the Union for Foreign Affairs and Security Policy of 19 September 2017 on the security rules for the European External Action Service, ADMIN(2017) 10, OJ C 126, 10.4.2018, p. 1, https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.C_.2018.126.01.0001.01.ENG&toc=OJ:C:2018:126:TOC
4The basic salaries offered by the EU institutions are set out in Article 66 of the Staff Regulations. The current level, can be accessed via the link: https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=OJ:C:2020:428:FU…