Building Infrastructure Assistant
eu-LISA - European Agency for the Operational Management of Large-scale IT Systems in the Area of Freedom, Security and Justice
VACANCY NOTICE Ref. No: eu-LISA/17/CA/FGIII/3.1
Post: Building Infrastructure Assistant
Sector/Unit/Department: Operations Department
Function Group/Grade: Contract Agent, FG III
Starting date: as soon as possible
Level of Security Clearance: SECRET UE/EU SECRET
Closing date for applications: 06 April 2017 at 23:59 EET and 22:59 CET
The European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice (hereinafter referred to as “eu-LISA”) was established by Regulation (EU) No 1077/2011 of the European Parliament and of the Council dated 25 October 2011 (hereinafter referred as “the Regulation”). eu-LISA became operational on 1 December 2012.
The seat of eu-LISA is Tallinn, Estonia. T asks related to development and operational management of the current and future systems are carried out in Strasbourg, France. eu-LISA also has a backup site in Sankt Johann im Pongau, Austria and a Liaison Office in Brussels, Belgium.
eu-LISA is responsible for the long-term operational management of Eurodac, the second generation Schengen Information System (SIS II) and the Visa Information System (VIS). In the future, eu-LISA may also be made responsible for the preparation, development and operational management of other large-scale IT systems in the area of freedom, security and justice, if so entrusted by means of separate legal instruments.
The core task of eu-LISA is to ensure the effective, secure and continuous operation of said IT-systems. The Agency is also responsible for the adoption of necessary measures to ensure the security of the systems and the security of the data therein.
Beyond these operational tasks, eu-LISA is responsible for reporting, publishing, monitoring and organising specific training on the technical use of the systems, implementing pilot schemes upon the specific and precise request of the European Commission and monitoring of research relevant for the operational management of the systems.
2. THE OPERATIONS DEPARTMENT
The Operations Department carries out the core tasks of eu-LISA, namely managing the operations of the IT systems and carrying out all the tasks necessary to keep the systems functioning 24 hours a day and seven days a week.
It manages the operation of the Central SIS II, Central VIS and national interfaces and the Central system of Eurodac and is in charge of the maintenance and technical development, necessary to ensure the proper functioning of these systems and their operational quality. Furthermore, it is responsible for the overall security of the systems.
The Operations Department is divided into two Units: the Operations and Infrastructure Unit in charge of the daily operations and of the network infrastructure; and the Application Management and Maintenance unit in charge of the development and maintenance of the IT applications. The Department and its Units are located in Strasbourg, France.
3. TASKS AND RESPONSIBILITIES
Supporting the Head of Operations Department and the Building and Infrastructure Officer in achieving the objectives of the core task of the Agency, namely maintaining, developing and managing the quality, security and the daily operations of the IT systems and carrying out all the tasks necessary to keep the systems functioning 24 hours a day and seven days a week, the Building Infrastructure Assistant shall be responsible for:
- Supporting the Building and Infrastructure Officer in his duties by active participation and hands-on approach ensuring a suitable, safe and healthy working environment and conditions;
- Collecting and processing internal requests related to maintenance of the office space;
- Keeping all documentation related to eu-LISA equipment and premises in order;
- Supervising the services delivered by external providers as cleaning, maintenance etc.;
- Managing the technical equipment contracts (electricity, UPS, large scale generator sets, air conditioning, security devices, video, audio, projectors, microphones);
- Supporting the Building and Infrastructure Officer in reviewing monthly report on technical work of relevant contractors and reviewing their proposals for the necessary replacements of technical elements of systems, if needed;
- Preparing documentation for the submission to Procurement team in order to publish calls for tenders related to technical equipment and the premises at eu-LISA, including office lease;
- Supporting, ensuring training and awareness, and contributing to the implementation of rules and processes regarding security, insurances and health and safety at work.
4. QUALIFICATIONS AND EXPERIENCE REQUIRED
4.1. Eligibility criteria
Applicants will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:
4.1.1. to have a level of post-secondary education attested by a diploma,
a level of secondary education attested by a diploma giving access to postsecondary education, and appropriate professional experience of at least three years.
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.
4.1.2. is a national of one of the Member States of the Union, Norway, Iceland, Liechtenstein or Switzerland and enjoys the full rights as a citizen;
4.1.3. has fulfilled any obligations imposed on him/her by the laws concerning military service;
4.1.4. produce the appropriate character references as to his/her suitability for the performance of his/her duties;
4.1.5. is physically fit to perform his/her duties;
4.1.6. produces evidence of a thorough knowledge of one of the languages of the Union and of a satisfactory knowledge of another language of the Union to the extent necessary for the performance of his/her duties.
For reasons related to the eu-LISA working requirements, be available at short notice for the job.
4.2. Selection criteria
4.2.1. Professional competencies
The applicant will be required to demonstrate that he/she has:
- at least 5 (five) years of proven full-time professional experience in administrative assistance by providing support and ensuring implementation of rules and processes;
- proven experience in the provision of business continuity and workforce protection;
- proven experience in managing contracts and business relations with external service providers;
- proven experience or capacity in drafting technical specifications in the frame of building/office maintenance;
- proven knowledge of the EU procurement and financial rules;
- work record attesting ability defining problems, collecting data, establishing facts and drawing valid conclusions by applying concepts such as fractions, percentages, ratios and proportions to practical situation;
- work record attesting ability to read, analyse and interpret an extensive variety of complex technical documents and instructions, and deal with several abstract and concrete variables;
- work record attesting ability to present facts, information concerning operational effectiveness and service levels, and recommendations to the management effectively both orally and in writing;
- knowledge of safety principles and practices;
- proven experience in responding appropriately to emergencies or urgent issues as they arise;
- strong drafting and communication skills in English both orally and in writing, at least at the level B2;
- strong drafting and communication skills in French both orally and in writing, at least at the level C1.
4.2.2. Besides the following attribute would be advantageous
- knowledge and familiarity with European administrative working procedures and practices;
- professional experience in a multicultural environment;
- familiarity with ISO 9241 or similar standards covering ergonomics of human-computer interaction, healthy working environment standards and Green Office concepts.
4.2.3. Personal qualities
Attributes especially important to this post include:
- high level of capability to organise and plan the work;
- ability to cope with stress in relation to demanding tasks, heavy workload, time pressure, tight deadlines and capacity respond to changes in a rapidly evolving work environment;
- pro-activeness and ability to handle multiple tasks, when required;
- strong sense of initiative, responsibility and commitment;
- constructive, positive and service oriented attitude;
- excellent problem-solving and conflict-resolution skills;
- ability to negotiate and communicate clearly and precisely at all levels both orally and in writing;
- capacity to establish and maintain inter-personal relations in crosscultural environment.
The working language of eu-LISA is English. Therefore, the ability to communicate in English is an essential requirement.
5. INDEPENDENCE AND DECLARATION OF INTEREST
The applicant selected for Building Infrastructure Assistant will be required to make a declaration of commitment to act independently in eu-LISA’s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.
6. EQUAL OPPORTUNITIES
eu-LISA applies an equal opportunities policy and accepts applications without distinction on grounds of 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 or sexual orientation.
7. SELECTION PROCEDURE
The selection procedure includes the following steps:
- A Selection Committee designated by eu-LISA Executive Director is set up for the selection procedure;
- After registration, each application is checked to verify whether the applicant meets the eligibility criteria;
- All the eligible applications are evaluated and scored by the Selection Committee based on the selection criteria defined in the vacancy notice;
- The best-qualified applicants, who obtained the highest number of points are short-listed for an interview which may be accompanied by a written competency test (maximum 15 persons);
- The interview and a written test are held in English. In case English is a mother tongue of an applicant, some interview questions or test questions may be held in the language they indicate on the application form as the 2nd EU language;
- During the interview, the Selection Committee examines the profiles of applicants and assesses their relevancy for the post in question;
- 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 and finishing dates, and the workload;
- After the interviews and tests, the Selection Committee draws up a non-ranked list of the most suitable candidates to be included on a reserve list for the post and proposes it to the Appointing Authority (`eu-LISA Executive Director`);
- In order to be considered for inclusion on the reserve list, an applicant must receive at least 50% of the maximum points from the evaluation of interview and the test phase;
- The Appointing Authority choses from the established reserve list an applicant whom engage for the post. The Selection Committee may also propose to the Appointing Authority the best suitable applicant to be engaged for the post;
- A reserve list established for this selection procedure shall be valid until 30 April 2020 (the validity period may be extended);
- Applicants put on the reserve list may engage for the same or a similar post depending on the needs of eu-LISA and budgetary situation, as long as the reserve list is valid;
- Each applicant will be informed by a letter or email whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee employment.
Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.
Because English is the working language of eu-LISA, the recruitment procedure will be performed in English and all communication with applicants will be held in English.
8. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT
The Building Infrastructure Assistant will be engaged by the eu-LISA Executive Director from the established reserve list, depending on operational requirements, upon recommendation of the Selection Committee, following the selection procedure. The successful applicant will be recruited as a Contract Agent, pursuant to Article 3a(b) of the Conditions of Employment of Other Servants of the European Communities (CEOS). The engagement will be in the Function Group III, grades 8, 9 or 10 depending on the duration of the acquired professional experience.
The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Strasbourg, France currently 113.8%) and paid in EUR.
In addition to the basic salary, staff members may be entitled to various allowances depending on their personal situation.
eu-LISA staff members pay an EU tax at the source and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxation.
Staff members may also be entitled to the reimbursement of removal costs and an initial temporary daily subsistence allowance. The provisions guiding the calculation of these allowances can be consulted in Annex VII of the Staff Regulations available at the following address:
The complete salary table is available in Article 66 of the Staff Regulations.
eu-LISA staff members are entitled to annual leave of two working days per each complete calendar month of service. There are on average 19 Public Holidays per year. Throughout the period of service staff members participate in the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and reaching the pensionable age. Pension rights acquired in one or more national schemes before starting to work at eu-LISA may be transferred into the EU pension system.
eu-LISA staff members are 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 to a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.
For further information on working conditions of contract staff please refer to CEOS: http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF.
The initial duration of the contract is two years including probationary period of nine months, with a possibility of one extension for another two years should the assessment of the business needs justify a prolongation.
All selected applicants will need to have, or be in a position to obtain, a valid Personnel Security Clearance Certificate (SECRET UE/EU SECRET level).
A Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, which shows the level of EU Classified Information (EUCI) to which that individual may be granted access (CONFIDENTIEL UE/EU CONFIDENTIAL or above), the date of validity of the relevant PSC and the date of expiry of the certificate itself. For more information about EUCI please consult the Commission Decision (EU, Euratom) 2015/444 of 13 March 2015 on the security rules for protecting EU classified information.
Applicants who currently hold a valid security clearance shall provide a copy of the security clearance to eu-LISA and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure will be initiated expeditiously.
Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual applicant.
Failure to obtain the required security clearance certificate from the successful applicant`s National Security Authority, either during or after the expiration of the probationary period, will give the right to eu-LISA to terminate any applicable employment contract.
9. PROTECTION OF PERSONAL DATA
eu-LISA ensures that applicants' personal data is 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 Community institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that eu-LISA 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 the Contract Staff is defined in the Conditions of Employment of Other Servants of the European Communities.
The purpose of processing personal data is to enable selection procedures.
The selection procedure is conducted under the responsibility of eu-LISA's Human Resources and Training Unit, within the Resources and Administration Department. The controller for personal data protection purposes is the Head of the Human Resources and Training Unit.
The information provided by the applicants will be accessible to a strictly limited number of HR staff members, to the Selection Committee, and, if necessary, to Security and/or the Legal Officer of eu-LISA.
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.
Processing begins on the date of receipt of the application. Our data storage policy is as follows:
- for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years after which time they are destroyed;
- for applicants placed on a reserve list but not recruited: data is kept for the period of validity of the reserve list + 1 year after which time it is destroyed;
- for recruited applicants: data is kept for a period of 10 years as of the termination of employment or as of the last pension payment after which time it is 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 the data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of applications’ submission.
Any substantiated query concerning the processing of his/her personal data can be addressed to the Human Resources and Training Unit of the Agency at eulisa-RECRUITMENT@eulisa.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 of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address:
eu-LISA (European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice)
EU House, Rävala pst 4, 10143 Tallinn, ESTONIA
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts from the time the applicant is notified of the act adversely affecting him/her.
11. APPLICATION PROCEDURE
In order for application to be valid and considered eligible, the applicant is required to submit:
- eu-LISA standard application form filled in and signed by hand (scanned into the pdf. format);
- eu-LISA standard application form completed in electronic form (Word file);
- the Eligibility Checklist (see page 10 of the Vacancy Notice) duly completed and signed by hand (scanned into the pdf. format). In the Eligibility Checklist the applicant verifies his/her compliance with the eligibility criteria for the specific post;
- the Declaration of Conflict of Interest duly completed and signed by hand (scanned into the pdf. format) in order to identify potential or actual conflict of interest in relation to the position offered, if any (see page 11 of the Vacancy Notice).
Applicants are requested to fill in the standard application form in English that can be downloaded from eu-LISA website:
Applications must be sent to the following e-mail address before the deadline: eulisa-RECRUITMENT@eulisa.europa.eu.
The closing date for submission of applications is: 06 April 2017 at 23:59 EET (Eastern European Time) and 22:59 CET (Central European Time).
The subject of the e-mail should include the Reference No eu-LISA/17/CA/FGIII/3.1.
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. eu-LISA cannot be held responsible for any delay due to such difficulties.
Once the applications have been registered, applicants will receive an acknowledgement message by e-mail confirming the receipt of the application.
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.
Incomplete applications and applications sent to eu-LISA after the deadline will be disqualified and treated as non-eligible.
Due to the large volume of applications, eu-LISA regrets to inform that only applicants selected for the interviews will be contacted.
In case of any queries about the selection process, please contact via e-mail: eulisa-RECRUITMENT@eulisa.europa.eu.
You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by eu-LISA. Additionally, do not submit the reference letters or testimonials, unless they have been requested for the sole use of eu-LISA.
Please note that the time period between the closing date for applications submission and the end of the short listing applicants for the interview may take up to several months.