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eu-LISA - European Agency for the Operational Management of Large-scale IT Systems in the Area of Freedom, Security and Justice

Human Resources Officer

eu-LISA - European Agency for the Operational Management of Large-scale IT Systems in the Area of Freedom, Security and Justice

Tallinn, Estonia

VACANCY NOTICE Ref. No: eu-LISA/17/CA/FGIV/7.1

Sector/Unit/Department: Human Resources and Training Unit/Resources and Administration Department
Function Group/Grade: Contract Agent, FGIV
Starting date: as soon as possible
Level of Security Clearance: CONFIDENTIEL UE/EU CONFIDENTIAL
Closing date for applications: 08 May 2017 at 23:59 EET and 22:59 CET

1. BACKGROUND

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. Tasks 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 HUMAN RESOURCES AND TRAINING UNIT

The Human Resources and Trainings Unit (hereinafter `HRTU`)is responsible for designing, implementing, monitoring and updating eu-LISA's Human Resources Strategy, policies and administrative decisions in the area of human resources management, professional development and training. It recruits personnel, manages personal files of staff and provides compliance guarantees with relevant legal instruments of the European Union applicable to the Agency.

3. TASKS AND RESPONSIBILITIES

Human Resources Officer (hereinafter `HR Officer`) will provide support and contribute to effective implementation of HR processes in the areas of recruitment and selection, personnel administration, learning and development, in accordance with EU procedures and regulations and towards the achievement of eu-LISA objectives. Reporting directly to the Head of HRTU, HR Officer shall be responsible for:

3.1. Recruitment and Selection

  • Ensuring organisation of timely recruitment and selection procedures for statutory staff (Temporary and Contract Agents), Seconded National Experts and Interns in accordance with the EU Staff Regulations and Conditions of Employment of Other Servants of the European Union (CEOS) as well as relevant implementing rules;
  • Contributing to the management of the establishment plan of posts and reserve lists;
  • Drafting and publishing vacancy notices and open calls in relevant media;
  • Advising Selection Committees on conducting recruitment procedures, providing guidance and best practices and applicable rules;
  • Establishing and maintaining paper and electronic records of the recruitment procedures in accordance with agreed standards;
  • Corresponding with applicants and other internal/external stakeholders involved in the recruitment processes;
  • Ensuring efficient and proper processing of travel reimbursement claims;
  • Providing information orally and in writing to internal and external queries, including spontaneous applications, requests etc.

3.2. Staff Administration

  • Arranging pre-recruitment medical visits for selected candidates;
  • Ensuring timely and accurate administrative management of entitlements and benefits for staff (establishment and follow-up of employment contracts, individual rights, payroll, administration of personnel files and HR database) in accordance with the EU Staff Regulations and Conditions of Employment of Other Servants of the European Union (CEOS) as well as relevant implementing rules;
  • Establishing and ensuring the completeness of personnel files, both in paper and electronic versions and assuring that personal information of staff is stored in a way to guarantee the confidentiality and discretion and according to the rules on personal data protection;
  • Acting as a focal point for staff in relation to entitlements, benefits and other administrative issues;
  • Contributing to integration of newly-recruited staff;
  • Dealing with administrative procedures for staff leaving the Agency;
  • Liaising with Financial Assistant for payroll on issues pertaining to the payroll, compensations and other entitlements;
  • Preparing and ensuring timely communication to the staff on relevant HR topics.

3.3. Learning and Development

  • Contributing to the implementation of the performance appraisal and reclassification processes;
  • Contributing to the design, implementation, monitoring and coordination of Learning and Development activities;
  • Coordinating training activities of eu-LISA and providing administrative follow-up of training requests;
  • Managing related training databases and contributing to the reports on the Learning and Development activities;
  • Administering the probationary period reporting process for statutory staff;
  • Managing the staff engagement surveys in coordination with the Learning and Development Officer.

3.4. Other tasks

  • Guaranteeing timely, efficient and accurate management of leave and absence (sick, part-time and special leaves) of the staff members;
  • Contributing to the implementation of HR IT tools and participating in their testing;
  • Participating in the drafting and implementation of HR policies, implementing rules, procedures and guidelines;
  • Keeping and archiving the HR related documents according to the applicable rules and instructions;
  • Contributing to the monthly and other periodical reports on the HRTU activities;
  • Contributing to effective functioning, collaboration and cooperation within the HRTU;
  • Dealing with preparation of public procurement and tender procedures in the HR area;
  • Preparing HR statistics, metrics and reports;
  • Contributing to the planning, monitoring and reporting of the utilisation of Agency`s budgetary resources;
  • Acting as Operational Initiator for financial and procurement procedures linked to HR activities.

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 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.

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; and

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:

  • Proven professional experience in HR administration of at least 3 years in one of HR areas:
    • Recruitment and Selection;
    • Personnel Administration;
    • Learning and Development;
    • Time and/or Leave administration.
  • Knowledge and/or proven professional experience in the implementation of the EU Staff Regulations and CEOS in the field of HR;
  • Good knowledge of the HR administration processes (from entry into service to termination of employment) shown by professional experience and/or training;
  • Strong drafting and communication skills in English both orally and in writing, at least at the level C1;
  • Very good ICT skills with proficient knowledge of MS Office tools (Excel, Word, PowerPoint).

4.2.2. Besides the following attribute would be advantageous:

  • Professional experience in HR area, in particular within and EU Agency/Institution/Body or and International/multi-cultural environment;
  • A degree or professional qualification in the field of HR, law or other subject relevant to the duties performed;
  • Knowledge and/or experience with ABAC (EU Financial software) as Operational Initiator;
  • Knowledge of HR applications, tools and/or databases (for example Allegro or Sysper etc.).

4.2.3. Personal qualities

Attributes especially important to this post include:

  • Effective organisational skills and ability to handle large volume of work in an efficient and timely manner;
  • Service-oriented and ability to maintain good interpersonal relations at work;
  • Ability to deal with confidential files, and to use tact and discretion when dealing with people;
  • Developed sense of initiative and problem-solving skills;
  • Ability to work methodically and with attention to detail, as well as identify relations between the various aspects of the tasks and processes.

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 HR Officer 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 31 May 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 HR Officer 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 IV, grades 13, 14 or 16 depending on the duration of the acquired professional experience. The post is located in Tallinn, Estonia. Based on operational needs, the place of employment may be offered in Strasbourg, France.

The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Tallinn, Estonia currently 77.6%) 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: http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF.

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 five years including probationary period of nine months, with a possibility of contract renewal for another period not exceeding five 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 (CONFIDENTIEL UE/EU CONFIDENTIAL 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. Applicants may have recourse at any time to eu-LISA’s Data Protection Officer dpo@eulisa.europa.eu and/or 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 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);
  • 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;
  • Selection criteria Check-list (see it in the list of `Related documents` on our webpage) duly completed and signed by hand (scanned into the pdf. format). In this check-list the applicant explains in his/her opinion on how he/she meets the selection 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: http://www.eulisa.europa.eu/JobOpportunities/Pages/ContractAgent.aspx. 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: 08 May 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/FGIV/7.1. 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.

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