Health, Safety & Security Officer

Job Category

Job Experience

Job Location

Expiration Date

26 Nov 2018

VACANCY NOTICE IUE/12/2018
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS
aimed at setting up a reserve list in order to fill future vacant posts within the
European University Institute

Position title:

Health, Safety & Security Officer

Unit:

Real Estate and Facilities Service

Type of contract:

Temporary Agent
(Type 2b of the Conditions of Employment of Other Servants)

Grade:

AST 4

Duration of contract:

Three years, renewable initially for a period of up to two years. On expiry of the renewed contract, the temporary agent may be appointed as permanent staff member.

Place of employment:

Florence, Italy

Closing date for applications:

26/11/2018 at 24:00 Central European Time

1.      THE ORGANISATION

The European University Institute (EUI) is an academic institution set up in 1972 by the then Member States of the European Union, providing doctoral training in Law, Economics, History and Civilisation and Political and Social Sciences with special reference to Europe. In addition to the departments, the Institute includes the Robert Schuman Centre for Advanced Studies (RSCAS), which focuses on inter-disciplinary, comparative and policy research, the Max Weber Programme for Post-doctoral Studies, which prepares fellows for a career in academia, and the School of Transnational Governance, which sets out to study, debate and teach matters pertaining to governance beyond the State. The Institute also hosts the Historical Archives of the European Union. The EUI is not an EU Institution or body, but an inter-governmental organization, funded directly by the signatory states, partly by the European Commission and to some extent through external funding. The EUI provides a multinational work environment in an intellectually stimulating atmosphere.

The mission of the Real Estate and Facilities Service is to plan, develop, operate and maintain the EUI campus and provide the foundation for its growth and success.  The Service develops, plans and responds to ordinary requests from the internal stakeholders for the optimal allocation of spaces available, working regularly with the top management and the Departments, Centres and Services. The Service also operates and manages all facilities, infrastructure and related support services across the EUI. It includes, among other functions, real estate, housing, facilities operations & management, campus security and safety, environmental services.  Information about the EUI campus is available on the EUI website at:  http://www.eui.eu/ServicesAndAdmin/PatrimonialService/EUICampus/Index.aspx   

2.      DESCRIPTION OF TASKS AND RESPONSIBILITIES  

The Health, Safety and Security (HSS) Officer provides support to the Institute and its large and varied community of staff, researchers, fellows and visitors in the field of safety and physical security of buildings and health of persons, identifying, coordinating and driving improvements in safety and security, while engaging operational and other support function stakeholders.

The HSS Officer will provide strategic input on HSS matters and implement innovative and effective tools to raise awareness on security aspects among EUI’s key stakeholders.

The successful candidate will need a strong ability to adapt and evolve according to the structural and operational developments of the Institute as well as the political and legislative environment applicable to the Institute.

The selected candidate will report directly to the Secretary General under the coordination of the Director of the Real Estate and Facilities Service.

More specific duties include:

Policy/ Strategy Making

HEALTH & SAFETY

  • Initiating and supporting the development of EUI health and safety policies and programmes;
  • Reviewing existing policies and measures and updating them according to local and EU legislation;
  • Ensuring that health and safety policies, rules and regulations are adhered to;
  • Arranging, facilitating and contributing to Safety and Security Committee meetings;
  • Assisting the HR Service with the development of incident prevention programmes.

SECURITY

  • Keeping existing EUI security-related documentation up-to-date as well as developing new initiatives, processes and guidelines;
  • Providing policy advice in the different areas of physical security;
  • Developing emergency plans applicable for the EUI community, on and off campus;
  • Liaising with the EUI Data Security Officer on certain matters such as cyber crime.

 

Role in administrative processes

HEALTH & SAFETY

  • Advising and instructing on various health and safety-related topics (noise levels, use of machinery, disability access and facilities, etc.);
  • Liaising with the ‘medico del lavoro’ for health-related work conditions, i.e ergonomics, special prevention programmes for special task, etc.
  • Conducting risk assessment and enforcing preventive measures.
  • Ensuring continuous high level of performance via regular auditing activities.

SECURITY

  • Assessing and proposing all measures necessary to ensuring the most effective and efficient solutions in terms of security, such as protection of EUI’s activities and assets, including people;
  • Supporting and ensuring the efficient and effective implementation of all essential physical measures (in collaboration with the EUI Data Security Officer) to provide a safe and secure environment;
  • Contributing to the implementation of the business continuity strategy set by the Institute.

Representation/ Communication

  • Providing swift communication, advice, guidance and support;
  • Reacting promptly to any urgencies on the EUI sites, dealing with all actors, including emergency workers and law enforcement authorities, as well as staff;
  • Raising awareness among the EUI community through effective communication;
  • Preparing written reports, briefing notes, and general communication;
  • Liaising and coordinating efficiently with the relevant national law enforcement authorities on a regular basis.

People management

  • Coordinating and training the emergency team members;
  • Initiating and organizing training of the EUI community members in both safety and security matters, in collaboration with the HR training team.

Finance and procurement

  • Supporting financial and procurement processes: drafting technical specifications for procurements, requesting commitments and verifying invoices;
  • Drafting contracts and/or project agreements, preparing calls for tenders.

Budget Management

  • Preparing budget estimates and keeping an overview of the security and safety budget;
  • Providing inputs to drafts or data to annual reports.

3.       ELIGIBILITY CRITERIA

On the closing date for online applications, candidates must fulfil all the following general and specific conditions:

3.1 General conditions

  • Being a national of a Member State of the European Union;
  • Enjoying full rights as a citizen attested by a recent extract from judicial records and/or certificate of good conduct proving no previous conviction for a criminal or administrative offence that could call into question his/her suitability for performing the duties of the post;
  • Having fulfilled any obligations imposed by the laws on military service;
  • Being physically fit to perform the duties.

3.2   Specific conditions

3.2.1 Education (Qualifications)

  • A level of post-secondary education attested by a diploma, or
  • A level of secondary education attested by a diploma giving access to higher education, followed by at least three years of professional experience relevant to the nature of the duties. This professional experience will be part of the diploma and will not be taken into account in the required numbers of professional experience under 3.2.2.

3.2.2.  Professional experience

By the deadline for applications, and in addition to the qualifications required above, candidates must have at least four years of relevant professional experience gained after obtaining the diploma required under 3.2.1.

   3.2.3  Knowledge of Languages

  • Main language: have a thorough knowledge of one official language of the European Union; and
  • Second language: a satisfactory knowledge of another official language of the European Union to the extent necessary for the performance of the duties.

4.      SELECTION CRITERIA

Essential:         

  • At least four years of professional experience directly relevant to the nature of the duties;
  • In-depth understanding of relevant environment, health and safety legislation, and knowledge of security issues and technologies, gained through training or professional experience;
  • Experience in managing relevant Fire Prevention Certificate release procedures;
  • Experience in drafting and implementing emergency plans according to the EU legislation;
  • Excellent verbal and written communication skills, and ability to keep track of and report on activities;
  • Good knowledge of Italian (CEFR level: B2 or above), both spoken and written,
    and excellent knowledge of English (CEFR level: C1 or above).

Advantageous:             

  • Bachelor and/or Master’s Degree in architecture, engineering, crisis management or similar fields;
  • Work experience in a university or research environment;
  • Knowledge of additional languages of the European Union.

5.      APPLICATION PROCEDURE & SCREENING PROCESS

Applications must be submitted electronically using the IUE/12/2018 online application form available at:
https://www.eui.eu/About/JobOpportunities/Open-competitions-for-administrative-posts at the latest by 26/11/2018 at 24.00 (please see also the specific guidelines under section 19 “Important information” in the application form).

Only complete applications submitted online will be accepted and considered. Applications received by e-mail, fax or post will not be considered. In order to avoid any technical constraints, we advise you to submit your application well ahead of the deadline.

The Selection Board will screen the documents of applicants with reference to the above-mentioned eligibility criteria as well as to the essential and advantageous selection criteria and will on the basis of these findings establish a shortlist.

Only shortlisted candidates will be invited for the interview and tests.

Candidates will be disqualified if they:

  • do not complete the registration by the deadline;
  • do not send a complete application;
  • do not meet all the eligibility criteria on the closing date for online applications;
  • do not provide all the required supporting documents at any stage of the procedure where these are requested.

If at any stage of the procedure, it is found that any of the information given in the application is false or not evidenced by the appropriate supporting documents, the candidate will be disqualified from the competition.

Contact: applyjob@eui.eu

Candidates who are not shortlisted will be duly notified by the Human Resources Service, once the decision on the appointed candidate has been taken by the Appointing Authority.

6.       SELECTION PROCESS

The Selection Board will assess and score each eligible application according to the essential and advantageous selection criteria laid down in this vacancy notice. It is envisaged that the 7 highest-scoring candidates will be invited for an interview and tests. All candidates having a score equal to the 7th highest scoring candidate will be included in the shortlist.

6.1 Assessment method

Shortlisted candidates will be subject to

  • an interview assessing the candidate’s skills and knowledge relevant to the post;
  • other assessments, including a written test;
  • a language test.

Further information about the testing process will be provided in the invitation letter.

6.2  Interview

The interview will be conducted mainly in English (knowledge of other EU languages may also be tested). Mother tongue English speakers will be expected to demonstrate their knowledge of a second EU language.

Assessment on the basis of qualifications and marking of tests:

  • Marking: 0 to 20 for the assessment on the basis of qualifications;
  • Marking: 0 to 20 for the assessments /written test(s);
  • Marking: 0 to 10 for the language test;
  • Marking: 0 to 50 for the interview by the Selection Board.

The names of the candidates included in the reserve list will be published on the EUI Web site: https://www.eui.eu/About/JobOpportunities/Open-competitions-for-administrative-posts

A successful candidate may explicitly request that his/her name not be published. Any such request must reach the EUI before the candidate is notified of the outcome of his/her application, and in any case no later than seven calendar days after the date of the tests and interview.

Candidates on the reserve list are not guaranteed recruitment.

The validity of the reserve list is twelve months from the date of publication on the EUI website. The EUI reserves the right to extend the validity of the reserve list one or several times and will communicate any such extension by publishing it on the website.

Whenever a vacancy occurs the EUI will select a short-list of candidates to interview for that particular job. Candidates will be contacted by email or by registered letter with confirmation of receipt.

Candidates are reminded that the work of the Selection Board is confidential. It is thus forbidden to make any contact with the members of the Board, either directly or indirectly, at any stage of the selection procedure. Any infringement of this rule will lead to disqualification from the selection procedure.

Candidates should not encourage third parties either to contact the Selection Board on their behalf. Any infringement of this rule may lead to disqualification of the candidate.

7.      CONDITIONS OF EMPLOYMENT

Type of contract:

The successful candidate will be appointed by the Appointing Authority as a temporary agent at grade AST4, pursuant to Title II of the Conditions of Employment of Other Servants, for an initial period of three years, with the possibility of renewal for a period of up to two years. On expiry of the renewed contract, the temporary agent may be appointed as permanent staff member.

The successful candidate will be asked to serve a probationary period of nine months.

The place of employment is Florence, where the EUI is located.

Remuneration:

The net monthly salary after taxes is approx. Euro 3,271. In addition to the salary, staff members may be entitled to various allowances, in particular a household allowance, expatriation allowance (16% of basic salary and household allowance), dependent child allowance and education allowance. The EUI has its own social security and pension scheme. Under certain circumstances, in particular where the selected candidate is obliged to change his/her place of residence in order to take up employment, the EUI may also reimburse various expenses incurred on recruitment, notably removal expenses.

Further information about remuneration and benefits can be found in Annex I.

8.       EQUAL OPPORTUNITIES

The European University Institute is an equal opportunity employer in accordance with Article 1d of its Staff Regulations. It accepts applications without discrimination on any grounds such as 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.  

9.        DATA PROTECTION

The purpose of processing of the data submitted by candidates is to manage their application in view of a possible pre-selection and recruitment by the EUI. The information candidates provide in their application form is collected for the purpose of the selection procedure.

The EUI will ensure that candidates’ personal data are processed as required by its Data Protection Policy (President’s Decision No. 40 of 27 August 2013 regarding Data Protection at the EUI). This applies in particular to the confidentiality and security of such data.

10.    COMPLAINTS AND APPEALS

If at any stage of the selection procedure, the candidate considers that his/her interests have been prejudiced by a particular decision, he/she can take the following action:

  • Request for review

In assessing candidates' merits, the selection board observes the principle of equal treatment as well as the provisions governing the Competition procedure and the Board’s proceedings.

If a candidate nevertheless believes that one of these principles has not been applied in his/her case, he/she has the right, within ten calendar days from when the e-mail informing him/her of the decision is sent, to send a letter by e-mail stating his/her case to the e-mail address: applyjob@eui.eu. 

Appeal procedures

If, at any stage of the competition, the candidate considers that the Human Resources Service or the Selection Board have acted unfairly or have failed to comply with:
  • the rules governing the competition procedure, or
  • the provisions of the competition notice,
 
and that his or her interests have been prejudiced as a result, the candidate can take the following actions:
 
  1. Submit a formal complaint to the Principal under Article 1(2) of the Common Provisions for the Teaching and Administrative Staff
  2. Submit a judicial appeal before the Organ of First Instance

Please note that appeals concerning an error of assessment relating to the general eligibility criteria are not matters for which the competition’s selection board is responsible and shall only be admissible before the Organ of First Instance if an administrative complaint has previously been lodged under article 1, paragraph 2 of the EUI Staff Regulations.

More information on the complaint procedure and on further means of appeal under the EUI’s judicial review framework available at:
http://www.eui.eu/ServicesAndAdmin/PersonnelService/RulesRegulations/ComplaintsAppeals.aspx  

Annex I
Remuneration and benefits

The following table provides examples of monthly salaries taking into account some possible scenarios:

Type of contract

Temporary agent – AST 4, step 1

Basic salary (net)

 

Euro 3,271

(after taxes and social security contributions)

 

Basic salary plus expatriation allowance (net)

 

Euro 3,919

(after taxes and social security contributions)

 

Basic salary plus expatriation and 1 dependent child allowance (net)

 

Euro 4,764

(after taxes and social security contributions)

Salaries and allowances are exempt from national taxation in Italy and in the EUI Contracting States, but are subject to a tax (deducted at source) for the benefit of the Institute.

Summary of Conditions of Employment and Benefits

  • Annual leave entitlement of 2 days per calendar month plus additional days for distance from place of origin and an average of 17 days of EUI holidays per year;
  • Flexible working hours;
  • Training and development programme;
  • EUI Pension Scheme ;
  • EU Joint Sickness Insurance Scheme for staff member and dependent family;
  • Accident and occupational disease insurance coverage;
  • Expatriation or foreign residence allowance of 16% or 4%, depending on circumstances;
  • Household allowance;
  • Dependent child allowance;
  • Pre-school allowance (for children aged less than 6);
  • School allowance (for children up to the age of 26 in educational or vocational training);
  • Installation allowance and reimbursement of removal costs, if applicable;
  • Other benefits.

                                                        

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