Senior Officer Executive Support AD 7

Job Category

Job Experience

Job Location

Expiration Date

04 Jan 2018

Vacancy for a post of Senior Officer – Executive Support (Temporary Agent, AD 7) in the European Asylum Support Office (EASO)

REF.: EASO/2017/TA/034

Publication: External

Title of function: Senior Officer – Executive Support

1. We are

The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation 439/2010[1], strengthens European Union (EU) Member States’ practical cooperation on asylum, enhances the implementation of the Common European Asylum System (CEAS) and supports Member States whose asylum and reception systems are under particular pressure.

Specifically, EASO focuses on three main tasks:

  • Supporting practical cooperation among Member States on asylum mainly through training, quality activities, country of origin information (COI), statistics and analysis, specialized expert networks, practical cooperation workshops, thematic support on unaccompanied minors, trafficking in human beings and gender;
  • Supporting Member States under particular pressure through emergency support, including the deployment of asylum support teams to assist EU Member States in managing asylum applications and in putting in place appropriate reception facilities;
  • Contributing to the implementation of the CEAS by collecting and exchanging information on best practices, drawing up an annual report on the asylum situation in the EU covering the whole asylum procedure in EU Member States and adopting technical documents, on the implementation of the new EU asylum acquis.

The headquarters of EASO are located at the Valletta Harbour (Malta).

2. Background to the position

EASO is a young organisation employing a number of staff who are expert in various disciplines within its Centres and Units. The role of the Senior Officer – Executive Support will be to consolidate the expertise of the staff and orient the multiple entities of the agency – both individual and departmental – towards the agency’s strategic objectives and to ensure the best quality output from the agency.

3. We propose

The Senior Officer – Executive Support will be working in the EASO Executive Support Office. Reporting to the Head of Office, the Officer will be responsible for the following:

1. Setting up a performance management system based on Agency goals in relation to the strategic objectives. The performance management system, which shall be aligned with systems used by EU agencies, shall consist of the following overlapping phases: diagnosis – intervention – evaluation – reporting. The phases will be employed across multiple tiers including techno-structural, financial, operational and human resources.

2. Coordinating the drafting governance documents and addressing queries from various stakeholders, such as the EASO Management Board, the European Commission, the European Parliament, Audit Authorities and Evaluation exercises. Examples of such documents and tasks are:

  • The Single Programming Document (SDP);
  • Annual and periodical progress reports;
  • Drafting of reports and action plans in connection with external evaluation exercises;
  • Preparing cover notes, speaking notes and presentations, amongst others, for Management Board meetings and other related meetings.

3. Designing, implementing and coordinating an effective portfolio management system suited to the needs of the Agency, including the methodologies for portfolio, programme and project management, as well as related budget management.

4. Contributing any other technical and expert support as requested by the Head of Office.

4. We look for

A) Eligibility criteria

Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:

  • Have a level of education which corresponds to completed university studies of at least 4 years attested by a diploma[2] and, after having obtained the university diploma, at least 6 years of appropriate professional experience, or
  • Have a level of education which corresponds to completed university studies of at least 3 years attested by a diploma and, after having obtained the university diploma, at least 7 years of appropriate professional experience;
  • Be nationals of one of the Member States of the European Union, Norway or Switzerland;
  • Be entitled to their full rights as citizens;
  • Have fulfilled any obligations imposed on them by the laws on military service;
  • Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of another of these languages to the extent necessary for the performance of the duties pertaining to the post;
  • Meet the character requirements for the duties involved[3];
  • Be physically fit to perform the duties linked to the post[4].

B) Selection criteria

If the eligibility criteria set out in section A) Eligibility criteria are met, the candidates’ applications will be evaluated on the basis of the selection criteria below. The most suitable candidates will be invited to an interview.

Essential

  • A sound knowledge of management and organisational theory;
  • Proven experience in designing or utilising existing diagnostic tools and performance management tools such as KPIs, the Balanced Scorecard, other;
  • Good experience with costing models and excellent analytical skills;
  • Proven experience in drafting and writing planning and reporting documents for high profile stakeholders and official authorities;
  • Proven experience in portfolio, programme and/or project management, including governance aspects;
  • Proven 3 years of professional experience related to the above-mentioned criteria.

Advantageous

  • Proven experience related to the above mentioned tasks in a Public and/or International organisation;
  • Experience working in a multidisciplinary team and/or in a multicultural environment.

Evaluation during interviewing process

Candidates invited to the interviewing process (interview and written test) will be assessed on the following criteria that are essential to the post:

  • A good understanding of organisational behaviour so as to be able to assess performance against a number of variables and make good evaluative judgments;
  • Strong interpersonal and communication skills to be able to effectively understand the needs of the various departments to bring about the best performance, contribute to planning and relay feedback;
  • Familiarity with the processes involved in points 2 and 3 of the job description (‘We propose’) and the ability to draft a governance document, as well as establish a portfolio management cycle;
  • Excellent written and oral command of English;
  • The ability to use electronic office equipment and applications (word processing, spread sheets, presentations, electronic communication, internet etc.).

During the interviewing process candidates may also be assessed on the basis of the following criteria:

  • Excellent planning and organisational skills;
  • Excellent analytical and technical skills;
  • Capacity to manage several processes simultaneously;
  • Knowledge of the mission and organisation of EASO.

5. Selection and appointment

The Regulation which provides the legal basis for EASO was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).

Eligibility of candidates will be assessed by a Selection Committee according to compliance with all eligibility criteria by the closing date for the submission of applications.

The applications of the eligible candidates will also be assessed against the selection criteria. Following this assessment, the best ranking candidates may be invited for a written competency test and an interview, which will be held for the most part in English.

The interview will consist of the following components:

  • General aptitude and language abilities to the extent necessary for the performance of their duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of the European Communities (CEOS);
  • Specific competences with reference to the applicants' profiles in line with the selection criteria of the present Vacancy Notice.

Candidates invited to an interview will be required to bring with them originals and copies of the documents listed below:

  • A document proving their citizenship (e.g. passport);
  • Certificates attesting their educational and professional qualifications, in particular those giving access to the profile in question;
  • Documentary evidence of their professional experience after the date on which the candidate obtained the qualification giving access to the profile in question, clearly indicating the starting and finishing dates, whether full or part time, and the nature of the duties carried out.

The Selection Committee will propose a shortlist of successful candidates to the Appointing Authority, who will decide on the appointment of the successful candidate and the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.

The reserve list for this post will be valid until 31 December 2018 and may be extended at the discretion of the Appointing Authority.

Prior to contract signature, the successful candidate will be asked to undergo a compulsory medical examination by one of the institutions' medical officers in order that EASO may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.

6. Equal Opportunities

EASO applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

7. Conditions of employment

The Temporary Agent will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure.

He/she will be recruited as a temporary agent pursuant to Article 2(f) of the CEOS for a period of 5 years which may be renewed. The temporary agent post in question will be placed in group AD 7.

Successful candidates who are recruited will undergo an initial probation period of nine months.

The pay for a Temporary Agent, AD 7 (step 1) consists of a basic salary of 5937.01 weighted by the correction coefficient (for Malta currently 85.70%) supplemented with various allowances, including family allowances. The salaries of staff members are subject to a Community tax deducted at source. Staff members are exempt from national tax on salary and are members of the Community social security and pension schemes.

For further information on working conditions of temporary staff please refer to CEOS:

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

The place of employment is Valletta Harbour (Malta).

8. Application Procedure

For applications to be valid, candidates shall:

  • Use the official application form provided on the EASO website. The application must be completed in English, and all parts must be completed in full.
  • Send their application by email to: applications@easo.europa.eu by the deadline.
  • The subject of the e-mail should include the reference of this vacancy, followed by the candidate's surname.

Incomplete applications will be disqualified and treated as non-eligible.  Candidates who use the same application to apply for more than one post will also be disqualified.

Please note that the selection process may take several months.

In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English.

Under no circumstances should candidates approach the Selection Committee, directly or indirectly, concerning this recruitment. The Appointing Authority reserves the right to disqualify any candidate who disregards this instruction.

Closing date:

The closing date for submission of the applications is, 04 January 2018 at 13.00h (Brussels time). EASO will disregard any application received after this date and time.

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. The EASO cannot be held responsible for any delay due to such difficulties.

If at any stage in the procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified.

9. Data Protection

The purpose of processing of the data submitted by the candidate is to manage the application(s) of the candidate in view of a possible selection and recruitment at EASO.

EASO does not make public the names of successful candidates on reserve lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the EASO management team may have access to reserve lists and, in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department). Application files of non-recruited candidates are kept for two years from the expiry date of the reserve list after which time they are destroyed.

The personal information requested will be processed in line with Regulation (EC) N° 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 EU institutions and bodies and on the free movement of such data.

10. Appeal Procedures

Pursuant to Article 90(2) of the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the Union, a candidate may submit a complaint against an act affecting him/her adversely. The complaint must be lodged within 3 months from the date of notification to the following address:

The Executive Director

European Asylum Support Office

MTC Block A, Winemakers Wharf, Grand Harbour Valletta, MRS 1917

Malta

Should the complaint be rejected, pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations of Officials and the Conditions of Employment of Other Servants, a candidate may request judicial review of the act. The appeal must be lodged within 3 months from the date of notification to the following address:

European Union  Civil Service Tribunal

Boulevard Konrad Adenauer

L-2925 Luxembourg

Luxembourg

If you believe that there was maladministration, you may lodge a complaint to the European Ombudsman within two years of the date when you became aware of the facts on which the complaint is based (see http://www.ombudsman.europa.eu ), or write to:

European Ombudsman

1, Avenue du President Robert Schuman -BP 403

F-67001 Strasbourg Cedex

France

Please note that complaints to the European Ombudsman do not have the effect of suspending the period mentioned in Articles 90 and 91 of the Staff Regulations of Officials and the Conditions of Employment of Other Servants for lodging complaints or submitting an appeal pursuant to Article 270 of the Treaty on the Functioning of the European Union.

[1] Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).

[2] Only diplomas issued by EU Member State authorities and diplomas recognized as equivalent by the relevant EU Member State bodies are accepted. If the main studies took place outside the European Union, the candidate’s qualification must have been recognized by a body delegated officially for the purpose by one of the European Union Member States (such as a national Ministry of Education) and a document attesting so must be submitted if you have been invited for an interview. This will enable the selection board to assess accurately the level of the qualifications.

[3] Before the appointment, the successful candidate shall be asked to provide an extract from their police file.

[4] Before the appointment, a successful candidate shall be medically examined by one of the institutions'
medical officers in order that EASO may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.

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