Senior Officer – License Management - AST4

Europol/2018/TA/AST4/357

ABOUT EUROPOL

This selection procedure is intended to establish a reserve list of successful candidates (indicative number is 3). Europol retains the right to make use of the reserve list to select candidates for similar posts within the organisation, should business needs require so.

Europol is a well-established and recognised organisation that became an EU agency in 2010. It is constantly looking for creative, self-reliant and energetic employees, who are up to the challenges involved in international crime-fighting, to work in its state-of-the-art headquarters in The Hague, the Netherlands.

It employs more than 1,000 personnel, including around 130 analysts, to identify and track the most dangerous criminal and terrorist networks in Europe. Our people come from a variety of professional backgrounds such us law enforcement, finance, legal, information technologies, human resources, communication, etc.

Working in close-knit teams, our specialists use their expertise and our cutting-edge technology to support investigations into serious organised crime and terrorism within and outside the EU.

Europol has:
• disrupted many criminal and terrorist networks
• contributed to the arrest of thousands of dangerous criminals
• helped recover millions of euros of crime proceeds
• helped hundreds of victims of trafficking and abuse, including children.

The working environment at Europol has a lot to offer. It is:
• highly collaborative
• intellectually stimulating
• multilingual
• multidisciplinary
• international

Prospective candidates should be prepared to work in a dynamic and fast-moving environment that requires a high level of flexibility, and should have the ability to perform well within a team.

Equal opportunity
Europol is an equal opportunities employer and encourages applications without distinction on the basis of gender, colour, racial, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, nationality, age, sexual orientation or gender identity.

We aim to create and maintain a healthy and attractive work environment that supports women and men in their career planning and in achieving a healthy work-life balance.

Employment at Europol is open to nationals of EU Member States. There is no nationality quota system in operation, but Europol is striving for a broad range of nationalities in order to keep a well-balanced geographical distribution among its staff members. Applications from female candidates are particularly encouraged.

If you would like to be part of a supportive team that allows you to make a strong contribution, and if you have seen a position that appeals to you, we'd like to hear from you.

BACKGROUND, MAIN PURPOSE AND TASKS OF THE POST

Under Europol’s organisational structure, the Capabilities Directorate hosts two Departments, being ICT (C1) and the Administration (C5) and a team managing Europol’s portfolio of information management products and services (CDBPM).
 
The C1 ICT Department has the responsibility for devising, delivering and operating critical technology capabilities and solutions supporting the core mission and support processes of Europol. Over 150 internal staff members and a significant number of domain-specific consultants are responsible for devising, developing, delivering and operating information management and communication technology capabilities that ensure enhanced criminal information analysis and exchange among Europol, Member States and third parties.

The ICT Financial & Contract Coordination Team, responsible for the overall implementation of the ICT WorkPlan. This includes budget forecasting and financial implementation, software and asset management, contract management, as well as procurement coordination in the ICT suppliers’ space.

The job holder will work in the area of Supplier & Contract management (contracts coordination and software asset management) within the ICT Financial & Contract Coordination Team. They will be accountable for the life-cycle management of information technology software throughout the organization.
The role will help contribute to the achievement of the corporate financial targets being continuously engaged with the status of the implementation of the Plan.

The successful applicant will have the following main tasks and responsibilities:
• License Management: reinforce the full ICT software License Management cycle from execution and delivery to reporting and performance analysis;
• Manage software audits as well as the full ICT software license portfolio, close follow up of all related steps: receipt, registration and optimization of the software license portfolio;
• Act as the point of contact for software asset requests and provide information on licenses as required. Provide information and reports to management and auditors and provide awareness to users when needed.
• Contribute to cost reduction actions in the software asset management area and support the team in achieving quarterly and year-end KPI’s and corporate targets;
• Review all software Licenses. Measure software usage and make adjustment actions. Pro-actively seek new products and contract options or licensing schemes in order to optimize Europol's software asset portfolio.
• Contribute to the development and improvement of the License management processes, namely license delivery, compliance control and audit reporting.
• Monitor compliance of the software asset portfolio.
• Organise and attend meetings with major software manufacturers for alignment and road map building.  Contribute to the update of Software Vendor portals for Europol's licences / entitlements.
• Support line management in the coordination and fulfilment of the administrative, organisational and continuous improvement activities including liaising with other teams in order to manage issues related to the Europol Licenses portfolio and/or its verification.
• Perform any other task in the area of competence as identified by the Head of Team.

REQUIREMENTS - ELIGIBILITY CRITERIA

CANDIDATES MUST:
• Be a national of one of the Member States of the European Union and enjoy full rights as a citizen;
• Have fulfilled any obligations imposed by the applicable laws on military service;
• Produce appropriate character references as to his or her suitability for the performance of the duties;
• Be physically fit to perform the duties pertaining to the position (prior to appointment, the successful candidate will be medically examined by one of the institution’s medical officers in order that the institution may be satisfied that the candidate fulfils the requirements of Article 12(2)(d) CEOS)
• Produce evidence of a thorough knowledge of one of the languages of the Union and a satisfactory knowledge of another language of the Union to the extent necessary for the performance of the duties.

CANDIDATES MUST HAVE:

• A level of post-secondary education attested by a diploma. When the official duration of the post-secondary education is less than 3 years, the difference shall be deducted from the professional experience in accordance with the following table:

Duration of the education Years
More than 6 months and up to 1 year 3 years
More than 1 year and up to 2 years 2 years
More than 2 years and up to 3 years 1 years

OR
• A level of secondary education attested by a diploma giving access to post-secondary education and relevant professional experience of at least 9 years.

• In addition to the above at least 6 years of professional work experience gained after the award of the diploma.

REQUIREMENTS - SELECTION CRITERIA

a. Professional experience (assessed mainly during the Shortlisting phase):
Essential:
• Experience in the field of ICT Software License Management and license life-cycle management within an organization.
• Experience with financial modelling and reporting.
• Experience in the field of ICT Supplier and contracts Management including management of external audits.
• Experience using ICT software licensing tools (e.g. SNOW software tool).
• Experience in ICT license procurement and management and purchasing activities preferably in the field of ICT (services, goods or both).

Desirable:
• Experience in performing analysis and reconciliations;
• Experience in handling financial documentation (invoices, purchase orders);
• Experience working with EU Procurement rules and regulations;
• Experience working with EU Financial Regulations.

b. Professional knowledge (assessed during the Selection procedure - Written/Practical test and/or Interview):
Essential:
• Knowledge of ICT components, mainly Software types, general uses and licensing modes, and Hardware basic blocks equipment, such as servers, storage, network and security equipment and client devices.
• Knowledge of software asset management processes.
• Knowledge of major manufacturers of Servers and Desktops, software products and licensing schemes.

c. General competencies (assessed during the Selection procedure - Written/Practical test and/or Interview):
Communicating:
• Very good communication skills in English, both orally and in writing.
• Excellent drafting skills.
Analysing & problem solving:
• Keen eye for detail with the ability to maintain standards of accuracy under pressure of tight deadlines.
• Competent user of Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook) and the internet.
• High level of creativity in view of problem solving.
Delivering quality and results:
• High degree of commitment and flexibility.
• High level of customer and service-orientation.
Prioritising and organising:
• Excellent administrative and organisational skills.
Resilience:
• Ability to work well both independently and in a team.
• Very good interpersonal skills, including the ability to effectively liaise with other departments, groups and teams as well as with external partners.
• Ability to remain effective under a heavy workload and demonstrate resistance to stress.
Living diversity:
• Ability to work effectively in an international and multi-cultural environment.

 

SELECTION PROCEDURE

The Contracting Authority sets up a Selection Committee which consists of at least three members, one from the Human Resources Unit of Europol, one from the concerned Unit or Department and one designated by the Staff Committee.

For non-restricted posts the Contracting Authority may designate up to two additional members to the Selection Committee on a proposal from the Management Board, either from another service of Europol, from outside Europol or from outside the community institutions including Member States.

The Selection Committee determines candidates’ suitability for the position by assessing their skills, experience and qualifications against the established job profile and makes an initial selection from the applications received.

The Selection Committee will invite the 5 highest scoring candidates (short-listed). All candidates having a score equal to the 5th highest scoring candidate will be included to the list of invited candidates. 

Shortlisted applicants are invited to participate in a post-related selection procedure, generally consisting of written and/or practical tests and competency-based interviews.

The Contracting Authority makes a decision of appointment on the basis of advice from the Selection Committee. He will inform the Committee of his decision. All candidates who attend the selection procedure will be informed of the outcome.

Candidates who attended a selection procedure may request feedback on their performance of the written test and interview within three months after the selection procedure. Europol will not be in a position to respond to feedback inquiries received outside this time frame.

The Selection Committee’s work and deliberations are confidential. It is forbidden for candidates to make direct or indirect contact with the members of the Selection Committee or for anyone to do so on their behalf. All enquiries or requests for information or documentation in relation to the competition should be addressed to the Europol Recruitment Office.
Detailed information on the selection procedure, including the appeal procedure is available in the Europol Recruitment Guidelines, which can be found on Europol’s website.

SALARY

Scale: AST4

The basic monthly salary is EUR 4.160,50 (step 1) or EUR 4.335,32 (step 2).

The step in grade is determined on the basis of professional experience gained after the education required for the position and in line with applicable implementing rules.

In addition, if applicable, allowances such as expatriation allowance, household allowance, dependent child and education allowance may be granted. 

Europol offers a comprehensive welfare package comprising additional benefits such as medical insurance, unemployment and invalidity allowance as well as a pension scheme.

For more information about living in the Hague including for potential applicants with children, please consult the information available on Europol’s website.

Salaries are subject to a community tax but exempt from national taxation.

TERMS AND CONDITIONS

PROBATION PERIOD
Engagement for this position is subject to the successful completion of a probationary period of 9 months. Within this period the successful candidate will have to undergo a post-related security screening.

Europol reserves the right to terminate the contract of employment during or at the end of the probation period in accordance with Article 14 of CEOS.

SECURITY SCREENING AND CERTIFICATE OF GOOD CONDUCT
All candidates who have successfully passed a selection procedure are required to apply for a national "Certificate of good conduct" at the time an offer of employment is made.

The "certificate of good conduct" must be provided to Europol prior the signature of the employment contract. In case of unfavourable entries in the "Certificate of good conduct" Europol reserves the right not to award an employment contract. However, the national certificate of good conduct does not substitute a valid full Personal Security Clearance Certificate (PSCC) that must be obtained for all Europol staff at the level indicated in the Job Description.

A PSCC is a certificate issued by a competent authority establishing that an individual is security cleared. It contains: the level of clearance, the date of issuance and the date of expiry. Failure to obtain the requisite security clearance before the expiration of the probationary period may be cause for termination of employment contract.

The requested level of Security Clearance for this post is: CONFIDENTIAL UE/EU CONFIDENTIAL.

MAIN DATES

Deadline for application: 14 January 2019, 23:59 CEST
Recruitment procedure: February/March 2019
   

APPLICATION PROCESS AND SELECTION PROCEDURE
Please refer to the Europol Recruitment Guidelines available on Europol’s website for further details on the application process and the selection procedure.

CONTACT DETAILS
For further details on the application process please call +31 (0) 70 302 5235 or +31 (0) 70 353 1298. You may also contact us by email.

CONTRACT OF EMPLOYMENT
The successful candidate will be recruited as Temporary Agent AST4 pursuant to Article 2 (f) for a period of 5 years (full-time – 40 hours a week) or 4 years if the DECISION OF THE MANAGEMENT BOARD OF EUROPOL of laying down general implementing provisions on the procedure governing the engagement and use of temporary staff under Article 2(f) of the Conditions of Employment of Other Servants of the European Union (TA2f) will enter into force before a contract offer is made.
Depending on the date of applicability of the TA2f provision, the contract may be renewed for a period of 2 or 4 years. Any further renewal will be for an indefinite period.
The duration of the current contract of Europol staff members will be taken into account if they are successful in the selection procedure. The place of employment will be The Hague, The Netherlands.

ADDITIONAL INFORMATION

Privacy Notice
Regulation 45/2001 applies to the processing of personal data carried out in the process of selection and recruitment of staff at Europol following the application of this Regulation to all administrative personal data held by Europol in accordance with Article 46 of the Europol Regulation.
Data controller
The controller of the processing operation upon your personal data is the Head of the Human Resources Unit.
Purpose of the collection of data
The data submitted is processed in order to assess the suitability of candidates for a position at Europol as temporary agent (TA), contract agent (CA), intern or trainee and to administrate the documentation related to the selection. The data collected in order to comply with this purpose are the ones required in the application form plus all data provided by the data subject in paper or electronic format.
Legal bases for processing personal data
The legal bases for the processing of personal data for temporary agents, contract agents and interns are:
• Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Communities (Title III Chapter 1) and their implementing rules;
• Management Board Decision laying down general implementing provisions on the procedures governing the engagement and the use of temporary agents at Europol of 30 July 2010;
• Management Board Decision laying down general implementing provisions on the procedures governing the engagement and the use of contract agents at Europol of 13 October 2010.
• Management Board Decision defining the Europol posts that can be filled only by staff engaged from the competent authorities of the Member States (“restricted posts”) of 13 December 2017;
• Decision of the Europol Director on Internships of 15 March 2018. 
Recipients of the data
Recipients of the data for the positions of temporary and contract agents are Europol staff employed in the Administration Department dealing with HR and financial matters, the members of the Selection Committee, the concerned Europol National Units (for restricted posts and restricted – Annex II posts), the Deputy Executive Director Capabilities and the Executive Director.
Recipients of the data for interns are Europol staff employed in the Administration Department dealing with HR and financial matters, the Supervisor of the intern and its superior line management as well as respective colleagues involved in the selection process and the Deputy Executive Director Capabilities.
Data storage and retention
All documents provided to Europol will be kept in Europol’s files and will not be returned to the candidate. Applications of non-shortlisted candidates will be kept for a maximum of four years for temporary and contract agents. Data of non-recruited applicants on the reserve list for appointment will be kept for a maximum of five years after the expiry of the reserve list. Data of recruited candidates will be transferred to their personal file. Data of the selected interns will be kept for seven years after the finalisation of the internship programme.
Rights as data subject
Candidates have the right to access, rectify, block and erase their personal data in accordance with the applicable data protection rules.
Contact in case of queries concerning the processing of personal data
Candidates have a right of recourse to the Europol Data Protection Officer (Europol - Data Protection Officer - Eisenhowerlaan 73, 2517 KK The Hague, The Netherlands) and the European Data Protection Supervisor (edps@edps.europa.eu).
Kindly note that opposing to this processing operation will automatically exclude you from being considered for the recruitment and selection procedure.

Apply

Deadline

14 January 2019, 23:59:59 CET

Contract type

Non-Restricted Temporary Agent

Unit/Group

Capabilities Directorate

Reports to

Head of Team ICT Financial & Contract Coordination; Head of Department ICT