Senior Specialist – ICT Portfolio Manager – Head of Office (AD7)

Europol/2021/TA/AD7/456

ABOUT EUROPOL

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

Europol is a well-established and recognized 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.

Europol employs more than 1,000 personnel, including around 160 analysts, to identify and track the most dangerous criminal and terrorist networks in Europe. Our people come from a variety of professional backgrounds such as 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.

A solid track record
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.

The Capabilities Directorate hosts two Departments, ICT (C1) and the Administration (C2) and a team managing Europol’s portfolio of information management products and services (CDBPM).
The 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 of information between Europol, Member States and third parties.

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 our colleagues 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.

BACKGROUND, MAIN PURPOSE AND TASKS OF THE POST

The C1 Department is comprised of the following entities reporting to the Head of Department:
The ICT Planning & Execution Coordination Team, responsible for the overarching coordination of planning and implementation of the initiatives portfolio. This includes budget forecasting, corporate reporting, external (to C1) stakeholder management and Project Management.
The ICT Solution Delivery Unit, responsible for the development and testing of ICT solutions. This includes: Application Delivery; Test and quality assurance; Law-Enforcement Accelerated provisioning services that provide technology support to fast-moving operational activities;
The ICT Infrastructure & Operations Unit, responsible for the operations and management of the Europol ICT Infrastructure. This includes Workplace services, Customer Service Centre, Solutions Operations and Deployment services, Infrastructure services and ICT Security;
The ICT Capabilities Innovation Team, responsible for identifying the most suitable portfolio of innovative ICT Capabilities to support Law Enforcement and Corporate activities;
The ICT Solutions Architecture & Engineering team, the design authority that coordinates the technically harmonized implementation of the ICT solutions landscape and its continuous innovation.
The incumbent will be responsible for a wide variety of activities, mainly in relation to ICT portfolio management, but also including ICT work plan management and governance.
As ICT Portfolio Manager, the incumbent will be responsible for managing Europol’s portfolio of ICT projects, optimising the mix of ICT investments to balance risk and reward and advising the Organisation on which projects to undertake and prioritise. Additionally, the ICT Portfolio Manager will assess project portfolio health and track ongoing projects to elevate risks and issues.
S/he will also assume overall responsibility for the ICT work plan and implementation tracking, administration of the ICT governance model and processes.
The incumbent reports to the Head of Team, ICT Planning and Execution Coordination, ICT Department.

The successful candidate will have to carry out the following duties:
• Assume responsibility for the ICT Portfolio Management processes and chair the Portfolio Board;
• Perform tracking and periodic performance reporting to internal and external stakeholders on the progress of KPIs, portfolio milestones, budget and risks;
• Establish the annual ICT work plan and ensure alignment with organisational strategy, programme and priorities; implement and track and report on actions for work packages and projects; coordinate changes and handle, record and report on deviations to the work plan;
• Ensure collaboration with internal stakeholders to establish a multi-year view of demand;
• Act as first point of contact within ICT with respect to corporate, finance, planning and reporting, audits and risk management and resourcing enquiries;
• Lead the definition and documentation of the ICT governance model and manage related meetings and activities;
• Manage the execution of ICT governance processes by regular review of actions, consultation, evaluation and coordination of audits to ensure that ICT capability is aligned with business requirements and resources invested return optimum value;
• Coordinate the work of staff members and consultants / contractors if and when needed, assigning tasks and monitoring progress and quality of work and ensuring alignment with organisational objectives;
• Be the owner of the ICT Risk management process and counterpart to the Corporate Risk Management function;
• Carry out any other tasks in the area of competence as assigned by line management.

REQUIREMENTS - ELIGIBILITY CRITERIA

a. 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.

b. Candidates must have
• A level of education which corresponds to completed university studies, preferably in Computer Science or Information Technology, attested by a diploma when the normal period of university education is at least 4 years;
OR
• A level of education, which corresponds to completed university studies, preferably in Computer Science or Information Technology, attested by a diploma and appropriate professional experience of at least 1 year when the normal period of university education is 3 years.
OR
• Professional training of an equivalent level in a relevant area (e.g. Police Officer’s School) and after having completed the training, at least the number of years of relevant professional experience indicated in the table below:

Duration of professional training          Additional professional experience                                                                                                                            required for equivalency
More than 6 months and up to 1 year     4 years
More than 1 year and up to 2 years         3 years
More than 2 years and up to 3 years       2 years
More than 3 years                                  1 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):
Essential:
• At least 4 years of experience in the area of ICT Portfolio and / or work plan management;
• Experience in the delivery of ICT projects across multiple teams or partners;
• Experience leading the definition and implementation of ICT Governance;
• Experience planning, coordinating and / or managing ICT budgets;
• Experience in reporting activities at corporate level and to Senior Management;
• Experience in writing, analysing and assessing ICT business cases;
• Experience in managing contractual relationships with ICT suppliers and service providers.
Desirable:
• Experience with benefits management and/or realisation.

b. Professional knowledge (assessed during the selection procedure - Written/Practical test and/or Interview):
Essential:
• Knowledge of at least one formal project management methodology;
• Knowledge of at least one formal portfolio management methodology;
• Knowledge of risk management;
• Knowledge of the ICT product and service market in terms of trends, drivers and segmentations;
• General knowledge of most common software development life-cycle methodologies and environments;
• Knowledge of data protection concepts.
Desirable:
• Project management qualification or certification.
• Portfolio management qualification or certification.

c. General competencies (assessed during the selection procedure - Written/Practical test and/or Interview):
Communicating:
• Excellent communication skills in English, both orally and in writing;
• Excellent presentation skills;
• Ability to draft clear and concise documents on complex matters for various audiences.
Analysing & problem solving:
• Excellent analytical and problem solving skills including the ability to anticipate potential problems, to determine and implement solutions;
• Competent user of Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook) and the internet.
Delivering quality and results:
• High degree of commitment and flexibility;
• High level of customer and service-orientation;
• Ability to display initiative, flexibility and a drive for improvement.
Prioritising and organising:
• Ability to manage projects and familiarity with project management terminology and methodology;
• Excellent organizational skills including the ability to plan work load, establish clear priorities and exercise initiative.
Resilience:
• Excellent ability to work well under pressure, both independently and in a team;
• Ability to remain effective under a heavy workload and demonstrate resistance to stress.
Living diversity:
• Ability to establish and maintain effective working relations with co-workers in an international and multi-disciplinary work environment.
Advising:
• Strong ability to synthesise various data into a coherent and relevant whole, transforming it into a valuable and correct conclusion;
• Building constructive relationships with clients, adequately identifying and managing their needs and expectations, and giving well-grounded advice

d. Additional condition:
Fulfil the condition stipulated in Article 5 of the Decision of the Executive Director on the Duration of contracts of employment for Temporary Agents, on the start date of the possible contract of employment, which may be offered.

SELECTION PROCEDURE

The Authority Authorised to Conclude Contracts of Employment (AACC) sets up a Selection Committee, which consists of at least three members, consisting of one chair and at least one member from the Administration of Europol and one member designated by the Staff Committee.

In specific cases, in particular for selection procedures of experts, additional members may be designated from Europol, from outside Europol or from outside the Union institutions.

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 minimum pass-mark for being shortlisted, i.e. invited to participate in a post-related selection procedure, consisting of one or more written tests and competency-based interviews, is established as 60% of the total maximum score. The Selection Committee will shortlist the 12 highest scoring candidates (shortlisted). All candidates having a score equal to the 12th highest scoring candidate will be included to the list of invited candidates.

The AACC takes a decision of appointment on the basis of advice from the Selection Committee, and will inform the Selection Committee accordingly. The AACC has also the possibility to establish a reserve list of successful candidates, which is, in principle, valid for 12 months. The validity of the reserve list may be extended, in principle, for 12 months. 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 in 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 Team.

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: AD7
The gross basic monthly salary is EUR 6.294,84 (step 1) or EUR 6.559,36 (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.

Staff pay EU tax at source but salaries are exempt from national taxes. Compulsory deductions are made for medical insurance, pension and unemployment insurance.

Subject to the applicable conditions being met, as defined in the EU Staff Regulations (EUSR)/CEOS and further specified in the case law of the Court of Justice of the European Union, allowances such as expatriation allowance (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary), household allowance, dependent child and / or education allowance may be granted.

Staff enjoy worldwide insurance coverage by the Joint Sickness Insurance Scheme (JSIS) and are insured against sickness, the risk of occupational disease and accident.

Europol offers flexible working arrangements, a comprehensive provision for annual leave as well as parental leave supporting a healthy work-life balance.

Indicative net salary sample calculation AD7/1:
a) Staff member (single) in receipt of expatriation allowance (16%): EUR 6.654,00
b) Staff member with two dependent children in their custody in receipt of expatriation allowance (16%): EUR 8.512,05

The above information is indicative and for information purposes only. It is merely meant to give an indication of your possible net salary in light of the currently applicable amounts of the related allowances and the level of taxation. It has no legal value and no rights can be derived from it.

The information is based on figures applicable as of July 2020.

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 this Vacancy Notice. 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.

Contract of employment
The successful candidate will be recruited in the type of post Administrator and function group AD, grade 7 pursuant to Article 2(f) CEOS and Annex I EUSR.

The initial contract will be concluded for a period of 4 years (full-time – 40 hours a week). The contract may be renewed, in principle, for a period of 2 years. Any further renewal shall be for an indefinite duration.

If the successful candidate is already a member of temporary staff 2(f) in the relevant function group, he/she will be offered the opportunity of contract continuity, subject to establishment plan availabilities.

In exceptional cases, where justified in the interest of the service, the AACC may recruit a candidate, successful in a selection procedure for temporary staff under Article 2(f) of the CEOS, as contract staff under Article 3(a) of the CEOS, if such selection procedure is considered to be appropriate to the duties to be performed.

The place of employment will be The Hague, The Netherlands.

For further information on terms and conditions please consult the EU Staff Regulations which are available on Europol’s website.

ADDITIONAL INFORMATION

Privacy statement
Europol respects your privacy and is committed to protecting your personal data. Your data will be processed in accordance with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data applicable to Europol under Article 46 of the Europol Regulation.

For additional information, please consult the applicable privacy statement available on our website.

Statutory obligations upon leaving the service
Pursuant to Article 16 of the EU Staff Regulations, EU officials and, by analogy, temporary agents continue to be bound by the duty to behave with integrity and discretion as regards the acceptance of certain appointments or benefits’ after leaving the service. Those staff members intending to engage in an occupational activity within two years of leaving the service shall inform their institution, so that it may take an appropriate decision in that respect. In cases where the intended activity is related to the work carried out by the staff member during the last three years of service and could lead to a conflict with the legitimate interests of the institution, the decision to be taken may include forbidding the staff member from undertaking it or giving its approval subject to any conditions it thinks fit.

Main dates
Deadline for application: 26 April 2021, 23:59 Amsterdam Time Zone
Recruitment procedure:  May/June 2021

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) 70 353 1146 or +31 (0) 70 302 1152.

Apply

Deadline

26 April 2021, 23:59:59 CEST

Contract type

Non-Restricted Temporary Agent

Unit/Group

C1 ICT

Reports to

Head of Team, ICT Planning and Execution Coordination