Senior Agent – Records and Archive Management (FGIV)

Europol/2021/CA/FGIV/103

ABOUT EUROPOL

This selection procedure is intended to establish a reserve list of successful candidates, including EU grant funded ones. It is envisaged to start using the reserve list in Q3/Q4 of 2021. 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.

Organisational setting:
The available post is located in the Corporate Information Management Team, Strategy & External Relations Unit, Institutional & Legal Affairs Department, Governance Directorate.

The Institutional & Legal Affairs Department deals with tasks central to Europol's corporate functioning. It is the interface between the organisation and the political arena assisting Europol’s senior management with up-to-date information, legal and strategic assessments, managing external relations and preparing interactions with the Management Board and other stakeholders, as well as planning, monitoring, information- and process management functions.

The Strategic & External Relations Unit is responsible for assisting Europol’s Executive Director and senior management team in providing leadership and strategic direction to Europol, developing and monitoring the implementation of the Europol Strategy and the annual Europol Work Programmes and to ensure that an external relations strategy is developed and implemented in a coherent way.

The Corporate Information Management Team is responsible for further developing information management capabilities for governance and administrative information. This includes the corporate document management system (DMS), records management, electronic signature as well as archiving. The overall objective is to improve the efficiency of document and records management and archiving processes throughout the organisation.

Purpose of the post:
The Senior Agent – Records and Archive Management will improve information management (IM) at Europol with a specific focus on records management (RM) and archiving, throughout the IM lifecycle (e.g. creation, preservation through to disposal).

This includes the further development, implementation and continuous improvement of a corporate RM and archiving approach as well as the transition to an electronic documents and records management system (EDRM). In addition, the incumbent will oversee the corporate archive, maintaining an accurate record of key corporate documents and implementing a historic archive.

This role may also be performed in the framework of projects funded by EU grants.

Reporting lines:
The incumbent will report to the Senior Specialist - Head of Team - Corporate Information Management.

BACKGROUND, MAIN PURPOSE AND TASKS OF THE POST

The successful candidate will have to carry out the following main duties:
• Further develop and improve RM and archiving for electronic and paper records; review and improve RM and archiving procedures in close collaboration with relevant stakeholders;
• Develop and implement a RM and archiving approach and the required governance framework on corporate level;
• Lead the elaboration of a corporate file plan and retention schedule; provide advice on retention in close collaboration with the Data Protection Function;
• Contribute to the replacement of the existing document management system (DMS) with an EDRM; including definition of requirements for the system configuration and leading the functional management of the RM components of the EDRM including RM related workflows and reporting;
• Engage with stakeholders to support the roll-out of the EDRM system with a specific focus on electronic RM capabilities;
• Provide RM and archiving training;
• Oversee the central archive of corporate records in hard copy and electronic format;
• Contribute to the restructuring of the corporate archive facilities and implementation of a historic archive (EU Archive Regulation 2015/496 amending Council Regulation 354/1983);
• Perform any other duty in the area of competence as assigned by line management.

The functions and duties may also be associated with an EU grant funded project. In the case of a grant funded project, the duties would be of a limited duration in time.

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 post (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) of the Conditions of Employment of Other Servants of the European Union (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, attested by a diploma when the normal period of university education is three years;

OR

• Professional training of an equivalent level, and after having completed the training, at least the number of years of relevant professional experience as indicated below:

Duration of professional training      Additional professional experience required                                                                                                              for equivalency
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                                 1 year

REQUIREMENTS - SELECTION CRITERIA

a. Professional experience (assessed mainly during the shortlisting):
Essential:
• At least 3 years of work experience in the area of IM, RM or archiving;
• Experience developing and implementing a corporate RM and archiving approach, related governance framework and work practices;
• Experience in functional management of EDRM systems (e.g. definition of requirements, metadata, retention schedule, file plan);
• Experience of working with EDRM systems, such as – OpenText eDOCs or OpenText Content Server/Suite;
• Experience in maintaining a paper-based as well as electronic corporate archive;
• Experience in managing information in accordance with data protection and confidentiality regulations.
Desirable:
• Experience in providing end-user support and training;
• Experience in business analysis and process improvement related to EDRM, e.g. electronic workflows and electronic approval or e-signature;
• Experience in project management;
• Experience in change management;
• Experience in quality and process management;
• Experience in working in an international, multidisciplinary work environment.

b. Professional knowledge (assessed during the selection procedure - written/practical test and/or interview)
Essential:
• Sound knowledge in the area of IM and RM concepts, principles, standards and good practice, both paper-based and electronic;
• Sound knowledge of concepts, standards and good practice for paper- based and electronic archives;
• Sound knowledge in the area of functional management of EDRM systems including configuration requirements, implementation, testing and continuous improvement.
Desirable:
• University degree in the area of IM, RM or Archiving;
• Knowledge of stakeholder management and change management;
• Certificate in EDRM solutions such as OpenText eDOCS or Content Suite/Server or collaboration solutions such as MS SharePoint 2013 or higher;
• MS Project and/or MS Visio certificate;
• Project Management certificate, preferably PRINCE2.

c. General competencies (assessed during the selection procedure - Written/Practical test and/or Interview)
Essential:
Communicating:
• Very good communication skills in English, both orally and in writing;
• Very good drafting skills and attention to detail.
Analysing & problem solving:
• Keen eye for detail with the ability to maintain standards of accuracy under pressure of tight deadlines;
• Strong analytical and problem solving skills including the ability to anticipate potential problems, 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.
Prioritising and organising:
• Good administrative and organisational skills.
Resilience:
• Ability to work well under pressure, 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.
Living diversity:
• Ability to work effectively in an international and multi-cultural environment.

SELECTION PROCEDURE

All applications for Contract Agent posts must be submitted through the online recruitment system accessible via Europol’s website.

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.

The Selection Committee will assess the applications received in order to make an initial selection of those candidates meeting all eligibility criteria and matching best the selection criteria (suitability) set out in this Vacancy Notice.

The minimum pass-mark for being shortlisted, i.e. invited to participate in a post-related selection procedure, consisting of a written test and a competency-based interview, is established as 60% of the total maximum score.

At shortlisting stage, the Selection Committee will establish the pass-mark for test and interview and shortlist the 8 highest scoring candidates. All candidates having a score equal to the 8th highest scoring candidate will be invited to take part in the first stage (written test) of the selection procedure. Candidates will be required to perform the written test remotely.

As a next stage, the Selection Committee will assess the written tests against the selection criteria. All candidates who reach the pass-mark for the written test will be invited to the interview stage of the selection procedure also held remotely.
After the selection procedure has taken place, the Selection Committee will establish a list of successful candidates which is shared with the AACC. A Reserve List is valid for up to 12 months, and its validity may be extended once for up to 12 months.

Candidates who attend the selection procedure will be informed of the outcome, i.e. whether they have been successful or not.

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 Recruitment and Selection 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

The AACC shall classify contract staff in their function group taking into consideration their qualifications and professional experience at the time of entry into service.

FGIV
The basic monthly salary is:

Grade 13 (EUR 3,555.98), grade 14 (EUR 4,023.40) or grade 16 (EUR 5,150.62)

Grade     Qualifications and professional experience
13             Less than 5 years
14             Between 5 years and 17 years
16             More than 17 years

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:
a) Staff member (single) in receipt of expatriation allowance (16%): for grade 13: EUR 3,943.02; for grade 14: 4,428.51, for grade 16: 5,555.04
b) Staff member with two dependent children in their custody in receipt of expatriation allowance (16%): for grade 13: EUR 5,568.48; for grade 14: 6,080.11, for grade 16: 7,295.30

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

Contract of employment
The successful candidate will be recruited as Contract Agent FGIV pursuant to Article 3(a) of the CEOS.

Contract linked to duties not funded by an EU grant
The initial contract will be concluded for a fixed period of 4 years (full-time – 40 hours a week). The contract may be renewed, in principle, for a fixed period of 2 years. Any further renewal shall be for an indefinite duration.

Or

Contract linked to duties of limited duration in time, funded by an EU grant
The initial contract will be concluded for a fixed period of between 13 months and 4 years (full-time – 40 hours a week, unless otherwise specified), depending on the requirements and duration of the grant-funded post. The contract may be further renewed for another fixed period and, subsequently, for an indefinite duration, subject to the interest of the service and the availability of an EU grant. The end of such funding constitutes a valid ground for non-renewal or termination of the contract.
In case of successive contracts under Article 3a) of the CEOS, the duration of the contract offered will be set in accordance with the provisions of the Decision of the Management Board of Europol of 4 October 2019 governing the conditions of employment of contract staff employed under the terms of Article 3a) thereof.

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

For further information on terms and conditions please consult the EUSR/CEOS available on Europol’s website.

Security screening and certificate of good conduct
Candidates who have been recruited to a post at Europol are required to furnish a valid certificate of good conduct before the start of their employment. The certificate of good conduct must be provided to Europol prior the signature of the employment contract. The certificate of good conduct must be issued by the relevant authorities of the country of nationality of the candidate and must not be older than three months at the time of submission to Europol. Europol reserves the right not to proceed with the signature of the contract based on the content of the certificate or if the candidate fails to provide the certificate to Europol.

The certificate of good conduct does not substitute a valid security clearance required for all Europol staff at the level indicated in the vacancy notice. Failure to obtain the requisite security clearance before the expiration of the probationary period may be cause for termination of the employment contract.

Candidates who currently hold a valid security clearance at the level indicated in the vacancy notice or above do not need to obtain a certificate of good conduct or a new security clearance and must provide a copy of the current security clearance certificate to Europol prior to the signature of the employment contract. Europol shall verify and confirm the continued validity of the security clearance. In case Europol determines that the security clearance is not valid, the candidate will be required to provide a valid certificate of good conduct prior to the signature of the employment contract. Europol may at any time terminate the employment contract if the result of the security screening is not positive and the necessary clearance level is not granted or extended.

The requested level of security clearance for this post is: EU CONFIDENTIAL

ADDITIONAL INFORMATION

Probation period
Engagement for this post is subject to the successful completion of a probationary period of 9 months.
In case of successive contracts under Article 3a) of the CEOS, a candidate may be exempt from the requirement to serve another probationary period in accordance with the provisions of the Decision of the Management Board of Europol of 4 October 2019 governing the conditions of employment of contract staff employed under the terms of Article 3a) thereof.
Europol reserves the right to terminate the contract of employment during or at the end of the probation period in accordance with Article 84 the CEOS.

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.
Europol aims 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.

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 and contract 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
Publication date:            26 April 2021
Deadline for application: 27 May 2021, 23:59 Amsterdam Time Zone
Recruitment procedure: June/July 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 1154.

Apply

Deadline

27 May 2021, 23:59:59 CEST

Contract type

Contract Agent

Unit/Group

G2 Institutional and Legal Affairs

Reports to

Senior Specialist - Head of Team - Corporate Information Management