Trusted Jobs

Ref. No: eu-LISA/19/TA/AST3/22.1
Post (business title): Human Resources Assistant – Personnel Administration (1 post)
Sector/Unit/Department: Personnel Administration Sector/Human Resources Unit/Corporate Services Department
Function Group/Grade/Position: Temporary Agent/AST/Assistant
Starting date: asap
Level of Security Clearance: CONFIDENTIEL UE/EU CONFIDENTIAL
Closing date for applications: 16/01/2020 3 23:59 EET and 22:59 CET

1. INFORMATION ABOUT THE AGENCY

Applicants are invited to apply for the above-mentioned post at the European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice (hereinafter referred to as “eu-LISA” or “Agency”). eu-LISA was established in 2011, while the new eu-LISA Regulation entered into force on 11 December 2018.

The seat of eu-LISA is Tallinn, Estonia. Tasks related to development and operational management of the current and future systems are carried out in Strasbourg, France. eu- LISA also has a backup site in Sankt Johann im Pongau, Austria and a Liaison Office in Brussels, Belgium. eu-LISA is responsible for the long-term operational management of the European Asylum Dactyloscopy Database (Eurodac), the Schengen Information

System (SIS), the Visa Information System (VIS) and the European Entry/Exit System (EES).

These systems are essential for the normal functioning of the Schengen Area, for the efficient management of its external borders as well as for the implementation of common EU asylum and visa policies. As of 9 October 2018, the Agency has been entrusted with the development and operational management of the European Travel Authorization and Information System (ETIAS). In June 2019, the Agency was also be entrusted with the centralised system for the identification of Member States holding conviction information on third country nationals and stateless persons (TCN) to supplement and support the European Criminal Records System (ECRIS), and the development of interoperability solutions between large-scale IT systems.

The core task of eu-LISA is to ensure the effective, secure and continuous operation of said IT-systems. The Agency is also responsible for taking the necessary measures to ensure the security of the systems and the security of the data therein.

Beyond these operational tasks, eu-LISA is responsible for information and communication management to ensure that the public and interested parties are rapidly given objective, reliable and easily understandable information with regards to its work; reporting, publishing, monitoring and organising specific training sessions on the technical use of the systems, implementing pilot schemes upon specific and precise requests of the European Commission and the monitoring of research relevant for the operational management of the systems.

Information about the Agency can be found on the eu-LISA website: https://www.eulisa.europa.eu/.

2. THE HUMAN RESOURCES UNIT

The Human Resources Unit (`the HR Unit` or `HRU`) is responsible for designing, and implementing eu-LISA's Human Resources Strategy, policies and administrative decisions in the areas of human resources management, implementation of competency framework and support professional development of staff to achieve strategic goals of the Agency. The Unit encompasses the Personnel Administration Sector, Learning and Development Sector and Recruitment Team. It recruits personnel, manages personal files of staff and provides compliance guarantees with relevant legal instruments of the European Union applicable to the Agency.

3. TASKS

The future job holder in the personnel administration team will be will be working under the supervision of the Head of Personnel Administration Sector reporting directly to the Head of HRU. The main duties in this role are:

• Acting as a business partner with eu-LISA functions in providing support in administrative management of entitlements and benefits for staff (establishment and follow-up of employment contracts, individual rights, payroll, administration of personnel files and HR databases) in accordance with the EU Staff Regulations and CEOS as well as relevant implementing rules with a service-oriented focus;
• Participating in designing and implementation of HR policies, rules, procedures and guidelines, in the area of personnel administration;
• Establishing and ensuring the completeness of personnel files, assuring the confidentiality and discretion of personal information in accordance with the rules on personal data protection;
• Acting as a focal point for staff in relation to entitlements, benefits and other HR or administrative issues;
• Providing input to and verifying payroll-related information;
• Contributing to integration of newly-recruited staff and assisting in administrative procedures for staff leaving the Agency;
• Contributing to the design, testing and implementation of HR IT applications and tools (e.g. SYSPER etc.);
• Maintaining accurate staff records concerning personnel administration, consolidating the statistics, preparing reports, analysis and presentations;
• Ensuring timely communication to the staff on relevant HR topics, contributing to the awareness sessions of staff members;
• Guaranteeing timely, efficient and accurate time and leave management of the staff members (part-time work, sick and special leave);
• Contributing to the exchange of HR practices between eu-LISA and other EU agencies, and the European Commission;
• Assisting in the planning, monitoring and reporting of the utilisation of Agency`s budgetary resources related to the areas of responsibility;
• Developing an understanding of the business needs in the Agency and contributing proactively in suggesting business solutions, methods and tools.

4. QUALIFICATIONS AND EXPERIENCE REQUIRED

4.1. Eligibility criteria

Applicants will be considered eligible for recruitment and selection on the basis of the following formal criteria which need to be fulfilled by the deadline for applications:

4.1.1. he/she has a level of post-secondary education attested by a diploma or

a level of secondary education attested by a diploma giving access to post- secondary education, and appropriate professional experience of at least three years;

N.B. Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in said EU Member States shall be taken into consideration.

4.1.2. by the closing date for applications he/she has acquired at least 6 (six) years of proven full-time professional experience relevant to the duties after the award of the qualification certifying the completion of the level studies required as a condition of eligibility as above;

Only duly documented professional activity is taken into account.

ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience, e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period).

In case of part-time work, the professional experience will be calculated pro-rata in line with the workload stated by the applicant.

Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in the 4.1.1. shall be taken into consideration as professional experience if official documentation is provided.

Free-lance or self-employed applicants must provide either a practicing certificate (or equivalent), or a copy of the entry in the relevant trade register, or any other official document (for example a tax document) showing clearly the length of the relevant professional experience.

4.1.3. he/she is a national of one of the Member States of the Union, Norway, Iceland, Liechtenstein or Switzerland and enjoys his/her full rights as a citizen;

4.1.4. he/she has fulfilled any obligations imposed on him/her by the laws concerning military service;

4.1.5. he/she produces the appropriate character references as to his/her suitability for the performance of his/her duties;

4.1.6. he/she is physically fit to perform his/her duties; and

4.1.7. he/she produces evidence of a thorough knowledge of one of the languages of the Union and of a satisfactory knowledge of another language of the Union to the extent necessary for the performance of his/her duties.

4.2. Selection criteria

Suitability of applicants will be assessed against the following criteria in different steps of the selection procedure:

4.2.1. Professional experience and knowledge

• Professional experience in Human Resources Management, in particular in personnel administration, preferably obtained in a public organisation, in EU Agency/Institution/Body;
• Post-secondary education in domains relevant for the job, including but not limited to Human Resources Management, Business Administration, Law and Psychology;
• Knowledge of EU Staff Regulations and CEOS;
• Proficient level of ICT tools in particular MS Excel and relevant HR software tools and applications in the area of personnel administration;
• Strong drafting and communication skills in English both orally and in writing, at least at level C1.

4.2.2. The following attributes would be advantageous

• Professional experience with SYSPER or other HRIS/HRMS systems;
• Knowledge and experience in the application of the data protection rules in the HR area;
• Knowledge of French, both orally and in writing, at least at level B2.

4.2.3. Personal qualities

• Good interpersonal and communication skills, good collaboration skills/team player, ability to facilitate constructive dialogue;
• Ability to share relevant information effectively by adapting it to the situational context;
• Customer oriented approach, courtesy and impartiality, confidentiality and resilience;
• Effective organisational skills and ability to determine priorities and handle large volume of work in an efficient and timely manner;
• Accuracy and attention to details in processing data and documents;
• Developed sense of initiative and problem-solving skills, including the ability to work independently whilst ensuring the delivery of quality results;
• Ability to act with integrity, demonstrating sound ethical principles at work, on which co-workers can build trustful and effective interpersonal relationships.

The working language of eu-LISA is English. Therefore, the ability to communicate in English is an essential requirement.

5. INDEPENDENCE AND DECLARATION OF INTEREST

The selected applicant for the post will be required to make a declaration of commitment to act independently in eu-LISA`s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.

6. EQUAL OPPORTUNITIES

eu-LISA applies an equal opportunities policy and accepts applications without distinction on grounds of 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.

7. SELECTION PROCEDURE

The selection procedure includes the following steps:

• A Selection Committee designated by the Appointing Authority (`the Executive Director of eu-LISA`) is set up for the selection procedure;
• After registration, each application is checked to verify whether the applicant meets the eligibility criteria;
• All the eligible applications are evaluated by the Selection Committee based on a combination of certain selection criteria defined in the vacancy notice. The information given by the applicant in the selection criteria checklist in their application on the e-Recruitment platform is vital for the screening phase and candidates are requested to support their candidacy with adequate, concise examples from their work, especially if it is not directly addressed in the duties listed in the application under professional experience. Some criteria will be assessed only for short-listed applicants during interviews and tests. Certain selection criteria may be assessed jointly and some criteria may be assessed in two or more stages of the selection procedure;
• The best-qualified applicants, who obtained the highest number of points during the evaluation of the applications, are short-listed for an interview phase, which will be complemented by a written competency test;
• During the interview phase, the Selection Committee examines the profiles of applicants and scores the applicants in accordance with the selection criteria;
• In order to be considered for inclusion on the reserve list, an applicant must receive at least 60% of the maximum points from the evaluation of the interview and the written test phase;
• The interview and the written test are conducted in English. In case English is the mother tongue of an applicant, some interview questions or test questions will be in the language they indicate on the application form as their 2nd EU language;
• After the interviews and tests, the Selection Committee draws up a non-ranked list of the most suitable candidates to be included on a reserve list for the post and proposes it to the Appointing Authority. The Selection Committee may also propose to the Appointing Authority the best suitable candidate to be engaged for the post;
• The head of the hiring Unit may call for an additional interview (performed online or in person) with the candidates placed on the reserve list and recommend the best suitable candidate to be engaged for the post;
• The Appointing Authority choses from the reserve list an applicant whom to engage for a job;
• The reserve list established for this selection procedure will be valid until 31 December 2022 (the validity period may be extended);
• Applicants placed on the reserve list may be engaged for a job for the same or a similar post depending on the needs of eu-LISA and its budgetary situation, as long as the reserve list is valid;
• Each applicant invited for an interview will be informed by a letter whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee engagement.

Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.

Because English is the working language of eu-LISA and because the successful applicant will be requested to immediately be operational, the recruitment procedure will be performed in English and all communication with applicants will be held in English.

8. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT

The selected applicant will be engaged by the Authority Authorised to Conclude Contracts of employment (`eu-LISA`s Executive Director`) from the established reserve list.

For reasons related to eu-LISA’s operational requirements, once the applicant receives an engagement offer, he/she may be required to confirm their acceptance of the offer in a short time, and be available to start the contract at short notice (1 to 3 months).

The successful applicant will be engaged as Temporary Staff, pursuant to Article 2(F) of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Temporary Staff post will be placed in Function Group AST, Grade 3 in the first or second step, depending on the length of professional experience.

The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Tallinn, Estonia 83.3 %) and paid in EUR.

In addition to the basic salary, staff members may be entitled to various allowances depending on their personal situation.

eu-LISA staff members pay an EU tax at the source and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxation.

Staff members may also be entitled to the reimbursement of removal costs and an initial temporary daily subsistence allowance. The provisions guiding the calculation of these allowances can be consulted in Annex VII of the Staff Regulations available at the following address:

The complete salary table is available in Article 66 of the Staff Regulations.

eu-LISA staff members are entitled to annual leave of two working days per each complete calendar month of the service. There are on average 19 Public Holidays per year.

Throughout the period of service staff members participate in the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and reaching the pensionable age. Pension rights acquired in one or more national schemes before starting to work at eu-LISA may be transferred into the EU pension system.

eu-LISA staff members are covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled to a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.

For further information on working conditions of temporary staff, please refer to CEOS: http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101: EN:PDF.

The initial duration of the contract is five years including a probationary period of nine months, with the possibility of contract renewal for another period not exceeding five years. Second renewal would be indefinite.

All selected applicants will need to have, or be in a position to obtain, a valid Personnel Security Clearance Certificate (CONFIDENTIEL UE/EU CONFIDENTIAL level).

A Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, which shows the level of EU Classified Information (EUCI) to which that individual may be granted access (CONFIDENTIEL UE/EU CONFIDENTIAL or above), the date of validity of the relevant PSC and the date of expiry of the certificate itself. For more information about EUCI please consult the Commission Decision (EU, Euratom) 2015/444 of 13 March 2015 on the security rules for protecting EU classified information.

Applicants who currently hold a valid security clearance shall provide a copy of the security clearance to eu-LISA and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure will be initiated expeditiously.

Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual applicant.

Failure to obtain the required security clearance certificate from the successful applicant`s National Security Authority, either during or after the expiration of the probationary period, will give the right to eu-LISA to terminate any applicable employment contract.

9. PROTECTION OF PERSONAL DATA

eu-LISA ensures that applicants' personal data is processed in accordance with Regulation (EU) No 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. Please note that eu-LISA will not return applications to the applicants.

The legal basis for the selection procedures of Temporary Staff (TA 2 f) are defined in the Conditions of Employment of Other Servants of the European Communities.

The purpose of processing personal data is to enable selection procedures.

The selection procedure is conducted under the responsibility of eu-LISA's Human Resources Unit (`HRU`). The controller, in practice, for personal data protection purposes is the Head of the Human Resources Unit.

The information provided by the applicants will be accessible to a strictly limited number of HRU staff members, to the Selection Committee, and, if necessary, to the Executive Director, Security and/or the Legal Officer of eu-LISA.

Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits.

Processing begins on the date of receipt of the application. Our data storage policy is as follows:

• for applications received but not selected: the paper dossiers are filed and stored in archives for 2 (two) years after which time they are destroyed;
• for applicants placed on a reserve list but not recruited: data is kept for the period of validity of the reserve list + 1 (one) ear after which time it is destroyed;
• for recruited applicants: data is kept for a period of 10 (ten) years as of the termination of employment or as of the last pension payment after which time it is destroyed.

All applicants may exercise their right of access to and rectification or erasure of their personal data or restriction of processing. In the case of identification data, applicants can rectify the data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of applications` submission.

Any substantiated query concerning the processing of his/her personal data should be addressed to the HRU of the Agency at eulisa-RECRUITMENT@eulisa.europa.eu. Applicants may have recourse at any time to eu-LISA’s Data Protection Officer dpo@eulisa.europa.eu and/or the European Data Protection Supervisor (edps@edps.europa.eu).

10. APPEAL PROCEDURE

If an applicant considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Union and Conditions of employment of other servants of the European Union, to the following address:

eu-LISA
(European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice)
Vesilennuki 5
10415, Tallinn, Estonia

The complaint must be lodged within 3 (three) months. The time limit for initiating this type of procedure starts from the time the applicant is notified of the act adversely affecting him/her.

11. APPLICATION PROCEDURE

In order for application to be valid and considered eligible, the applicant is required to create an account in eu-LISA e-Recruitment tool, fill in the personal and CV information as well as eligibility and selection criteria checklists.

If you wish to apply for a position at eu-LISA, you must apply to a vacancy via the e- Recruitment tool. eu-LISA does not accept applications submitted by any other means (e.g. email or post), or any speculative applications.

The closing date for submission of applications is: 16 January 2020 at 23:59 EET (Eastern European Time) and 22:59 CET (Central European 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. eu-LISA cannot be held responsible for any delay due to such difficulties.

Once the applications have been received by eu-LISA e-Recruitment tool, applicants will receive an automatic acknowledgement message by e-mail confirming the receipt of the application.

Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified.

Due to the large volume of applications, eu-LISA regrets to inform that only applicants selected for further steps of the selection procedure will be contacted.

In case of any queries about the selection process, please contact us via e-mail: eulisa-RECRUITMENT@eulisa.europa.eu.

You will be requested to supply documentary evidence in support of the statements that you make for this application if you are selected for further steps of the selection procedure.

Please note that the time period between the closing date for applications submission and the end of the short listing applicants for the interview may take up to several months.

For more details and to apply for this job click here.

this job offer is not open for applications