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Ref. No: eu-LISA/19/TA/AST3/25.1
Post: General Services Assistant - Facilities
Sector/Unit/Department: Corporate Services Department/Corporate Services Unit/General Services Sector
Function Group/Grade: Temporary Agent/AST3/Assistant
Location: Strasbourg, France
Starting date: asap
Level of Security Clearance: SECRET UE/EU SECRET
Closing date for applications: 30 January 2020 at 23:59 EET and 22:59 CET


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”). euLISA was established in 2011, 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 is 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 second generation Schengen Information System (SIS II) and the Visa Information System (VIS). These systems are essential for the normal functioning of the Schengen Area, for the efficient border management of its external borders as well as for the implementation of common EU asylum and visa policies. The Agency may also be made responsible for the preparation, development and operational management of other large-scale IT systems in the area of Freedom, Security and Justice, if so provided by relevant legislative instruments based on Articles 67 to 89 of the Treaty on the Functioning of the European Union (TFEU). As of December 2017, the Agency has been made responsible for the development and operational management of 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.

Information about the Agency can be found on eu-LISA website:


The Corporate Services Unit is organised in two Sectors and a team:

  • General Services Sector;
  • ICT Services Sector;
  • Information Management Services Team.

The General Services Sector includes the portfolios of Facilities, Logistics and Supplies and Missions that the Agency needs to run its every-day business in its two-site locations (Strasbourg, France and Tallinn, Estonia) and its liaison office in Brussels, Belgium.

The ICT Services Sector’s responsibilities include all the necessary IT operations from networks, systems, storage and applications perspectives. The Sector is responsible for the development, evolution and maintenance of corporate IT infrastructure and corporate IT applications.

The Information Management Services Team deals with the document/records/archives management of the Agency and the projects of the Unit.


Supporting the Head of Corporate Services Unit in achieving the objectives of the core task of the Agency, namely the maintenance and services of work facilities to ensure that they meet the needs of the Agency and its employees, the General Services Assistant shall be responsible for:

  • Planning and handling the use of building space and business continuity arrangements;
  • Dealing with the maintenance and renovation of buildings and any foreseen extensions of the facilities;
  • Preparing budgets relating to facility management;
  • Ensuring the timely procurement of facility-related services and ensuring the proper implementation of service contracts;
  • Preparation of tendering procedures in the areas of:
  • Handling office services, such as cleaning and office removals;
  • Preparation of procedural documents relating to facility management;
  • Handling relations with local authorities on facility-related matters;
  • Ensuring adequate insurance cover and dealing with insurance claims;
  • Advising on energy efficiency;
  • Proposing improvements within the field of responsibility, with particular emphasis on improving the quality of service.

The successful candidate may be required, at times, to assist in other areas of the work of the Agency according to needs and priorities, as planned and defined by the Head of the Unit.


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
a level of secondary education attested by a diploma giving access to postsecondary 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 of 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

  • At least 3 (three) years of proven full-time professional experience in facilities management by helping to oversee and to manage the day-to-day operations of a building or facility;
  • Proven experience in managing contracts and business relations with external service providers;
  • Knowledge of procurement procedures and ability to draft technical specifications in the areas of the afore-described duties;
  • Good ability to operate standard computer applications (in particular MS Excel) and knowledge of engineering software;
  • Ability to complete projects in a timely manner of various sizes and see them through to completion;
  • Strong drafting and communication skills in English both orally and in writing, at least at the level C1;
  • Strong drafting and communication skills in French both orally and in writing, at least at the level C1.

4.2.2. The following attributes would be advantageous

  • University degree in electrical, mechanical, civil engineering and/or architecture;
  • Experience of coordinating construction or building repair projects;
  • Knowledge of EC procurement rules;
  • Knowledge of EU directives concerning health and safety at work;
  • Knowledge on energy efficiency and evaluation, reporting, and improvement of the environmental performance of companies/organisations;
  • Proven experience in project management related tasks.

4.2.3. Personal qualities

  • Constructive, positive and service oriented attitude, excellent ability to deliver results and manage work independently or as part of a team;
  • Pro-activeness, ability to plan, set priorities, handle multiple tasks when required, and deliver results to schedule and within budget;
  • Excellent analytical and problem-solving skills and capacity to make sound, logical and well-argued judgments;
  • Ability to cope with stress in relation to demanding tasks, heavy workload, time pressure, tight deadlines and capacity to respond to changes in a rapidly evolving work environment;
  • Capacity to establish and maintain inter-personal relations in a cross-cultural environment and conflict-resolution skills.


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.


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.


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. 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, 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 Selection Committee draws up a non-ranked list of the most suitable candidates to be included on a reserve list and proposes it to the Appointing Authority;
  • 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 this or a similar post depending on the needs of eu-LISA and its budgetary situation, as long as the reserve list is valid;
  • 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;
  • Each applicant invited for an interview phase will be informed by 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.

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


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 Contract Staff, pursuant to Article 3a(b) 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 (currently 117,7% for Strasbourg, France) 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 initial 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 93 of the CEOS.

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 Contract Staff, please refer to CEOS:

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.

eu-LISA reserves the right to offer similar employment contracts of a shorter duration than five (5) years in accordance with the business needs of the Agency. In this case, the Agency will contact the person in the Reserve List and ask in writing his/her interest in such contractual arrangement.

Applicants placed on the reserve list may be offered a position 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.

In accordance with the rules in place, eu-LISA may offer to the candidates placed on this reserve list an engagement under the conditions stipulated in Article 3a of the CEOS for the Contract staff, subject to the agreement with the candidate.

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


eu-LISA ensures that applicants' personal data is processed in accordance with Regulation (EC) No 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 Community institutions and bodies and on the free movement of such data. The new Regulation entered into force on 11 December 2018.

Please note that eu-LISA will not return applications to the applicants.

The legal basis for the selection procedures of Contract Staff (Article 3a(b)) 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) year 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

Applicants may have recourse at any time to eu-LISA’s Data Protection Officer and/or the European Data Protection Supervisor (


If an applicant considers that he/she has been adversely affected by a particular decision, he/she can submit 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 e-mail address: or mail address:

(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 submitted 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.


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: 30 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:

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.

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