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The selection of candidates will follow the EDA Staff Recruitment Procedure. Candidates must apply for this post via the EDA website http://www.eda.europa.eu - vacancies. Please note that to make an EDA on - line application you will need to create your EDA profile using a valid e - mail address and a password.

1. BACKGROUND

The European Defence Agency was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.

The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).

2. THE AGENCY'S WAY OF WORKING

The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and teamworking; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.

3. THE CORPORATE SERVICES DIRECTORATE

The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under 5 dedicated units, namely: Human Resources; Procurement and Contract Management; Finance; IT and Information Management together with Security and Infrastructure Management. Additionally, the EDA Legal Team provides legal, data protection and institutional advice and checks to its management relating to the fulfilment of Agency objectives. The EDA Programme Manager and Corporate Projects Officer provides a leadership role in, and a focal point for, good practice in Project, Programme and Risk Management.

CSD processes are geared towards efficient and optimal use of resources, leveraging good practice and technological solutions while ensuring sound financial management, transparency and accountability; outward focus and commitment to continuous improvement are the hallmarks of CSD.

4. DUTY

The Registry Control Officer (RCO) is an essential element of the EDA security organization. The RCO is responsible for the administration and upkeep of the classified documents register and for the day to day administration of classified documents.

The RCO duties include the handling, sending and receiving of all classified documents in compliance with relevant security rules and procedures.

Under the supervision of the Head of the Security and Infrastructure Unit, the Registry Control Officer is, in particular, responsible for the following:

Register of classified documents

The RCO maintains the register of classified documents by ensuring that (re)production, receipt, dispatch, archiving and disposal of every copy of each document (e.g. paper, disks, CDROMs, etc.) marked CONFIDENTIEL UE/EU CONFIDENTIAL and above are recorded in the register.

Specifically, this includes the following tasks

• Establish a database of classified documents (CONFIDENTIEL UE/EU CONFIDENTIAL and SECRET UE/EU SECRET) and enforce the access rules to these documents (maintain log books);
• Mark and register classified documents (paper, disks, CDROMs, etc.);
• Assign, package, distribute, dispose of and archive classified documents according to Council Decision 2013/488 of 23 September 2013 on the security rules for protecting EU classified information and the EDA Security Rules;
• Periodically conduct an inventory of classified documents and question issues on the need to maintain the classification of information and on documents which may be destroyed;
• Assist other team members during security inspections.

Support to security awareness

The RCO assists in developing/updating internal security policies and procedures and supports security awareness programs within the Agency by providing advice, briefings and training to users of classified information.

Organisation of classified meetings

• Management of the bookings of the classified meeting rooms;
• Cooperate with the meeting organiser to handle all administrative security aspects before, during and after the meeting following the internal procedures;
• Cooperate with the Security Operations Officer in the physical security matters related to classified meetings (access control, verification security clearances, sweeping, etc.).

Administrative support

This includes support in procurement procedures for the Security Unit and in the management of its contracts, as well as assistance in the management of the budget lines of the Unit.

Back up to person dealing with Industrial Security and Personnel Security

• Follow up of security-related aspects of EDA classified contracts and staff’s participation to external classified meetings and events (request for Facility Security Clearances, requests for visits, provide EDA Personal Security Clearance Certificates);
• Communicate and liaise with relevant National Security Authorities.

Business Continuity Planning (BCP)

The RCO may be requested to support BCP, including the preparation of related documentation, exercises and testing. Duties may evolve according to development of the EDA's structure and activities, and the decisions of EDA management and the RCO may be requested to take on additional tasks as required in the interest of the service.

5. QUALIFICATIONS AND EXPERIENCE REQUIRED

a. Conditions for eligibility

General

• be a national of a Member State participating in the Agency;
• be entitled to his/her full rights as a citizen;
• have completed any obligations imposed on him/her by the laws concerning military service;
• produce the appropriate character references as to his/her suitability for the performance of his/her duties;
• be physically fit to perform his/her duties;
• have a thorough knowledge of one of the languages of the participating Member States and a satisfactory knowledge
• of another of these languages to the extent necessary to discharge his/her duties;
• have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of his/her duties within the Agency;
• hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). 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, and which shows the level of 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. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate.);
• have 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.

Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.

b. Essential selection criteria

(1) Professional

The candidate will be required to demonstrate that he/she has:

• minimum two years of relevant previous experience in the daily management of a classified information Registry in an international (EU, NATO, or international organisation) or national environment;
• experience in Personnel and Industrial Security;
• knowledge of security measures and procedures for the physical protection of classified information;
• very good communication skills;
• a very good knowledge of written and spoken English;
• strong administrative skills.

(2) Personal

All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:

• high degree of confidentiality;
• ability to work independently and collaboratively;
• ability to work effectively in a multicultural environment;
• excellent customer orientation;
• excellent time management, accuracy and rigour;
• results-orientation and strong motivation;
• flexibility and innovativeness;
• ability to work under pressure and to meet tight deadlines;
• good communication, problem solving and organisational skills;
• genuine commitment to the Agency's objectives.

c. Desirable

The candidate will preferably also have knowledge in one or more of the following:

• knowledge and understanding of Business Continuity Planning processes and procedures;
• a satisfactory knowledge of written and spoken French.

6. INDEPENDENCE AND DECLARATION OF INTEREST

The Registry Control Officer will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.

7. APPOINTMENT AND CONDITIONS OF EMPLOYMENT

The Registry Control Officer will be appointed by the Chief Executive.

Recruitment will be as a member of the Contractual staff of the Agency for a four-year period (unless a shorter period is mutually agreed between the parties). Renewal is possible within the limits set out in the EDA Staff Regulations. The successful candidate will be recruited as Contract Agent, Function Group III (FGIII).

The pay for this position consists of a basic salary of 2.758,47€ supplemented with various allowances, including as applicable expatriation or family allowances. The successful candidate will be graded on entry into service according to the length of his/her professional experience. Salaries are exempted from national tax, instead an Agency tax at source is paid.

For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer.

Failure to obtain the requisite security clearance certificate before the expiration of the probationary period may be cause for termination of the contract.

Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.

Applications are invited with a view to establishing a reserve list for the post of Registry Control Officer at the EDA. This list is valid until 31/12/2021, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in the EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.

8. EQUAL OPPORTUNITIES

The EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

9. APPLICATION PROCEDURE

Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard copy or ordinary e-mail) will not be accepted. Applications must be submitted no later than midnight. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1) on the date of the deadline.

When applying, candidates from Ministries of Defence or other governmental entities are encouraged to inform their national administration.

A selection panel will be appointed. Please note that the selection panel's internal proceedings are strictly confidential and that any contact with its members is forbidden. Each application will be screened based on the requirements of the job profile stated in the vacancy notice. The most suitable applicants will be called for an interview and a written test. If recruited, you will be requested to supply documentary evidence in support of the statements that you make for this application. Do not send any supporting or supplementary information until you have been asked to do so by the Agency.

Please note that once you have created your EDA profile, any correspondence regarding your application must be sent or received via your EDA profile. For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@eda.europa.eu.

10. DATA PROTECTION

Please note that EDA will not return applications to candidates. The personal information EDA requests from candidates will be processed in line with Regulation (EU) N° 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, and repealing Regulation (EC) 45/2001 and Decision No. 1247/2002/EC.

The purpose of processing personal data which candidates submit is to manage applications in view of possible preselection and recruitment at EDA. More information on personal data protection in relation to selection and recruitment can be found on the EDA website: http://www.eda.europa.eu/jobs/dataprotection.

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