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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 team- working; 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

4.1. Project description and tasks/duties

The Trainee Records Management will contribute to the establishment of EDA Records Management (RM) policies and procedures, including Records Inventory, Filing Plan and Records Retention Schedule, as well as assist with the setting up of a Central Archive for centralising all EDA inactive paper records with institutional value.

More specifically, s/he will assist with

  • setting up of EDA Central Archive;
  • implementation of EDA filing plan and retention schedule, ensuring compliance with EU regulations on data protection, public access to documents and international archival standards;
  • verifying that transfers sent by Directorates meet all the established requirements for archiving;
  • appraisal, description and digitisation (when necessary) of records, assuring their indexing, storage or destruction in line with the Agency’s retention schedule;
  • establishment of relevant RM and archiving policies and procedures, considering the relevant provisions on information security and data protection for current and intermediate archives;
  • sorting, coding and filing documents according to the standards defined by the Agency;
  • RM training sessions and presentations to ensure the consistent application of standards;
  • preparatory works, cleaning out paper records located in the basement of the building, which are beyond the approved retention periods, organise them according to the filing plan and prepare the list of obsolete records to be destroyed;
  • any other CSD related tasks (when required).

A typical day involves

  • interacting with EDA Units for collecting/clarifying information;
  • assisting Document Management Correspondents (DMCs) and Units regarding records management issues;
  • performing desktop research on topics related to Records Management within EU and international organisation context;
  • drafting reports, presentations and other material related to Archives and Records Management;
  • identifying and appraising paper records.

4.2. Project outputs/Outcomes

  • Analysis of collected data from EDA records inventory;
  • Establishment of EDA Central Archive;
  • Experience in supporting the development and updating of EDA’s RM policies, procedures and guidance;
  • Understanding and experience in establishing of Filing Plan and Retention Schedule;
  • Practical experience in transfers of hard-copy inactive records to EDA Central Archive;
  • Knowledge and experience in acquisition and appraisal of archival material;
  • Experience in raising awareness/coaching staff Support the awareness-raising among staff on RM policies and procedures.

4.3. Learning outcomes

The trainee will:

  • acquire a good knowledge on analysing complex information and tools relating to RM and evaluate different views to arrive at practical solutions;
  • develop client service skills and the ability to work with different type of colleagues across the Agency with sensitivity and respect for diversity;
  • learn how to use different IT tools and databases;
  • contribute to drafting policies and procedures;
  • acquire in-depth knowledge of RM and Archives related issues in the domain of the European Defence (typology of records series and their retention period, public access to documents, etc.);
  • gain insight into the Defence matters in the EU environment.

4.4. Technical/soft skills to be acquired

The trainee will gain:

  • ability to work effectively within a complex multicultural environment;
  • ability to work in a small team and independently;
  • flexibility and ability to communicate effectively with different counterparts in both written and verbal form;
  • accuracy and attention to details;
  • very good organisational skills;
  • very good analytical capabilities and problem-solving;
  • very good knowledge of RM Principles;
  • a quantitative and qualitative data analysis approach;
  • ability to handle confidential information appropriately;
  • writing skills and report preparation;
  • web-tool/database management skills.

5. QUALIFICATIONS AND EXPERIENCE REQUIRED

Applicants must satisfy the following requirements by the deadline of this call for applications:

5.1. Eligibility criteria

  • be a national of a Member State participating in the Agency;
  • be entitled to his/her full rights as a citizen;
  • 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;
  • hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level);
  • have completed at least the first (minimum three-year) cycle of a higher education course (university education) and obtained a full degree or its equivalent by the closing date for applications.

Traineeships shall be open to applicants who have not previously undertaken a paid or unpaid traineeship or any kind of employment in another European institution or a body and which lasted for more than six weeks.

No age limit is imposed on the candidates for traineeships; however, traineeships are as a matter of priority offered to recent graduates.

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.

Completion of any obligations imposed by law concerning military service is not a prerequisite to apply for a traineeship; however, these obligations may not interfere with the completion of the traineeship.

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.

5.2. Essential criteria

  1. Academic requirements: Bachelor or Master’s degree (or equivalent) in Library and Information Sciences, History, Information Management or Archives related studies. If the first degree is not in this field, a postgraduate diploma, Master’s or higher degree – or enrolment in such postgraduate studies – in any of these subjects;
  2. Linguistic requirements: Excellent knowledge of written and spoken English (level C1/C2);
  3. Technical skills:
  •  
    • A working knowledge of MS Office, in particular Word, Excel, PowerPoint and Outlook;
    • A sound knowledge of the concepts, principles and practice of information, document, electronic records and archives management.

5.3. Desirable criteria

  • Exposure to an international environment;
  • Knowledge of the Archival Standards, including the ISAD(G) standard and ISO 15489;
  • Working knowledge of Microsoft Office suite, in particular Office365 including SharePoint and its RM capabilities;
  • Knowledge of Electronic Records Management Systems (ERMS);
  • Familiarity with EU regulation 1049/2001 on public access to documents and EU regulation 45/2001 on data protection and the General Data protection Regulation (GDPR);
  • Good writing skills and exposure in preparing various types of communications, notes and presentations;
  • A very good knowledge of French (B1/B2).

6. INDEPENDENCE AND DECLARATION OF INTEREST

Trainees must exercise the greatest discretion regarding facts and information that come to their knowledge during the course of their training. They must not, in any manner whatsoever, disclose to any unauthorised person any document or information not already made public. They 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 their independence. They will continue to be bound by the obligation of confidentiality and professional discretion after the end of their training. EDA reserves its legal right to terminate the traineeship and to pursue any person who does not respect this obligation.

7. APPOINTMENT AND CONDITIONS OF EMPLOYMENT

The traineeship is offered for a 1-year period. Trainees are awarded an allowance of 1.220,78€ per month. Upon presentation of the proper justification, disabled trainees may receive a supplement to their allowance equal to a maximum of 50% of the amount of the allowance. The objective of this extra payment is to help disabled trainees to cover extra expenses such as transport, the cost of special accommodation etc. which might be required due to their disability.

Health and accident insurance is mandatory. Trainees shall be responsible for organising their own insurance against accident along with health cover and any insurance required for family members for the duration of the traineeship.

Trainees whose place of origin is more than 50km from the place of employment are entitled to a reimbursement of travel expenses incurred at the beginning and end of the traineeship. Travel allowances are paid at the end of the training period, provided the trainee has completed a minimum of 6 months of the traineeship.

In exceptional cases only, trainees may be sent on a mission provided that the mission is of a technical and not of a representative character. The authorisation shall be granted by the Director of the respective Directorate. For the reimbursement of these mission expenses, the general procedure of reimbursement provided in EDA’s Staff Regulations will apply.

For further information on financial matters, read the FAQs (Frequently Asked Questions) on the EDA website: https://www.eda.europa.eu/jobs/faqs.

Admission to a traineeship does not confer on trainees the status of temporary agents or other servants of the European Union nor does it entail any right or priority with regard to future engagement in the Agency. Trainees cannot benefit from any privileges and immunities granted by the host country to temporary agents or other servants of the European Defence 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 may not apply for more than 2 trainee profiles and are requested to indicate an order of preference in their motivation letter.

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 on the date of the deadline. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1).

The Agency defines its requirements for each call and successful candidates are selected on the basis of the educational background, qualifications, competences, and motivation. EDA’s Human Resources Unit assesses compliance of applications with the eligibility criteria. The respective Directorates/Units assess applications against the selection criteria and shortlist a number of candidates that meet the requirements. Shortlisted candidates will be contacted for a telephone interview. Following the interviews, the Directorate/Unit will select the trainee who most closely meets the requirements of the specific profile.

If offered a traineeship, candidates will be requested to supply documentary evidence in support of the statements made in

their application. Candidates are requested not to send any supporting or supplementary information until they 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 inquiry, 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 pre- selection 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.

Directorate: Corporate Services Directorate
Contract type: Trainee
Group: N.A.
Grade: N.A.
Indicative starting date: 01/09/2020
Security Clearance: SECRET UE/EU SECRET
Management of staff: N.A.
Closing date for applications: 15/05/2020

this job offer is not open for applications

The Company

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European Defense Agency (EDA)

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Belgium

About The Job

Location:
Brussels , Belgium
Contract type:
Internship/Traineeship
Experience:
No Experience Required
Deadline:
Expired
Department:
Administration

this job offer is not open for applications