Call for Applications: EMSA/TRA/2022/07 - Traineeship 2022-2023

Post: EMSA/TRA/2022/07 - Traineeship 2022-2023
Directorate/Unit: Traineeship to be used by various units
Type of post: Traineeship
Location: Lisbon
Closing date for applications: 30 June 2022

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

1. Background

The European Maritime Safety Agency was established for the purpose of ensuring a high, uniform and effective level of maritime safety, maritime security as well as prevention of and response to pollution by ships within the EU.

The idea of a European Maritime Safety Agency (EMSA)  originated in the late 1990's along with a number of other important European maritime safety initiatives. EMSA was set up as the decentralised agency that would provide a major source of support to the European Commission and the Member States in the field of maritime safety, security and prevention of pollution from ships. The Agency was established by Regulation (EC) No 1406/2002 and subsequent amendments have refined and enlarged its mandate to cover among other measures, the efficiency of maritime transport.

2. Tasks of the agency

The Agency provides technical, operational and scientific assistance to the European Commission and Member States in the fields of maritime safety, maritime security, prevention of, and response to, pollution caused by ships as well as response to marine pollution caused by oil and gas installations.

The Agency also contributes to the overall efficiency of maritime traffic and maritime transport and supports European cooperation on coastguard functions.

EMSA's activities can be broadly described as:

  • providing technical and scientific assistance to the Member States and the European Commission in the proper development and implementation of EU legislation on maritime safety, security, prevention of pollution by ships and maritime transport administrative simplification;
  • monitoring the implementation of EU legislation through visits and inspections;
  • improving cooperation with and between Member States;
  • building capacity of national competent authorities;
  • providing operational assistance, including developing, managing and maintaining maritime services related to ships, ship monitoring and enforcement;
  • carrying out operational preparedness, detection and response tasks with respect to pollution caused by ships and marine pollution by oil and gas installations;
  • at the request of the European Commission, providing technical operational assistance to non-EU countries around relevant sea basins.

3. Traineeship to be used by various units

From the publication of this call, EMSA envisages to select 12 trainees. The starting date of the traineeship is 1 September 2022 until 28 February 2023. Trainees will be informed at least one month in advance of the possibility of extending the traineeship for a further 6 months until 31 August 2023.

More information about the selection procedure as well as the rights and duties of the trainees can be found in the Decision N˚2022/036 of the Executive Director relating to the rules governing the traineeship scheme of EMSA.

4. Positions available

1. EO Office

Tasks and duties of the trainee:

•  Using Adobe InDesign, and under supervision, design and lay out a range of brochures, reports, publications, and other graphic material in accordance with EMSA’s style guide and visual identity manual;

•  Under supervision, take and edit photographs of EMSA events, seminars, internal meetings, etc;

•  Under supervision, produce graphic outputs (charts, maps, infographics, etc.) on Adobe Illustrator for presentations and online/offline publications;

•  Under supervision, and if required, assist with communications outputs such as social media, EMSA’s website, internal communication, etc.

Diploma required: Graphic design, multimedia.

Advantageous: Full knowledge of the Adobe Suite products relevant to: graphic design layout; creation of infographics; photo editing. Some video editing software experience would be appreciated.


2. Unit 1.1 - Sustainability

Tasks and duties of the trainee:

•  Supporting tasks related to the implementation of the Sulphur Directive such as compiling data from Member States for the annual report;

•  Supporting the development of new training material regarding the use of EMSA pollution response toolbox as well as updating information materials;

•  Support in analysing surveys, studies in view of the preparation of EMTER 2;

•  Supporting the update and revision of MAR CIS datasheet;

•  Supporting the preparation and delivery of training activities.

Diploma required: Environment management, environment engineering, chemistry, nautical/maritime transport studies, marine engineering, naval architecture.

Advantageous: Experience in using GIS and modelling software and participation in report writing team will be advantageous.


3. Unit 1.2 - Visits & Inspections, Human Element

Tasks and duties of the trainee:

•  Assisting project officers in the preparation of visits and inspections (Directive 2008/106/EC and STCW Convention);

•  Preparation of reports drafted by the Human Element team;

•  Analysis of data concerning seafarers’ certificates;

•  Contacts with external contractors;

•  Organisation of meetings and workshops;

•  Preparation of documentation for IMO and EU meetings attended by Human Element officials.

Diploma required: Maritime Studies (including Navigation and Marine Engineering), Maritime Law, Maritime Economics.

Advantageous: Team player. Knowledge of a non-EU language of countries recognised at EU level would be an asset.


4. Unit 1.3 - Capacity Building

Tasks and duties of the trainee:

•  Assisting the analytics team in the preparation of business intelligence and data management tools for the various EMSA databases.

•  Creating reports, dashboards and other user interfaces relevant for analytics and statistics purposes.

•  Assisting the analytics team in the statistical analysis of various maritime data.

•  Assisting the analytics team in the maintenance and updating of the EU Maritime Profile, EQUASIS and other data projects and reports published for the public, for internal use and other maritime safety stakeholders.

•  Assisting in the automatic data extraction and data import from various databases to specific reports and user interfaces

•  Assisting in the implementation of other projects of the Unit such as SAFEMED V and BCSEA II

Diploma required: Statistics or Data Science or Computer science with an exposure to data analysis.


•  Operational knowledge of Power BI and/or other Business Intelligence programs;

•  SQL, oracle databases;

•  Data extraction techniques, web-based data visualization;

•  Analytical and / or statistical projects.


5. Unit 2.1 Safety & Security

Tasks and duties of the trainee:

The trainee will be involved in the EMCIP business management, particularly in conducting functional tests and helpdesk. He/she will report tickets in Jira, follow up the requests for support from the user community and prepare the operational documentation.

He/she will be also involved in the overall work of the Accident Investigation sector within Unit 2.1.

Diploma required: ICT background / Business administration.


6. Unit 2.2 Surveillance

Tasks and duties of the trainee:

•  Providing support to the RPAS cost benefit analysis study (procurement and project implementation);

•  Contributing to RPAS reporting, preparation of publications, infographics, web, etc;

•  Supporting the monitoring and follow-up of RPAS operations including the provision of performance statistics;

•  Supporting the organisation of meetings and awareness sessions.

Diploma required: Engineering, Sciences, Economics.


•  Remote Sensing;

•  GIS;

•  Proficiency Microsoft tools (MS Excel and MS Word).


7. Unit 3.1 Maritime Digital Services

Tasks and duties of the trainee:

Helpdesk support:

•  Acting as a 1st line support to classify, categorize and assign tickets to 2nd line as necessary;

•  Preparing Incident Handling Procedures for the most typical types of tickets;

•  Preparing ticket answers as appropriate, following defined Incident;

•  Handling Procedures and/or executing necessary analysis and investigations to solve tickets;

•  Follow-up on tickets resolution status;

Project Delivery lifecycle:

•  Reviewing project documentation and update as needed (e.g. training manuals);

•  Performing testing and validation of new releases;

•  Supporting the consolidation and organization of the project delivery documentation according to EMSA standards (e.g. update project online);

•  Support to data extraction requests as needed.

Service Management support:

•  Daily management of the maritime applications under IMS for Member States;

•  Supporting business validation, bug identification and reporting, data steward, basic data management, and data quality reporting.

Diploma required: Informatics, Electronics, Information Technology, and related areas of knowledge.


•  Knowledge of IT application development lifecycle;

•  Knowledge of ticket tracking applications such as JIRA, is considered a plus;

•  Knowledge of SQL language is considered a plus;

•  Good sense of initiative and responsibility;

•  Ability to establish and maintain effective working relations with people of different national and cultural backgrounds.


8. Unit 3.2 - Digital Infrastructure - Maritime Support Services

Tasks and duties of the trainee:

The MSS trainee will support the daily operations of the MSS under the supervision of the Duty Officer. The daily operations include SSN data quality checks, reporting on maritime accidents, monitoring newswires, helpdesk service, etc. Furthermore, trainees are engaged in specific tasks and surveys, according to the service needs.

Diploma required: By order of priority: Diploma in Nautical Science (Mate/Master) OR Naval Engineering, Engineering in general OR IT diploma, European Studies

Advantageous: Computer skills (mainly MS Office, mainly Power BI, word and excel), drafting skills, reporting, querying databases (SQL or equivalent) and Geographical information systems (ARCGIS).


9. Unit 3.3 - Simplification

Tasks and duties of the trainee:

The trainee will support the development of the EMSA Operational Services to EU Institutions including Europol, MAOC (N), EFCA, Frontex, and EUNAVFOR. This will involve a period of familiarisation with the legal and operational context as well as how the relationship with Institutional users is implemented at EMSA e.g. from gathering business requirements from users to bringing those Integrated Maritime Information (IMS) requirements in operation in the SafeSeaNet Ecosystem GUI (SEG). The trainee will be expected to undertake a number of activities including:

•  Assisting in the preparation of material to support the user experience. This could include updating the Service Requirement documentation for all EU Institution IMS operations or associated manuals and video tutorials on IMS as well as Training Plans per Institutional user.

•  Assisting in the test and validation campaigns of the abovementioned IMS services.

Diploma required: Any related to maritime or engineering or science.

Advantageous: Maritime knowledge/Geographical Information Systems/SQL/Legal.


10. Unit 4.1 - Human Resources & Internal Support

Tasks and duties of the trainee:

•  Assisting in the preparation of professional missions ensuring that the relevant rules and procedures in place are respected;

•  Encoding of mission claims on behalf of the staff member making sure that the Mission Guide is respected;

•  Calculating mission costs and reimbursements;

•  Assisting in administrative tasks linked to mission procedures;

•  Support in the coordination and organisation of selection procedures;

•   Assisting in other tasks of the Unit as required.

Diploma required: Tourism, Public Administration, HR, Finance or in any other related to the tasks to be performed.

Advantageous: Good organisational skills, ability to work in a team, knowledge of Excel.


11. Unit 4.2 - Legal, Finance & Facilities

Tasks and duties of the trainee:

To provide assistance to the Legal section in Unit 4.2 in the following areas:

•  Preparation of legal and procurement related documentation following the update of Procurement templates, rules and manuals;

•  Assistance in development and/or revisions of the internal legal framework;

•  Assistance in the verification of procurement files;

•  Assistance in the e-procurement procedures;

•  Assistance in maintaining the contract archive;

•  Assistance in preparing training presentations and other training materials;

•  Updates of the Court cases.

Diploma required: Master of Laws in European/Administrative/Business Law related fields.

Advantageous: Proficiency in Word, good knowledge of PowerPoint.


5. Eligibility and Selection Criteria


A.1 Nationality and education

  • Candidates must have an EU or Iceland or Norway nationality.
  • Candidates must have completed the first cycle of a higher education course (university education) and obtained a full degree or its equivalent by the closing date for applications.
  • Candidates must have completed their university studies no longer than three years prior to the deadline of applications.

It should be noted that due to the withdrawal of the United Kingdom from the European Union on the 31/01/2020, candidates from the United Kingdom who do not hold the nationality of another European Union Member State, are not eligible.

Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the EU Member States will be taken into consideration. Please note, that degrees awarded by the United Kingdom up to 31/12/2020 are considered as valid.

A.2 Language skills

  • The main working language in the field of maritime safety is English. Candidates must therefore have a very good command of oral and written English (at least B2 level).


B.1. Essential

  • Comply with the requirements of the position in the chosen units.

6. General conditions

Please note that sickness insurance is compulsory. Candidates must provide a certificate proving health insurance cover: private/public insurance or the European Health Insurance Card . The cover must be valid for the whole period of the traineeship. Please note that your insurance must cover all the medical costs associated with the COVID-19 pandemic.

7. Traineeship grant

The trainees will be awarded a monthly grant of € 1144.95 and a travel allowance as indicated in the above-mentioned decision, if applicable.

8. Submission of applications

Candidates must submit their application electronically solely via the EMSA website within the deadline. Applications by any other means (hard copy or ordinary e-mail) or submitted after the deadline will not be accepted.

When completing their application, candidates must indicate two units as first and second option as preference for the traineeship.  All candidates will receive an acknowledgement of receipt for their application. In addition to this, and once the acknowledgement of receipt has been received, candidates need to send a copy of all the University Diploma/s or relevant official certificate/s declared in the application (self-certifications are not accepted) by e-mail to the following address: traineeship@emsa.europa.eu with the following subject: EMSA/TRA/2022/06 – SURNAME/S Name/s

Only complete applications will be taken into consideration. No application will be considered if a University Diploma/s or relevant official certificate/s has not been sent to the Traineeship mailbox: traineeship@emsa.europa.eu

Females applicants are encouraged to apply, EMSA seeks to attain at least 60% of female trainees in our Traineeship Programme.

The closing date for application for the traineeship program is 30 June 2022 at 17h00 (Lisbon time).

Please be informed that EMSA reserves the right to modify the foreseen start and/or end dates of traineeships or to cancel them should circumstances so require. Candidates should also be aware that teleworking arrangements may also need to be put in place for some period of the traineeship, again depending upon the situation at the time.

9. The selection process

For each traineeship intake, a Selection Committee (SC) is created. The work of the SC is confidential, and applicants must refrain from contacting the members of the SC. The SC will set up a list of eligible candidates and send the list to the different EMSA entities for selection.

Once candidates have been selected by the relevant EMSA entities, the trainees' nomination is confirmed by the Executive Director.

There is no appeal procedure. Upon receipt of the application, the SC will examine all the applications based on the criteria established for the intake, as published on the Agency's website.

Candidates can be contacted over the phone or by videocall by the recruiting Units to check availability and to discuss mutual expectations prior to the final selection decision.

Candidates can also be invited for an interview or to take part in a written test. All candidates will be informed of the outcome of their application.

If an application is unsuccessful, candidates may re-apply for another traineeship period. It is, however, necessary to submit a new application together with all the supporting documents within the new deadline.

At any stage of the application process, applicants may withdraw their application by informing the Agency by mail to the address stated on the website.

EMSA respects the privacy of its trainees and processes applicants’ personal data in line with Regulation (EC) 2018/1725 of 23 October 2018.  Personal information requested in the context of the traineeship is processed in line with the Data Protection Privacy Statement on the processing of personal data in the context of Selection of Trainees at EMSA as available on the EMSA website.