Call for Applications: EMSA/AST/2015/09 - Document Management Officer

Post: EMSA/AST/2015/09 - Document Management Officer
Directorate/Unit: Unit A.1 - Human Resources
Type of post: Temporary agent post
Grade: AST4
Location: Lisbon
Closing date for applications: 11 September 2015

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 1990s along with a number of other important European maritime safety initiatives. EMSA was set up as the regulatory agency that would provide a major source of support to the Commission and the Member States in the field of maritime safety and prevention of pollution from ships.

The European Parliament and Council Regulation (EC) No 1406/2002, as amended, provides the legal basis for the establishment of the European Maritime Safety Agency (EMSA).

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.

3. Unit A.1 - Human Resources

Unit A.1 is responsible for the development and implementation of sound human resources management and personnel policies and procedures throughout EMSA, as well as implementation of the Protocol on Privileges and Immunities. Advice to management on these matters. Support for EMSA professional events and missions.

4. Functions and duties

The Document Management Officer, under the responsibility of the Head of the Human Resources and Internal Support Unit, will be responsible for the following tasks:

  • Contributing to the implementation, maintenance and improvement of the Agency’s document management policy;
  • Assisting in elaborating the required implementing rules and procedures concerning registration, filing, archiving and retention of documents and files;
  • Ensuring access to records (both in paper and electronic format) concerning the activities of the Agency, taking into account the relevant provisions concerning security and data protection;
  • Contributing to the implementation of the policies and rules in place concerning all aspects of document management in liaison with the network of Assistants to the Heads of Unit and the Heads of Department at Department and Unit level across the Agency;
  • Monitoring that the electronic system used for document management complies with the Document Management Policy in place and documents are encoded in accordance with the Agency’s Filing Plan;
  • Assisting, in cooperation with the facilities and logistics team, in procuring, organising and maintaining the appropriate in-house facilities to serve as archives;
  • In cooperation with the facilities and logistics team, securing physical integrity, protection, conservation, appraisal and transfer of documents, records and files with a view to their permanent disposal or retention and to opening them to the public in accordance with the existing regulations;
  • Providing training sessions and maintaining EMSA's intranet section on document management and archiving up to date;
  • Monitoring and reporting on the progress and fulfilment of the Agency's objectives related to document management, both to staff and management;
  • Assisting in the closing and management of the legacy files (pre-2016).

5. Eligibility and Selection Criteria


Qualifications and experience required:

A.1 Education:

  • A level of secondary education attested by a diploma giving access to post-secondary education, or 
  • A level of post secondary education of an official duration of three years attested by a diploma.

A.2 Experience: 

  • At least twelve years of proven professional experience acquired after the award of the diploma for a level of secondary education giving access to post-secondary education.
  • At least nine years of proven professional experience acquired after the award of the diploma when the normal duration of studies is three years. When the official duration of the post-secondary studies is less than three years, the difference in time is to be compensated by additional professional experience after the award of the diploma. 

A.3. Language skills 

The main working language in the field of maritime safety is English. Candidates must therefore have a very good command of oral English as well as in writing with a satisfactory knowledge of at least one other official language of the European Union to the extent necessary for the performance of the above mentioned duties.


B.1. Essential:

  • At least five years of relevant professional experience related to the functions and duties;
  • Good knowledge of archiving techniques and procedures: manual and electronic management of records, files and documents; organizational structures of national archival systems;
  • Good knowledge of document management techniques: record management systems; personal data protection rules; documentary resources of the EU; document workflow management;
  • Capacity to analyse and structure information;
  • Ability to work in a proactive and autonomous way;
  • Capacity to deliver results in a structured way;
  • Ability to work independently and in a team;
  • Eye for detail and accuracy.

B.2 Advantageous:

  • Knowledge of E-Domec, ARES and other similar policies and tools;
  • A qualification in archiving and/or document management.

The advantageous criteria will be considered by the Selection Board depending on the number of applicants meeting the essential criteria.

Applicants must meet the required eligibility criteria concerning the required educational qualifications and years of experience, as well as the essential criteria by the deadline for this call for applications.

6. General conditions

In order to be eligible the candidate must:

  • Be a national of one of the Member States of the European Union or of Iceland or Norway;
  • Be entitled to your full rights as a citizen;
  • Have fulfilled the obligations imposed on you by the laws concerning military service;
  • Meet the character requirements for the duties involved and
  • Be physically fit to perform the duties linked to the post.

7. Conditions of employment

The Document Management Officer will be appointed by the Executive Director, upon recommendation of the Chairperson of the Selection Committee.

This vacancy notice concerns a Temporary Agent position, pursuant to Article 2 f) of the Conditions of Employment of other servants of the European Communities.

The initial duration of the contract is three years, with possibility of renewal.

The successful candidate will be recruited in the grade AST 4.

The basic monthly salary, before any deductions or allowances, weighted for Lisbon, at 1 July 2012 for grade AST 4 first step is 3185.30 EUR.

In addition to the basic salary, staff members may be entitled to various allowances, such as an expatriation allowance (16% of basic salary), household allowance, dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation.

Please note that recruitment is done in the first or second step of the indicated grade, depending on the duration of the acquired professional experience. EMSA offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance. Further information regarding rights and conditions of employment can be found in the following document:


Please note that in line with the Staff Regulations recruited candidates shall be required to demonstrate before their first promotion the ability to work in a third European Community language.

The place of employment is Lisbon, Portugal.

Candidates are advised that if they are offered a post, and accept, they must undergo a compulsory medical examination to establish that they meet the standard of physical fitness necessary to perform the duties involved.

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.

All candidates will receive an acknowledgement of receipt for their application.

EMSA is an equal opportunities employer and encourages applications from all candidates who fulfil the eligibility and selection criteria without any distinction whatsoever on any ground such as 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, marital status or other family situation or sexual orientation.

You may apply in any of the official languages of the European Community, but it would be helpful to apply in English in order to facilitate the selection process. However you are requested to state your educational qualifications and positions held in the language of origin.

9. The selection process

For each selection process a Selection Committee is nominated. The selection is carried out in two phases:

1. In the first phase all eligible applications will be evaluated by the Selection Committee and scored against the selection criteria. Please note that non-compliance with at least one of the essential selection criteria will result in the exclusion of the candidate from the selection process. Advantageous criteria constitute additional assets and will not result in exclusion, if not fulfilled. The advantageous criteria will be considered by the Selection Committee depending on the number of applicants meeting the essential selection criteria.

On this basis, the Selection Committee will invite to the interview and to the test phase the best qualified candidates (maximum of 10), on condition that they have achieved at least 60% of the highest possible score during the evaluation of applications. Should the case arise that there are various candidates scoring the same number of points in the 10th ranking, the number of candidates to be invited will be increased accordingly to accomodate this. 

2. In the second phase, the selected candidates will be invited to pass one or several written tests related to the job profile and to take part in a selection interview.

During this recruitment phase, the selected candidates will be evaluated by the Selection Committee. After the interviews and tests, the Selection Committee will draw up a list of the most suitable candidates to be proposed to the Appointing Authority. Only candidates receiving at least 70% of the maximum points at interview and at the test phase will be included in the list of the most suitable candidates. The Appointing Authority will select the successful candidate and decide whether to also adopt a reserve list. The successful candidates will be informed accordingly.

All candidates will receive an information letter of the outcome of their application.

Please note that a binding commitment can only be made after verification of all conditions and will take the form of a contract signed by the Executive Director.

The reserve list will remain valid for a period of 1 year following its establishment. Therefore candidates whose name will be put on a reserve list could be offered a contract during this period of time. Please note however that inclusion in the reserve list does not guarantee recruitment.

Please note that the selection process may take several months to be completed and that no information will be released during this period. Once a selection process has been completed, its status will be displayed in the e-recruitment.

Please note that once you have created your EMSA profile, any correspondence regarding your application must be sent or received via your EMSA profile.

For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@emsa.europa.eu

Requests for information and appeal:

An applicant who would like further information, or considers that he/she has grounds for complaint concerning a particular decision may, at any point in the selection procedure, request further information from the Chairperson of the Selection Committee.
For information on how to lodge a complaint and/or an appeal procedure, please consult the ‘General Information for Recruitment’ overview on our website for more information: