European Maritime Safety Agency (EMSA)

Call for Applications EMSA/CA/2016/03 (Agency’s Contractual Staff)

Post: EMSA/CA/2016/03 - Reserve list for a Human Resources Officer
Directorate/Unit: Unit A.1 - Human Resources
Type of post: Contractual Agent
Function group : IV
Location: Lisbon

Closing date for applications: 20 June 2016

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 events.

4. Functions and Duties

The HR Officer, reporting directly to the Head of the Human Resources Unit, will be requested to work in one or more of the following four areas: 

HR Policy Planning, Implementation and Reporting: 

  • Providing support in the development of HR policies or General Implementing Rules to the Staff Regulations;
  • Drafting communications on HR Policies for staff, management and the Staff Committee;
  • Development of forms and templates in order to ensure the implementation of a rule;
  • Development of HR reports, KPIs, etc. for internal and external stakeholders, using data from the SharePoint database. 

Recruitment:

  • Drafting of calls for applications;
  • Coordinating calls for application and the subsequent selection procedure(s);
  • Screening of CV’s;
  • Answering candidates;
  • Liaising with the Selection Board Members;
  • Preparing minutes and grids related to the selection procedure.

HR Development and Training:

  • Providing support in the implementation of the Staff Development Policy;
  • Financial management of staff training expenditure;
  • Management of framework contracts related to training, including procurement procedures;
  • Assisting the HR Unit in carrying out the annual appraisal exercise;
  • Assisting the HR Unit during the promotion/reclassification exercise. 

Payroll and Financial Management:

  • Coordination with the Office for the Administration and Payment of Individual Entitlements (PMO) of the Commission for the administration and calculation of the salaries;
  • Processing the EMSA salaries and other related payments (family allowances to third parties, social contributions, etc.);
  • Determination of individual rights of staff members upon recruitment, during service and upon termination of service;
  • Financial Management of salary related expenditure and relevant budget lines (cash flow, budget forecast, follow-up, etc.);
  • Processing the payment of SNE allowances and trainee grants.

5. Eligibility and Selection Criteria

 A. ELIGIBILITY CRITERIA

Qualifications and experience required:

A.1. Education and professional experience:  

A level of education which corresponds to completed university studies of at least three years attested by a diploma, and appropriate professional experience of at least one year. 

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 spoken and written English, 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 four years of full time proven experience in at least two of the four above-mentioned areas, in addition to the one year of experience mentioned in A.1: candidates must indicate clearly on their application how this has been achieved;
  • Good knowledge of the EU Staff Regulations and Conditions of Employment of Other Servants.  

B.2.Advantageous: 

  • Professional experience in dealing with Human Resources related issues in an EU environment (European institutions and/or European Agencies);
  • Knowledge of French;
  • A specific degree in HR or related area, such us Business Administration or Psychology;
  • Working experience with ABAC or other financial systems;
  • Working knowledge of SharePoint.

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

In addition to the requirements above, candidates invited to the interview and test phase may also be assessed against the following supplementary requirements: 

Supplementary:
  • Ability to take responsibility for specific areas of work and to deliver to high standards within specific and tight deadlines; 
  • Being well-structured, having an excellent eye for detail and being organised with the ability to focus on priorities;
  • Excellent client/service orientation;
  • Ability to deal with people tactfully and confidentially;
  • Ability to work well with others as well as autonomously.

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 Reserve list for a Human Resources Officer will be established by the Executive Director, upon recommendation of the Chairperson of the Selection Committee.

Candidates are advised that if they are offered a post, the duration of the contract is three years, with the possibility of renewal.

If recruited from the reserve list, the successful candidate will be recruited in function group IV (FGIV). The grade will be determined in accordance with the number of years of professional experience.

The basic monthly salary for the entry grade of Function Group IV, (Function Group IV, Grade 13, Step 1) before any deductions or allowances, weighted for Lisbon, at 1 July 2015 is 2,571.39 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 step of the indicated grade.

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:

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

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 Union, but it would be helpful to apply in English in order to facilitate the selection process.

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 15), 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 15th 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:
http://www.emsa.europa.eu/recruitment-info.html

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