Post: EMSA/AD/2018/03 - Project Officer for Reporting Formalities
Directorate/Unit: Unit C.2 - Vessel and Port Reporting
Type of post: Temporary agent post
Grade: AD5
Location: Lisbon
Closing date for applications: 16 July 2018

The selection of candidates will follow the EMSA Staff Recruitment Procedure. Candidates must apply for this post via the EMSA website - 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 and supports European cooperation on coastguard functions.

3. Unit C.2 - Vessel and Port Reporting

The mission of Unit C.2 is to ensure the efficient operation, monitoring and evolution of building blocks of the EU vessel traffic information system, such as SafeSeaNet and the long-range identification and tracking of vessels (LRIT), and to support EU operational reporting services, including the further development of the electronic transmission of reporting formalities including through the National Single Window (NSW) and the eManifest.


C.2.1 co-operates with Member States and the EU institutions to implement, maintain and develop the EU vessel traffic monitoring initiatives in the fields covered by Directive 2002/59/EC (as amended) and Directive 2010/65/EU, in particular through cooperating with Member States to operate SafeSeaNet, the European Union Long Range Identification and Tracking Cooperative Data Centre (EU LRIT CDC) and the LRIT International Data Exchange (LRIT IDE). In addition, assistance is provided to the European Commission and Member States for the LRIT issues within the International Maritime Organization (IMO).

The section is also responsible for the technical implementation of the Reporting Formalities Directive and in particular for the enhancement of the NSW, development of the eManifest, peer reviews, visits to Member States in the field of VTMIS.  The section collaborates with the Commission and EUROSTAT for the development of maritime statistics and co-ordinates the training programmes related to all Department C maritime information applications.


The MSS provides a 24/7 operational and technical service with responsibility for ensuring systems availability and stability by monitoring the continuity of the incoming and outgoing data flows, quality reporting and incident management linked with all Agency maritime applications. In the event of maritime emergencies the MSS acts as a single point of contact for mobilisation of EMSA operational services, and will report to EMSA and the Commission on maritime accidents in accordance with the EMSA contingency plan.

4. Functions and Duties

The Project Officer for Reporting Formalities will, under the responsibility of the Head of Unit C.2 ‘Vessel & Port Reporting’ be responsible for:  

  • Supporting and monitoring the implementation of the Reporting Formalities Directive 2010/65/EU (RFD) and Vessel Traffic Management Information System Directive 2002/59/EC (VTMIS): In co-ordination with the Commission, prepare the necessary discussion papers for the RFD related meetings. This includes in particular the elaboration of technical specifications, standards and procedures to be applied by the National Single Windows (NSWs) and SafeSeaNet systems of the Member States, in collaboration with experts of the Commission and Member States.
  • Participating in projects which aim at reducing the administrative burden for the shipping industry: Participating in initiatives and pilot projects (for example the eManifest pilot project and the European Maritime Single Window prototype) which aim at simplifying reporting procedures by making the best possible use of data transmitted to NSWs. Contributing to the elaboration of user requirements and technical specifications, testing and verification of deliverables and system administration.
  • Contributing to the developments in SafeSeaNet (SSN): Contributing to work related to SSN to ensure that the relevant documentation is updated to reflect changes in legal requirements as regards to reporting formalities, as well as, maintaining relevant central data bases. Contributing to the elaboration of user requirements and technical specifications, testing and verification of deliverables and system administration.
  • Monitoring EU policies and international developments related to facilitation of maritime traffic: Following developments in EU Transport policies in order to assess their impact on present and future platforms managed and operated by EMSA. In addition, following developments at international organizations, in particular at the IMO FAL Committee and standardisation organisations, in order to assess how amendments to legislative provisions and to relevant standards may impact the implementation of the RFD and VTMIS Directives.


5. Eligibility and Selection Criteria


Qualifications and experience required:

 A.1 Education:

  • A level of education which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or;
  • A level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years.

    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 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:

    • Two years of proven professional experience working at national level with the National Single Window (NSW) or Port Community System (PCS) or SafeSeaNet (SSN). The experience should relate to IT or administrative tasks;
    • Thorough understanding of the EU context and of the interaction between national administrations and EU institutions, gained through professional experience: Please give specific examples in your application;
    • Proven professional experience in business requirements analysis and process/data modelling (such as of the data providing process of the reporting of formalities, the exchange of information with the national Authorities and the ship/cargo clearance) related to NSW or PCS or national SSN;
    • Proven professional experience in project management.

    B.2. Advantageous selection criteria:

    • Good knowledge of European Union legislation on information exchange and IT systems;
    • Good knowledge of international standards related to maritime transport, ship and cargo reporting formalities (UN/EDIFACT, WCO data model, ISO standard);
    • Proven working experience in managing meetings, acquired in a national, European or international public administration: Please give examples in your application.

    The advantageous criteria will be considered by the Selection Board 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: 

    • Very good written and oral communication skills;
    • Very good negotiation skills. 

    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 Project Officer for Reporting Formalities will be appointed by the Executive Director, upon recommendation of the Chairperson of the Selection Committee.

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

    The successful candidate will be recruited in the grade AD 5.

    The basic monthly salary before any deductions or allowances, weighted for Lisbon at 1 July 2017 for grade AD 5 first step is 3878.84EUR.

    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, 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 should ensure that they clearly indicate how they meet the selection criteria in their application and motivation letter.

    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 accommodate 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.

    Candidates are strictly forbidden to make any contact with the members of the selection committee, either directly or indirectly. Any infringement of this rule will lead to disqualification from the selection procedure.

    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

    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: