Post: EMSA/AD/2020/01 - Policy Adviser - International and Interinstitutional Relations
Directorate/Unit: Executive Office of the Executive Director
Type of post: Temporary agent post
Grade: AD7
Location: Lisbon
Closing date for applications: 9 March 2020

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. Executive Office of the Executive Director

Support to the Director in all areas under her responsibility. This includes helping good governance with management support, promoting compliance, transparency and civil service culture. In the area of planning and monitoring the Unit is responsible for developing the main institutional planning and reporting documents (SPD and CAAR), follow the full budgetary cycle, from the initial input to monitoring its execution. The Executive office provides secretariat to the EMSA’s Administrative Board and includes all compliance and audit related tasks of EMSA (IAS, ECA, ICF, etc) including risk management. Two other areas under the responsibility of the Executive Office are the continuous development of a Quality Management System and the Accounting Officer (with direct reporting to the Agency’s Administrative Board). Communication is also part of the Unit both in terms of traditional and digital/social media products. International and Interinstitutional relations for work with institutions and authorities, within the EU and beyond are also in the portfolio of the Executive Office. This involves planning and taking initiatives, coordinating EMSA’s position as well as organising events and visits.

4. Functions and Duties

The Policy Adviser - International and Interinstitutional Relations, will be responsible for supporting the Executive Director and the Head of the Executive Office, (reporting to the latter) in:

  • Developing and maintaining a structured cooperation framework and relations with EMSA's external stakeholders in the assigned areas or responsibilities (e.g. international organisations, EU agencies and bodies, EU institutions, third countries, etc);
  • Ensuring coherence and alignment between EMSA's strategic priorities and its relations with international and interinstitutional partners;
  • Following up and monitoring the implementation of the above-mentioned cooperation framework and projects liaising with the relevant business units;
  • Representing the Agency in meetings, working groups and committees as requested;
  • Drafting, coordinating, and updating comprehensive reports, annual reports, synthesis reports and/or briefings, in particular, for the assigned area of responsibilities;
  • Developing and maintaining the communication side of international and interinstitutional relations;
  • Providing support in the preparation of the main institutional documents (SPD, CAAR, etc) for the areas of responsibilities;
  • Ensuring the coordination and timely response of the Country Desk Officers in EMSA;
  • Supporting the Executive Director and the Head of the Executive Office as requested;
  • Contributing to the work of the Executive Office and the Agency in general.

 

5. Eligibility and Selection Criteria

A. ELIGIBILITY 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 Experience:

  • At least six years of proven professional experience acquired after the award of university diploma when the normal duration of university education is four years, or;
  • At least seven years of proven professional experience acquired after the award of university diploma when the normal duration of university education is three years.

A.3. Language skills:

The main language 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. SELECTION CRITERIA

B.1. Essential

  • At least five years of proven relevant professional experience working on maritime related issues, either in a national maritime administration, a European institution or an international organisation (candidates should specifically mention in their CV the range of tasks covered, referring to specific examples, and their relevance to the functions and duties of this vacancy notice);
  • Excellent knowledge of the institutional framework and decision-making procedures of the European Union (candidates should specifically mention in their CV the range of tasks covered, referring to specific examples, and their relevance to the functions and duties of this vacancy notice); 
  • A good working knowledge of EU maritime legislation, policies as well as relevant maritime International Conventions (candidates should specifically mention in their CV the range of tasks covered, referring to specific examples, and their relevance to the functions and duties of this vacancy notice);
  • An excellent understanding of relations between the Agency and the EU institutions and international organisations, as well as with member state authorities and the general public (candidates should specifically mention in their CV the range of tasks covered, referring to specific examples, and their relevance to the functions and duties of this vacancy notice);

B.2. Advantageous

  • A university degree related to the maritime field;
  • Work experience in the area of cooperation with maritime international and EU organisations;
  • Work experience relating to EU institutions.

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.

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

Supplementary:

  • Very good organisational and interpersonal skills as well as the ability to deal with people tactfully;
  • Excellent drafting and communication skills;
  • The ability to exercise, discretion, judgement and a high level of confidentiality at all times;
  • Service-orientated with a strong customer-focused approach to work, demonstrating responsiveness and flexibility;
  • Ability to work under pressure and to deliver within precise deadlines and to prioritise tasks.

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.

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 for calls for applications at EMSA due to the fact that they do not fulfil the requirements of Article 12.2 of the Conditions of Employment of Other Servants, namely that they do not hold the nationality of a EU Member State.

7. Conditions of Employment

The Policy Adviser - International and Interinstitutional Relations 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 AD7 .

The basic monthly salary, before any deductions or allowances, weighted for Lisbon, at 1 July 2019 for grade AD7  first step is 5,538.46EUR.

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.

EMSA is an Agency focused on gender balance and a harmonic workplace and strongly encourages the applications of women for the positions where they are underrepresented.

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 written 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 of the combined interview and written test 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, with the possibility of renewal. 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.

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:

How to request for information: An applicant who would like further information or considers that he/she has grounds for complaint concerning a particular decision of the selection procedure may send a request by e-mail to Recruitment@emsa.europa.eu preferably within 10 working days from the date he/she was notified.

EMSA Human Resources will forward the request to the Chairperson of the Selection Committee and the applicant will receive a reply as soon as possible.

How to lodge a complaint and/or an appeal procedure: An applicant may lodge a complaint under Article 90(2) of the Staff Regulation of Official of the European Communities and Conditions of employment of other servants of the European Communities (see Article 90 (2)of the Staff Regulations as amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013, OJ L 287, 29.10.2013)by e-mail Recruitment@emsa.europa.eu or registered mail at the following address:

Human Resources Unit

EMSA Praça Europa 4

1249-206

Lisbon

Portugal

The time limit for initiating this type of procedure is three months from the time you become aware of the act allegedly prejudicing your interests.

Applicants can make a complaint to the European Ombudsman. Before submitting a complaint to the European Ombudsman, applicant must have already contacted EMSA about the matter and used all the internal administrative options for review and/or complaints provided for in the Staff Regulations.

More information: https://www.ombudsman.europa.eu/en/home

Personal Data protection

The processing of personal data in the Community institutions and bodies like agencies is regulated by Regulation (EU) 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) No 45/2001 and Decision No 1247/2002/EC.

The Applicant shall have the right of access to his/her personal data and the right to rectify any such data that is inaccurate or incomplete. Should the Applicant have any queries concerning the processing of his/her personal data, (s)he shall address them to the delegated controller of the data, Head of Human Resources Unit. The Applicant shall have right of recourse at any time to the European Data Protection Supervisor.

For more on personal data protection and related documents see the Personal Data Protection page.