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EASO - European Asylum Support Office

Senior Planning Officer (AD 7)

REF.: EASO/2017/TA/007

EASO - European Asylum Support Office

Valletta Harbour, Malta

1. WE ARE

The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation 439/20101, strengthens European Union (EU) Member States practical cooperation on asylum, enhances the implementation of the Common European Asylum System (CEAS) and supports Member States whose asylum and reception systems are under particular pressure.

Specifically, EASO focuses on three main tasks:

  1. Supporting Member States under particular pressure through emergency support, including the deployment of asylum support teams to assist EU Member States in managing asylum applications and in putting in place appropriate reception facilities;
  2. Supporting practical cooperation among Member States on asylum mainly through training, quality activities, country of origin information (COI), statistics and analysis, specialized expert networks, practical cooperation workshops, thematic support on unaccompanied minors, trafficking in human beings and gender;
  3. Contributing to the implementation of the CEAS by collecting and exchanging information on best practices, drawing up an annual report on the asylum situation in the EU covering the whole asylum procedure in EU Member States and adopting technical documents, on the implementation of the new EU asylum acquis.

The headquarters of EASO are located in Valletta Harbour (Malta).

2. WE PROPOSE

The Senior Planning Officer will be working within the EASO Department of Operations (DOP) within the unit of planning and evaluation reporting directly to the Head of Unit and will be responsible for the following tasks:

  • Development of tools and processes for planning and monitoring of operations;
  • Support with the coordination and drafting of Operational Plans and tools, including occasional participation in operations;
  • Support the overall planning and organisation of PEU input to EASO Management Board meetings and related processes;
  • Contribute on behalf of HoU of the Planning and Evaluation Unit to the development and updating of EASO's policies and procedures in line with the Internal Control Standards and other requirements;
  • Coordinate the relations with the Executive Office, the other Centers and the General Administration and Affairs Unit;
  • Deliver advice and support the PEU coordination on EASO's annual and multi-annual work programmes, budget and human resource planning, Annual Activity Report and other relevant planning documents;
  • Support the monitoring, evaluation and quality control of planning documents and decisions adopted by the Executive Director;
  • Draft documents including background notes, position papers, policy briefings, speaking notes, and meeting reports and minutes for the Head of Unit;
  • Contribute with any other technical and expert support as requested by the Head of Unit.

3. WE LOOK FOR

A) Eligibility criteria

Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:

1. Have a level of education which corresponds to completed university studies of at least 4 years attested by a diploma2 and, after having obtained the university diploma, at least 6 years of appropriate professional experience, or

Have a level of education which corresponds to completed university studies of at least 3 years attested by a diploma and, after having obtained the university diploma, at least 7 years of appropriate professional experience;

2. Be nationals of one of the Member States of the European Union or of associate countries that have concluded arrangements on their participation in EASO (Norway and Switzerland);

3. Be entitled to their full rights as citizens;

4. Have fulfilled any obligations imposed on them by the laws on military service;

5. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of another of these languages to the extent necessary for the performance of the duties pertaining to the post;

6. Meet the character requirements for the duties involved3;

7. Be physically fit to perform the duties linked to the post4.

B) Selection criteria

If the eligibility criteria set out in section A) Eligibility criteria are met, candidates will be assessed on the basis of the following selection criteria. The most suitable candidates evaluated on the basis of the selection criteria will be invited to an interview.

Essential

  1. Proven knowledge and experience in the design of tools for operations, planning for operations, reporting and monitoring of operations;
  2. Previous experience of at least 2 years in coordination of administrative workflow and processes within a national, EU, or international organization;
  3. Proven experience in drafting budget and finance documents, work programmes, background notes, position papers, policy briefings, speaking notes, and meeting reports.

Advantageous

  1. Working experience in a position related to the aforementioned duties within a European Institution, Agency or body;
  2. Very good experience with the EU Policies, instruments and tools, particularly in the field of asylum and other Justice and Home Affairs policies, including operational aspects;
  3. Experience in cooperation with Member States’ authorities, EU bodies, international organisations and civil society organisations;
  4. Experience and knowledge of project/programme development, management and implementation.

If selected for interview, candidates will also be assessed in the interview on the basis of the following criteria:

  • Excellent planning and organisational skills and the ability to prioritise work and deliver under pressure;
  • Excellent analytical and research skills;
  • Capacity to manage several processes simultaneously;
  • Ability to work effectively in a multidisciplinary team in a multicultural and multilingual environment;
  • Knowledge of the mission and organisation of EASO.

The ability to communicate in written English, and the knowledge, skills and competencies related to the job will be also assessed by written test.

4. SELECTION AND APPOINTMENT

The Regulation which provides the legal basis for EASO was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).

Eligibility of candidates will be assessed by a Selection Committee according to compliance with all eligibility criteria by the closing date for the submission of applications.

The applications of the eligible candidates will also be assessed against the selection criteria. Following that assessment, the best ranked candidates may be invited for a written competency test and an interview, which will be held for the most part in English.

The interview will consist of the following components:

  • General aptitude and language abilities to the extent necessary for the performance of their duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of the European Communities (CEOS);
  • Specific competences with reference to the applicants' profiles in line with the selection criteria of the present Vacancy Notice.

Candidates invited to an interview will be required to bring with them originals and copies or officially certified copies of the documents listed below:

  • A document proving their citizenship (e.g. passport);
  • Certificates attesting their educational and professional qualifications, in particular those giving access to the profile in question;
  • Documentary evidence of their professional experience after the date on which the candidate obtained the qualification giving access to the profile in question, clearly indicating the starting and finishing dates, whether full or part time, and the nature of the duties carried out.

The Selection Committee will propose a short list of successful candidates to the Appointing Authority, who will decide on the appointment of the successful candidate and the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.

The reserve list for this post will be valid until 31 December 2017 and may be extended at the discretion of the Appointing Authority.

Prior to contract signature, the successful candidate will be asked to undergo a compulsory medical examination by one of the institutions' medical officers in order that EASO may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.

5. EQUAL OPPORTUNITIES

EASO applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

6. CONDITIONS OF EMPLOYMENT

The temporary agent will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure.

He/she will be recruited as a temporary agent pursuant to Article 2(f) of the CEOS for a period of 5 years which may be renewed. The temporary agent post in question will be placed in group AD 7.

Successful candidates who are recruited will undergo an initial probation period of nine months.

The pay for a Temporary Agent, AD 7 (step 1) consists of a basic salary of EUR 5.937,01 weighted by the correction coefficient (for Malta currently 85.7%) supplemented with various allowances, including family allowances. The salaries of staff members are subject to a Community tax deducted at source.

Staff members are exempt from national tax on salary and are members of the Community social security and pension schemes.

For further information on working conditions of temporary staff please refer to CEOS: http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF.

The place of employment is Valletta Harbour (Malta).

7. APPLICATION PROCEDURE

For applications to be valid, candidates shall:

  • Use and duly complete the official application form provided on the EASO website. The application must be completed in English, and all parts must be completed in full;
  • Send their application to by email to: applications@easo.europa.eu by the deadline;
  • The subject of the e-mail should include the reference of this vacancy, followed by the candidate's surname.

Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same application to apply for more than one post will also be disqualified.

Please note that the selection process may take several months.

Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of experience, etc.) should not be sent at thisstage but must be submitted at a laterstage of the procedure when requested.

In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English.

Under no circumstances should candidates approach the Selection Committee, directly or indirectly, concerning this recruitment. The Appointing Authority reserves the right to disqualify any candidate who disregards this instruction.

Closing date:

The closing date for submission of the applications is 20 April 2017 at 13:00h (Brussels time). EASO will disregard any application received after that date and time.

Applicants are strongly advised not to wait until the last day to submit their applications, since heavy internet traffic or a fault with the internet connection could lead to difficulties in submission. The EASO cannot be held responsible for any delay due to such difficulties.

If at any stage in the procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified.

8. DATA PROTECTION

The purpose of processing of the data submitted by the candidate is to manage application(s) of the candidate in view of a possible pre-selection and recruitment at EASO.

EASO does not make public the names of successful candidates on reserve lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the EASO management team may have access to reserve lists and, in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department).

Application files of non-recruited candidates are kept for two years from the expiry date of the reserve list after which time they are destroyed.

The personal information requested will be processed in line with Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data.

9. APPEAL PROCEDURES

Pursuant to Article 90(2) of the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the Union, a candidate may submit a complaint against an act affecting him/her adversely.

The complaint must be lodged within 3 months from the date of notification to the following address:

The Executive Director
European Asylum Support Office
MTC Block A, Winemakers Wharf, Grand Harbour Valletta, MRS 1917
Malta

Should the complaint be rejected, pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations of Officials and the Conditions of Employment of Other Servants, a candidate may request judicial review of the act. The appeal must be lodged within 3 months from the date of notification to the following address:

European Union Civil Service Tribunal
Boulevard Konrad Adenauer
L-2925 Luxembourg
Luxembourg

If you believe that there was maladministration, you may lodge a complaint to the European Ombudsman within two years of the date when you became aware of the facts on which the complaint is based (see http://www.ombudsman.europa.eu), or write to:

European Ombudsman
1, Avenue du President Robert Schuman -BP 403
F-67001 Strasbourg Cedex
France

Please note that complaints to the European Ombudsman do not have the effect of suspending the period mentioned in Articles 90 and 91 of the Staff Regulations of Officials and the Conditions of Employment of Other Servants for lodging complaints or submitting an appeal pursuant to Article 270 of the Treaty on the Functioning of the European Union.


1 Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).
2 Only diplomas and certificates that have been awarded in EU Member States or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration.
3 Before the appointment, the successful candidate shall be asked to provide an extract from their police file.
4 Before the appointment, a successful candidate shall be medically examined by one of the institutions' medical officers in order that EASO may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations.

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