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eu-LISA - European Agency for the Operational Management of Large-scale IT Systems in the Area of Freedom, Security and Justice

Head of Operations and Infrastructure Unit (`OIU`)

eu-LISA - European Agency for the Operational Management of Large-scale IT Systems in the Area of Freedom, Security and Justice

Strasbourg, France

VACANCY NOTICE Ref. No: eu-LISA/17/TA/AD9/9.1 Head of Operations and Infrastructure Unit

Sector/Unit/Department: Operations Department
Function Group/Grade: Temporary Agent/AD9
Starting date: asap
Level of Security Clearance: SECRET UE/EU SECRET
Closing date for applications: 05 September 2017 23:59 EET and 22:59 CET

1. BACKGROUND

Applicants are invited for the above mentioned position at the European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice (hereinafter referred to as “eu-LISA”). eu-LISA was established by Regulation (EU) No 1077/2011 of the European Parliament and of the Council dated 25 October 2011 (hereinafter referred to as “the Regulation”). eu-LISA became operational on 1 December 2012.

The seat of eu-LISA is Tallinn, Estonia. Tasks related to development and operational management of the current and future systems are carried out in Strasbourg, France. eu-LISA also has a backup site is Sankt Johann im Pongau, Austria and a Liaison Office in Brussels, Belgium.

eu-LISA is responsible for the long-term operational management of Eurodac, the second generation Schengen Information System (SIS II) and the Visa Information System (VIS). In the future, eu-LISA will be responsible for the preparation, development and operational management of other large-scale IT systems in the area of freedom, security and justice, if so entrusted by means of separate legal instruments.

The core task of eu-LISA is to ensure the effective, secure and continuous operation of said IT-systems. The Agency is also responsible for the adoption of necessary measures to ensure the security of the systems and the security of the data therein.

Beyond these operational tasks, eu-LISA is responsible for reporting, publishing, monitoring and organising specific training sessions on the technical use of the systems, implementing pilot schemes upon specific and precise requests of the European Commission and the monitoring of research relevant for the operational management of the systems.

2. THE OPERATIONS AND INFRASTRUCTURE UNIT

The Operations and Infrastructure Unit (`OIU`), located in Strasbourg, France, monitors the operations of the IT systems via a 24/7 Helpdesk (providing service on a continuous basis and being a contact point for the Member States), manages the network, the system infrastructure and is in charge of the daily management of the back-up centre (BCU) located in Sankt Johann im Pongau, in Austria.

Subject to future organisational adaptations, the Unit is currently composed by three sectors: “Service Desk”, “Network Infrastructure” and “Systems Infrastructure”.

3. DUTIES AND RESPONSIBILITIES

Head of OIU will lead and manage a team currently consisting of forty three (43) staff members. He/she will be responsible for the operational management of the IT systems, administration of the Network Infrastructure and management of the Service Desk and to provide support to the Head of Operations Department.

Reporting directly to the Head of Operations Department, the Head of OIU shall be responsible for:

General tasks:

  • Contributing to drafting, monitoring and reporting on the implementation of euLISA Annual Work Programme (Programming Document), eu-LISA strategy, Budget estimates and other strategic and operational documents;
  • Implementing and periodically contribute to reviewing the Agency’s strategy, policies and procedures and ensuring alignment of the Unit work with them;
  • Defining the Unit work plan, coordinating the work within the Unit and with other Units as well as representing the Unit in the Management Committee and other internal bodies;
  • Managing implementation of Staff Regulations and staff policies in accordance with applicable EU rules and best practices;
  • Defining the Unit`s and individual Unit members` objectives;
  • Managing and supervising the work of the Unit and ensuring the efficient use of available human and financial resources;
  • Developing competences and skills of the Unit`s members in line with Agency`s competence model and ensuring the continuous assessment of their performance;
  • Overseeing the risk management and assuring compliance with applicable law in the execution of the tasks of the Unit;
  • Enhancing Unit reputation by accepting ownership for accomplishing new and different requests and exploring opportunities to add value to job accomplishments;
  • Representing Agency vis-à-vis its stakeholders as requested on matters related to competencies and activities of the Unit.

Specific tasks:

  • Designing and implementing operational plans and suggesting strategic plans to ensure infrastructure and network capacity meets present and future requirements;
  • Designing, implementing and maintaining policies, procedures and training plans for infrastructure and networks administration and use;
  • Planning, acquiring and coordinating installation of necessary Hardware (HW) and Software (SW) in the datacentres of the Agency;
  • Managing and ensuring optimal use of the datacentres of the Agency;
  • Contributing to preparations of requests for proposals (`RFPs`), tender documentation, contracts and other documentation relevant for operations in the Agency;
  • Cooperating with other units to ensure stable and continuous operations of the systems entrusted to the Agency;
  • Managing operational costs providing short and long-term financial forecasts;
  • Establishing and maintaining regular written and in-person communications with peers, Agency`s executives and stakeholders (where relevant) regarding pertinent infrastructure and network activities;
  • Carrying out any other relevant duties assigned by the Head of the Operations Department.

4. QUALIFICATIONS AND EXPERIENCE REQUIRED

4.1. Eligibility criteria

Applicants will be considered eligible for recruitment and selection on the basis of the following formal criteria which need to be fulfilled by the deadline for applications:

4.1.1. 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.

N.B. Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in said EU Member States shall be taken into consideration.

4.1.2. by the closing date for applications have acquired at least twelve (12) years of proven full-time professional experience relevant to the duties after the award of the qualification certifying the completion of the level studies required as a condition of eligibility as above;

Only duly documented professional activity is taken into account.

ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience, e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period).

In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the applicant.

Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in the 4.1.1. shall be taken into consideration as professional experience if official documentation is provided.

Free-lance or self-employed applicants must provide either a practicing certificate (or equivalent), or a copy of the entry in the relevant trade register, or any other official document (for example a tax document) showing clearly the length of the relevant professional experience.

4.1.3. he/she is a national of one of the Member States of the Union, Norway, Iceland, Liechtenstein or Switzerland and enjoys his/her full rights as a citizen;

4.1.4. he/she has fulfilled any obligations imposed on him/her by the laws concerning military service;

4.1.5. he/she produces the appropriate character references as to his/her suitability for the performance of his/her duties;

4.1.6. he/she is physically fit to perform his/her duties; and

4.1.7. he/she produces evidence of a thorough knowledge of one of the languages of the Union and of a satisfactory knowledge of another language of the Union to the extent necessary for the performance of his/her duties.

4.2. Selection criteria

4.2.1. Professional competencies

The applicant will be required to demonstrate that he/she has:

  • Proven professional experience in the management of a team of IT professionals of at least five (5) years;
  • Professional experience in managing large-scale IT systems (infrastructure and networks operations);
  • Proven experience in the elaboration of Work Programmes, Work Plans and other strategic and/or operational documents for an organisation;
  • Knowledge of management principles, in particular of strategic planning, prioritization, project management, allocation and management of resources and sound financial management;
  • Knowledge and understanding of Agency`s goals and objectives;
  • Knowledge and proven practical experience with industry-standard IT service management and governance frameworks (i.e. ITIL, ITSM, COBIT etc.);
  • Proven capacity to analyse complex information, to consider options in clear and structured way, to propose and implement recommendations and to make sound decisions;
  • Strong drafting and communication skills in English both orally and in writing, at least at level C1.

The working language of eu-LISA is English. Therefore, the ability to communicate in English is an essential requirement.

4.2.2. Besides the following attributes would be advantageous:

  • Previous management experience within an international and multicultural environment, preferably in the European Institution, Agency or other EU body;
  • Good knowledge of the administrative and financial circuits within the European public administration;
  • Professional experience in managing, coordinating and supervising the activities of several teams/services;
  • Previous experience in the management of datacentres;
  • Working knowledge of French and/or German, at least at level B1.

4.2.3. Personal qualities

Attributes important to this post include:

  • Proven leadership and staff management skills;
  • Ability to set and revise objectives for the Unit within overall strategic framework and ability to focus on priorities and to monitor and evaluate the progress made towards the said objectives;
  • Ability to deal with people effectively, respectfully and courteously as well as having strong service-oriented culture;
  • Ability to motivate a team to achieve desired results, to offer a constructive regular feedback, to acknowledge success and the need for improvement in order to enable to achieve objectives;
  • Ability to build productive and cooperative working relationships with hierarchy and other Units and colleagues;
  • Ability to communicate clearly and to present complex subjects simply, both orally and in writing;
  • Ability to organise, assign and manage the Unit`s work among the members of the team as well as to set up challenging and realistic objectives;
  • Ability to work under pressure and with tight deadlines, to make timely decisions, to reprioritize tasks responding to changes in a rapidly evolving work environment;
  • Excellent analytical capabilities, problem-solving and conflictresolution skills.

5. INDEPENDENCE AND DECLARATION OF INTEREST

The selected applicant for the post will be required to make a declaration of commitment to act independently in eu-LISA`s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence.

6. EQUAL OPPORTUNITIES

eu-LISA applies an equal opportunities policy and accepts applications without distinction on grounds of 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 or sexual orientation.

7. SELECTION PROCEDURE

The selection procedure includes the following steps:

  • A Selection Committee designated by the Appointing Authority (`the Executive Director of eu-LISA`) is set up for the selection procedure;
  • After registration, each application is checked to verify whether the applicant meets the eligibility criteria;
  • All the eligible applications are evaluated by the Selection Committee based on the selection criteria defined in the vacancy notice;
  • The best-qualified applicants, who obtained the highest number of points are short-listed for an interview which will be complemented by a written competency test and the assessment centre;
  • The interview and a written test as well as assessment centre are conducted in English. In case English is the mother tongue of an applicant, some interview questions or test questions will be in the language they indicate on the application form as their 2nd EU language;
  • During the interview, the Selection Committee examines the profiles of applicants and scores the candidates in accordance with the selection criteria;
  • Applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting and finishing dates, and the workload;
  • After the interviews, tests and assessment centre, the Selection Committee draws up a non-ranked list of the most suitable candidates to be included on a reserve list for the post and proposes it to the Appointing Authority. The Selection Committee may also propose to the Appointing Authority the best suitable candidate to be engaged for the post;
  • In order to be considered for inclusion on the reserve list, an applicant must receive at least 50% of the maximum points from the evaluation of the interview, test and assessment centre phase;
  • The Appointing Authority choses from the reserve list an applicant whom to engage for a job;
  • The reserve list established for this selection procedure will be valid until 31 August 2020 (the validity period may be extended);
  • Applicants put on the reserve list may be engaged for a job for the same or a similar post depending on the needs of eu-LISA and its budgetary situation, as long as the reserve list is valid;
  • Each applicant invited for an interview will be informed by a letter whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee engagement.

Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.

Because English is the working language of eu-LISA and because the successful applicant will be requested to immediately be operational, the recruitment procedure will be performed in English and all communication with applicants will be held in English.

8. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT

The selected applicant will be engaged by the Authority Authorised to Conclude Contracts of employment (`eu-LISA`s Executive Director`) from the reserve list, depending on operational requirements.

For reasons related to eu-LISA’s operational requirements, once the applicant receives engagement offer, he/she may be required to confirm their acceptance of the offer in a short time, and be available to start the contract at short notice (1 to 3 months).

The successful applicant will be engaged as Temporary Staff, pursuant to Article 2(f) of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Temporary Staff post will be placed in Function Group AD, Grade 9 in the first or second step, depending on the length of professional experience.

The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Strasbourg, France 113.8 %) and paid in EUR .

In addition to the basic salary, staff members may be entitled to various allowances depending on their personal situation. eu-LISA staff members pay an EU tax at the source and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxation.

Staff members may also be entitled to the reimbursement of removal costs and an initial temporary daily subsistence allowance. The provisions guiding the calculation of these allowances can be consulted in Annex VII of the Staff Regulations available at the following address: http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF.

The complete salary table is available in Article 66 of the Staff Regulations.

eu-LISA staff members are entitled to annual leave of two working days per each complete calendar month of service. There are on average 19 Public Holidays per year. Throughout the period of service staff members participate in the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and reaching the pensionable age. Pension rights acquired in one or more national schemes before starting to work at eu-LISA may be transferred into the EU pension system.

eu-LISA staff members are covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled to a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.

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 initial duration of the contract is five years including a probationary period of nine months, with the possibility of contract renewal for another period not exceeding five years. Second renewal would be indefinite.

All selected applicants will need to have, or be in a position to obtain, a valid Personnel Security Clearance Certificate (SECRET UE/EU SECRET level).

A Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, which shows the level of EU Classified Information (EUCI) to which that individual may be granted access (CONFIDENTIEL UE/EU CONFIDENTIAL or above), the date of validity of the relevant PSC and the date of expiry of the certificate itself. For more information about EUCI please consult the Commission Decision (EU, Euratom) 2015/444 of 13 March 2015 on the security rules for protecting EU classified information.

Applicants who currently hold a valid security clearance shall provide a copy of the security clearance to eu-LISA and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure will be initiated expeditiously.

Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual applicant.

Failure to obtain the required security clearance certificate from the successful applicant`s National Security Authority, either during or after the expiration of the probationary period, will give the right to eu-LISA to terminate any applicable employment contract.

9. PROTECTION OF PERSONAL DATA

eu-LISA ensures that applicants' personal data is processed in accordance with Regulation (EC) No 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 Community institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that eu-LISA will not return applications to applicants.

The legal basis for the selection procedures of Temporary Staff (TA 2 f) are defined in the Conditions of Employment of Other Servants of the European Communities .

The purpose of processing personal data is to enable selection procedures.

The selection procedure is conducted under the responsibility of eu-LISA's Human Resources and Training Unit, within the Resources and Administration Department. The controller, in practice, for personal data protection purposes is the Head of the Human Resources and Training Unit.

The information provided by the applicants will be accessible to a strictly limited number of HR staff members, to the Selection Committee, and, if necessary, to the Executive Director, Security and/or the Legal Officer of eu-LISA.

Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits.

Processing begins on the date of receipt of the application. Our data storage policy is as follows:

  • for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years after which time they are destroyed;
  • for applicants placed on a reserve list but not recruited: data is kept for the period of validity of the reserve list + 1 year after which time it is destroyed;
  • for recruited applicants: data is kept for a period of 10 years as of the termination of employment or as of the last pension payment after which time it is destroyed.

All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify the data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of applications` submission. Any substantiated query concerning the processing of his/her personal data should addressed to the Human Resources and Training Unit of the Agency at eulisa-RECRUITMENT@eulisa.europa.eu.

Applicants may have recourse at any time to eu-LISA’s Data Protection Officer dpo@eulisa.europa.eu and/or the European Data Protection Supervisor (edps@edps.europa.eu).

10. APPEAL PROCEDURE

If an applicant considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Union and Conditions of employment of other servants of the European Union, to the following address:

eu-LISA (European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice)
EU House
Rävala pst 4
10143 Tallinn, Estonia

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts from the time the applicant is notified of the act adversely affecting him/her.

11. APPLICATION PROCEDURE

In order for application to be valid and considered eligible, the applicant is required to submit:

  •  eu-LISA standard application form filled in and hand-signed (scanned into PDF format);
  • Eligibility Checklist (see page 11 of this Vacancy Notice) duly completed and hand-signed (scanned into PDF format). In this Checklist the applicant verifies his/her compliance with the eligibility criteria for the specific post;
  • Selection criteria Check-list (find in the list of `Related documents` on our webpage) duly completed and hand-signed (scanned into PDF format). In this check-list the applicant explains in his/her opinion on how he/she meets the selection criteria for the specific post;
  • Declaration of Conflict of Interest duly completed and hand-signed (scanned into PDF format) in order to identify potential or actual conflict of interest in relation to the position offered, if any (see page 12 of this Vacancy Notice).

Applicants are requested to fill in the standard application form in English that can be downloaded from the eu-LISA website: http://www.eulisa.europa.eu/JobOpportunities/Pages/TemporaryAgent.aspx.

Incomplete applications and applications received by eu-LISA after the deadline will be disqualified and treated as non-eligible.

Applications must be sent to the following e-mail address before the deadline: eulisa-RECRUITMENT@eulisa.europa.eu.

The closing date for submission of applications is: 05 September 2017 at 23:59 EET (Eastern European Time) and 22:59 CET (Central European Time).

The subject of the e-mail should include the Title of the post and Reference No eu-LISA/17/TA/AD9/9.1.

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. eu-LISA cannot be held responsible for any delay due to such difficulties.

Once the applications have been registered, applicants will receive an acknowledgement message by e-mail confirming the receipt of the application.

Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified.

Due to the large volume of applications, eu-LISA regrets to inform that only applicants selected for the interviews will be contacted via e-mail.

In case of any queries about the selection process, please contact via e-mail: eulisa-RECRUITMENT@eulisa.europa.eu.

You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by eu-LISA. Additionally, do not submit the reference letters or testimonials, unless they have been requested for the sole use of eu-LISA.

Please note that the time period between the closing date for applications submission and the end of the short listing applicants for the interview may take up to several months.

For more details and to apply for this job click here.

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