Procurement Officer

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

Procurement Officer

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

Tallinn, Estonia

VACANCY NOTICE Ref. No: eu-LISA/17/TA/AD5/5.1 Procurement Officer

Sector/Unit/Department: Procurement Sector/Finance and Procurement Unit/Resources and Administration Department
Function Group/Grade: Temporary Agent/AD 5
Location: Tallinn, Estonia
Starting date: as soon as possible
Level of Security Clearance: CONFIDENTIEL UE/EU CONFIDENTIAL
Closing date for applications: 14 December 2017 23:59 EET and 22:59 CET

1. BACKGROUND

Applicants are invited to apply for the above mentioned post 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” or “the Agency”). 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 Eurodac5, the second generation Schengen Information System (SIS II)6 and the Visa Information System (VIS)7. In the future, eu-LISA may also be made 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 Entry/Exit System aims to facilitate the border crossing of legitimate travellers while increasing the possibility to identify over stayers and irregular migrants, as well as facilitate the implementation of return decisions. The new system will also ensure a better identification of third country nationals and will allow detecting people using several identities. The objectives of the system are to improve the management of external borders, reduce irregular migration and contribute to the fight against terrorism and serious crime and ensure a high level of security. Trialogue discussions on the Entry/Exit System are ongoing and expected to be finalised by June 2017. The Agency has started all necessary preparations and stands ready to start implementation, as soon as the legal basis is approved, with the aim to have the system operational by 2020.

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 FINANCE AND PROCUREMENT UNIT

The Finance and Procurement Unit is responsible for the provision of financial, budgeting, asset management, procurement, and assistance to contract management within the Agency, both for operational and corporate needs.

In particular, within the Unit, the Procurement Sector is responsible for carrying out eu-LISA’s procurement planning, tendering, contracting, and supporting contract management - including the development, streamlining and implementation of its procurement policies and procedures while ensuring that all statutory EU legal requirements are complied with.

The Procurement Officer post was created to complement the Sector in view of the anticipated expansion of the tasks conferred to the Agency (Entry/Exit System).

3. TASKS AND RESPONSIBILITIES

As a member of a Procurement Sector, reporting to the Procurement Officer/Head of Procurement Sector and under the supervision of the Head of Finance and Procurement Unit, the Procurement Officer will contribute to and facilitate the development and implementation of eu-LISA’s procurement function in accordance with established procurement and financial procedures.

The Procurement Officer will be responsible for:

  • contributing to the development, streamlining and implementing eu-LISA`s procurement policies and procedures;
  • performing, and when relevant coordinating, activities required by negotiated, restricted and open tender procedures including preparation, evaluation, verification and reporting to ensure sound financial management in all procurement activities;
  • providing required support to project managers/business owners for contract management issues;
  • providing procedural advice and drafting technical specifications in cooperation with the eu-LISA operational and other administrative and technical staff;
  • organising, coordinating and participating in Opening and Evaluation Committees and drafting the required related reports;
  • providing the required procedural support to Evaluation Committees during the different phases of the evaluation;
  • analysing and drafting contracts in line with EU relevant procurement rules and regulations;
  • providing support in monitoring/checking contracts implementation and initiating necessary steps for the contract renewal or extension (deadlines, budget implementation, etc.);
  • maintaining working contacts and official correspondence with service providers, suppliers and other contractors;
  • promoting best practices, sound financial management and knowledge-sharing in the field of procurement and contract management across eu-LISA;
  • contributing to systematic filing and organisation of documents to meet ex-ante and post publication requirements related to eu-LISA procurement;
  • contributing to the drafting of the annual procurement plan and monitoring its implementation together with the other colleagues of the Procurement Sector;
  • contributing to a repository of reference documents in the area of procurement and contract management;
  • ensuring continuous quality assurance with service providers, suppliers, and contractors;
  • supporting in contract monitoring including coordination with the Finance Sector for all matters related to the financial reporting;
  • performing other procurement related activities upon request.

4. QUALIFICATIONS AND EXPERIENCE REQUIRED

4.1. Eligibility criteria

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

4.1.1. he/she has a level of education which corresponds to completed university studies of at least three years attested by a diploma.

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 the said EU Member States shall be taken into consideration.

4.1.2. 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;

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

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

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

4.1.6. 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 minimum one (1) year relevant professional experience in active procurement either in the EU system, or in a national administration applying the EU Procurement Directive;
  • ability and experience in the preparation of tender dossiers and in the drafting and preparation of contracts;
  • ability and experience in drafting and correctly interpreting legal documents, opinions and submissions;
  • ability and experience in assessing financial and legal risks within the area of procurement and in developing appropriate solutions; knowledge of EU Procurement Rules (EU Procurement Directive) and their implementation;
  • strong drafting and communication skills in English both orally and in writing, at least at the level C1.

4.2.2. Besides the following attribute will be considered as advantageous:

  • professional familiarity with the European public administration environment;
  • professional experience in multicultural environment;
  • working knowledge of French, at least at the level B2.

4.2.3. Personal qualities

Attributes required for this post include:

  • excellent analytical and problem-solving skills, ability to think creatively, strong sense of integrity, initiative and responsibility;
  • high level of capability to organise and plan the work, pro-activeness and ability to handle multiple tasks when required;
  • supportive and helpful approach to others, with co-operative and serviceoriented attitude, good communication and interpersonal skills, ability to cooperate smoothly in a multicultural environment.

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

5. INDEPENDENCE AND DECLARATION OF INTEREST

The selected Procurement Officer 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 (`eu-LISA`s Executive Director`) 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 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 might be complemented by a written competency test;
  • The interview and a written test 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 interviews and the written test, the Selection Committee examines the profiles of applicants and scores the applicants 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 and tests took place, the Selection Committee draws up a 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 and the test phase;
  • The Appointing Authority choses from the reserve list an applicant whom to engage for the job;
  • The reserve list established for this selection procedure will be valid until 31 December 2020 (the validity period may be extended);
  • Applicants put on the reserve list may be offered 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 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 employment.

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 established reserve list.

For reasons related to eu-LISA’s operational requirements, once the applicant receives an 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 Agent, pursuant to Article 2(f) of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Temporary Agent post in question will be placed in Function Group AD, Grade 5 in the first or second step, depending on the length of previously acquired professional experience. The post is located in Tallinn, Estonia. Based on operational needs, the place of employment may be offered in Strasbourg, France.

The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Tallinn, Estonia 77.6 %) 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 (CONFIDENTIEL UE/EU CONFIDENTIAL 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 the 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 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 be 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 Communities and Conditions of employment of other servants of the European Communities, 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 applications 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 10 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 Checklist (find in the list of `Related documents` on euLISA 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 11 of this Vacancy Notice).

Applicants are requested to fill in the standard application form in English that can be downloaded from 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: 14 December 2017 at 23:59 EET (Eastern European Time) and 22:59 CET (Central European Time).

The subject of the e-mail should include the Reference No eu-LISA/17/TA/AD5/5.1.

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.

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.

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