EUOSHA/IAJM/AD/15/01 - HEAD OF THE PREVENTION AND RESEARCH UNIT (AD9-AD10)
INTER-AGENCY JOB MARKET (IAJM) VACANCY NOTICE
In order to foster mobility of Temporary Agents across Agencies in the framework of the Inter-Agency Job Market Agreement for staff members within the same function group, the European Agency for Safety and Health at Work (EU-OSHA) wishes to inform Temporary Agent staff from all the EU Regulatory Agencies  in function group AD9 – AD10 of the following vacant post:
HEAD OF THE PREVENTION AND RESEARCH UNIT (AD9-AD10)
Three-year renewable contract
1. JOB FRAMEWORK
The European Agency for Safety and Health at Work (EU-OSHA) is a decentralised Agency of the European Union, operational since 1996 and based in Bilbao (Spain).
The aim of EU-OSHA is to promote safer, healthier and more productive workplaces by providing the European institutions, the Member States and those involved in safety and health at work with technical, scientific and economic information. Further information on our activities can be found on our website: http://osha.europa.eu
The Prevention and Research Unit (PRU) designs, develops and implements research and information projects in the following areas:
- anticipating change and new and emerging risks through Foresight activities (European Risk Observatory);
- facts and figures – gathering data and information through instruments such as the ESENER enterprise survey and overview research projects;
- developing tools for good OSH management such as the Online interactive Risk Assessment project (OiRA);
- providing OSH information and products for the Agency’s awareness-raising Healthy Workplaces Campaigns;
- networking knowledge, primarily through the development of the OSHwiki.
The Head of Unit is expected to fulfil a strategic role within the Agency, contribute to the implementation of the Multi-Annual Strategic Programme (MSP) 2014-2020, the development of the Annual Work Programmes (AWPs) and of the new MSP after 2020. S/he is required to develop the Unit’s work plan and define the Unit’s expected results in line with the Agency’s strategic objectives defined in its MSP and AWP. S/he will be responsible for managing the unit by providing direction and oversight to its team of occupational safety and health specialists, researchers and administrative staff.
2. JOB PROFILE
Main functions and duties
The successful candidate will be responsible for:
Planning and reporting
- Prepare and implement after approval the annual work plan of the Unit, including resources planning, in order to implement EU-OSHA’s annual work programme for the activities managed by the Unit, taking into account the needs of Unit’s internal and external stakeholders, and in line with EU-OSHA policies;
- Ensure quality management and governance;
- Report as required by the management on the implementation of the Unit work plan, on the use of resources and on the outputs and deliverables;
- Report to management on legal and/or policy developments and on the outcome of discussions and negotiations regarding relevant subjects and raise potential issues;
- Ensure excellent internal communication on topics relevant for the Unit;
- Define the quality management documentation necessary to describe the activities of the Unit, plan its development and implement it;
- Contribute actively to the coordination of activities across units to ensure coherence between the different areas, in particular with the Communication and Promotion Unit;
- Participate in audits and in their timely follow up;
- Design and implement the business continuity plan for the processes under his/her responsibility.
- Enhance team spirit and motivation, ensure effective two-way communication, and handle promptly staff matters to foster a high level of staff wellbeing within the Unit;
- Ensure that staff receives the appropriate guidance and assistance with the aim of promoting the values and code of conduct within the Unit and the Agency.
- Ensure for staff under his/her responsibility continuous performance management through assigning Specific, Measurable, Attainable, Relevant and Time-bound objectives linked to the Unit work plan, monitoring performance throughout the year and providing regular and frequent performance feedback;
- Ensure achievement of continuous professional development of staff through coaching and mentoring, training and other appropriate learning activities to foster timely availability of the staff with the right skills and competencies;
- Perform the administrative tasks related to staff management to ensure smooth running of the unit, in particular leave and absence management;
- Ensure cross-unit co-operation and support to all Unit members to work together;
- Participate as appropriate and relevant in the selection process of the staff of the Unit and the Agency.
- Act as authorising officer by delegation and financial verifier and/or operational verifier respecting the principles of sound financial management and delegations obtained, according to the provisions of the sub-delegation;
- Prepare and monitor the budget and procurement requirements of the Unit to ensure optimal planning and use of financial resources.
- Represent the Agency at external events relevant to the interests of the Agency. Negotiate the satisfactory resolution of major problems relevant to the Agency with stakeholders or other relevant third parties;
- Communicate and promote the Agency’s work at national and international events.
The Head of Unit will be directly reporting to the Director and will be a member of the Agency’s Management Group.
3. ELIGIBILITY CRITERIA
In accordance with the Inter-Agency Job Market Agreement  and EU-OSHA Implementing rules concerning middle management staff , to be eligible to take part in this selection procedure, the applicant must, on the closing date for sending applications by email, meet the following requirements:
- Be employed in a Regulatory Agency as referred to in Article 1(1) of the IAJM Agreement as a temporary agent 2f;
- Be currently graded between AD9 and AD10;
- Meet the requirements in Article 3 (2) of the IAJM Agreement stating that candidates shall have been selected according to the selection procedure for temporary agents 2a (currently 2f) on a long term employment or, for staff engaged before the entry into force of the IAJM Agreement, have been successful in a selection procedure equivalent to short term employment as referred to in Article 4 of the same agreement;
In accordance with the IAJM Agreement, staff members from agencies not yet having signed the agreement can also apply.
Education and professional experience
Candidates must have a level of education that 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.
In addition to the above-mentioned certificates and professional experience, candidates must have a minimum of twelve years’ experience relevant to the main duties concerned, as described above .
Knowledge of languages
Candidates must possess a thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another language to the extent necessary for the performance of his/her duties.
Besides, as required in the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union and its implementing rules, temporary agents are required to have a working knowledge of a third EU language in order to be considered for the first reclassification.
Evaluation of the language competences will be carried out during the written test and the interview of the shortlisted candidates.
4. SELECTION CRITERIA
The following criteria will be used to assess candidates through their application form (including motivation letter), interview and written test.
- Professional experience in a management role at a middle or senior management level, in particular the ability to lead, motivate and develop teams to the best of their potential;
- In-depth knowledge and experience of programming and managing major occupational safety and health information projects, including administrative and financial management aspects;
- Extensive occupational safety and health knowledge and experience with OSH systems, policies and practices at national and European/international level;
- Excellent command of project management methods and techniques;
- Documented management experience of human and financial resources;
- Experience working in a multicultural environment. Ability to communicate knowledgeably (including technical information) with colleagues and external contacts at different levels;
- Ability to negotiate and lead to consensus within a tripartite environment;
- Ability to take a methodological and logical approach to work in the short and long term and to set priorities;
- Capacity to conceptualise problems, identify and implement solutions;
- Ability to set priorities.
Assets to be considered advantageous for selection
- Practical experience with financial management and budgetary procedures applicable to public administration notably in the field of procurement;
- Ability to work in a third EU language;
- A post-graduate university diploma within a relevant field.
5. SELECTION PROCEDURE
Screening of eligibility and selection criteria
A Selection Committee is appointed for this selection procedure, which is published both internally and on the Inter-Agency Job Market. Eligibility and suitability of candidates will be firstly assessed according to compliance with the eligibility and selection criteria by the Selection Committee. The Selection Committee will then consider the competencies of eligible applicants on the basis of the application provided and invite the most suitable candidates to the interview and written test.
Interview and written test
Interviews will be carried out in English. The knowledge of other relevant languages as stated by the candidate in his/her application may be evaluated. The interview and written test will measure the candidate´s knowledge of matters relating to the activities of EU-OSHA, technical knowledge in the relevant field, knowledge about the European Union, suitability for performing the tasks to be accomplished and suitability for working in an international environment.
Establishment of the reserve list and possible job offer
At the end of the process, the Selection Committee will submit the list of the most suitable candidates (maximum five names) to the Appointing Authority who will decide on the establishment of the reserve list and the final appointment.
The established reserve list does not guarantee recruitment and may be used for the recruitment of one post depending on budget availability and on the needs of the Agency. The reserve list will be valid until 31st December 2015 and could be extended.
Communication with the Selection Committee
The work of the Selection Committee and its deliberations are confidential. Candidates shall not make direct or indirect contact with the Selection Committee or have anybody do so on their behalf. Any infringement of this rule will lead to the disqualification from the selection procedure.
All inquiries for information should be addressed to firstname.lastname@example.org or by letter to the European Agency for Safety and Health at Work, c/ Santiago de Compostela 12, 48003 Bilbao, Spain, quoting the reference of the competition (EUOSHA/IAJM/AD/15/01).
Commitment to promote equal opportunities
The Agency is an equal opportunity employer and strongly encourages applications from all candidates who fulfil the eligibility and selection criteria without any distinction whatsoever on the grounds of nationality, age, race, political, philosophical or religious conviction, gender or sexual orientation and regardless of disabilities, marital status or family situation.
6. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT
The decision on appointment will be taken by the Agency’s Director on the basis of a reserve list of suitable candidates (maximum of five candidates) proposed by the Selection Committee. The established reserve list does not guarantee recruitment and may be used for the recruitment of a similar post depending on the needs of the Agency. The reserve list will be valid until 31st December 2015 and could be extended.
The successful candidate may be offered a contract subject to the rules in force for 2f Temporary Agents at the time of signature of the contract with the Appointing Authority. The conditions regarding grade, step and duration of contract of the selected candidate will be in line with the rules in force at the time of offering post.
Before engaging a temporary agent, the Appointing Authority will examine whether the candidate has any personal interest such as to impair his/her independence or any other conflict of interest. The candidate will inform the Appointing Authority, using a specific from of any actual or potential conflict of interest. If necessary, the Appointing Authority shall take any appropriate measures.
A contract offer will be made pursuant to the new Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union  which may be renewed not more than once for a fixed period of time. Any further renewal will be for an indefinite period.
The post is based in Bilbao. The job holder shall work in a multicultural environment where on-going dialogue between management and staff, including representatives of the staff, is regarded as vital.
Working time is based around flexi-time and core working hours. English is the Agency’s main working language.
Pay and welfare benefits
The successful candidate will maintain the same function group/grade s/he is holding in the previous Agency within the career bracket AD9-AD10.
The remuneration of the staff members consists of a basic salary paid in Euro weighted down by the correction coefficient (for example in Spain in 2015 it is 94.5%). In addition, staff may be entitled to various allowances depending on the particular situation of individuals, in particular foreign residence allowance (4% of the basic gross salary) or expatriation allowance (16% of the basic gross salary) and family allowances (such as household allowance, dependent child allowance, pre-school allowance and education allowance).
Additionally, s/he will be entitled to the management allowance according to the applicable rules.
The salary of the jobholder is subject to a Community tax deducted at source and is exempt from national tax. The salary package includes the contributions to the EU social security and pension schemes. Candidates are invited to familiarize themselves with the employment conditions as stated in the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union.
Under certain circumstances, in particular where the jobholder is obliged to change his/her place of residence in order to take up employment, the Agency may also reimburse some expenses incurred on recruitment, notably removal expenses.
7. APPLICATION PROCESS
There are two stages of the application process:
Stage 1 - Online registration
At the first stage candidates must submit the official application form to be downloaded [here].
Candidates are requested to complete their application in the main working language of the Agency, which is English. All parts of the application form must be completed in full. Candidates should assess and check before submitting their application form whether they fulfill all the conditions for admission laid down in the vacancy notice, particularly in terms of qualifications and relevant professional experience.
Applications must be sent to email@example.com by no later than 27th March 2015 at 23h00, Central European Time (CET).
The subject of the e-mail should include the reference of this vacancy (EUOSHA/IAJM/AD/15/01) and the candidate’s surname.
Once the application has been submitted, candidates will receive an automatic reply. It is their responsibility to keep the automatic reply as proof of application submission.
Should they not receive an automatic reply message, please contact: firstname.lastname@example.org
For applications to be valid, applicants shall:
- use and duly complete the official application form provided by the Agency;
- send their application by the above-mentioned deadline;
- follow the instructions for online application detailed above.
The Agency regrets that, due to the large volume of applications it receives, only candidates invited to interview will be contacted.
Stage 2 - Submission of a full application (only for candidates invited to the interview)
Candidates invited to the interview must bring with them on the day of the interview original supporting documents (proof of nationality, diplomas, academic qualifications, employment certificates, professional references etc.) needed to prove that they satisfy all conditions for admission as well as one set of copies.
All documentary evidence of professional experience must indicate start and end dates for previous positions and the start date and continuity for the current position held. On the day of the interview the candidate will be requested to sign his/her application form and by signing the form the candidate certifies on his/her honor that the information provided is complete and accurate.
8. DATA PROTECTION
The purpose of processing of the data you submit is to manage each application in view of a possible pre-selection and engagement at the Agency.
The personal information the Agency requests from applicants 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 Community institutions and bodies and on the free movement of such data.
9. APPEAL PROCEDURE
Request for review of Selection Committee’s decision
A candidate who considers that a mistake has been made regarding the eligibility of his/her application may ask for a review. To this end, a request for review may be submitted, within 15 calendar days of the email informing him/her of the rejection of the his/her application.
The request for review should quote the reference of the selection procedure concerned and should mention clearly the eligibility criterion/a requested to be reconsidered as well as the grounds. It shall be addressed to email@example.com.
The Selection Committee will reconsider the application and notify the candidate of its decision within 15 working days of receipt of the request for review.
Complaint to the Agency’s Director
If a candidate considers that s/he has been adversely affected by a particular decision, s/he can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Union at the following address:
European Agency for Safety and Health at Work
c/ Santiago de Compostela 12
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the candidate is notified of the act adversely affecting him/her.
If the complaint is rejected the candidate may bring a case under Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations of Officials and Conditions of Employment of Other Servants of the European Union before:
The European Union Civil Service Tribunal
Rue du Fort Niedergrünewald
Appeal to the Ombudsman
It is also possible to complain to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union and in accordance with the conditions laid down in the Decision of the European Parliament of 9 March 1994 on the regulations and the general conditions governing the performance of the Ombudsman’s duties, published in the Official Journal of the European Union L 113 of 4 May 1994:
1 Avenue du Président Robert Schuman – CS 30403
F- 67001 Strasbourg Cedex
Please note that complaints made to the Ombudsman have no suspensive effect on the period laid down in Articles 90(2) and 91 of the Staff Regulations for lodging, respectively, a complaint or an appeal with the European Union Civil Service Tribunal under Article 236 of the EC Treaty.
 This decision does not apply to executive agencies financed by the general budget of the European Communities and to the agencies falling within the second and third pillars of the Treaty of the European Union which do not apply the Staff Regulations.
 Agreement between the agencies having acceded to the agreement on the creation and implementation of an Inter-Agency Job Market Agreement (IAJM) of 28 January 2008. The full text is available here.
 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to this post. Only duly documented professional activity (i.e. remunerated employment or self-employment) is taken into account. Part-time work will be taken into account in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account. Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once (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 of the former).