Trainee Knowledge and Information Management

il y a 2 semaines

Brussels, Belgique European Defense Agency Temps plein

**Contract type**:
Trainee

**Directorate**:
Corporate Services Directorate

**Group**:
N.A.

**Grade**:
N.A.

**Level of Security Clearance**:
SECRET UE/EU SECRET

**Management of staff**:
N.A.

**Location**:
Brussels

**Indicative starting date**:
01/09/2024

21/05/2024

1. BACKGROUND

The European Defence Agency (EDA) was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.

The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).

2. THE AGENCY'S WAY OF WORKING

The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.

3. PURPOSE AND SCOPE OF THE TRAINEESHIP

EDA’s traineeship programme is addressed to university graduates, including those who, in the framework of lifelong learning, have recently obtained a university diploma and are at the beginning of a new professional career.

The aim of EDA’s traineeship programme is:

- to create a pool of young people with first-hand understanding of EDA’s mission and activities.
- to enrich the work of EDA with a fresh point of view and up-to-date academic knowledge.
- to promote European integration and create awareness of European citizenship in a multi-cultural and multilingual environment.

While at EDA, trainees will be working side by side with motivated and highly qualified experts coming from the participating Member States and they will have the opportunity to contribute to specific projects within the Agency.

4. THE CORPORATE SERVICES DIRECTORATE

The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under 6 dedicated units, namely: Human Resources; Procurement and Contract Management; Legal; Finance; IT and Information Management together with Security and Infrastructure Management. Additionally, the EDA Programme Manager and Corporate Projects Officer provides a leadership role in, and a focal point for, good practice in Project, Programme and Risk Management. Finally, the Record Manager is responsible for the effective and appropriate management of information produced and/or received by the organisation.

CSD processes are geared towards efficient and optimal use of resources, leveraging good practice and technological solutions while ensuring sound financial management, transparency and accountability; outward focus and commitment to continuous improvement are the hallmarks of CSD.

5. THE TRAINEESHIP

The Knowledge and Information Management Trainee will work in close cooperation with EDA’s Records and Archives Manager and Program Management and Corporate Projects Officer in further developing the Agency’s Knowledge and Information Management Systems. The trainee will have the opportunity to actively contribute to the information and project management processes and practices used across the Agency, the dissemination of knowledge, data quality assurance, and management of both digital and analogue archives within EDA.

6. TASKS AND DUTIES

Under the supervision of his/her advisor, the Knowledge and Information Management trainee will contribute to the following activities:

- support to drafting and establishment of relevant policies and procedures;
- participate in the information management processes, such as documenting, organizing, and maintaining current and historical project data and documents;
- facilitating the transfer of knowledge between different services within EDA through the management of digital content repositories;
- keeping document and records databases up to date to ensure that existing information assets are identified, managed and leveraged across EDA;
- advising improvements in the IT tools and supporting users in information retrievals and related queries;
- administering the functional mailbox and replying to internal

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