Trainee Communications and Information Systems

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 introduce recent graduates to the professional world and enable them to apply knowledge acquired during their studies, particularly in their specific areas of competence.  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 CAPABILITY, ARMAMENT AND PLANNING DIRECTORATE (CAP) The Capability, Armament & Planning Directorate (CAP) identifies and proposes collaborative opportunities in support of EU capability development priorities. The Directorate is responsible for planning and conducting capability development based on analysis of military requirements conducted together with Member States within the Capability Development Plan (CDP). The Directorate coordinates in-house the implementation of the Coordinated Annual Review on Defence (CARD), establishing a regularly updated overview of the European defence capability landscape, in coordination with the European External Action Service (EEAS), including the EU Military Staff (EUMS). The CAP Directorate implements EDA’s secretariat functions to the Permanent Structured Cooperation (PESCO), together with the EEAS, including the EU Military Staff. Within the PESCO secretariat, the Directorate coordinates EDA’s assessment of PESCO project proposals from the capability perspective, as well as the National Implementation Plans of PESCO participating Member States and supports PESCO project implementation. Based on coordinating the results of CDP, CARD and PESCO, the Directorate plans and prepares capability development activities and projects tailored to Member States’ needs. These activities span from advice and roadmaps to collaborative capability development projects, including the support to Member States upstream of the European Defence Fund. The CAP Directorate comprises six Units with the following key areas of activity: Air Domain Unit: Air Combat, Air ISR Platforms, Anti-Access/Area-Denial, Air-to-Air Refuelling, Strategic and Tactical Air Mobility Cooperation Planning Unit: CDP, CARD, Defence Data Land and Logistics Unit: Land platforms, Counter-IED, Personnel Recovery, Military Mobility, Logistics, Medical Support Information Superiority Unit: Communication & Information Systems, Surveillance & Reconnaissance, Space, Cyber Defence Maritime Unit: Maritime Surveillance, Mine Counter Measures, naval training, harbour protection PESCO Unit: PESCO secretariat, assessment and support to project development 5. THE TRAINEESHIP The aim of this traineeship is to contribute to the Information Superiority Unit’s work in the field of Communications and Information Systems (CIS), Command and Control (C2) technologies and initiatives, as well as assist with related project management tasks. The trainee will provide support to the work of the Project Team CIS, Project Arrangement Management Groups (PAMG) of Category B projects and other working teams activity, together with EDA’s project officers, by getting a full understanding of EDA’s way of managing projects, understanding the purpose/objectives of active projects, etc. The Project Team CIS is an active group of governmental experts, in charge of shaping and monitoring policy and project work in areas such as CIS, Information Management, C2 and Intelligence, Surveillance and Reconnaissance networked capabilities. It has strong exposure to other institutions’ work (European External Action Service, EU Military Staff, European Commission, etc.). 6. TASKS AND DUTIES Under the supervision of his/her advisor, the trainee will contribute to/be responsible for the following activities: in general, support Project Officers in their project management activities; review project status/issues/updates between team sessions; create the agenda for team meetings (by comparing objectives and action lists from previous ones);  communicate with project/team stakeholders;  support the organization and participate in meetings, acting as meeting secretary/notes taker; interacting with the team representatives via the EDA Collaboration Platform (ECP) relevant workspaces containing documents, action lists, forums, calendar management; update the progress of Projects in the Project Portfolio Management (PPM) tool; contribute to the definition of action plans; support the creation of new initiatives; prepare food-for-thought papers and other notes for discussion; assess emerging trends on CIS/C2 multi-domain command and control, cloud computing, 5G and relating them to the team’s work programme; support other activities as required. A typical day at work involves the following activities: support the preparation and conduct of project activities;  participate in meetings; in consultation with the project officers, provide inputs to internal (intra-directorate and cross-directorate) work; draft internal documents for reporting or dissemination activities; keep a regular communication with representatives/experts in the participating Member States; participate in project deliverable analysis sessions and contribute with feedback. 7. LEARNING OUTCOMES A. Project outputs & learning outcomes The selected trainee will be involved in relevant implementation activities of EU collaborative projects and will contribute with shaping a comprehensive programme of work in the area of CIS/C2 and associated technologies. The trainee will show confidence in advanced defence policies such as Capability Development Plan (CDP), Strategic Context Cases, Coordinated Annual Review on Defence (CARD), Permanent Structured Cooperation on Defence (PESCO) and ultimately the EU Digital Single Market. The selected trainee will become familiar with and will acquire practical experience in project management skills. S/he will gain knowledge in current EU and international developments regarding Digitalisation, state-of-the-art technology and how the information domain in the EU and its Member States will be shaped from policy down to technical capabilities in the future. B. Technical / Soft skills to be acquired From this experience the trainee will gain: ability to work in a small team and independently in his/her area of responsibility; very good organisational and communication skills; flexibility and ability to communicate with different counterparts (government and industry); report preparation and writing skills; understanding of project management principles; result-orientated planning and execution; time management; multi-stakeholder relations/management; drafting policy papers; organisation of (international) meetings and events. 8. ELIGIBILITY CRITERIA To be considered eligible to take part in this selection procedure, on the closing date for the submission of applications candidates must satisfy all the eligibility criteria as specified below: be a national of a Member State participating in the Agency; be entitled to his/her full rights as a citizen; produce the appropriate character references as to his/her suitability for the performance of his/her duties (extract from the “judicial record” or certificate of good conduct will be requested prior to recruitment); be physically fit to perform his/her duties; have a thorough knowledge (minimum level C1 oral and written) of one of the languages of the participating Member States and a satisfactory knowledge (minimum level B2 oral and written) of another of these languages to the extent necessary to discharge his/her duties; have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of his/her duties within the Agency; hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level); have completed at least the first (minimum three-year) cycle of a higher education course (university education) and obtained a full degree or its equivalent by the closing date for applications; have not previously undertaken for more than six weeks a paid or unpaid traineeship or any kind of employment in another EU institution, Agency, or body. Please note the following: Age limit: No age limit is imposed on the candidates for traineeships; however, as a matter of priority, traineeships are offered to recent university graduates. UK nationality: Due to the withdrawal of the United Kingdom from the European Union on 31/01/2020, candidates from the United Kingdom who do not hold the nationality of another participating EU Member State, are not eligible. Languages: For native English speakers, your ability to communicate in another EU language will be tested during the selection process. To assess your foreign language levels, see:  Personnel Security Clearance (PSC): This is a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, and which shows the level of 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. Please note that the procedure for obtaining a PSCC can only be initiated by EDA on behalf of the selected candidate; Non-EU diplomas: Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence. For diplomas awarded in non-EU countries, a NARIC recognition is required:  UK diplomas: Qualifications/diplomas awarded until 31/12/2020 in the United Kingdom are accepted without further recognition. For diplomas awarded after this date (from 01/01/2021), a NARIC recognition is required. 9. SELECTION CRITERIA A. Essential Candidates shall  not apply for more than 2 trainee profiles  and are requested to indicate an order of preference. Only applications meeting all essential selection criteria will be assessed. (1) Academic The candidate will be required to demonstrate that he/she has a bachelor's degree (or equivalent academic degree) on Telecommunications, Computer Science, Information Technology, Engineering/Science, International policy or other similar domain relevant to the post. (2) Linguistic Excellent knowledge of written and spoken English (level C1/C2). (3) Technical Advanced IT literacy, particularly in MS Office applications (Word, Excel, PowerPoint, Outlook) and video conference software. B. Desirable The following will be considered an advantage: academic background with a focus on EU institutions; exposure to an international environment; exposure to Telecommunications and/or Computer Science; project management exposure and certification; ITIL certification; good interpersonal skills; interest in information technology matters; understanding of EU initiatives on digitalisation, telecom domain or of a related area including scientific, technical, strategic aspects. 10. INDEPENDENCE AND DECLARATION OF INTEREST Trainees must exercise the greatest discretion regarding facts and information that come to their knowledge during the course of their training. They must not, in any manner whatsoever, disclose to any unauthorised person any document or information not already made public. They will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to their independence. They will continue to be bound by the obligation of confidentiality and professional discretion after the end of their training. EDA reserves its legal right to terminate the traineeship and to pursue any person who does not respect this obligation. 11. TRAINEESHIP CONDITIONS The traineeship is offered for a 1-year period. Trainees are awarded an allowance month. Upon presentation of the proper justification, disabled trainees may receive a supplement to their allowance equal to a maximum of 50% of the amount of the allowance. The objective of this extra payment is to help disabled trainees to cover extra expenses transport, cost of special accommodation etc.) which may be required due to their disability. Health and accident insurance is mandatory. Trainees shall be responsible for organising their own insurance against accident along with health cover and any insurance required for family members for the duration of the traineeship. Trainees whose place of origin is more than 50km from the place of employment are entitled to a reimbursement of travel expenses incurred at the beginning and end of the traineeship. Travel allowances are paid at the end of the training period, provided the trainee has completed a minimum of 6 months of the traineeship. In exceptional cases only, trainees may be sent on a mission provided that the mission is of a technical and not of a representative character. The authorisation shall be granted by the Director of the respective Directorate. For the reimbursement of these mission expenses, the general procedure of reimbursement provided in EDA’s Staff Regulations will apply. For further information on financial matters, read the FAQs (Frequently Asked Questions) on EDA's website: style="font-size:small;font-family:Verdana, Geneva, sans-serif;"> Admission to a traineeship does not confer on trainees the status of temporary agents or other servants of the European Union nor does it entail any right or priority with regard to future engagement in the Agency. Trainees cannot benefit from any privileges and immunities granted by the host country to temporary agents or other servants of the European Defence Agency. 12. FUTURE EMPLOYMENT CONDITIONS Admission to a traineeship does not confer on trainees the status of temporary agents or other servants of the European Union nor does it entail any right or priority with regard to future engagement in the Agency. Trainees cannot benefit from any privileges and immunities granted by the host country to temporary agents or other servants of the European Defence Agency. A person can only benefit from one traineeship experience at EDA. Traineeships are not renewable and may not, in principle, be extended. However, the Chief Executive may grant an extension at the end of each training period, which may not exceed six months. Requests for extensions will only be accepted if the budgetary appropriations and the capacity of the Directorate/Unit to accommodate trainees allow and if objectively justified in the interest of the service. Regardless of the traineeship, trainees are entitled to participate as candidates in any selection procedures organised by the Agency, provided that they meet the requirements for doing so. If successful, they shall be entitled to a post accordingly. 13. EQUAL OPPORTUNITIES EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation. 14. APPLICATION PROCEDURE Candidates shall not apply for more than 2 trainee profiles and are requested to indicate an order of preference. Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard copy or ordinary e-mail) will not be accepted. Applications must be submitted no later than midnight on the date of the deadline. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1). The Agency defines its requirements for each call and successful candidates are selected on the basis of the educational background, qualifications, competences, and motivation. EDA’s Human Resources Unit assesses compliance of applications with the eligibility criteria. The respective Directorates/Units assess applications against the selection criteria and shortlist a number of candidates that meet the requirements. Shortlisted candidates will be contacted for a telephone interview. Following the interviews, the Directorate/Unit will select the trainee who most closely meets the requirements of the specific profile. If offered a traineeship, candidates will be requested to supply documentary evidence in support of the statements made in their application. Candidates are requested not to send any supporting or supplementary information until they have been asked to do so by the Agency. Please note that once you have created your EDA profile, any correspondence regarding your application must be sent or received via your EDA profile. For any prior inquiry, please refer to the FAQ (Frequently Asked Questions) section, or send an e-mail to class="NoticeLabel"> 15. DATA PROTECTION Please note that EDA will not return applications to candidates. The personal information EDA requests from candidates will be processed in line with Regulation (EU) N° 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) 45/2001 and Decision No. 1247/2002/EC.