Trainee Records Management

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 CORPORATE SERVICES DIRECTORATE

The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under 5 dedicated units, namely: Human Resources; Procurement and Contract Management; Finance; IT and Information Management together with Security and Infrastructure Management. Additionally, the EDA Legal Team provides legal, data protection and institutional advice and checks to its management relating to the fulfilment of Agency objectives. 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 aim of this traineeship is to contribute to the establishment of EDA's Records Management (RM) policies and procedures, including records appraisal, filing plans and records retention schedule, as well as to assist Directorates with the screening and transfer of inactive paper records in order to make disposal decisions in view of EDA's prospective relocation to new premises in the near future.

6. TASKS AND DUTIES

Under the supervision of the Records Manager, the trainee will contribute to the following activities:

drafting and establishment of relevant RM and archiving policies and procedures; creation and implementation of the EDA filing plan and retention schedule, ensuring compliance with EU regulations on data protection, public access to documents and international archival standards; supporting staff with records transfers from offices to the archive (guidance meetings, screenings to verify that all records meet the established archiving requirements, etc.); appraising, describing and digitising records (when necessary), while assuring their indexing, storage or appropriate disposal are in line with the defined retention schedule; organising records handover meetings and handling record-related staff departure procedures; implementing improvements in the EDA Records Centre and supporting its contributors and users in searches and related queries; administering the RM functional mailbox and assisting the Records Manager in replying to internal and external requests; offering staff guidance on RM matters; preparation of RM trainings and presentations to ensure the consistent application of standards; serving as back-up for the postal mail registration: registering all incoming mails, distribute them in accordance with the established policy and sending reminders for uncollected mail; any other CSD-related tasks (when required).

A typical day at work includes:

interacting with EDA Units to collect/clarify information;
assisting Document Management Correspondents (DMCs) and Units with Records Management questions;
researching information on RM topics within the context of EU and international organisations;
drafting reports, presentations and other material related to Archives and Records Management;
managing the Records Management Functional Mailbox (RM FMB) on a daily basis: monitoring incoming mails, replying to staff inquiries, filing closed requests, etc.;
organising VTC meetings with colleagues and preparing minutes to keep a record for RMO.
7. LEARNING OUTCOMES

A. Project outputs & learning outcomes

From this experience the trainee will gain:

experience in developing and updating EDA's RM policies, procedures and guidance; 
understanding of filing plans and retention schedules as well as experience in creating them;
insights into the handling of information in databases and business applications used by EDA Units;
practical experience in transfers of paper records to the EDA archival repository;
skills and experience in the appraisal of archival material;
strategies for raising awareness amongst staff of RM policies and procedures.

B. Technical / Soft skills to be acquired

From this experience the trainee will acquire:

ability to work effectively in a multinational and multicultural EU environment; ability to work in a small team and independently in his/her area of responsibility; accuracy and attention to detail; very good knowledge of RM principles; skills in database content and user access management; very good organisational and communication skills; flexibility and ability to communicate with different counterparts (government and industry) in both written and verbal form; inclination for and understanding of security and defence; very good research, problem-solving and analytical skills; quantitative and qualitative data analysis skills; report preparation and writing skills; web-tool/database management skills; understanding of project management principles; competence in result-orientated planning and execution; time management skills; experience in multi-stakeholder relations/management; experience in drafting policies, procedures, guidelines and other kind of documents; experience in organising (international) meetings and events; understanding of the organisation of defence research; ability to handle sensitive information appropriately. 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 or master's degree (or equivalent academic degree) in Library and Information Sciences, History, Law, Information Management or Archives related studies.

If the degree is not in any of the above-mentioned fields, then a postgraduate diploma, master or higher education degree – or enrolment in such postgraduate studies – in any of these subjects.

(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 and Outlook);
Ability to work with VTC tools (Teams, WebEx, Zoom);
A sound knowledge of the concepts, principles and practices of information, document, electronic records and archives management.

B. Desirable

The following will be considered an advantage:

familiarity with an international environment; previous experience working in a team; previous experience as a project assistant; knowledge of the Archival Standards, including the ISAD(G) standard and ISO 15489; knowledge of Electronic Records Management Systems (ERMS); familiarity with EU regulation 1049/2001 on public access to documents and EU regulation 45/2001 on data protection and the General Data Protection Regulation (GDPR); working knowledge of Microsoft Office suite, in particular Office 365, including SharePoint and its RM capabilities; good writing skills and experience in preparing various types of communications, notes, presentations and emails; experience in proofreading documents; good knowledge of French (B1/B2). 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: > 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.

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