Intern (m/f/d)

EU-LISA  Brussel, Brussels Hoofdstedelijk Gewest, Belgium 20 Jul 2020

Job Description

European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice seeks

Intern (m/f/d)

Sector/Unit/Department: Liaison Office Sector
Location: Brussels, BELGIUM
Starting date: 01 October 2020
 

Closing date for applications

15 August 20201, at 23:59 Eastern European Summer Time (EEST) / 22:59 Central European Summer Time (CEST)

 

THE AGENCY

Applicants are invited to apply for the above-mentioned post at the European Union 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 “Agency”). eu-LISA was established in 2011, the new eu-LISA Regulation2 entered into force on 11 December 2018.

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 the European Asylum Dactyloscopy Database (Eurodac)3, the second generation Schengen Information System (SIS II)4 and the Visa Information System (VIS)5. These systems are essential for the normal functioning of the Schengen Area, for the efficient border management of its external borders as well as for the implementation of common EU asylum and visa policies. The Agency 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 provided by relevant legislative instruments based on Articles 67 to 89 of the Treaty on the Functioning of the European Union (TFEU). As of December 2017, the Agency has been made responsible for the development and operational management of the European Entry/Exit System (EES)6. These systems are essential for the normal functioning of the Schengen Area, for the efficient management of its external borders as well as for the implementation of common EU asylum and visa policies. As of 9 October 2018, the Agency has been entrusted with the development and operational management of the European Travel Authorization and Information System (ETIAS). In June 2019, the Agency was also entrusted with the centralised system for the identification of Member States holding conviction information on third country nationals and stateless persons (TCN) to supplement and support the European Criminal Records System (ECRIS), and the development of interoperability solutions between large-scale IT systems7.

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 taking the necessary measures to ensure the security of the systems and the security of the data therein.

Information about the Agency can be found on eu-LISA website: www.eulisa.europa.eu

 

LIAISON OFFICE SECTOR

The Liaison Office reports directly to the Executive Director and supports the Executive Director in carrying out his tasks.

The Sector is located in Brussels, Belgium.

In order to enable eu-LISA to become a center of excellence for management and development of large scale IT systems in the field of freedom, justice and security, the Liaison Office is responsible for monitoring all policy developments directly related to the mandate of the Agency and for actively contributing to policy analysis. It has also an important role in terms of stakeholder management, including internal and external dissemination of information, by enabling, evolving and maintaining effective working relationships and regular exchange of information with the relevant external stakeholders and within eu-LISA. The Liaison Office represents the Agency in Workshops, Conferences and in informal and formal meetings with EU Institutions and other EU bodies, EU Agencies, Member States and Associated countries, International Organizations and other relevant stakeholders. Additionally, the organization and facilitation of events and high-level meetings and consequently promoting and maintaining eu-LISA positive image and raising awareness on different subject matters, trends and priorities, are also part of the Liaison Office responsibilities.

 

TASKS

Under the supervision of the Tutor and with the overall reporting capacity to the Head of the Liaison Office Sector, the Intern to the Liaison Office of eu-LISA will be requested to provide assistance to eu-LISA, in the context of the daily tasks to be performed by the Liaison Office, and to contribute to the achievement of the strategic goals of the Agency, as well as for delivering the Agency’s input to the relevant stakeholders and participating in meetings of strategic importance for the Agency.

 

Those tasks will be, in particular, related to:

  • Supporting in and arranging meetings and producing meeting minutes;
  • Liaising and supporting working relations and cooperation with the Member States and Associated countries, European Commission, Council and the European Parliament, as well as with other EU Agencies and other relevant stakeholders;
  • Facilitating eu-LISA dialogue with other international institutions and NGOs relevant to the mandate of eu-LISA;
  • Supporting the analyse and contributing to advise eu-LISA, as appropriate, on legislation, policies and programmes of the European Union, which are relevant to the mandate and work of the Agency;
  • providing support in organizing and facilitating events for relevant stakeholders, to promote the visibility of the Agency and develop partnerships;
  • Organising and attending the visits of eu-LISA staff to Belgium and brief them on the issues related to the political/Institutional developments relevant to eu-LISA;
  • Performing other related duties as

These tasks may be adjusted by the Head of the Liaison Office Sector according to the demonstrated competence of the Intern.

 

QUALIFICATIONS AND EXPERIENCE REQUIRED

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:

  • to be a national of the Member States of the European Union or Schengen Associated Countries;
  • to have completed at least three years (six semesters) of higher education course (university education or studies equivalent to university) or obtained the relevant degree (minimum a Bachelor or its equivalent) by the closing date for applications. Applicants must provide copies of certificates or declaration from the relevant University;
  • to have knowledge of the working language of eu-LISA (English) at least at level C1.

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.

Selection criteria

Professional experience and knowledge

  • experience in planning, organising and facilitating events;
  • experience in drafting documents and taking minutes and notes at meetings;
  • experience with stakeholder management;
  • excellent written and oral command of English, corresponding to at least level C19;
  • a sound knowledge of Microsoft Office applications, in particular Excel, PowerPoint and

The following attributes would be advantageous:

  • interest and background in public administration or EU Institutions or bodies;
  • interest and experience within the Justice and Home Affairs area;
  • ability to work independently and deliver high quality work under tight

Personal qualities

  • good general communication skills, including flexibility and orientation to multitasking;
  • ability to work as part of a team and in a multicultural environment;
  • ability to think creatively;
  • supportive and helpful personality, with service oriented

 

EQUAL OPPORTUNITIES

eu-LISA applies an equal opportunities policy and accepts applications without distinction on grounds of sex, race, colour, ethic 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.

 

CONFIDENTIALITY

Intern must exercise the greatest discretion regarding facts and information that come to his/her knowledge during the course of internship. He/she must not, in any matter at any time, disclose to any unauthorised person any document or information not already made public. To ensure this discretion, the Intern will be requested to implement and sign the eu-LISA Declaration of Confidentiality before starting the internship.

 

SELECTION PROCEDURE, ENGAGEMENT AND CONDITIONS OF INTERNSHIP

The selection procedure includes the following steps:

  • Each application is checked to verify whether the applicant meets the eligibility criteria.
  • All the eligible applications are evaluated by the Selection Panel based on defined selection
  • Applicants may be contacted by e-mail, telephone and/or Skype by the representative of the Human Resources Unit (HRU) to arrange an interview or to discuss mutual expectations prior to the final selection

The Executive Director makes the final decision with regards to the selection of the Applicant for the Internship position.

The decision on Intern’s selection shall be based on the evaluation report carried out by the Selection Panel.

A reserve list of applicants may be established and used for the selection for similar internship positions depending on the needs of eu-LISA.

The Internship is expected to start on 01 October 2020 and the initial Internship period is offered for 6 (six) months, with a possibility of extension up to total 12 (twelve) months.

 

At any time prior to the start of the Internship applicants may withdraw their applications by informing eu-LISA HRU via e-mail: eulisa-INTERNS@eulisa.europa.eu

The internship will be awarded a monthly maintenance grant, which is 1/3 of the basic gross remuneration received by an official at the grade AD5/1 and weighted by the correction coefficient (for Brussels, Belgium 100%).

Interns are solely responsible for the payment of any taxes due on grant received from eu- LISA by virtue of the laws in force in the country of origin. Grant awarded to Intern is not subject to the tax regulations applying to officials and other servants of the European Union.

Intern whose place of residence is different from place of the internship is entitled to get reimbursed of the travel expenses incurred at the beginning and at the end of the internship, subject to budget availability.

eu-LISA Intern is entitled to annual leave of two working days per each complete calendar month of service.

Please note that deliberations of the Selection Panel are strictly confidential and that any contact with its members is strictly forbidden.

 

PROTECTION OF PERSONAL DATA

eu-LISA ensures that applicants’ personal data is processed in accordance with Regulation (EC) No 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) No 45/25001 and Decision No 1247/2002/EC. The new Regulation entered into force on 11 December 2018.

Please note that eu-LISA will not return applications to the applicants.

The legal basis for the selection procedures of Interns are defined in the eu-LISA Internship Policy, available on the website of eu-LISA:

http://www.eulisa.europa.eu/JobOpportunities/Pages/Internships.aspx The purpose of processing personal data is to enable selection procedure.

The selection procedure is conducted under the responsibility of the eu-LISA’s Human Resources Unit, within the Corporate Services Department. The controller for personal data protection purposes is the Head of the Human Resources Unit.

The information provided by the applicants will be accessible to a strictly limited number of HR staff of eu-LISA, to the Selection Panel, 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.

eu-LISA will keep applicants’ files for no longer than 2 (two) years. Beyond this period, aggregate and anonymous (scrambled) data on internship applications will be kept only for statistical purposes.

 

All applicants may exercise their right of access to, rectification or erasure or restriction of processing of their personal data. Personal data such as contact details can be rectified by the applicants 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 can be addressed to the Human Resources Unit at eulisa-INTERNS@eulisa.europa.eu.

Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).

 

APPLICATION PROCEDURE

In order for application to be valid and considered eligible, the applicant is required to create an account in eu-LISA e-Recruitment tool, fill in the personal and CV information.

If you wish to apply for an Internship position at eu-LISA, you must apply to Open Call via the e-Recruitment tool (https://erecruitment.eulisa.europa.eu/?page=advertisement). eu-LISA does not accept applications submitted by any other means (e.g. email or post), or any speculative applications.

The closing date for submission of applications is: 15 August 2020 at 23:59 EEST (22:59 CEST).

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 received by eu-LISA e-Recruitment tool, applicants will receive an automatic 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 further steps of the selection procedure will be contacted.

You will be requested to supply documentary evidence in support of the statements that you make for this application if you are selected for further steps of the selection procedure.

In case of any queries about the selection process, please contact us via e-mail:

eulisa-INTERNS@eulisa.europa.eu.

 


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