JOB DESCRIPTION

We are eu-LISA, the European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice. We are proud to design, develop and operate large-scale information systems at the heart of Schengen, in the area of internal security, border management and judicial cooperation.

Our core mission is to keep Europe safe through technology, operating IT systems and providing services related to EU Justice and Home affairs policies. We aim to help the EU Citizens feel safe, protected, free, fairly treated and part of a united Europe.

Join us to become part of our organisational culture, an inclusive and diverse people centric environment. We believe in “Together as one, we are making it happen”. We want our people to feel respected, valued and empowered. With a workforce consisting of more than 24 different nationalities, we embrace the international work environment and collaborate with colleagues from diverse backgrounds. It is our policy to provide equal employment opportunities for all applicants regardless of gender, race, disability, age, religion or belief, political views, sexual orientation, marital status or family situation, language, social origin, ethnicity or being part of a national minority.

We believe in creating a positive and enjoyable work environment for our people and we take pride in nurturing a work environment that values and recognises the contributions of our team members. As an organisation, we understand the importance of employee recognition in driving motivation and creating a fulfilling workplace.

Please visit our website and discover more about eu-LISA’s core activities.

1. THE PROGRAMME AND SOLUTIONS MANAGEMENT UNIT

The Programme and Solutions Management Unit is responsible for the delivery of all Programmes and Projects for the Operations Department of eu-LISA within set tolerances of scope, time, budget and quality.

In particular, within the Unit, the Home Affairs Programme Sector is responsible for:

• Ensuring that approved project and programmes related to the large-scale information systems managed by the sector (SIS, VIS, EURODAC, EES and ETIAS) are organised and executed in a consistent manner and within established standards;
• Performing the work involved in planning, estimating, budgeting, financing, funding, managing, and controlling costs so that the project can be completed within the approved budget, time and scope;
• Performing, in cooperation with other dependent technical and non-technical sectors, the work necessary to procure products, services, or results needed from outside of the organisation, eventually assuming the role of contract manager;
• Performing project quality management;
• Managing interdependent projects that form part of a programme;
• Controlling individual and aggregated risks and issues;
• Performing the work to ensure timely and appropriate project communication.

The Project Manager post is intended to complement the Sector in view of the anticipated expansion of the tasks conferred to the Agency.

The Unit is located in Strasbourg, FRANCE

1. THE SECONDMENT

SNEs are seconded to eu-LISA according to the Decision No 2012-025 of the Management Board of eu-LISA as of 28 June 2012.

SNEs should enable eu-LISA to benefit from the high level of their professional knowledge and experience, in particular in areas where such expertise is not readily available.

The SNEs employer shall undertake to continue to pay his/her salary, to maintain his/her administrative status throughout the period of the secondment. The SNEs employer shall also continue to be responsible for all his/her social rights, particularly social security and pension.

The SNE shall carry out the duties and conduct his/her tasks solely within the interests of eu-LISA. He/she shall neither seek nor take instruction from any government, authority, organisation nor person outside the Agency. He/she shall carry out the duties assigned objectively, impartially and in keeping with his/her duties of loyalty to the EU.

The initial period of the secondment may not be less than six months nor more than two years. It may be renewed once or more, up to a total period not exceeding four years, at the request of eu-LISA.

Exceptionally, at the request of the concerned Head of Unit and where the interest of the service warrants it, the Executive Director of eu-LISA may authorise one or more extensions of the secondment for a maximum of two more years at the end of the four-year period.

The secondment is authorised by the Executive Director and effected by an exchange of letters between the Executive Director and the Permanent Representation of the Member State concerned, the associated country’s mission to the EU or the intergovernmental organisation (IGO).

The SNE is entitled, throughout the period of the secondment, to a daily subsistence allowance and a monthly subsistence allowance, applicable to the place of secondment.

The selected applicant will need to have, or be in a position to obtain, a valid Personnel Security Clearance Certificate (SECRET EU/EU SECRET). A Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, which shows the level of EU Classified Information (EUCI) to which that individual may be granted access, the date of validity of the relevant PSC and the date of expiry of the certificate itself. For more information about EUCI please consult the Decision of the Agency Management Board, nr 2019-273, setting the Security Rules for Protecting EU Classified Information in eu-LISA^[1].

Applicants, who currently hold a valid security clearance, shall provide a copy of the security clearance to eu-LISA and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure to be initiated expeditiously. For applicants, who do not hold a security clearance, the procedure will be initiated expeditiously by eu-LISA. Failure to obtain the required security clearance certificate from the National Security Authority during the secondment, will give the right to eu-LISA to terminate the secondment.

2. TASKS AND RESPONSIBILITIES

Reporting to the Head of the Programme and Solutions Management Unit and under the supervision of the Head of Home Affairs Programme Sector, the Information Technology Expert will participate in project management and business relationship management tasks for existing and new initiatives in close collaboration with the internal and external stakeholders involved parties (incl. Member States and Contractors).

The Information Technology Expert will manage programmes and projects of varying size and complexity for applications and systems used within eu-LISA. The successful candidate will be responsible for the coordination of project teams of eu-LISA as well as those of contracted vendors. This involves the daily management of the definition, development, testing, implementation and roll­out of new large-scale operational systems within the domain of Freedom, Security and Justice. This includes the monitoring of the scope, planning, and execution of the projects in order to keep within its pre-defined tolerances of budget, scope, time and quality related, but not limited to Integration Management, Scope Management, Time Management, Budget Management, Quality Management, Communication and Risk Management, Stakeholder Management and Contract Management.

She/he will manage the relationship between technology and business at the programme level.

The Information Technology Expert will be responsible for:

• Planning and executing projects in collaboration with the responsible programme manager, ensuring maximum efficiency in resource allocation;
• Monitoring and reporting overall programme and project progress, resolving issues and initiating corrective action, where necessary, and ensuring deliverables remain within its pre-defined tolerances of scope, time, quality and budget related, but not limited to Integration Management,

Scope Management, Time Management, Budget Management, Quality Management, Communication and Risk Management, Stakeholder Management and Contract Management;

• Implementing defined project governance, reporting regularly to boards, advisory groups and other stakeholders;
• Eliciting and analyzing requirements from the different stakeholders;
• Participating in the Agency’s governance bodies and close collaboration with the different stakeholders;
• Actively managing the projects risks and issues by preparing mitigation strategies and following up their implementation with the involved stakeholders;
• Supervising the work of the Project Team both internally and with vendors, in order to ensure

the efficient management of project resources;

• Managing all contractual aspects of the implementation and monitoring the project related

financial and procurement procedures in accordance with applicable regulatory frameworks and service requirements.

3. QUALIFICATIONS AND EXPERIENCE REQUIRED
   • Eligibility criteria

Applicants will be considered eligible for the selection based on the following formal criteria to be fulfilled by the deadline for applications:

• to be a national of one of the Member States of the European Union, Norway, Iceland, Liechtenstein or Switzerland and enjoy the full rights as a citizen;
• to be employed by a national, regional or local public administration or an Inter-Governmental Organisation (‘IGO’);
• to have worked for the employer on a permanent or contractual basis for at least 12 months before the secondment and shall remain in service of the employer throughout the period of secondment;
• to have a thorough knowledge of one of the European Union languages and a satisfactory knowledge of another European Union language to the extent necessary for the performance of the duties. SNE from non-member country must produce evidence of a thorough knowledge of one European Union language necessary for the performance of his/her duties.

Only duly documented professional activity is taken into account. In case of part-time work, the professional experience will be calculated pro-rata in line with the workload stated by the applicant. Compulsory military service or equivalent civilian service shall be taken into consideration as professional experience if the official documentation is provided.

5.2. Selection criteria

Suitability of applicants will be assessed against the following criteria in different steps of the selection procedure.

• Professional experience and knowledge:

The applicant will be required to demonstrate that he/she has:

• University Degree (minimum of three (3) years) in Information Technology, Business/Public Administration, Law or related Degree;
• Expertise in structured project management technologies acquired by professional experience and/or training;
• Proven relevant professional experience of at least three (3) years in the delivery of complex projects with multiple stakeholders, possibly in the area of Information Technology;
• Knowledge of ICT product and service markets in terms of trends, drivers and segmentations;
• Strong drafting and presenting skills in English, both orally and in writing, at least at the level C1^[2] ..
• Besides the following attributes would be advantageous:
• Professional familiarity with the European public administration environment, preferably acquired in an EU Institution or Agency;
• Awareness of the legislative, political and business context in which eu-LISA operates;
• Knowledge of modern ICT architectures, systems, and infrastructure;
• Certification in one of the prevailing project and/or programme management methodologies (preferably PMP, PRINCE2 and/or MSP) will be considered an asset.
• Experience with Agile methodologies and iterative SW development will be considered an asset.

• Personal qualities

Attributes especially important to this post include:

• Strong oral and written communication and interpersonal skills, ability to communicate efficiently and unambiguously in a way that the receiver effectively understands the message;
• Excellent organisational skills, ability to maintain a clear overview of multiple tasks including the ability to prioritise and remain focused and objective against tight deadlines and pay attention to details;
• Team leading skills and ability to manage processes, to cooperate smoothly and set direction in a multicultural environment with co-operative and service oriented attitude;
• Facilitative and supportive approach to others, with strong negotiation and conflict resolution skills;
• Taking initiatives in carrying out and improving processes and procedures. High level of capability to organise and plan the work including prioritising and handling multiple tasks;
• Ability to work under pressure and respond to changes in a rapidly evolving work environment;
• Supportive and helpful approach to others, with co-operative and service oriented attitude.