Infrastructure Coordination Officer

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;
• have fulfilled any obligations imposed on him/her by the laws concerning military service;
• 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). 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, and which shows the level of EUCI to which that individual may be granted access (SECRET UE/EU SECRET), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate;
• have a level of education which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years or be a graduate of a national or international Defence College; or where justified in the interests of the service, professional training of an equivalent level.

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: https://www.enic-naric.net/

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.

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: https://europa.eu/europass/en/common-european-framework-reference-langu…

Only applications meeting all essential selection criteria will be assessed.

(1) Professional

Candidates will be required to demonstrate the following qualifications:

• a University degree (or equivalent academic degree) in infrastructure planning and management, facility management, infrastructure engineering, or a relevant field;
• at least 6 years of relevant professional experience, out of which a minimum of 3 years in building/infrastructure management; facility management, office building projects, new and/or under renovation;
• a thorough understanding of and a successful track record in modern building and facility management including the use of electronic management & information systems;
• good knowledge and experience in facility management-related financial operations;
• experience in preparing and managing the removal of an organisation to new premises;  
• proven planning and coordination skills, including administrative compliance, quality control and project management;
• good knowledge of safety rules and sound experience in the implementation of health and safety measures;
• people management experience and demonstrated capacity to lead, motivate and engage colleagues;
• a very good knowledge of written and spoken English (C1/C2), including the ability to draft in a variety of formats (e.g. technical, formal and informal) and present to diverse audiences;
• strong IT literacy (Office 365, MS SharePoint, AutoCAD).

(2) Personal

All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:

• good time and workload management;
• ability to work effectively in a multinational environment;
• ability to work in a team and lead;
• strong sense of duty and responsibility;
• strong customer service orientation;
• problem-solving skills, results-orientation and strong intrinsic motivation;
• flexibility and innovativeness;
• strong analytical, interpersonal, and communication skills;
• genuine commitment to the Agency's objectives.

B. Desirable

The following will be considered an advantage:

• a certification in (building) project management;
• certification(s) in health & safety management or willingness to obtain certifications in the field of health & safety;
• familiarity with the defence international environment (including the EU and CSDP);
• knowledge of AutoCAD and building/facility management software tools (e.g. BIM, PLANON, etc.);
• a good knowledge of French and/or Dutch (B2).

We are looking for a dynamic Infrastructure/Facility management professional with an established track record in facility management, budget and contractual support, as well as an increasing responsibility in team management. Furthermore, the candidate should place special emphasis on strong customer focus and commitment to continuous improvement of staff working conditions. Combining building and facility management expertise and service-oriented skills, the successful candidate will be asked to react quickly on a wide-range of various Infrastructure/Building facilities issues.

Under the supervision of the Corporate Services Director, the Infrastructure Coordination Officer will support the Director in leading and coordinating the Infrastructure Office.  The jobholder will be responsible for/contribute to the following activities:

Infrastructure-related tasks at EDA headquarters

• coordinate the management of EDA's premises, logistics and infrastructure including aspects related to staff wellbeing as well as Health and Safety at work;
• ensure proper maintenance and running of EDA building facilities;
• identify solutions and provide basis for decision-making on technical problems that may arise; 
• supervise all activities regarding office allocation, internal movements and improvement measures;
• identify safety issues, ensure consistency with relevant legislation and standards and verify implementation of appropriate actions for the building, coordinate evacuation exercises, and organise first aid training; 
• organise, coordinate and support the logistics (e.g. catering) for events such as the annual EDA conference, official dinners and receptions, and ensure preparation of meeting room facilities; 
• ensure the effective use of the PLANON software, including responsibility for the completeness and updating of site plans, office allocation plans and all assets and inventory items (materials, furniture, etc.);
• liaise with relevant infrastructure stakeholders from other EU institutions and bodies.

New EDA building

• in close coordination with all relevant stakeholders, coordinate all activities related to the fit-out and space allocation of the new building (including the micro-planning for the technical installations, IT installations, security installations as well as the secured area and technical area;
• plan, coordinate and communicate all relocation activities, including contracting of external support; 
• plan and prepare for the operation of the new EDA building with all internal and external stakeholders, including contractual and financial aspects; 
• in close coordination with the relevant stakeholders, plan and conduct the closing of the old premises including the handover to the landlord.

Budget and Contract

• manage and supervise related service contracts including writing technical specifications, preparation and drafting of contracts;
• supervise all budget- and contract related activities (e.g. financial planning, budget implementation, etc.) and contribute to relevant reporting;
• supervise all activities performed by external contractors including regular quality assurance.

Team Management

• manage the workload and human resources allocated to the CSD/Infrastructure Office, including the development of skills and the performance evaluation.

Miscellaneous

• prepare and deliver regularly newcomer induction trainings to EDA staff;
• ensure efficient management of the service car and drivers including car maintenance and repairs; 
• coordinate with the EDA Records Manager the internal and external mail delivery including timely collection and delivery of mail and documents to the Council of the EU, the Commission, Ministries and any other institutional bodies;
• take on additional tasks as required in the interest of the service.

Duties may evolve according to development of the EDA’s structure and activities, and the decisions of EDA management.

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. Candidates are reminded that the on-line application system will not accept applications after midnight (Brussels time, GMT+1) on the date of the deadline.

When applying, candidates from Ministries of Defence or other governmental entities are encouraged to inform their national administration.

A selection panel will be appointed. Please note that the selection panel's internal proceedings are strictly confidential and that any contact with its members is forbidden.

Each application will be screened based on the requirements of the job profile stated in the vacancy notice. The most suitable applicants will be called for an interview and a written test. Candidates may also be requested to take part in an assessment centre, participating in a number of individual and group activities related to the competences required for the post.

If recruited, you will be requested to supply documentary evidence in support of the statements that you make for this application. Do not send any supporting or supplementary information until you 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 enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitmenteda [dot] europa [dot] eu (recruitment[at]eda[dot]europa[dot]eu).

The Infrastructure Coordination Officer will be appointed by the Chief Executive.

Recruitment will be as a member of the temporary staff of the Agency for a four-year period. Renewal is possible within the limits set out in the EDA Staff Regulations. The successful candidate will be recruited as Temporary Agent, grade AD8.

The pay for this position consists of a basic salary of 8.216,45€ supplemented with various allowances, including as applicable expatriation or family allowances. The successful candidate will be graded on entry into service according to the length of his/her professional experience. Salaries are exempted from national tax, instead an Agency tax at source is paid. For further information on working conditions please refer to: https://eda.europa.eu/jobs/what-we-offer

Failure to obtain the requisite security clearance certificate before the expiration of the probationary period may be cause for termination of the contract.

Candidates are advised that part of the recruitment process includes medical analyses and physical check-up with the Agency’s Medical Adviser.

Applications are invited with a view to establish a reserve list for the post of  Infrastructure Coordination Officer at EDA. This list will be valid until 31/12/2025, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a post in EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of employment in the Agency.