Administrative Agent – ICT Support (three year contract)
The European Institute for Gender Equality (EIGE)1 is organising a second call for applications with a view to establishing a reserve list for the post of Administrative Agent – ICT Support.
The registration of applications will begin on 12 October 2022 and
close on 11 November 2022 at 13:00 Eastern European Time. The deadline was further extended to 02 January 2023 13:00 Eastern European Time (EET). The deadline has been extended to 31 January 2023 13:00 Eastern European Time (EET).
Based in Vilnius, Lithuania, EIGE is a decentralised agency of the European Union (EU) entrusted with specific objectives envisaged to contribute and strengthen the promotion of gender equality.
To achieve its goals, the Institute collects and analyses comparable and reliable information at EU level and develops appropriate methodological tools for the integration of gender equality into all EU policies. It fosters the exchange of good practices and dialogue between stakeholders and raises EU citizen awareness of this policy area by providing technical assistance to EU institutions, in particular the European Commission, as well as the authorities of the Member States.
In the course of its work to promote and strengthen gender equality, EIGE supports policy-makers with high quality research and comparable data relevant to their work.
Job profile & duties
Under the supervision of the Head of Administration and working in close collaboration with other colleagues, the jobholder will assist in ensuring uninterrupted availability, integrity and optimal performance of the Institute’s information and communication technology facilities through the deployment and administration of ICT systems and services.
The post demands a team player who is self-critical towards her/his own performance and shares learning and information as part of a multicultural and multidisciplinary team.
The responsibilities of the post include the following tasks and activities:
- Contribute to the organisational development of EIGE and assist in ensuring proper administrative functions, provide adequate help desk service for the office
- provide help desk services to users;
- develop necessary tools and templates based on standard products such as MS Excel, MS Word, SharePoint;
- engage with procurement procedures for hardware, software as well as ICT and logistics services;
- contribute to asset management (registering, labelling and tracking the inventory);
- encode related ICT and logistics transactions into EIGE’s financial system (ABAC);
- assist with EIGE’s ancillary services - physical security system, building management, logistics.
- Contribute to well-functioning of the Institute’s IT infrastructure and IT Systems
- maintain network infrastructure - ethernet switches, wireless access points, firewall/VPN device, internet connections;
- assist in maintenance of VMware based server infrastructure;
- maintain Institute’s Microsoft based IT systems, Windows servers, Windows desktops, SharePoint, Office products;
- assist in maintenance of Institute’s Linux based IT systems,- Linux servers and server applications installed);
- provide technical support for Microsoft 365 cloud products,- Office 365, Exchange online, SharePoint online;
- assist with implementation and monitoring of IT security in the Institute;
- Carry out other relevant duties as assigned by the Head of Administration.
Qualifications and experience required
To be considered eligible for selection, an applicant must meet by the closing date of this call, the following formal requirements:
- Nationality of an EU Member State;
- Completed a university education attested by a diploma2;
- A good command, both spoken and written, of at least two official EU languages;
- Entitlement to full rights as a citizen;
- Have fulfilled any obligations imposed by national laws concerning military service;
- Be physically fit to perform duties linked to the post3.
- at least three years professional experience, following the award of a diploma, in connection with ICT;
- experience and knowledge in an ICT support function as noted in Section 2 above;
- experience and knowledge in managing a Microsoft (MS) server infrastructure and MS Windows domain;
- experience and knowledge of working with WEB technologies;
- knowledge of infrastructure or desktop virtualisation solutions;
- excellent knowledge of MS Office package;
- the ability to communicate effectively in written and spoken English, the predominant working language at the Institute;
- the ability to work well both with colleagues and independently;
- the mind-set to see through to conclusion specific tasks, ensuring that deadlines and quality standards are heeded;
- proven interpersonal, organisational, administrative and problem solving abilities.
- experience of working with Microsoft cloud environment, Azure, Microsoft 365;
- good knowledge of Linux operating systems;
- experience of working with a VMware vSphere virtual infrastructure;
- experience in IT security;
- working knowledge of public procurement procedures and the preparation of calls for ICT-related tenders;
- relevant work experience in an EU institution;
- knowledge of European integration, the institutions of the EU and EIGE.
The selection procedure includes the following steps:
- Only duly completed applications submitted electronically within the deadline will be taken into consideration.
- Each duly completed application will be examined with a view to establishing that the candidate meets all eligibility criteria.
- Eligible applications will be evaluated by the appointed selection committee based on selection criteria defined in this vacancy notice. Depending on the number of applications received, the selection committee may apply stricter requirements within the selection criteria noted above.
- The best-admissible candidates will be short-listed for interview.
- Interviews and written tests will be in English.
- During the interview, the selection committee will examine the candidates' profiles and assess their relevancy for the post in question. On the day of the interview, candidates may also be required to undergo a competency assessment exercise.
- On the day of interviews, candidates will be requested to present documents detailing citizenship in particular a copy of identity card, passport or other official document specifying citizenship.
- If at any stage of the procedure, it is established that information in the application has been knowingly falsified, the candidate shall be disqualified from the selection process.
- Successful candidates will be included in a reserve list which will be valid for 12 months. The validity of this list may be extended. Each candidate will be informed by letter whether or not s/he has been placed on the reserve list. However, inclusion of candidates on the reserve list does not guarantee recruitment.
- EIGE’s Director will appoint the selected jobholder from the reserve list, taking into account a gender balanced, geographically diverse organisation.
The internal proceedings of the selection committee are confidential and any contact with its members is strictly forbidden. Soliciting on behalf of a candidate can lead to immediate disqualification.
For applications to be valid, candidates must complete an EIGE application form available on the top of this page. It is to be forwarded electronically to email@example.com. The subject title should include the vacancy reference number.
Applicants are requested not to attach any supporting documents at this stage. Only candidates invited to an interview will be asked to present copies of documents for verification. Applications will not be returned to candidates but will be kept on file by the Institute in line with its data protection obligations.
Please note that the time between the closing date for the submission of applications and the end of the process to short list candidates for the interview may be several weeks.
Due to the large volume of applications only candidates selected for the interviews will be contacted.
The place of employment is Vilnius, Lithuania. EIGE operates from a modern and fully computerised office space based in the city’s Old Town.
The jobholder shall work in a multicultural environment where social dialogue is considered very important. EIGE applies a participatory approach to its work and encourages an open dialogue between management and staff. Colleagues work closely together as much of the work is organised around cross-unit project teams. EIGE is committed to the principle of zero tolerance towards harassment at work.
Working time is based around flexitime and core working hours as defined in the EU’s Staff Regulations. In addition to training and development opportunities, EIGE offers various support and wellbeing measures for staff members and their families, such as contributions to schooling costs.
For reasons related to the Institute’s operational requirements, the chosen candidate will be expected to be available at short notice. A contract in Function Group III under Article 3a pursuant to the Conditions of Employment of Other Servants of the European Union shall be offered, subject to nine months’ probation. The duration of the contract is three years and may be renewed.
The pay of a Contract Agent consists of the basic remuneration as well as various allowances. This post is graded either at grade 8 or grade 9 or grade 105 depending on the experience of the chosen candidate. Please find more information about salaries and allowances in the table below.
Salaries are exempt from national taxation but are subject to tax at source. Deductions for medical insurance, pension and unemployment insurance also apply. The allowances depend on the personal situation of the jobholder and may include expatriation, household, education, supplementary education, dependent child, installation, accreditation, daily allowances (temporary), a yearly annual travel allowance, access to EIGE’s workplace wellness and health programme and a fully expense annual medical.
|Grade||Minimum final net salary (without any allowances)||Final net salary with expatriation allowance||Final net salary with expatriation, household and 1 dependent child allowance|
|Grade 8 - Step 1 (less than 5 years' work experience||2,318.77 EUR||2,859.62 EUR||3,174.10 EUR|
|Grade 9 - Step 1 (between 5 and 15 years' work experience)||2,622.48 EUR||2,985.95 EUR||3,456.31 EUR|
|Grade 10 - Step 1 (15 years or more work experience)||2,859.62 EUR||3,299.17 EUR||3,837.55 EUR|
Independence & declarations of interest
The jobholder will be required to enter into a commitment to act independently in the public interest and to make complete declarations of any direct or indirect interests that might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.
The Institute applies a policy of equal opportunities in line with the formal requirements noted above.
Applications are accepted without distinction on any grounds of gender, race, colour, ethnic 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.
EIGE is committed to promote diversity and inclusion in its working environment and organisational culture.
Work opportunities at EIGE are open to nationals from the 27 European Union Member States. Currently the Institute employs staff from 19 different Member States. Thus candidates from Czechia, Denmark, Cyprus, Luxembourg, Hungary, Austria, Slovakia and Sweden are particularly encouraged to apply since these countries are not represented.
If a candidate considers that s/he has been adversely affected by a particular decision, s/he can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Union and Conditions of Employment of Other Servants of the European Union, by writing to The Director, European Institute for Gender Equality, Gedimino pr. 16, Vilnius, Lithuania LT-01103.
The complaint must be lodged within three months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22 March 2004 published in the Official Journal of the European Union L 124 of 27 April 2004) starts to run from the time the candidate is notified of the act adversely affecting him/her.
Applicants can submit an appeal to the European Ombudsman at the following address or directly on Ombudsman’s website.
1 avenue du Président Robert Schuman
F-67001 Strasbourg Cedex
However, before submitting a complaint to the European Ombudsman, applicants must already have contacted EIGE about the matter and used all the internal administrative options for review and/or complaints provided for in the Staff Regulations.
Protection of personal data
As the body responsible for organising the competition, the EIGE ensures that applicants’ personal data are processed as required by Regulation (EU) 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 45/2001 and Decision No 1247/2002/EC. This applies in particular to the confidentiality and security of such data.
Personal data shall thus be processed solely for the purpose of the selection procedure.
EIGE’s privacy statement on the personal data processing
Lithuania & life in Vilnius
Lithuania is a member of the Schengen Area and it borders Latvia, Belarus, Poland and the Kaliningrad region of Russia. Its western coastline - noted for its fine beaches, dunes and majestic pines - straddles the Baltic Sea.
Vilnius has an estimated population of just over 550,000 people. In addition to ample green spaces, it is beautifully situated on the banks of the river Neris, offering excellent opportunities for outdoor activities. Vilnius has impressive Baroque, Gothic, Renaissance and Russian architecture as well as one of Europe's largest medieval old towns, a UNESCO World Heritage site since 1994. It has been a university city since the Middle Ages.
Today it is the focal point of the country's politics, business, science, culture and entertainment and it attracts an increasingly varied assortment of local and international events. The city centre of Vilnius is compact, clean and safe. In addition to hosting a number of international schools, Vilnius has a well-developed infrastructure and ambitious future plans.
The city is easy to get around, has a good standard of living and an excellent working environment. EIGE’s premises are situated in Europe House on the main thoroughfare of Vilnius City, Gedimino Prospektas, with easy access to amenities, both leisure and educational.
Further information is available on Invest Lithuania's website.
1 Established by the European Parliament: the Council Regulation (EC) No 1922/2006 of 20 December 2006 (OJ L 403/9 of 30.12.2006).
2 Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant Member States authorities will be accepted.
3 Prior to recruitment, the successful candidate will be medically examined for the purposes of Article 12(2) (d) of the Conditions of Employment of Other Servants of the European Union.
4 The higher salary can apply subject to verification of documented work experience.