Important Information:
Potential applicants must be registered in one of the relevant calls for expression of interest for Contract Agents (CAST Permanent) corresponding to the Function Group of the position.
For more information, please consult the website of the EPSO (European Personnel Selection Office).
Pre-selected applicants who have not passed the relevant EPSO selection procedure (CAST Permanent) would be invited to do so.
Description
Type of contract: Contract Agent 3a
Job No.: 401254
Grade: FG II
Unit/Team: PMO.5.003
Working place: Brussels
Publication: from 26/09/2023 to 06/10/2023 until 18.00 hours Brussels time
We are:
PMO.5.003:
The mission of the PMO (Paymaster Office or Office for the administration and payment of individual entitlements) is to provide a high-quality and user-friendly service to beneficiaries by promptly and accurately managing, determining and paying individual rights and expenses (e.g., salaries, pensions, sickness insurance reimbursements and mission expenses).
The PMO.5 Unit, located in Luxembourg includes 3 sectors: Sickness insurance III (001), Travel management (002), Laissez-Passer and Visas (003).
The vacant post to be filled is in the sector of the Laissez-Passer and Visas (003), located in Brussels, near Schuman (Rue Breydel 25). This sector of about 9 dynamic people is in charge of the operations of the central services supporting the issuance of the new format of the EU Laissez-Passer (EU LP) and the collection of visas for mission performers and staff posted in delegations. Our customers are the European Commission, other EU institutions, and agencies having signed an agreement (SLA) for these matters.
The IT infrastructure for the issuance of the EU LP is dedicated and isolated for security reasons. The EU LP Central Service in Brussels is part of an inter-institutional project with two other enrolment and delivery centers (Luxembourg and Frankfurt), a production site ran by an external contractor and the Joint Research Center in Ispra assuring the Certification Authority for digital encryption. The EU Laissez-Passer is used within the whole world and is a travel document associated to electronic passports.
The Visa Central Service assures the handling of visa requests, the tour of the embassies in Brussels for deposit and retrieval of travel documents needing a visa and the production of several official documents linked to passports and visits in third countries. The Visas service is sustained by a dedicated software application/module in MiPS.
We propose:
A Contract Agent FG II interesting position as an Administrative Agent who will join the team in charge of the full process necessary to issue EU LPs for members, personnel and family members of EU institutions, agencies and bodies and to seek visas for missions or postings. As all members of the Front Office team, the candidate will participate as agent to the operational duties of the EU LP & Visa Central services in conformance with the segregation of roles this business implies. This position will primarily take over the expertise in EU LP requests and archiving. Working under the supervision of an official or a temporary agent, the Administrative Agent will:
- Enrol the EU LP applicants.
- Verify the laissez-passer documents (LPs).
- Deliver the LPs in Brussels, and the related tasks for the good administration of issued LPs during their full lifecycle (until destruction).
- Support the mission performer in their visa request (reception of visa request and encoding in MiPS).
- Draft/Prepare the “Note Verbale” accompanying visa requests.
- Perform, occasionally, the embassy tour, deposit and retrieve travel documents.
- Deliver the document with visa affixed.
- Draft documents linked to Visa or passports.
This position is under administrative supervision by the team leader of the Front Office.
Pending the granting of a valid security authorisation (security clearance), the job includes other activities in relation with the core business activities of the service, like signing electronically orders for production and transmitting sensitive files.
Since this service is atypical in the Commission, an internal training is provided at the beginning to be able to handle the dedicated infrastructure and master the IT applications in use. Regular reminding trainings and sessions are organized by the service or the external contractor. Particularly to this vacancy, a hand-over/take-over/shadowing of several weeks with an experienced Visa agent will take place before the end of the year.
The EU LP & Visas Central Services welcomes the applicants and partners from 08:30 until 16:30 every working day.
Please note that, in 2024 a temporary task-force will be created in PMO to manage the end of service of Parliamentary Assistants. Successful candidates may be attached temporarily to this team offering them the possibility to discover a different angle of PMO activities.
Please be aware that the selection panel will be organized a few days after the closure of the vacancy.
How to apply
By the closing date for applications, candidates should send their application to:
PMO-PUBLICATIONS-AC
ec [dot] europa [dot] eu (PMO-PUBLICATIONS-AC[at]ec[dot]europa[dot]eu)
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