Corporate Services Contracts Officer

2. TASKS AND RESPONSIBILITIES

We are looking for a Corporate Services Contracts Officer who will support broader corporate services functions by managing the contracts’ lifecycle and ensuring that they are compliant, properly administered and aligned with the relevant policies and processes.

The job holder will have the following main tasks and responsibilities:

• Manage relevant procurement procedures (end-to-end), including planning, preparation of tendering documents, organisation of evaluations, and ensuring compliance with applicable financial and procurement rules;
• Coordinate service providers, task allocation, and oversee/manage the full lifecycle of contracts with the necessary stakeholders, including contract preparation, implementation, amendments, and closure, ensuring proper follow-up of work package results, services, and/or outsourced personnel and of liquidated damages;
• Monitor and verify contract performance, including validation and acceptance of deliverables, service levels, and/or timesheets, ensuring quality, accuracy, and alignment with contractual requirements;
• Execute and monitor budget and financial operations, including commitments, payments, and reporting, ensuring sound financial management and compliance with both the Financial Regulation and internal procedures;
• Provide horizontal support and advice to operational teams, ensuring coordination with internal and external stakeholders, maintaining audit trails, and contributing to risk management and process improvements;
• Carry out processes to keep databases deployed at the Agency up-to-date;
• Liaise with other departments, notably in the area of Administration and Operations, to ensure the execution of related corporate tasks and implement continuous process improvement actions;
• Provide support to the Head of Department (or their assignee) and/or other teams of the department.

3. ELIGIBILITY CRITERIA

We welcome applications from all candidates who meet the following eligibility criteria, on the closing date for application:

1. Have a level of education which corresponds to completed university studies5of at least three years attested by a diploma
2. Have appropriate professional experience6 of at least three years after having obtained the required diploma
3. Be a national of a Member State of the European Union, Iceland, Norway or Switzerland
4. Be entitled to their full rights as citizen
5. Have fulfilled any obligations imposed by the applicable laws concerning military service
6. Meet the character requirements for the duties involved7
7. Have a thorough knowledge (minimum C1 level) of one of the languages of the European Union8 and a satisfactory knowledge (minimum B2 level) of another language of the European Union8
8. Be physically fit to perform the duties linked to the post9

Temporary agents (2f) from EUSPA and other EU agencies are also invited to apply in accordance with the following EUSPA rules:

https://www.euspa.europa.eu/sites/default/files/2024-04/conditions_of_employment_of_temporary_staff_ta.pdf. The grade bracket applicable for internal and inter-agency mobility is AD6 – AD7.

[5] Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. Qualifications/diplomas awarded in the United Kingdom until 31/12/2020 are accepted without further recognition. For diplomas awarded in the United Kingdom after this date (from 01/01/2021), a NARIC recognition is required: https://www.enic-naric.net/

[6] Only appropriate professional experience acquired after achieving the minimum qualification stated in point 1. shall be considered. Where additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as professional experience. Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in point 1. shall be taken into consideration. Internships will be taken into consideration, if they are paid. Professional activities pursued part-time shall be calculated pro rata, on the basis of the percentage of full-time hours worked. A given period may be counted only once.

[7] Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

[8] The languages of the EU are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovene, Spanish, Swedish. The level shall be determined according to the Common European Framework of Reference for Languages.

[9] Before a successful candidate can be appointed, they will be medically examined by a selected medical service so that the Agency will be satisfied that they fulfil the requirement of Article 28(e) of the Staff Regulation of Officials of the European Communities.

4. SELECTION CRITERIA

All eligible applications that meet the criteria outlined above will be fairly and objectively assessed against the selection criteria based solely on the information candidates provide in their applications. The Selection Board responsible for this selection will determine the criteria to be assessed in the various phases of the selection procedure (assessment of the application forms, interview and written test) prior to being granted access to the names of the applicants.

The selection is based on a comparative assessment of eligible candidates against all the selection criteria. Even candidates who do not excel in every single criterion may still be successful in the overall assessment and are therefore encouraged to apply.

When completing the online application, please clearly highlight your relevant skills and experiences that demonstrate how your profile aligns with the requirements below.

Professional experience and expertise

1. Hands-on experience in contract management and procurement;
2. Experience in working with regulatory controls and governance frameworks;
3. Experience in maintaining contract records and preparing relevant reports/analyses;
4. Excellent command of both written and spoken English;

Required competencies

1. Motivation for the post;
2. Effective communication;
3. Transversal collaboration and working in teams;
4. Analytical thinking and problem-solving;
5. Result orientation, prioritising, and organising.