Human Resources Officer

www.euaa.europa.eu Tel: +356 2248 7500 info@euaa.europa.eu Winemakers Wharf Valletta, MRS 1917, MALTA IS-006.01.01 External Vacancy Notice Reference: EUAA/2026/TA/013 Publication: External Title of function: Human Resources Officer Category and grade: Temporary Agent* – AD 5

1. European Union Agency for Asylum

The European Union Agency for Asylum (hereinafter "EUAA"), established by Regulation (EU) 2021/23031, is a centre of expertise by virtue of its independence, the scientific and technical quality of the assistance it provides and the information it collects and disseminates, the transparency of its operating procedures and methods, its diligence in performing the tasks assigned to it, and the information technology support needed to fulfil its mandate. Specifically, the EUAA focuses on:

• Contributing to ensuring the efficient and uniform application of Union law on asylum in the

Member States in a manner that fully respects fundamental rights.

• Facilitating and supporting the activities of the Member States in the implementation of the

Common European Asylum System (CEAS), including by enabling convergence in the assessment of applications for international protection across the Union and by coordinating and strengthening practical cooperation and information exchange.

• Improving the functioning of the CEAS, including through a monitoring mechanism and by

providing operational and technical assistance to Member States, in particular where their asylum and reception systems are under disproportionate pressure. The organisational chart of the Agency can be consulted on the EUAA’s website at: https://euaa.europa.eu/about-us/who-we-are The Agency’s headquarters are located in Malta with additional offices in Belgium, Italy, Greece, Spain, and Cyprus.

• See Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union at https://eur-

lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:01962R0031-20250101 Agency for Asylum and repealing Regulation (EU) No 439/2020, (OJ L 468, 30.12.2021, p. 1).

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2. Job description

The Human Resources Officer will be working in one of the areas of the Human Resources Unit (HRU) within the Administration Centre (C5) and will be responsible for the following tasks: Talent Acquisition

1. Contribute to the implementation of the recruitment plan in a timely and efficient manner;
2. Manage all steps of the recruitment process for EUAA statutory staff (temporary agents and

contract agents) as well as Seconded National Experts and trainees, from drafting, publication, and dissemination of the vacancy notices to the establishment and monitoring of reserve lists;

3. Advice and support the selection committee members and ensure that selection procedures

are fully compliant with the applicable regulatory and legal framework and in line with the best HR practices and EU standards;

4. Contribute to streamline the selection process to reduce the time to hire and the workload of

all the actors involved;

5. Implement the recruitment process (draft offer letters, handle pre-recruitment medical

examinations, etc.);

6. Promote the Agency as an attractive employer and increase its visibility;

7. Provide regular reports, data analyses, and statistics, as required by the annual work
8. Manage procurement procedures and contracts related to the activities and services under the
9. Support the implementation of projects and activities under the relevant Human Resources

Human Resource Services

1. Contribute to the establishment internal rules to implement the EU Staff Regulations and the

Conditions of Employment of other Servants of the European Union (CEOS), implementing rules, staff-related policies and procedures;

2. Manage the general staff administration, including managing personnel files, entry into

service, contracts, termination of service, maintain Human Resource management (HRM) tools and regularly update individual rights and entitlements based on changes to professional and personal status;

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3. Support the Agency’s staff, manage schooling, leave, special working regimes and

arrangements, the full salary circle of statutory staff, seconded national experts, and transfer of pension rights, implement the seat agreement, and engage in related activities with local authorities;

4. Establish newly recruited staff members’ individual financial rights and inclusion in the HRM

tools;

5. Communicate and cooperate with internal and external stakeholders, including the

Paymaster’s Office and the Joint Sickness Insurance Scheme;

6. Provide regular reports, data analyses, and statistics, as required by the annual work
7. Manage procurement procedures and contracts related to the activities and services under the

relevant Human Resources area; handle budget forecasting, implementation and monitoring;

8. Support the implementation of projects and activities under the relevant Human Resources

People Development and Performance

1. Support learning and professional development to meet current and future needs of staff and

the strategic objectives of the Agency;

2. Support staff wellbeing and engagement, and foster a culture of continuous development and

high performance in line with the EUAA values;

3. Develop and implement probationary period and staff performance management processes,

tools and guidelines;

4. Support career development, internal mobility, talent reviews, and succession planning across

the Agency;

5. Onboard newly recruited staff and ensure their positive integration;

6. Design and coordinate individual and collective learning initiatives, including the management

and delivery of training and development programmes;

7. Support management and leadership development, including onboarding and training of

managers;

8. Provide regular reports, data analyses, and statistics, as required by the annual work

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9. Manage procurement procedures and contracts related to the activities and services under the
10. Support the implementation of projects and activities under the relevant Human Resources

3. Requirements

A) Eligibility Criteria Candidates will be considered eligible for selection based on the fulfilment of the following formal criteria, by the deadline for applications:

1. Have a level of education which corresponds to completed university studies of at least 3 years

attested by a diploma;

2. Be nationals of one of the Member States of the European Union, Iceland, Liechtenstein,

Norway, and Switzerland;

3. Be entitled to full rights as an EU citizen;

4. Have fulfilled any obligations imposed on them by the laws on military service;

5. Possess a thorough knowledge (level C1 in all dimensions as per the Common European

Framework of Reference for Languages or CEFRL) of one of the official EU languages and a satisfactory knowledge (level B2 in all dimensions as per the CEFRL) of another one of these languages to the extent necessary for the performance of the duties pertaining to the post;

6. Meet the character requirements for the duties involved;

7. Be physically fit to perform the duties linked to the post.

State bodies are accepted. If the studies determining eligibility took place outside the European Union, the candidate is required to present documentation attesting that their qualification is recognised by a European Union Member State body delegated officially for this purpose (such as a national Ministry of Education). Only candidates who have received an offer letter will be required to provide this documentation. which will enable EUAA to ensure that he/she fulfils the requirement stated in Article 28(e) of the Staff Regulations of the Officials of the European Union.

www.euaa.europa.eu Tel: +356 2248 7500 info@euaa.europa.eu Winemakers Wharf Valletta, MRS 1917, MALTA IS-006.01-01 Page 5/10 B) Selection Criteria If the eligibility criteria set out in section A) Eligibility criteria are met, the candidates’ applications will be evaluated on the following selection criteria. These criteria have been subdivided into two categories: Essential and Advantageous Selection Criteria. Please note that all Essential criteria are mandatory, meaning that no application will be assessed further if a candidate obtains a zero score in any of the Essential Criteria. The most suitable candidates with the highest overall scores will be invited to an interview. Essential

1. Professional experience in Human Resources of at least 3 years with tasks closely related to

the job description;

2. Professional experience in developing and implementing Human Resources policies,

processes, and/or strategies;

3. Professional experience in project management related to Human Resources.

Advantageous

1. Professional experience working with EU Staff Regulations, Condition of Employment of Other

Servants of the European Union (CEOS) and Implementing Rules;

2. Professional experience in financial and/or procurement procedures linked to Human

Resources;

3. Professional experience working with Human Resources software, tools and/or databases.

C) Evaluation during interviewing process Candidates invited to the interviewing process (interview and written test) will be assessed based on the essential and advantageous criteria described in this Section, and the following additional criteria relevant to the post:

1. Thorough written and spoken communication skills in English, the working language of the

EUAA;

2. Competent user of electronic office equipment and applications (word processing,

spreadsheets, presentations, electronic communication, internet etc.);

3. Ability to work under pressure and meet deadlines on multiple tasks;

4. Excellent analytical and problem-solving skills;

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5. Good communication and well-developed interpersonal skills;

6. Strong service-oriented attitude and flexibility;

7. Strong sense of confidentiality, integrity and discretion;

8. Accuracy and attention to detail;

9. Knowledge of the mission and organisation of the EUAA.

In addition, the successful candidate should act and abide by the EUAA’s values and the EUAA Core Competencies.

4. Recruitment process

The Regulation which provides the legal basis for the EUAA was adopted on 15 December 2021 (Official Journal of the European Union L 468 of 30.12.2021). A) Identifying eligible candidates After the deadline for submission of applications, the Selection Committee will verify the submitted applications against the eligibility criteria described in Section 3A (“Eligibility Criteria”). Applications satisfying these conditions will then be assessed against the “Selection Criteria” under Section 3B. B) Further analysis of applications Following this initial assessment, the Selection Committee will compare the applications of eligible candidates with reference to:

• The Selection Criteria (“Essential” and “Advantageous”);
• The overall quality of the application and the candidates’ suitability for the post when

compared to the established job profile. Please note that the Essential Selection Criteria are mandatory, and no application will be further assessed if one of these criteria is not satisfied. The Selection Committee will then establish a shortlist of the most suitable candidates to be invited for a written test, an interview, and/or other tests based on the order of merit. These assessments will be held in English and, where applicable, other languages. Both shortlisted and not shortlisted candidates will be notified thereof.

www.euaa.europa.eu Tel: +356 2248 7500 info@euaa.europa.eu Winemakers Wharf Valletta, MRS 1917, MALTA IS-006.01-01 Page 7/10 C) Assessment phase The assessment phase is composed of the following components:

• Technical competency written test and/or any other assessment deemed necessary for the

post;

• Interview with the Selection Committee.

The assessment phase will be devised to evaluate the following components:

• General aptitude and language abilities to the extent necessary for the performance of their

duties in accordance with Article 12(2)(e) of the Conditions of Employment of other Servants of the European Union (CEOS);

• Specific competences with reference to the applicants' profiles in line with the selection

criteria included in the Vacancy Notice. Please note that only candidates who are successful in the interview and written test will have the possibility of being placed on the reserve list. This selection procedure may be organised online. In such case, further information will be provided by the Agency to candidates invited for an interview regarding the practical modalities for the assessment. D) Verification of supporting documents Only candidates who receive an offer letter will be required to present originals or certified copies of the documents listed below to confirm the accuracy and eligibility of the application against their supporting documents:

• A document proving their citizenship (e.g., passport);
• Any academic qualification mentioned in the application;
• Any professional experience mentioned in the application.

E) Establishing a reserve list A reserve list will be established based on the outcome of the assessment phase and will remain valid until the end of the current year from the date of its establishment. The reserve list may be extended at the discretion of the Executive Director. The established reserve list may be used for the recruitment of a similar post depending on the needs of EUAA. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget. Prior to taking up duties, the successful candidate will be asked to undergo a compulsory medical examination by one of the institutions' medical officers which will enable the EUAA to ensure that

www.euaa.europa.eu Tel: +356 2248 7500 info@euaa.europa.eu Winemakers Wharf Valletta, MRS 1917, MALTA IS-006.01-01 Page 8/10 he/she fulfils the requirement stated in Article 28(e) of the Staff Regulations of the Officials of the European Union.

5. Equal opportunities

The EUAA applies an equal opportunities policy and accepts applications without discriminating on the basis of gender, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age, or sexual orientation.

6. Conditions of employment

The successful candidate(s) will be appointed by the Executive Director following the selection procedure and will be recruited as a Temporary Agent according to Article 2(f) of the CEOS for a period of 5 years, which may be renewed. The Temporary Agent will undergo an initial probation period of nine months. The Temporary Agent post in question will be placed in group AD 5. The basic salary of a Temporary Agent, AD 5 (step 1) is EUR 6,152.64 which is weighted by the local correction coefficient (for Malta currently 92.4%). In addition to the basic salary, the EUAA offers various allowances and benefits depending on personal circumstances, such as:

• Family allowances;
• Expatriation or foreign residence allowance;
• Entry into service-related allowances (travel expenses, daily subsistence allowances, removal

expenses, installation allowances);

• Annual travel allowances;
• Social benefits;
• Benefits stemming from Agreements with national Governments;
• Benefits stemming from Service Level Agreements with pre-schools and schools;
• Wide range of leave entitlements;
• Benefits to support work-life balance;
• Relocation services in Malta.

The salaries of Staff members are subject to a European Union tax deducted at source. Staff members are exempt from national tax on salary and are members of the European Union social security and pension scheme. For further information on Conditions of Employment please refer to EUAA website section Work for EUAA and to Conditions of Employment of Other Servants of the European Union (CEOS). The place of employment is Malta.

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7. Application procedure

All of the EUAA’s vacancies can be found on our Vacancies page and online e-Recruitment tool. For applications to be valid, candidates shall use the EUAA’s online e-Recruitment tool to create a candidate account, activate it, and complete all sections of the application form, as detailed in the User Manual found on the landing page. Candidates are requested to complete their application in English. Incomplete applications will be disqualified and treated as non-eligible. Please note that the selection process may take several months. In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English. Candidates should not approach, directly or indirectly, the Selection Committee under any circumstances in relation to this recruitment process. The Executive Director reserves the right to disqualify any candidate who disregards this instruction. Closing date: The closing date for the submission of applications is 14 July 2026 at 12:00 pm (noon - Malta time). The Agency will disregard any application received after this date and time. Applicants are strongly advised not to wait until the date of the deadline to submit their applications. The EUAA is not held responsible for any delays in submission of applications due to technical difficulties or any other factors that may arise. If a candidate is found to have provided false information at any stage in the selection procedure, the Agency is within its capacity to disqualify the candidate in question.

8. Data protection

The purpose of processing of the data submitted by the candidate is to manage the application(s) of the candidate in view of a possible selection and recruitment at the EUAA. The Agency does not make public the names of successful candidates on reserve lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Agency’s management may have access to reserve lists and, in specific cases, to the application of a candidate. The personal information requested will be processed in line with 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. You may find more information on the processing of your personal data here: Data Protection Notice Recruitment for Temporary and Contract Staff.

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9. Appeal procedures

Any person to whom the Staff Regulations and the CEOS apply may submit to the competent Authority Empowered to Conclude Contracts of Employment a complaint against an act affecting him/her adversely within 3 months, pursuant to Article 90(2) of the Staff Regulations and under the conditions laid down therein. Complaints concerning this selection procedure may be lodged either by post or by e-mail using the following contact details: The Executive Director Winemakers Wharf, MRS 1917 Malta E-mail: edsecretariat@euaa.europa.eu Any person to whom the Staff Regulations and the CEOS apply may also lodge an action before the General Court of the EU within 3 months, pursuant to Article 270 of the Treaty on the Functioning of the European Union (TFEU) and Article 91 of the Staff Regulations and under the conditions laid down therein. More information about the submission of an action before the General Court of the EU can be found here. Any citizen of the EU or natural person residing in the EU may lodge a complaint with the European Ombudsman pursuant to Article 228(1) of the TFEU in respect of an instance of maladministration. The complaint must be lodged within 2 years of the date when the facts on which it is based came to the attention of the complainant, and after making the appropriate administrative approaches to the EUAA, pursuant to Article 2(3) of the Regulation (EU, Euratom) 2021/11639 and under the conditions laid down therein. More information about the submission of a complaint before the European Ombudsman can be found here. Please note that complaints with the European Ombudsman do not affect the time limits to file a complaint under Article 90(2) of the Staff Regulations or to lodge an action before the General Court of the EU pursuant to Article 270 of the TFEU and Article 91 of the Staff Regulations, in accordance with Article 2(8) of the Regulation (EU, Euratom) 2021/1163. conditions governing the performance of the Ombudsman’s duties (Statute of the European Ombudsman) and repealing Decision 94/262/ECSC, EC, Euratom (OJ L 253, 16/07/2021, p. 1-10).