Head of Governance Support and Systems Unit

www.euaa.europa.eu Tel: +356 2248 7500 sign up to see this e-mail Winemakers Wharf Valletta, MRS 1917, MALTA IS-006.01.01 External Vacancy Notice Reference: EUAA/2026/TA/021 Publication: External Title of function: Head of Governance Support and Systems Unit Category and grade: Temporary Agent* – AD 10

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

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The Head of Governance Support and Systems Unit (GSSU) will be working within the Institutional and Horizontal Affairs Centre (C4) and will be responsible for managing, coordinating and supervising the work of the Governance Support and Systems Unit and its staff.

The Governance Support and Systems Unit coordinates support activities in the areas of corporate programming, and reporting, management system implementation, and evaluation of Agency activities, and supports the development of corporate strategies. It is also responsible for internal coordination of horizontal activities across the Agency and preparation of documents and information provided to the Management Board Secretariat. Moreover, the Head of Unit acts as Deputy Business Continuity Coordinator. The unit consists of three sectors: Corporate Programming and Reporting Sector (CPRS), Management Systems and Evaluation Sector (MSES) and Coordination Sector (CORS). The Corporate Programming and Reporting Sector (CPRS) has the following main tasks:

• Overseeing the performance of the Agency and establishing and maintaining corporate programming and reporting cycles;
• Drafting key corporate programming and reporting documents, including the single programming document (SDP) and the consolidated annual activity report (CAAR), and coordinating their review by the centres;
• Drafting and developing corporate strategies in collaboration with the centres;
• Coordinating data and information collection and analysis in relation to performance indicators and preparing quarterly status reports;
• Coordinating other internal and external reporting assigned to the Sector;
• Developing and maintaining the Agency’s organisational portfolio of programmes and projects, including related methodologies.

The Management Systems and Evaluation Sector (MSES) has the following main tasks:

• Developing, implementing, and maintaining quality management initiatives in line with the

Agency’s regulatory framework; driving the Agency’s work on (re)designing internal processes and procedures, identifying improvement opportunities; raising awareness of quality practices;

• Supporting the Business Continuity Coordinator and the Deputy Business Continuity

Coordinator in implementing and maintaining business continuity management in line with the Agency’s governance framework; providing the secretariat for related internal bodies;

• Developing, implementing, and promoting an environmental management framework and related initiatives in line with the Agency’s strategy, the EU Agencies Network charter on the reduction of greenhouse gas emissions and responsible environmental management, and the

European Green Deal; engaging in ensuring that the Agency fulfils prevailing requirements and legal compliance; raising awareness on environmental-related matters; providing the secretariat for related internal bodies;

• Supporting the Agency in achieving the longer-term objective of integration and optimisation of management systems and implementing relevant management systems;

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• Coordinating document and records management and archiving, including document lifecycle management, promoting best practices and a business-driven approach;
• Developing, implementing, and maintaining harmonised internal processes and procedures for the effective management of governance-related documents; acting as document procedure owner and quality focal point for key governance document types;
• Managing the Agency’s library services;
• Developing an evaluation strategy and culture in line with the Agency’s evaluation framework, managing the Agency’s evaluations including their planning, conduct and reporting on the implementation of management responses, delivering value-adding evaluations, such as meta-evaluations and randomised controlled trials, providing methodological guidance and support, and providing the secretariat for the Evaluation Advisory Group.

The Coordination Sector (CORS) has the following main tasks:

• Coordinating internally the Agency’s preparatory work to ensure the quality, accuracy, consistency of documents and information provided to the Management Board Secretariat;
• Coordinating internally the Agency’s lines to take for Management Board and Executive Board meetings;
• Liaising with the Management Board Secretariat to ensure the timeliness of submission of documents for Management Board and Executive Board meetings;
• Providing the Management Board Secretariat with regular input for the preparation of the

Management Board workplans;

• Coordinating internally the Agency’s cooperation with the Fundamental Rights Officer (FRO) through (a) horizontal fundamental rights focal point(s) and including, inter alia, the drafting of annual action plans for the implementation of the Agency’s fundamental rights strategies, periodical reporting on the status of implementation of the plans to the Management Board, the Agency’s comments and observations on the FRO’s annual report, and the preparation of the Agency’s responses to the FRO’s observations following visits to the places where the

Agency carries out operational activities;

• Coordinating internally the Agency’s responses to recommendations made in evaluation reports;
• Coordinating other actions or tasks at corporate level, as determined by the Head of Centre.

The main tasks and responsibilities of the Head of Governance Support and Systems Unit will be: A) Specific responsibilities

1. Steering and coordinating support activities in the areas of corporate planning, monitoring

and reporting, management system implementation, and evaluation of the Agency activities;

2. Supervising the drafting of key corporate planning and reporting documents, and corporate

strategies;

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3. Overseeing the development and implementation of quality management initiatives and

environmental management initiatives;

4. Acting as Deputy Business Continuity Coordinator; implementing and maintaining business

continuity management in line with the Agency’s governance framework;

5. Overseeing the internal coordination of horizontal activities across the Agency and preparation

of documents and information provided to the Management Board Secretariat;

6. Leading improvements in the Governance Support and Systems Unit and exploring new

approaches and practices that bring innovation to the work of the Unit. B) General responsibilities

1. Leading and managing the staff of the Governance Support and Systems Unit;
2. Planning activities, monitoring the execution of the allocated budget and managing allocated

resources and funds in accordance with the principles of good governance;

3. Coordinating and collaborating with other Units within the Centre and in other Centres in the

EUAA to ensure synergies where possible and jointly achieve the EUAA’s goals;

4. Liaising with EU Institutions, Agencies, Bodies, International Organisations, Member States’

authorities and Civil Society Organisations under the direction of the Head of Centre;

5. Ensuring compliance with internal control systems and risk management processes;
6. Perform any other tasks, in the interest of the service, as required by the Head of Centre.

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 4 years

attested by a diploma and, after having obtained the university diploma, at least 12 years of appropriate professional experience, or

www.euaa.europa.eu Tel: +356 2248 7500 sign up to see this e-mail Winemakers Wharf Valletta, MRS 1917, MALTA IS-006.01-01 Page 5/11 have a level of education which corresponds to completed university studies of at least 3 years attested by a diploma and, after having obtained the university diploma, at least 13 years of appropriate professional experience 3;

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.

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 of at least five years acquired in positions relevant to the tasks and

responsibilities described in section 2. Job description;

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2. Professional experience at senior level in providing strategic advice to senior management on

areas covered by section 2. Job description;

3. Professional experience of at least two years as a manager, including the management of

allocated human and budgetary resources.

Advantageous

1. Post graduate degree, preferably in a field relevant to the job description (section 2);
2. Professional experience within the European Institutions, EU Agencies/Bodies, Joint

Undertakings, or International Organisations;

3. Professional experience in leading and managing business transformations and organisational

development initiatives.

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, web-based tools, etc.);

3. Ability to work under pressure and meet deadlines on multiple tasks;
4. Excellent analytical and problem-solving skills;
5. Good communication and well-developed interpersonal skills;
6. Strong service-oriented attitude and flexibility;
7. Ability to work as part of a team of managers;
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.

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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. 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;
• Assessment centre;
• Interview with the Executive Director.

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

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• 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;
• Hands-on management skills will be analysed in an Assessment Centre, which will include group and individual exercises and activities as well as in-depth interviews. These will be provided by an external provider.

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. These candidates will then be asked to attend an assessment centre and an additional interview with the Executive Director. 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 he/she fulfils the requirement stated in Article 28(e) of the Staff Regulations of the Officials of the European Union.

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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.

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 10. The basic salary of a Temporary Agent, AD 10 (step 1) is EUR 11,408.03 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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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 20 October 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.

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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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: sign up to see this e-mail 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.