Job title Function group/grade AD 8 Type of contract Reference Deadline for applications Place of employment VACANCY NOTICE TO CONSTITUTE A RESERVE LIST (for a maximum of 5 candidates) PROJECT/PROGRAMME MANAGER (M/F) Temporary Agent VEXT/14/940/AD 8/ICLAD_Project/Programme Manager 04/06/2014 24:00 Alicante time (CET) Alicante, SPAIN Reserve list valid until 31/12/2014 The OHIM is organizing a selection procedure in order to constitute a reserve list from which to fill vacant post(s) of Project/Programme Manager assigned to the International Cooperation and Legal Affairs Department (ICLAD), International Cooperation Area. 1. BACKGROUND The International Cooperation and Legal Affairs Department is in charge of international cooperation and external relations with the Office s stakeholders, as well as all legal matters across the Office. The department is managed by a Director and comprises two Areas, each one operating under the responsibility of a Deputy Director and comprising two Services, managed by a Head of Service. The International Cooperation Area is responsible of: Cooperation Programmes: responsible for the cooperation activities inside and outside the EU, management of the Cooperation Fund, the Bilateral agreements with EU IP offices; Institutional Relations: responsible for Institutional relations with National IP Offices, World Intellectual Property Organisation (WIPO), European Patent Office (EPO), Trilateral Partners, as well as the secretariat of the Administrative Board and Budget Committee (AB/BC), Liaison Meetings, the Convergence Programme and the management of stakeholder relations. Currently the area is involved in the implementation of programmes under the Line of Action no. 6 (Development of the European Network: https://oami.europa.eu/ohimportal/en/strategic-plan ), notably Cooperation Fund, Convergence Programme, International Cooperation Programme and Stakeholders Engagement Plan. 2. DUTIES The successful candidate, under the direct supervision of the Head of the Institutional Relations Service will be expected to carry out the following tasks: Define and manage projects/programmes and related maintenance activities within the Institutional Relations area, and in particular: Propose and define new projects under the Convergence Programme; Define communication and implementation strategies for the projects; Monitor the use of resources and the deliveries of outputs;
Stakeholder Management Draft documents in accordance with specific rules, procedures and quality standards; Ensure correct quality management (following ISO 9001); Management of multi-lingual projects and databases; Identify and manage risks, in collaboration with stakeholders; Plan and execute integration of maintenance services for the applications derived from assigned projects; Collaborate with business owners to refine future software requirements; Develop and supervise technical/legal teams during the project and maintenance cycle; Coordinate communication between business users and support teams; Manage communication and supervise the work delivered by external providers; Collaborate with peers in order to harmonize management practices; Collaborate with other Services and handle the relations with vendors and third parties; Monitor, report and continuously improve performance of services and teams; Perform feasibility studies and process analyses; Manage financial files related to cooperation projects, including cost estimation, benefit analysis, vendor management, contract management; Keep the knowledge of cooperation projects updated; Contribute to the improvement and maintenance of information systems and applications. Duties applicable to all staff: Actively work towards the achievement of the goals of the OHIM in accordance with the Strategic Plan Perform any other work-related duties and responsibilities that may be assigned by the line manager 3. ELIGIBILITY CRITERIA To be admissible for this selection, candidates must fulfill all the following conditions by the deadline for submission of applications: General conditions 1 Be a national of one of the Member States of the European Union Enjoy full rights as a citizen; Have fulfilled any obligations imposed by the laws concerning military service; Meet the character requirements as to suitability for the performance of the duties involved; Be physically fit to perform the duties. Education Have a level of education which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or Have a level of education which corresponds to completed university studies attested by a diploma and a professional experience of at least one year when the normal period of university education is at least three years. 1 See Article 12 of the Conditions of Employment of Other Servants of the European Union.
Professional experience 2 Have a minimum of 9 years of full-time professional experience in international project and/or programme management. Language skills Have a thorough knowledge of English (minimum level C1) Have a good knowledge of another language of the EU (minimum level B2) The levels indicated correspond to the Common European Framework of Reference for Languages. Technical certification Have professional certification in Project or Programme Management such as PMI, Prince II, MSP or similar 4. SELECTION CRITERIA In order to select the best qualified candidates for interview and the successful candidates to be placed on the reserve list following the results obtained in the interview and written test phase, the Office will use the following criteria for suitability: Demonstrated professional experience in the definition, development, implementation/integration, maintenance and upgrade of cooperation projects/programmes, targeting a wide scope of cooperation subjects, such as legal-related practices, information systems, communication strategies, capacity building and training, business processes, rules and procedures; Demonstrated experience in international cooperation, in particular with EU institutions/agencies, EU Member States or with other international organisations; Experience in organisation of communication activities, drafting and negotiating Service Level and cooperation agreements, demonstrated capability to address and interact with large audiences or external stakeholders in a multi- lingual environment Demonstrated experience with ISO 9001 certification and experience in conducting Cost/Benefit analyses; Knowledge of linguistic principles will be an advantage in the context of the convergence programme; Experience with the development and/or management of information systems (databases, tools) and knowledge, at user level of MS Office and project management tools; Knowledge of other languages of the Office (the languages of the Office are English, French, German, Spanish, Italian). 2 Professional experience is counted from the date of obtaining the relevant diploma giving access to the function group. In the case of having a level of three-year University education, the appropriate professional experience of 1 year cannot be included in the professional experience requested. In this case a total of 10 years of professional experience is required.
In addition to the above criteria, candidates invited to the interview and test phase will also be assessed against the following requirements: Competencies In particular: Communication: communicate clearly and precisely both orally and in writing; Analysis and Problem Solving: identify critical facts in complex issues and develop creative and practical solutions; Working with Others: work co-operatively with others in teams and across organisational boundaries and respect differences between people; Learning and Development: develop and improve personal skills and knowledge of the organisation and its environment; Prioritisation and Organisation: prioritise the most important tasks, work flexibly and organise own workload efficiently; Resilience: remain effective under work pressure, be flexible and adapt to a changing work environment; Quality and Results: take personal responsibility and initiative for delivering work to a high standard quality within set procedures; Leadership: lead and manage people and teams to achieve results. 5. INTERVIEWS AND WRITTEN TESTS Pre-selection Admissible candidates whose applications rank among the best qualified in accordance with the selection criteria detailed under point 4, may be contacted in order to verify their language skills (in particular, spoken production in English and the second language indicated), as well as to prove their professional experience and/or other skills and competencies. This pre-selection contact does not entitle candidates to be invited for interview: it is a step in selecting the most suitable candidates to be invited for interview. Interview Interviews will take place in Alicante and will be carried out in English. Other relevant languages as declared in the candidate s application/cv may be assessed in accordance with the levels indicated in this vacancy notice and the candidate s application/cv. The interview will test the candidate s knowledge of matters relating to the duties to be performed (technical knowledge and behavioral competencies), activities of the Office, knowledge of the EU, suitability to perform the tasks to be accomplished and suitability to work in an international environment. Test(s) One or several tests may complete the assessment of one or several of the above aspects. 6. GENERAL INFORMATION For general information on selection and recruitment procedures at the OHIM, please refer to the following link.
7. HOW TO APPLY To apply please click on this link. All the documents included as links or made reference to within the context of this notice are considered to be part of the present vacancy notice. Important: Candidates should note that the information provided in their application/cv constitutes a basis for appreciation of the eligibility and selection criteria. Therefore, they are invited to read carefully the requirements and provide the relevant information in such detail that it allows this appreciation. Particular attention should be paid to information on their education and professional experience, in particular the description of responsibilities and duties performed.