Information Management Specialist

Is this job for you?

You will work in the Digital Governance section in the Digital Transformation Services (DTS) unit. To find out more about what the unit does, visit https://www.ecdc.europa.eu/en/about-us/ecdcs-organisational-structure.

Reporting to the Group Leader Artificial Intelligence Solutions, Data and Information Management, you will be part of a team of approximately 9 people supporting the Centre’s work related to digital transformation in Public Health.

In this position, you will have a wide variety of tasks that will give you the opportunity to support effective information management and architecture, records management, and digital transformation initiatives across the Centre, and in particular to:

• Support the daily management of ECDC’s information systems and information architecture, and assist with ongoing projects managed by the Artificial Intelligence Solutions, Data and Information Management group;

• Contribute to proofs of concept, pilots and other initiatives to enhance ECDC information management platforms, controlled vocabularies, taxonomies, thesauri, and ontologies including the integration and extension of artificial intelligence capabilities such as AI-powered search, automated classification tools, and intelligent data analytics functionalities to further support organisational objectives;

• Support updates to agency’s specific retention lists and file plans, ensuring alignment with information governance and lifecycle management principles, in collaboration with Information Management Contact Points;

• Perform document classification, retention actions, and disposition steps across the content lifecycle;

• Ensure the efficient management, organisation, and accessibility of information assets across the Centre;

• Organise and support end user training workshops on ECDC’s information management systems, promoting good information practices and providing advice and support on matters related to information management upon request;

• Any other tasks related to his/her area of work as requested. 

What are we looking for?

Formal requirements

For your application to be considered eligible you must fulfil all the following requirements by the application deadline:

• A post-secondary education attested by a diploma; or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of 3 years; 
• Thorough knowledge of one of the official EU languages and a satisfactory knowledge of another official EU language to the extent necessary for the performance of your duties;
• Nationality of one of the EU Member States or of Norway, Iceland or Liechtenstein and to be entitled to your full rights as a citizen;
• To have fulfilled any obligations imposed by the applicable laws on military service;
• Meet the character requirements for the duties involved; and
• Be physically fit to perform the duties linked to the post.

You will need to provide appropriate documents to show that you meet all of the above criteria.

Selection criteria

For your application to be evaluated further, you will also need:

• At least 3 years, (following the award of the diploma), of recent, hands-on professional experience acquired in positions relevant to the job description;
• Good knowledge and understanding of the technical aspects of information management, records management in these fields or similar roles;
• Good Knowledge of Microsoft 365 and its core applications, including SharePoint Online, M365, Copilot studio;
• Knowledge and understanding of concepts like taxonomies and ontologies;
• Excellent command of English, both written and spoken.

Additionally, we will assess the following competencies:

• Quality driven and results oriented; 
• Good organisational skills; 
• Strong interpersonal skills and ability to work well in teams; 
• Good communication skills.

Depending on the number of applications received, the selection committee may apply stricter requirements within the aforementioned selection criteria.

Why ECDC?

You will play an active role in making a tangible difference in public health. 

At ECDC you will join a team of more than 400 colleagues with diverse backgrounds and professions who work together for the common goal of helping countries prevent and respond to outbreaks and public health threats. Every position at ECDC plays an important part, and we cooperate closely for our collective goals. 

ECDC is an equal opportunities employer and encourages applications from all suitably qualified candidates without any distinction on grounds of age, gender, sexual orientation, disability, ethnic or social origin, religion, or belief. 

As an ECDC staff member, you will have the chance to own or support initiatives impacting the health and well-being of people in Europe. 

You will have access to the latest European-level surveillance data and dedicated expertise in your field, collaborate with various experts and organisations across Europe and beyond, and you will be part of public health-relevant infectious disease networks. 

You will be joining ECDC at interesting times. In October 2022, the European Parliament endorsed an extended mandate that will allow ECDC to adopt a stronger role in supporting EU Member States in the prevention and control of infectious disease threats and improve European preparedness and response. This includes real-time surveillance systems, mobilising an EU Health Task Force to assist local responses in Member States and building a network of EU reference laboratories. 

What can we offer you?

We offer a competitive salary and a range of benefits, including health insurance, learning opportunities and flexible work arrangements such as flexible working hours and teleworking in the Stockholm area for part of the week. Additionally, you can work up to 10 days a year from outside the Stockholm area.

Depending on your experience, the monthly basic salary usually starts at € 3,475,62 and may be supplemented by various allowances including, as applicable, expatriation and/or generous family allowances. Salary is exempt from national tax and instead an Agency tax is deducted. We also provide financial support when relocating to Stockholm.

Our benefits package is designed to support a healthy work-life balance and we are committed to creating a supportive and inclusive work environment that values the well-being of our employees. 

Learn more about the benefits of joining ECDC here: https://www.ecdc.europa.eu/en/about-ecdc/work-ecdc/staff-positions/what-we-offer 

How does our selection process work?

Our selection process takes, on average, three months from the application deadline. All selection processes include a remote written test and a video conference interview; some selection processes may include additional steps.

After a candidate has been selected for the position, additional shortlisted candidates can be placed on a reserve list. The reserve list may be used when ECDC needs to fill similar positions at the same level in the future. The reserve list is valid until 31 December 2027 and may be extended.

Visit https://www.ecdc.europa.eu/en/about-us/work-with-us/internal-procedure-recruitment-selection for an overview of the different steps in the selection process and see the ECDC-candidate-guide.pdf (europa.eu) for a detailed explanation of the selection and recruitment process. 

When starting a new contract under the EU staff regulations, all new staff must successfully complete a probationary period of nine months.

How do you apply?

To apply for this vacancy, please create/ log in to your ECDC e-recruitment user account.

See detailed instructions on how to apply here: https://www.ecdc.europa.eu/sites/default/files/documents/Candidate-E-recruitment-user-guide.pdf

Please submit your application well ahead of the deadline in case of technical issues and/or heavy traffic on the website. After submitting your application, you will receive an automatic email message confirming receipt of your application. Ensure that the email address you provide for your applicant account is correct and that you check your email regularly. If you require any technical support please send an email to recruitmentecdc [dot] europa [dot] eu (recruitment[at]ecdc[dot]europa[dot]eu).

ECDC does not accept applications submitted after the deadline or applications submitted by email, mail or any other means.

Only candidates selected for interviews will be notified. You can see the progress of the selection process from within your e-recruitment account. 

Translations of this vacancy notice in all EU languages can be obtained by using the automatic translation function on this website.

Note: 

While this vacancy notice can be translated into all official EU languages from its English original, the language of day-to-day operations in the Agency is generally English. ECDC therefore prefers to receive the application in English.

Disclaimer: Please note that in the event of any differences in meaning or interpretation between the original English version of this content and a translation, the original English version takes precedence

We welcome your application!