Reserve List for a Support Specialist - Facilities and Logistics at European Maritime Safety Agency

The Unit provides advice to the Executive Director on legal, budgetary and financial matters and ensures compliance of legal and financial transactions with EMSA Financial Regulation. In this area, it particularly provides advice and verification on procurement procedures and legal commitments, financial and budgetary issues. The Unit carries out ex-ante financial verification of all financial transactions; in ensures the Agency invoice registration and management of contract archive and all access rights to the ABAC suite. Finally, it aims at streamlining administrative procedures by providing training in relation to finance and procurement, drafting and updating relevant rules, guidelines, templates and procedures and as business Unit enhancing procurement and financial tools of the Agency including e-procurement. It also handles matters of access to documents.

The Unit provides the framework for setting the environmental policy of the Agency and coordinates the project aiming at EMAS registration.

Finally, the Unit maintains and operates EMSA’s premises and infrastructure, deals with safety and security matters, provides support for EMSA events and provides numerous support services. There are 12 staff members working in the unit.

Reporting to the Head of Unit 4.2 the Support Specialist – Facilities and Logistics will be responsible for the following:

Supporting and monitoring of the operation of the building infrastructure, including power supply, heating, ventilation and air-conditioning;
Procuring and monitoring of outsourced facility and logistics services;
Monitoring the implementation of the maintenance plan (preventive and corrective maintenance);
Keeping the maintenance plan up-to-date according to technical developments and lessons learnt;
Monitoring and supervising of construction alterations and modifications of the building layout or technical installations;
Keeping the building documentation up-to date;
Operating the EMSA Facility and Logistics Helpdesk, including handling, analysis and resolution of a large variety of facility, logistics and infrastructure calls;
Contributing to the drafting and updating of facilities and logistics related rules and procedures;
Providing hands-on logistics support and infrastructure support, including taking care of the access control system and cards, removal of office furniture, etc.;
Contributing to various facility, logistics and infrastructure services during peak workloads as well as planned and unplanned absences of the corresponding personnel;
Participation in the fire and medical first response teams;
Participation in facility and security standby duty.