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Head of Executive Support and Stakeholder Relations Unit

Tallinn

  • Organization: eu-LISA - European Agency for the operational management of large scale IT-systems
  • Location: Tallinn
  • Grade: Mid/Senior level - AD-9, Administrator - Open to citizens of an EU country
  • Occupational Groups:
    • External Relations, Partnerships and Resource mobilization
    • Managerial positions
  • Closing Date: 2023-01-09
As Head of Unit, you will have the opportunity to lead and manage a team consisting of around 15+ team members. More specifically, the main duties in your role are: Internal Management and Coordination tasks: • Contributing to drafting, monitoring and reporting on the implementation of eu-LISA’s Annual Work Programme, strategy, budget estimates and other relevant strategic and operational documents; • Implementing and periodically contributing to reviews and updates of the Agency’s long-term strategy, internal policies, procedures and processes while ensuring compliance of the Unit’s day-to-day work; • Contributing to the preparation and implementation of the Executive Director’s decisions, background documents, reports and action plans; • Defining the Unit’s work plan in compliance with eu-LISA’s Annual work Programme, coordinating the work within the Unit and with other Units as well as representing the Unit in the Management Committee and other internal bodies; • Managing the implementation of the EU Staff Regulations and internal staff policies in accordance with applicable EU rules and best practices. Budget, Finance and Contract Management: • Acting as budget line owner, verifier and Authorising Officer per delegation for all budget lines related to the services allocated to the respective Unit while ensuring that financial resources are spent in an efficient manner and in line with the requirements of the EU Financial Regulations; • Supervising the preparation and implementation of contracts with external service providers and suppliers in close cooperation with the Procurement Sector; • Contributing and supervising the preparation of technical specifications for calls for tender. Human Resources Management: • Managing the Unit’s work and ensuring the efficient use of human, financial and other resources; • Developing the Unit’s competencies and skills in line with the Agency’s competency framework as well as ensuring the continuous assessment of their performance. Communication and Publication Management: • Being in charge of eu-LISA’s corporate and internal communication; • Maintaining and developing the Unit’s reputation by accepting ownership for accomplishing new and extended tasks and by exploring opportunities to increase the Agency’s value to its external stakeholders; • Representing the Unit, and further, the Agency in stakeholder-centric activities. Operational and Administrative Support: • Ensuring the delivery of the Unit’s tasks and responsibilities as per its functional description; • Maintaining effective information sharing and co-operation with internal and external stakeholders; • Contributing to the timely preparation of documents and reports for external and internal stakeholders; • Upon formal appointment, taking part in the Agency’s operational and financial circuits in relation to its assigned tasks; • Contributing to the organisation’s risk management by ensuring compliance with applicable law, internal policies and standards; • Following up on the development of EU legislation; • Contributing to the preparation of manuals and note. Additional tasks: • Supervising the work of the Secretariat of eu-LISA’s Management Board and Advisory Groups; • Liaising with EU Institutions/Agencies/Bodies, International Organisations, and Non-Governmental Organisations; • Contributing to the work of the Cabinet of eu-LISA’s Executive Management; • Carrying out other relevant tasks assigned by the Executive Director.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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