Procurement Assistant (Temporary Agent, AST3)

European Asylum Support Office (EASO)
  • Location
    Valletta Harbour, Malta
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    May 02

Position description


The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation 439/20101, strengthens European Union (EU) Member States’ practical cooperation on asylum, enhances the implementation of the Common European Asylum System (CEAS) and supports Member States whose asylum and reception systems are under particular pressure.

Specifically, EASO focuses on three main tasks:

  1. Supporting practical cooperation among Member States on asylum mainly through training, quality activities, country of origin information (COI), statistics and analysis, specialized expert networks, practical cooperation workshops, thematic support on unaccompanied minors, trafficking in human beings and gender;

  2. Supporting Member States under particular pressure through emergency support, including the deployment of asylum support teams to assist EU Member States in managing asylum applications and in putting in place appropriate reception facilities;

  3. Contributing to the implementation of the CEAS by collecting and exchanging information on best practices, drawing up an annual report on the asylum situation in the EU covering the whole asylum procedure in EU Member States and adopting technical documents, on the implementation of the new EU asylum acquis.

The procurement assistant will be working in the Department of Administration (DOA), Finance and Procurement Unit (FPU) and will be responsible for the following tasks under the supervision of the Head of Procurement Sector:

1 Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).

The headquarters of EASO are located at the Valletta Harbour (Malta).


     1. Preparation of procurement documents in cooperation with the operational units based on the nature of the requirements; provision of advice in the choice of procurement procedures and types of contracts 

  1. Contributing to the development and the correct application of the EASO’s procurement and contract management procedures;

  2. Preparing and processing negotiated, restricted and open tender procedures including preparation, evaluation, verification and analysis to ensure sound financial management in all procurement activities;

  3. Drafting the tender specifications in cooperation with operational staff of EASO, assisting the Evaluation Committees in replying to tenderers’ enquiries; providing legal and procedural advice during all stages of procurement procedures

  1. Drafting and preparing contracts in the procurement field;

  2. Monitoring and checking contracts implementation, supporting the contract managers and initiating the necessary steps for the contract renewal or other amendments if applicable;

  3. Promoting the best practices, sound financial management and knowledge-sharing in the field of procurement and contract management across EASO;

  4. Contributing to the drafting of annual procurement plan, monitoring and reporting on its implementation under the supervision of the Head of Sector;

  5. Liaising with Finance Sector and other relevant stakeholders for matters related to contractors’ payments;

  6. Performing any other related tasks upon request of the Head of Sector.


A) Eligibility criteria

Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:

1. Have a level of post-secondary education attested by a diploma2 and, after having obtained the diploma, at least 6 years of appropriate professional experience, or

Have a level of education attested by a diploma and giving access to post-secondary education,

and after having obtained the diploma, at least 9 years of appropriate professional experience;

  1. Be nationals of one of the Member States of the European Union or Norway or Switzerland;

  2. Be entitled to their full rights as citizens;

(*2 Only diplomas issued by EU Member State authorities and diplomas recognised as equivalent by the relevant EU Member State bodies are accepted. If the main studies took place outside the European Union, the candidate’s qualification must have been recognised by a body delegated officially for the purpose by one of the European Union Member States (such as a national Ministry of Education) and a document attesting so must be submitted if you have been invited for an interview. This will enable the selection board to assess accurately the level of the qualifications)


4. Have fulfilled any obligations imposed on them by the laws on military service;

  1. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of another of these languages to the extent necessary for the performance of the duties pertaining to the post;

  2. Meet the character requirements for the duties involved3;

7. Be physically fit to perform the duties linked to the post4.

B) Selection criteria

If the eligibility criteria set out in section A) Eligibility criteria are met, the candidates’ applications will be evaluated on the basis of the selection criteria below. The most suitable candidates will be invited to an interview.


  1. Proven experience working with the EU Financial Regulation, Rules of Application, Vade-mecum on Public Procurement and any other relevant legislative frameworks in international organisation and/or public sectors;

  2. Possesses at least 3 years of proven professional experience in all of the following areas:

    •   Launching and managing negotiated, restricted and open tender procedures;

    •   Drafting contracts and preparing purchase orders;

    •   Contract management.

  3. Professional experience with in depth analysis of legal and contractual documentation.


  1. Working experience in a position related to the aforementioned duties within a European Institution, Agency or Body;

  2. Working experience in grant management;

  3. Proven experience working with ABAC (Accrual Based Accounting);

  4. Degree in Law, Business, Economics, Public Administration or Finance.

Evaluation during interviewing process

3 Before the appointment, the successful candidate shall be asked to provide an extract from their police file.
4 Before the appointment, a successful candidate shall be medically examined by one of the institutions' medical officers in order that EASO may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.




Candidates invited to the interviewing process (interview and written test) will be assessed on the following criteria that are essential to the post:

1. Excellent written and oral command of English;

2. Theabilitytouseelectronicofficeequipmentandapplications(wordprocessing,spreadsheets, presentations, electronic communication, internet, etc.)

During the interviewing process candidates may also be assessed on the basis of the following criteria:

  1. Excellent planning and organisational skills and the ability to prioritise work and deliver under pressure;

  2. Excellent drafting skills;

  3. Ability to communicate in a clear manner to different stakeholders (staff members, contractors, managers etc.);

  4. Excellent negotiation skills and client orientation.


The Regulation which provides the legal basis for EASO was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).

Eligibility of candidates will be assessed by a Selection Committee according to compliance with all eligibility criteria by the closing date for the submission of applications.

The applications of the eligible candidates will also be assessed against the selection criteria. Following this assessment, the best ranking candidates may be invited for a written competency test and an interview, which will be held for the most part in English.

The interview will consist of the following components:

 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 Communities (CEOS);

 Specific competences with reference to the applicants' profiles in line with the selection criteria of the present Vacancy Notice.

Candidates invited to an interview will be required to bring with them originals and copies of the documents listed below:

 A document proving their citizenship (e.g. passport);

 Certificates attesting their educational and professional qualifications, in particular those giving access to the profile in question;

4 Documentary evidence of their professional experience after the date on which the candidate obtained the qualification giving access to the profile in question, clearly indicating the starting and finishing dates, whether full or part time, and the nature of the duties carried out.

The Selection Committee will propose a shortlist of successful candidates to the Appointing Authority, who will decide on the appointment of the successful candidate and the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.

The reserve list for this post will be valid until 31 December 2017 and may be extended at the discretion of the Appointing Authority.

Prior to contract signature, the successful candidate will be asked to undergo a compulsory medical examination by one of the institutions' medical officers in order that EASO may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.


EASO applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, 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 Temporary Agent will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure.

He/she will be recruited as a temporary agent pursuant to Article 2(f) of the CEOS for a period of 5 years which may be renewed. The temporary agent post in question will be placed in group AST3. Successful candidates who are recruited will undergo an initial probation period of nine months.

The pay for a Temporary Agent, AST3 (step 1) consists of a basic salary of 3622,83 € weighted by the correction coefficient (for Malta currently 85.70%) supplemented with various allowances, including family allowances. The salaries of staff members are subject to a Community tax deducted at source. Staff members are exempt from national tax on salary and are members of the Community social security and pension schemes.

Application instructions

*Please be sure to indicate that you saw this position on*

follow us on Twitter