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OFFICE FOR HARMONIZATION IN THE INTERNAL MARKET (TRADE MARKS AND DESIGNS) RESOURCES DEPARTMENT VACANCY NOTICE – DRAWING UP A RESERVE LIST OF TEMPORARY AGENTS (for a maximum of 3 candidates per post) FOR THE POSTS OF1: 1 DIRECTOR OF THE INTERNATIONAL COOPERATION AND LEGAL AFFAIRS DEPARTMENT (M/F) - AD/13 REF: ICLAD 1 DEPUTY DIRECTOR FOR FINANCE (M/F) – AD/10 REF: DDF Ref.: VEXT/11/620/AD 1. THE OFFICE FOR HARMONIZATION IN THE INTERNAL MARKET (OHIM) The Office for Harmonization in the Internal Market (Trade Marks and Designs) ("OHIM") is established by Council Regulation (EC) No 207/2009 of 26 February 2009 on the Community trade mark. The OHIM is responsible for administering Community trade marks and Community designs, industrial property titles which have a unitary character and equal effect throughout the Community. The languages of the Office are: Spanish, German, English, French and Italian. Certain proceedings, however, are also carried out in other official languages of the European Union. The seat of the OHIM is in Alicante, Spain, where the Office currently employs over 700 people. 2. POSTS TO BE FILLED The Office is organizing a selection procedure in order to draw up a reserve list of 3 candidates per post from which to fill the following vacant posts: a) 1 Director International Cooperation & Legal Affairs Department (M/F), function group AD, grade 13 b) 1 Deputy Director for Finance (M/F) function group AD, grade 10 The adoption of the OHIM’s strategic plan (2011-2015) requires an alignment of the Office structure. In order to enable the OHIM to find the candidate having the highest level of competence, efficiency and integrity to fill these positions, the posts are 1 If there are discrepancies between the different linguistic versions the English one should be taken as the correct version. 2 According to Article 4 of the Staff Regulations, all posts must be published internally. Avenida de Europa, 4 • E - 03008 Alicante • Spain Tel. +34 96 513 9793 • Fax +34 96 513 9952 Internet: http://www.oami.europa.eu • e-mail: firstname.lastname@example.org announced under the framework of internal mobility within OHIM staff. Therefore, both vacancies are published internally2 and externally at the same time. Posts are for temporary agents, governed by the Conditions of Employment of Other Servants of the European Communities3, with an initial contract of five years and the possibility of a single renewal for a maximum of five more years. 3. JOB SPECIFICATION a) Director of the International Cooperation and Legal Affairs Department (M/F) We are looking for an external relations professional who is able to operate within the framework of rules and regulations laid down by the EU institutions, mainly those related to IP matters. The particular tasks will be to: - manage and motivate the resources of the department - implement activities related to international cooperation, including cooperation fund projects and liaison meetings, IP harmonization, bilateral agreements, third countries, non EU cooperation and trilateral relations - cooperate with international organisations and EU institutions - implement activities related to the Observatory of Counterfeiting and Piracy - be responsible for convergence of practices, the Guidelines concerning proceedings before the Office and the Manual, Quality, IP Knowledge databases, Official Journal and publications and the IP Committee. - be responsible for IP litigation, Statutory issues, Procurement issues and horizontal issues - manage the secretariat of the administrative boards and budgetary committee meetings The Director will report to the President of the Office and will be a member of the management and advisory committee. He/she will play a major role representing the Office in the external Trade Mark and Design world. b) Deputy Director for Finance (M/F) We are looking for a finance professional who is able to operate within the framework of rules and regulations laid down by the EU institutions, mainly those related to financial matters. The particular tasks will be to: - manage and motivate the resources of 2 services - participate in the elaboration of the financial policies and regulations applicable to the Office - manage all activities related to Budget, Control, accountancy and treasury, and Procurement operations, 3 See Council Regulation (EEC, Euratom, ECSC) Nº 259/68, last amended by Council Regulation (EC, Euratom) 723/2044, OJ L 124 of 27.04.2004,p.1. 2 - further improve and simplify financial and procurement processes while increasing quality of the services provided The Deputy Director for Finance will report to the Director of the Resources Department. 4. Competencies and skills required for management tasks a) The duties and tasks expected from a director of department or deputy director are listed below, together with the leadership competencies and management skills required to exercise such a responsibility: - Develops policy, formulates department goals and strategy, forecasts; contribute to the implementation of the strategic plan and documents for OHIM as a member of the management team of the Office; - Plans and organizes, implements the strategic plan of the OHIM, reports to management, establishes and maintains an appropriate system for measuring performance against established standards of production and quality; - Change and quality management; - Manages, motivates, recruits, trains and develops staff. Ensures relevant HR processes are implemented properly (performance management, discipline, promotion, etc); - Manages and controls departmental expenditure and contracts within agreed budgets, manages other resources dedicated to the department (facilities, tools, softwares, etc); - Communicates internally and externally, represents the OHIM and the department in various forums; b) The leadership competencies, experience and skills required to perform such tasks and level of responsibility are the following: - Commitment to the Office’s vision and to the strategic plan; - Proven experience in managing international cooperation and external matters in the field of Trade Marks and Designs, for the Director of International Cooperation and Legal Affairs position. Proven experience in a position of responsibility in a Finance department or service in an international organisation, for the Deputy Director of Finance, both within large staff teams or institutional units. Ability to motivate, delegate and coach other staff, in particular middle managers; - Proven experience in setting goals and monitoring the implementation of projects / activities. The ability to analyze processes, deal with complex issues, think globally and elaborate suggestions for change is necessary. Ability to direct change processes at the substantive and management levels within large groups of people is required. The applicant should also demonstrate successful experience, in assessing and monitoring quality and customer satisfaction, and adapting objectives and working methods to customer’s expectations; - Excellent communication skills, including proven experience in drafting strategic and leadership documents and public speaking experience; 3 - Excellent interpersonal skills to maintain effective working relationships with internal and external stakeholders and partners, ability to build trust and teamwork with peers in a multicultural environment. 5. ELIGIBILITY CRITERIA By the deadline for submitting applications, candidates must fulfil the following conditions common for both positions4: 5.1 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 appropriate professional experience of at least one year when the normal period of University education is at least three years. a) Director of the International Cooperation and Legal Affairs Department (M/F) For this post, studies in law or international relations would be an advantage. b) Deputy Director for Finance (M/F) For this post, studies in economics and business administration would be an advantage 5.2 Professional experience5 and language skills a) Director of the International Cooperation and Legal Affairs Department (M/F) - Have at least 12 years of full-time professional experience, in international negotiations in the field of IP at national and EU level; - Have at least 5 years of management experience in international relations and legal issues in the field of IP; - Have experience in participating in negotiations at community and International level; - Excellent communication skills, high sense of diplomacy, tact and political awareness; - Have a thorough knowledge of English and a satisfactory knowledge of another language of the EU. b) Deputy Director for Finance (M/F) - Have at least 12 years of full-time professional experience, a significant part of which must include financial audit, treasury and accountancy management, and at least 5 years of which must be management experience in an international organisation - Have a knowledge of budget and financial management 4 See Article 5 of the Staff Regulations and Article 12 of the Conditions of Employment of Other Servants of the European Communities (“CEOS”) 5 Professional experience is counted from the date of obtaining the required degree 4 - Have a knowledge of the EU Institutions financial regulations and public procurement legal framework - Have a thorough knowledge of English and a working knowledge of Spanish and French 5.3 Advantages Knowledge of other languages of the Office is considered an advantage. 5.4 Computer skills - Knowledge at user level of MS Office package (Word, Excel, Outlook email and calendar) - User of SAP for the post of Deputy Director finance position is considered an advantage. 5.5 General conditions - 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 on military service - meet the character requirements as to suitability for the performance of the duties involved - be physically fit to perform the duties - be able top provide an extract from judicial records or certificate of good conduct. 6. EQUAL OPPORTUNITIES The Office accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of national minority, property, disability, age or sexual orientation. The Office applies a policy of equal opportunities and is taking positive action to promote diversity. It particularly welcomes applications from women and other under- represented groups, such as people with disabilities. 7. CANDIDATES WITH DISABILITIES As part of its equal opportunity policy, OHIM is committed to employ and develop the careers of disabled people. The Office has been recently certified to comply with optimal accessibility conditions for people with mobility impairment. If you are disabled and require special arrangements in order to take part in this selection, please contact us before the application deadline by fax +34 965 13 9952 or by email to: email@example.com. Successful candidates will receive support to fully integrate them into their new working environment. 5 See Council Regulation (EEC, Euratom, ECSC) No 259/68, last amended by Council Regulation (EC, Euratom) 723/2004, OJ L 124 of 27.4.2004, p. 1 5 8. SELECTION PROCESS SUBMISSION OF APPLICATION Before submitting their applications, candidates should carefully check whether they meet all the admissibility criteria, particularly concerning education and professional experience required. It is advisable to print this vacancy notice. Only Applications sent to the email box specified below, stating clearly the reference of the position applied for will be considered: General Ref: Ref.: VEXT/11/620/AD adding the following information: AD/13 REF: ICLAD for the International Cooperation and Legal affairs position AD/10 REF: DDF for the Deputy Director Finance position. A motivation letter specifying how the candidate’s strengths and experience match the job requirements should be sent with a full CV to: firstname.lastname@example.org. It is compulsory to use the Europass CV template in English: http://europass.cedefop.europa.eu/europass/home/hornav/Downloads/Europas sCV/CVTemplate.csp The CV shall state the exact dates (day/month/year) of obtaining any diploma(s) and exact start and end dates (day/month/year) of any professional experience claimed as well as highlighting the total full-time equivalent in years/months. In case of part-time professional experience, the number of hours worked per week should be indicated. Candidates are requested to provide the names and contact details of at least three former employers, so that the Office can carry out reference checks before extending an offer. The Office may decide to not extend an offer to a candidate who refuses to provide references. The CV must be in .doc or .rtf format and should not exceed 512KB in size. The deadline for submission of applications is 25 May 2011 at 24:00 Alicante time (CET). The date and the time at which the application form is received electronically by the Office’s server shall be used as proof of the date of submission. It is the candidate’s responsibility to complete the application in good time. Candidates are advised not to wait until the last few days before applying. If at any stage in the procedure, it is established that the information on the application or in the CV is incorrect, the candidate may be disqualified from the selection procedure. 6 SELECTION PHASE The admissibility of applications will be assessed on the basis of the information provided. Only candidates meeting all the eligibility criteria can be considered admissible. Following screening of CVs of admissible candidates, candidates deemed best qualified by the Selection Committee, on the basis of the requirements to be met and further advantages established in the vacancy notice will be called for an interview. Due to the large volume of applications the Office receives, only candidates who are selected for interview will be contacted at this stage. Interviews will be held in the Office premises in Alicante. The Office will reimburse travel costs by air in economy class and will pay a daily subsistence/accommodation allowance. Interviews will be carried out in English. The knowledge of other relevant languages as stated by the candidate in his/her CV will be evaluated. The interview and possibly a written test will measure the candidate’s knowledge of matters relating to the activities of the Office, technical knowledge in the relevant field, suitability for performing the tasks to be accomplished and suitability for working in an international environment. Other tests may be carried out in order to measure the candidate’s leadership and management capabilities. An invitation to an interview does not involve any commitment on the part of OHIM to include the candidate on the reserve list. Candidates invited to an interview are requested to bring with them on the day of the interview copies of diplomas and certificates relating to their professional experience as will be specified in the invitation in order to prove they meet all eligibility criteria. Failure to submit these documents on the day of the interview may lead to the rejection of the application. RESERVE LIST Following the selection procedure, the candidate(s) deemed best qualified by the Selection Committee for each of the 2 positions will be placed on a reserve list consisting of a maximum of 3 candidates per position in alphabetic order. Inclusion on the reserve list does not guarantee recruitment. The reserve list for this post shall be valid until 31/12/2011 or as extended by the Office. RECRUITMENT Recruitment will depend on availability of the posts. 9. CONTRACTUAL CONDITIONS A five-year contract with the possibility of a single renewal for additional five years as a member of the temporary staff of the Office, governed by the Conditions of Employment of Other Servants of the European Communities5, will be offered to the chosen candidates. 7 The basic monthly salary on 1 July 2010 corresponding to the first step of grade AD 13 is 11 681,17€, and 8 064,86€ for grade AD 10, before any deductions or allowances. There are additional salary elements reflecting marital status and dependent family members. Furthermore, various allowances for removal and travel are provided if applicable, as are accident and health insurance and a pension scheme. Pay is subject to Community tax and other deductions laid down in the Conditions of Employment of Other Servants of the European Communities. Remuneration is, however, exempt from any national taxation. Dependent children can attend the European School of Alicante free of charge. OHIM offers relocation services. The place of employment will be Alicante, Spain. Prior to contract signature, the successful candidate will be requested: - to provide the Office with original or certified copies of all relevant documents proving the candidate’s admissibility criteria including an extract from judicial records or certificate of good conduct; - to undergo a compulsory medical examination (to establish that the candidate meets the standard of physical fitness necessary to perform the duties involved). 10. PERSONAL DATA PROTECTION As the body responsible for organising the selection, the Office ensures that applicants’ personal data are processed as required by Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (OJ L8, 12.1.2001, p. 1). This applies particularly to the confidentiality and security of such data. 11. APPEAL If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities at the following address: Office for Harmonization in the Internal Market (Trade Marks and Designs) Human Resources Department Avenida de Europa, 4 03008 Alicante SPAIN The complaint must be lodged within 3 months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22 March – http://europa.eu/eur-lex) starts running from the time the candidate is notified of the act adversely affecting him/her. Please send any queries to: email@example.com 8
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