Procurement and Contract Management Officer (AD5)
VACANCY NOTICE – Procurement and Contract Management Officer (AD5)
Ref.: eu-LISA/25/TA/AD5/16.1
Location: Tallinn, Estonia and Strasbourg, France
Contract Duration: Initial contract of 5 years subject to renewal
Function Group/Grade: AD5 (Temporary Staff)
Working Model: Hybrid working arrangements – Permanent relocation required
Deadline for Application: 3 December 2025 | 12:59 pm Tallinn time / 11:59 am Strasbourg time
Validity of the Reserve List: 31 December 2028
About the Agency
We are eu-LISA, the European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice. We help implement the European Union’s policies by designing, developing, and operating large-scale information systems in internal security, border management, and judicial cooperation.
Our teams develop and manage the technological architecture of the Schengen area and the EU justice domain. By equipping law enforcement and border management operators and juridical practitioners with cutting-edge technological infrastructure, we help ensure security and justice for citizens.
With a workforce of more than 24 nationalities, eu-LISA embraces an international work environment and values collaboration among colleagues from diverse backgrounds. As an equal opportunity employer, we are committed to providing a positive and enjoyable work environment. We welcome applications from all suitable candidates, irrespective of age, gender, ethnicity or social origin, disability, religion or belief, and sexual orientation.
Join us to become part of our organisational culture that fosters inclusivity and diversity. Our belief is 'Together as one, we are making it happen'. We want our people to feel respected, valued and empowered.
Please visit our website and discover more about eu-LISA’s core activities: www.eulisa.europa.eu
About the Unit
The Procurement and Contract Management Unit (PCU) is responsible for coordinating the Agency’s procurement and contract management processes in compliance with the applicable rules, aiming to ensure effective sourcing of goods/supplies, services and works needed for the continuous delivery of high-level services to eu-LISA’s stakeholders.
In this capacity, PCU oversees the entire procurement and contract management continuum, from initiation and tendering to contract negotiation and execution, followed by support for implementation and systematic performance monitoring in close collaboration with designated operational actors to ensure that all contractual obligations are properly met. Throughout, PCU staff exercises due diligence to ensure proper documentation and compliance with relevant regulations, guidelines and procedures for sound financial management, in particular the EU Financial Regulation and the eu-LISA Financial Rules. PCU is split into two sectors, Procurement and Contract Management.
About the Job
eu-LISA aims to establish a joint reserve list for both the Procurement and the Contract Management Sector from which to source the best talent. Working under the supervision of the Head of the Procurement Sector or Head of Contract Management Sector and reporting to the Head of the Procurement and Contract Management Unit, you will support eu-LISA’s mandate and ensure that the Agency achieves its objectives, enhances its reputation, and answers stakeholders’ needs.
Your tasks will include a wide range of responsibilities that extend beyond the following list, depending on the sector:
- Contribute to the preparation, implementation, and monitoring of procurement and contract management activities in line with applicable rules;
- Contribute to the preparation of procurement documents, including administrative documents, technical specifications, technical and financial evaluation forms;
- Support the evaluation process by providing advice, coordinating activities, and drafting documents;
- Provide advice and guidance to operational units on applicable rules and best practices in procurement and contract management;
- Analyse and draft contracts in line with relevant EU rules and case law;
- Advise on the implementation and monitoring of contracts ensuring compliance with applicable rules;
- Contribute to the resolution of contractual disputes by preparing analyses, drafting recommendations, and leveraging contractual instruments in case of non-performance;
- Contribute to the establishment, implementation, and continuous improvement of procurement and contract management procedures, processes, and tools;
- Monitor procurement and contract management activities to ensure proper documentation, filing, and reporting according to applicable rules and requirements;
- Monitor EU legislation, case law and best practices relevant to procurement and contract management, ensuring timely integration into eu-LISA’s processes.
Eligibility Criteria
To be eligible for recruitment and selection, you need to meet the following formal criteria, which need to be fulfilled by the deadline for application:
General Conditions
- You are national of one of the EU Member States or Norway, Iceland, Liechtenstein, or Switzerland and you enjoy full rights as a citizen.
- You produce the appropriate character requirements for the duties involved.
- You are physically fit to perform your duties.
- You have fulfilled any obligations imposed on you by the laws concerning military service.
Education
- You have a level of education which corresponds to completed university studies attested by a diploma provided that the normal period of university education is three years or more.
Language
- You have a thorough knowledge (C1 level) of one of the 24 EU official languages and a satisfactory knowledge (B2 level) of another EU official language for the performance of your duties.
Selection Criteria
- Ability to perform the duties outlined in the section ‘About the job’.
- Ability to act upon eu-LISA’s values and guiding principles (We get the job done - We take ownership - We are all role models - We act together as one).
- Ability to communicate clearly and effectively, both orally and in writing, adapting messages to different audiences and fostering open dialogue.
- Ability to work collaboratively in a multicultural environment, building positive relationships with colleagues, stakeholders, and suppliers, while maintaining professionalism and respect.
- Ability to adapt to evolving priorities, handle change and stay effective under pressure.
- Ability to analyse information, assess risks, and propose practical solutions to ensure compliant, efficient, and transparent processes.
- Ability to manage time and tasks effectively, setting priorities, meeting deadlines, and ensuring the timely and efficient completion of work.
- Strong communication skills in English, both orally and in writing, at least at the C1 level.
- Professional experience in a multicultural environment, preferably in an EU Institution, body or agency or international organisation.
What we offer
eu-LISA offers a competitive salary package composed of a basic salary and various allowances. Salaries are exempt from national taxation, as they are subject to a tax raised by the EU. Depending on your individual and family situation, you may be eligible for expatriation, installation, household, dependent child or education allowances.
Additional benefits include health and accident insurance, an EU pension scheme, mental health and well-being programmes, flexible work arrangements, training and development opportunities, generous holiday packages, and access to accredited European Schools.
Application Process
Applications must be submitted exclusively via the e-recruitment platform: https://erecruitment.eulisa.europa.eu
Applications by e-mail or post are not accepted. If you encounter difficulties during the application process, contact: eulisa-RECRUITMENT@eulisa.europa.eu
Selection Procedure
The procedure includes eligibility verification, evaluation by a Selection Committee, possible pre-assessments (e.g., written tests or interviews), and a shortlist phase. Candidates reaching the reserve list must achieve at least 60% of the maximum score. Interviews and written tests are predominantly conducted in English.
Engagement and Conditions of Employment
Successful candidates will be engaged as Temporary Staff under Article 2(f) of the Conditions of Employment of Other Servants (CEOS). Function Group AD, Grade 5, step 1 or 2, depending on experience. The initial contract is for five years, renewable. Remuneration ranges between EUR 5,973.44 and EUR 6,224.44, adjusted by the correction coefficient (114.2% for Strasbourg, 93.4% for Tallinn).
Data Protection and Appeals
Personal data is processed in accordance with Regulation (EU) 2018/1725. Queries can be directed to dpo@eulisa.europa.eu or edps@edps.europa.eu. Complaints under Article 90(2) of the Staff Regulations may be sent to eu-LISA, Vesilennuki 5, 10415 Tallinn, Estonia.
