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Document Management Application Officer

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EIB Posting

The EIB, the European Union's bank, is seeking to recruit for its Corporate Services (CS) - Information Technology (IT) – Transversal Services Department (TSD) - Information and Reporting Division (IR) – Collaboration and Intranet Systems Unit (CIS), at its headquarters in Luxembourg, a:



Document Management Application Officer


This is a full time position at grade 4/5


The term of this contract will be 4 years



The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract, subject to organisational requirements and individual performance.



Within the IT Transversal Services Department, and the Information and Reporting Division, the primary role of the “Collaboration and Intranet Systems” Unit is to provide and maintain IT solutions for building, validating, sharing, and archiving electronic documents and information in a collaborative mode, internally at the Bank and with external partners or clients. The main technical platforms used are PHP, Drupal, OpenText Content Server and Microsoft SharePoint.

The Collaboration and Intranet Systems Unit is also responsible for information design issues related to but not limited to the EIB Intranet.

The Document Management Application Officer will be responsible for the development and support of the OpenText Content Server and its related applications/interfaces, and for DLM (Document Lifecycle Management) for the EIF, which is a similar solution also based on Content Server. S/he will manage projects based on OpenText and Sharepoint technologies in the fields of electronic documents & records management and will also provide expert support to IT development teams during development life-cycles and on-going post-release requirements.


Operating Network

The Document Management Application Officer will report directly to the Head of the Collaboration and Intranet Systems Unit. 

Internally, s/he will interact with the Head of Unit on specific projects, the Information Management Department, representatives of business services and other IT teams in charge of other business applications.

Externally, s/he will deal with suppliers of software and/or software-related services, consultants, European Institutions, International Organisations and professional associations, in order to keep abreast of applied international trends and best practice.



The Document Management Application Officer will be responsible for:

  • Defining the policies for Collaboration and Records Management services, in order to ensure that the overall IT strategy and policies meet the business strategy of the organisation and internal/external IT trends and developments

  • Supporting the organisation in developing and implementing the EIB collaboration tools and electronic documentation strategy and business plan; this will include:

    • Analysing user requirements and proposing possible technical solutions consistent with business and functional requirements and IT plans; if relevant, defining required customisations

    • Managing assigned IT projects, coordinating scheduling and implementation of new enhancements and interfaces for OpenText Content Server

    • Ensuring OpenText Content Server and related applications / interfaces are running in production, test and development environments in line with legitimate user expectations  

    • Acting as the primary contact point for incident and problem management for OpenText Content Server, in line with EIB’s internal procedures, based on ITIL

    • Coordinating activities with the OpenText Content Server functional team and key business users

  • Giving specialist advice in the document management area; being actively involved in new projects involving collaboration and sharing platforms

  • Participating in special initiatives that can go beyond the strict boundaries of own domain and ensuring the realisation of the initiative within the set scope, time and budget.


  • University degree in Computer Science or equivalent

  • ITIL, project management certifications‌ would be an advantage

  • (OpenText)Content Server and Sharepoint certifications would be an advantage

  • Fluent in English and/or French(*) and a solid understanding of the other

Key technical/professional knowledge and skills

  • At least 3 years’ relevant IT professional experience, particularly in the design, development and implementation of document management systems based on Content Server and Sharepoint

  • Experience in project management or project management principles

  • At least 2 years’ experience  in technical administration of Content Server version 10 or above

  • Strong experience in Content Server functional administration

  • Strong practical experience in OScript development

  • Practical experience with web services for Content Server

  • Experience in document and/or records management

  • Experience in working with multicultural and international teams


  • Information gathering and analysing

  • Identifying problems and arriving at pragmatic and effective solutions

  • Good oral and written communication skills (drafting documents, oral presentations, conducting user test situations)

  • Strong customer orientation and ability to identify win-win solutions from both business process and technical points of view

  • Stress tolerance, drive and persistence, flexibility and adaptability with a desire to learn

  • Capacity to plan, organise and prioritise own work and to identify potential issues, attentive to detail, disciplined

  • A delivery focused attitude to meet demanding deadlines in close cooperation with others

  • Team player, with good interpersonal skills and ability to work under pressure


(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in one of the two languages. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of the relevant language and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank’s working languages

Deadline for applications: 13th of November 2016

We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability

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