Head of Department - Management Services
Head of Department - Management Services
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Job Description
Head of Department - Management Services
EFSA/X/AD/2025/04
The European Food Safety Authority (EFSA) based in Parma Italy
is looking for
Head of Department - Management Services
(Temporary Agent Grade AD12)
Please send us your application by no later than 17 July 2025 at 23:59 (local time) following the instructions in the ANNEX.
IS THIS JOB FOR YOU
Are you an experienced management professional with proven ability to shape organisational vision and deliver meaningful outcomes within a dynamic setting
As a trusted leader and role model you embody EFSAs values and inspire others through your actions. You thrive on driving excellence fostering collaboration and empowering teams to embrace forward-looking solutions.
In your role as Head of the Management Services Department you will provide strategic leadership and direction ensuring the effective coordination and implementation of management services in alignment with EFSAs mission and priorities.
Your key responsibilities
The Head of the Management Services Department plays a pivotal role in leading and shaping the departments strategic direction and operational excellence. The key responsibilities of the position include:
- Provide vision direction and inspirational leadership to the Department staff fostering quality collaboration and customer-orientation in the delivery of expert management services to internal and external stakeholders.
- Ensure the effective deployment and optimization of resources in support of EFSAs strategic objectives in alignment with the European institutional and regulatory framework.
- Lead the development implementation and continuous improvement of strategies policies and administrative services that enable and enhance the effectiveness agility and impact of EFSAs operations providing the organisation with robust internal functions capabilities processes and standards.
- As a member of EFSAs senior management team serve as a key advisor to EFSAs senior leadership contributing to high-level decision-making with evidence-based insights and strategic foresight promoting collaboration sound internal governance innovation and long-term organisational resilience.
- Promote a culture of excellence by enabling talent management practices that foster staff engagement continuous development and high performance across the organisation.
- Represent the department and EFSA in high-level internal and external fora including senior management meetings governing bodies and with EU institutions and stakeholders fostering trust transparency and alignment with institutional goals.
The Management Services Department provides via a partnering approach services and solutions ensuring sound governance and accountability efficient use of resources and an inspiring working environment.
The Department includes about 140 statutory staff and is responsible for:
- Coordinating the elaboration and monitoring of EFSAs strategy and implementation plan.
- Co-designing solutions for the implementation of EFSAs strategy and processes and providing expert services - corporate control legal HR budget procurement and contract management IT infrastructure and services logistics - to support all EFSA operations.
- Optimising EFSAs human capital (staff and experts) resources tools and processes.
- Building a digital culture and developing performance management.
- Coordinating internal policies and procedures processing administrative decisions ensuring legality and regularity of transactions and facilitating the work of corporate governance bodies.
The Department consists of five Units: Global Performance Services Legal Affairs Financial Services Corporate Services and Human Capital.
WHY EFSA
You will play an active role in an organisation that makes a difference to the lives of 445 million EU citizens.
EFSA employs over 580 staff members and its Scientific Committee and Panels engage highly qualified and independent scientific experts. Every position within EFSA plays an important part in creating an inspirational environment in which to work and develop.
EFSAs standards and values are driven by ethics and integrity and all staff is expected to act in a manner consistent with its principles including fairness transparency and impartiality in work practices and conduct towards other people.
EFSA is an equal opportunities employer and encourages applications from all suitably qualified candidates without any distinction on grounds of age gender sexual orientation impairment and disability ethnic or social origin religion or belief. All EFSA staff is committed to creating an open and inclusive environment.
As an EFSA staff member you will have the chance to make a difference to European food safety working in an international and dynamic environment. You will also be able to participate in several valuable networking opportunities across Europe.
You will be joining EFSA at an exciting time as we are implementing theEFSA Strategy 2027 aligned with the Transparency Regulation which increased EFSAs responsibilities towards EU citizens. The following are the objectives of the Strategy 2027.
1. Deliver trustworthy scientific advice and communication of risks from farm to fork.
2. Ensure preparedness for future risk analysis needs.
3. Empower people and ensure organisational agility.
To find out more about EFSA have look at EFSA at a glance and on our website at .
WHAT CAN WE OFFER YOU
Life in Parma
Parma is a lively city of around 200.000 inhabitants located in the Italian region of Emilia-Romagna and ranked as one of the most liveable cities in Italy. Its centre is rich in art with architecture from different periods and plenty of parks. Parma is famous for its food surrounding picturesque countryside and medieval castles. It is strategically located between major cities like Milano and Bologna and within reachable distance from ski resorts seaside and mountains.
Salary and benefits
EFSA can offer the selected candidate a contract of 5 years with the possibility of renewal. If renewed for a second time the contract will be for an indefinite period. More information can be found in the Notice on policy on the duration of staff contracts at EFSA.
The successful candidate will be recruited as Temporary Agent Grade AD12 with the basic salary starting from 14.178 monthly subject to an annual review of remuneration provided for in Article 64 and 65(1) of the Staff Regulations.
In addition to the basic salary EFSA offers a range of benefits:
- Various allowances to which the successful jobholder may be entitled such as a household allowance expatriation allowance (16% of basic salary) dependent child allowance and education allowance. The salary is subject to a Union tax deducted at source and staff members are exempt from national taxation.
- Wide range of leaves (e.g. annual leave parental leave public holidays) and flexible working hours. Besides working in EFSAs modern headquarters located in the heart of Parma staff members are also offered the possibility to telework.
- A comprehensive welfare package including pension scheme medical accident and occupational disease insurance coverage unemployment and invalidity allowance and travel insurance. Further information regarding rights benefits obligations and conditions of employment can be found at the following links:
WHAT ARE THE SELECTION REQUIREMENTS
You must satisfy the following requirements on the closing date for submission of your application:
I. Eligibility criteria
1. General requirements
Be national of a Member State of the European Union Iceland or Norway;
Enjoy full rights as a citizen;
Have fulfilled any obligations imposed by laws concerning military service;
Be physically fit to perform the duties linked to the post;1
Have a thorough knowledge of one of the EU official languages and a satisfactory knowledge of another EU language;
Meet the character requirements for the duties involved.
2. Qualifications
a) A level of education which corresponds to completed university studies of at least four (4) years attested by a diploma2;
OR
b) A level of education which corresponds to completed university studies of at least three (3) years attested by a diploma2 and in addition at least one (1) year of professional experience.
3. Experience
In addition to the above at least fifteen (15) years of proven professional experience3 acquired after having obtained the qualifications mentioned in point 2 in positions corresponding to the nature of duties of the vacant post. Out of these fifteen (15) years at least two (2) years must have been acquired as a manager.
The professional experience must cover work in at least two (2) of the following areas within the public or private sector:
- Corporate control and management systems
- Regulatory matters
- Finance budgeting procurement
- IT infrastructure and services
- HR strategy HR management and change management
- Facility Management
- Service management
In case you do not fulfil all the eligibility criteria your application will not be taken into consideration.
II. Selection criteria (Technical and behavioural competencies)
The following competencies will be assessed throughout the different phases of the selection procedure. Candidates are also expected to demonstrate strong motivation for the position.
1. Technical competencies
i. Experience (at least 6 years) in leading coaching and motivating teams and driving high performance (as Head of Department/Unit/Sector or equivalent) preferably gained in an international/multicultural environment.
ii. Experience in shaping and driving a compelling vision that inspires and aligns teams fostering a shared sense of purpose and translates long-term strategic goals into actionable plans and impactful outcomes.
iii. Experience in designing implementing and continuously improving organisational strategies policies capabilities and processes to ensure and enhance operational excellence and agility. Experience in leading and managing organisational or cultural change initiatives is an asset.
iv. Experience in managing operations and resources effectively and efficiently to support organisational priorities. The professional experience must cover work in at least two (2) of the following areas:
- Corporate control and management systems
- Regulatory matters
- Finance budgeting procurement
- IT infrastructure and services
- HR strategy HR management and change management
- Facility Management
- Service management
v. Knowledge of the EU institutional and regulatory framework particularly in areas related to administration governance or resource management. Experience working with the EU staff financial regulations and budget cycle is an asset.
2. Behavioural competencies
i. Deal with ambiguity: Able to work constructively within unexpected and unpredictable situations and show resilience and composure even in difficult or adverse circumstances; able to decide and act without having the total picture.
ii. Demonstrate political savvy and strategic agility: Demonstrated business acumen and ability to visualise future opportunities; ability to manage and promote change as a creative value-adding and innovative leader.
iii. Focus on stakeholder needs: Committed to meet the expectations and requirements of internal and external stakeholders; establish and maintain effective relationships with stakeholders and gain trust and respect; advanced partnering and networking skills.
iv. Plan and measure for results: Set ambitious goals that exceed the targets and create plans to achieve them; ensure an efficient and responsible planning and management of resources.
v. Work with others: Work confidently within a group and contribute to achieve the common goals; able to cooperate listen actively manage negotiate.
vi. Lead and develop a team: Lead supervise and develop a group of people in order to meet the expected results; inspire and motivate people.
vii. Communication: Ability to communicate clearly and present complex subjects simply both orally and in writing.
NOTE
Candidates are invited to read the ANNEX that represents an integral part of this vacancy and provides information on how to complete the application the steps of the selection process the rules on independence and appeal procedures.
Selection steps applicable to this selection procedure:
Eligible applications will be assessed against the technical competencies.
As a result of the comparative assessment of applications the 10 best candidates (who obtain the highest scores including any ex aequo) will be invited first to take a written test.
Candidates who achieve a minimum score of 60% on the written test will be invited to an interview with the Selection Board.
Candidates who score at least 60% in the interview with the Selection Board will be shortlisted for the final stage of the selection procedure which consists of an assessment center and an interview with the Executive Director.
As a result of this call a talent pool (reserve list) of suitable candidates may be established and will be valid until 31/12/2026. The validity of the talent pool may be extended.
This vacancy is published externally at the grade AD12 internally at the grade bracket AD12-AD14 and inter-agency at the grade bracket AD12-AD14.
Candidates are particularly encouraged to take into consideration the information onPre and post-occupational activities.
1 Before appointment a successful candidate shall be medically examined by an institutions medical officer in order that the European Food Safety Authority may be satisfied that the candidatefulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.
2 Any academic qualification mentioned in the application form shall be duly supported by evidence ( copies of e.g. diplomas certification etc.) Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant EU Member State authorities will be accepted. In instances where diplomas are obtained from a non-EU Member State EFSA may request the candidate to provide a relevant document of comparability issued by a recognised authority.
3 Any professional experience mentioned in the application form shall be duly supported by evidence (copies of e.g. contracts payslips etc.). Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications for engagement. In order for your professional experience to be taken into consideration it must be supported by relevant documents attesting an actual work relationship defined by the following elements: real genuine work; on a paid basis; as employee (any type of contract) or provider of a service. Any given period may be counted only once (in order to be calculated as eligible years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience). Professional activities pursued part-time will be calculated pro-rata on the basis of the certified percentage of full-time hours worked. PhDs acquired in a field relevant to the job description can be counted as professional experience up to 3 years. Paid traineeships are counted as working experience. Prior to contract signature the successful candidate(s) will need to provide copies of documents proving the candidates work experience.
Required Experience:
Director
Employment Type
Full Time
