System Administrator/Platform Manager

EJTN - European Judicial Training Network

System Administrator/Platform Manager

EJTN - European Judicial Training Network

Brussels, Belgium

The European Judicial Training Network is an international not-for-profit association governed by the provisions of Belgian law relating to non-profit making associations, foundations and non-profit making international associations.

This association, gathering the training institutions for the judiciary of all European Union Member States has, as its aim, the promotion of training programmes with a genuine European dimension for the members of the European judiciary.

EJTN now seeks a part-time System Administrator/Platform Manager, with a possibility to increase to full-time for its headquarters in Brussels, Belgium.

The System Administrator/Platform Manager offers a challenging and unique role with a very wide breadth of tasks and responsibilities. The position assumes the responsibilities of EJTN’s system administrator and platform manager and also includes the responsibility for data privacy issues, managing the enhancement and acquisition of new platforms and acting as EJTN’s representative to various EJTN-partner platforms.

Apart from the specific daily and strategic tasks of this position highlighted below, it demands proactivity, creativity, inventiveness and cooperation in terms of seeking and raising initiatives for enhancement of infrastructures and tools.

System Administrator responsibilities

As EJTN’s System Administrator, a wide variety of responsibilities will be assigned, including:

  • Managing, acquiring, installing and upgrading computers and components, servers and software, physical infrastructure and software;
  • Acting as the database administrator to ensure efficiency and performance of the system;
  • Acting as the network administrator for maintaining the network’s physical infrastructure;
  • Acting as the security administrator for security devices, firewalls, policies, troubleshooting, testing and related record keeping;
  • Acting as the website/mobile app administrator;
  • Training, advising and supervising staff on related issues as required;
  • Providing technical support for projects;
  • Providing HelpDesk function to staff to solve computer and/or IT problems;
  • Liaising with external service providers (managing issues, licensing arrangements);
  • Managing and planning of annual IT system budgets;
  • Incorporating and managing of GDPR-related responsibilities in the IT system.

Platform Manager responsibilities

EJTN’s Platform Manager is overall responsible for the platforms in use, including the custom-built/open-source platforms of OSP, OSPE and PMT as well as proprietary platforms as the EJTN website, Moodle and social media platforms. The Platform Manager will be assigned the responsibility of a wide variety of responsibilities, including:

  • Conducting daily administration including user account/password administration of platforms;
  • Coaching and training of staff, EJTN Members and Partners with daily use of platforms;
  • Communicating platform changes and functionality enhancements (notifications, opinion canvassing and basic user guides or tutorials);
  • Interacting with EJTN members/partners on use of the platforms (NCP issues and training);
  • Interacting with and managing of the platform developers/suppliers (regarding current functioning, planned enhancements, data hosting and Service Level Agreement contracts management);
  • Internalising the platforms (ex. OSP, OSPE, PMT) enhancement and management processes by acquiring their respective source codes (Devitude, Kleintech);
  • Envisaging the more effective use of platforms, including better functionalities, higher efficiencies and greater cooperation and sharing with Members’ platforms;
  • Managing budget and financial records and documents for platforms (including records of expenditures, forecast expenditures and monthly invoicing);
  • Preparing thorough business cases, justifications and financial forecasts for any related expenditures;
  • Collecting and keeping various statistics on platforms to cover performance and use;
  • Creation of all associated strategy and training documents for platforms.

Data privacy responsibilities

These responsibilities are associated with being EJTN’s data privacy responsible, in line with GDPR, and includes the following responsibilities:

  • Act as EJTN’s data privacy responsible and assume all related tasks (as determined, EJTN does not legally require a DPO);
  • Maintain, enhance and complete GDPR policies, processes and systems in line with EJTN’s Data Privacy Policy Framework;
  • Full maintenance and management of GDPR policy and procedure documentation;
  • Training of staff and potentially advising EJTN Members on GDPR-related issues;
  • If proposed a new acquisition of a GDPR compliance platform, responsibility for its full development cycle.

New/enhanced eTools responsibilities

Over the coming years, EJTN is planning the enhancement of current eTools as well as the acquisition of new ones, which will bring about the following responsibilities:

  • With EJTN’s proposed new/enhanced website, responsibility for its full development cycle (including canvassing needs, inception of basic design, specifications, budget approvals, tendering and tender selections, managing developers, usage and testing, informing staff and users, provision of user instructions, maintenance of expenditures and invoicing records, addressing of related GDPR issues, monitoring of post-launch performance and creation of needed reporting documentation);
  • Development of a new downloadable EJTN Application along with its contents to serve as a partial replacement for future Corporate Information Packs (CIPs) and to provide added value as information delivery system at seminars, possibly replacing the Turning Technology pre/post-assessment surveys, responsibility for its full development cycle (as above);
  • With the proposed new webinar system, responsibility for its full development cycle (as above);
  • Constantly assessing each platform’s performance, usage and feedback to constantly seek better eTools and solutions generally;
  • Proactively assessing EJTN’s needs and the potential needs of EJTN Members and Partners to drive synergies (such as content sharing, closer linkages) between platforms, especially the eLearning/Moodle platform for sharing learning content and enhancing specific functionalities found on platforms (such as the so-called Experts Database and the searchable database of seminars);
  • Managing, advising and training for new and ad-hoc software or hardware acquisition projects.

External portals’ gatekeeper and representative responsibilities

These responsibilities are associated with being EJTN’s representative to various third party groups and platforms, and includes the following tasks:

  • Acting as EJTN’s representative to the European Commission’s e-Justice Portal, which may include managing users and content and attending representative meetings;
  • Acting as EJTN’s representative to CEPOL’s LEED platform (formerly e-Net), which includes managing users and content, liaising with counterparts of the platform and attending representative meetings;
  • Acting as EJTN’s representative to the JNEU web platform, which includes managing users and content and attending representative meetings;
  • In the future, potentially working with other EJTN Partners on cooperative efforts and sharing of expertise, knowledge, learning content.


  • Preferably a post-secondary education in a related field, such as computer science, information technology, electronics engineering, or computer engineering;
  • Preferably a minimum of 3-5 years’ related experience;
  • Proven professional experience in project coordination and management – and ability to draft documents, reports and business cases;
  • Interest and experience with GDPR issues and ability to be in charge of data privacy;
  • Managing of and liaising with external third parties;
  • Preferably experience with drafting budgets and maintaining records;
  • Curiosity and interest in platforms with an eye on generating higher effectiveness;
  • Ability to manage the full development cycle of new/enhanced IT infrastructure and eTool projects;
  • High level of English and preferably French (ability to communicate accurately in both languages ideal – in written orally); other EU languages an asset;
  • Service oriented, good organisation skills, eye for detail, team spirit, high degree of patience, desire to help and tutor others, ability to work under pressure and to meet deadlines and priorities;
  • Good interpersonal skills;
  • Flexibility, adaptability and solidarity with co-workers;
  • Preferably experience working with a non-profit and membership-based organisation.

Vacancy specification

The position is intended to be a part-time with a possibility to increase to a full-time, initial fixed-term contract under Belgian law. The interviews will be conducted in the last week of November 2019, and the expected start date is December 2019.


To apply for this position, please email to by Thursday 21st November 2019 your CV with a motivation letter highlighting your expectations and stating your current notice period and salary expectations. Furthermore, please add therein a self-written statement, as written below, authorising EJTN to process your personal data in accordance with EJTN’s Data Protection and Privacy Statement.

Compliance with EJTN’s Data Protection and Privacy Statement

Including the following self-written statement, authorising EJTN to process your personal data, is mandatory and a prerequisite for applying for employment or an internship at EJTN. Without this statement, your application will not be considered, and your application will be deleted. “I hereby consent to EJTN collecting and processing my personal data for the exclusive purposes involved with seeking employment or an internship position. I have reviewed the details of how EJTN processes, shares, transfers, uses and protects private data as well as my rights from EJTN’s full Data Protection and Privacy Statement.”

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© EuroJobsites 2019

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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