Secretary / Administrative Agent

Do you want to help shape the future of the European Union? Make the planet greener,
promote a fairer society, or support businesses and innovation across the EU? Then come and
work for the European Commission where you can really make a difference!

Commission staff are a diverse group of people, who are motivated to help make Europe – and
the world – a better place. They come from the 27 Member States of the European Union.
Different nationalities, backgrounds, languages and cultures make the Commission a vibrant and
inclusive place to work.

WE OFFER GREAT JOBS AND GREAT WORKING CONDITIONS:

•

Interesting and challenging jobs with plenty of opportunities for training and acquiring
new skills and competencies throughout your whole career

• Opportunities to move between different policy areas throughout your career
• A package of flexible working conditions including the possibility of teleworking – we

care about your work-life balance

• A competitive financial package, including comprehensive healthcare, accident and

pension schemes

• A multilingual, multicultural workplace where personal and career development are

strongly promoted

• Multilingual schools for your children

We recruit from a wide range of backgrounds and actively promote diversity and
inclusion:

We do not only recruit political scientists and lawyers but are also looking for all kinds of
profiles, including scientists, linguists, IT experts, data analysts and economists, as well as drivers
and engineers.

We are committed to equal opportunities and to fostering a rich, diverse and inclusive working
environment. We aim for our workforce to be representative of European society and strongly
welcome applications from all qualified candidates. We actively seek to create a workplace where
each staff member feels valued and respected, can give their best and can develop to their full
potential.

To promote diversity and establish a geographically balanced pool of candidates, we strongly
encourage applicants from Member States which are currently underrepresented in the European
Commission workforce to apply. These Member States are currently Austria, the Czech
Republic, Denmark, the Netherlands, Estonia, Finland, Germany, Ireland, Latvia, Luxembourg,

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Malta, Poland, Slovakia and Sweden1. Recruitment will however remain strictly based on the
merits of all applicants and no positions will be reserved for nationals of any specific Member
State.

For more information ec.europa.eu/work-with-us

STAFF RECRUITED ON CONTRACTS

In addition to permanent officials, the European Commission offers non-permanent positions.
There are two categories of non-permanent staff:

•

temporary agents are recruited to fill vacant positions for a set amount of time or
to perform highly specialised tasks.

• contract agents may provide additional capacity in specialised fields where an
insufficient number of officials is available or carry out a number of administrative or
manual tasks. They are generally recruited for fixed-term contracts (maximum 6 years in
any EU Institution), but in some cases they can be offered contracts for an indefinite
duration (in offices, agencies, delegations or representations).

For more information on different staff categories

1 Please note that the list of underrepresented Member States may be subject to future amendment based on potential
data changes over time.

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The unit CRO.01 is seeking an Assistant (SC) to provide general administrative support to the Head
of Unit and the Chief Risk Officer (as a back up to the assistant of the CRO) and manage the Unit’s
secretariat including the coordination of briefings and administrative procedures of the Unit and
document management. Provide administrative support to the team of CRO unit where required,
ensuring smooth coordination and communication. You are expected to adapt quickly and contribute
from the start in a modern, digital working environment using tools such as Teams, OneNote, and
SharePoint. Your responsibilities will include managing agendas and meetings, preparing documents,
summaries and correspondence, supporting contract management and procurement procedures, acting
as backup for Initiating Agent tasks, monitoring deadlines and renewals, maintaining contract files,
and ensuring compliance with procedures. You will also support budget follow-up, coordinate

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communication within the unit and with stakeholders, manage documentation and filing systems, and
assist with unit activities and events.

We are looking for an experienced administrative professional, ideally with a background in an EU
institution or a similar environment.

You should have solid experience in secretarial and administrative support, including contract
management assistance.

You are comfortable using corporate administrative systems (such as ARES, DECIDE, BASIS, Sysper,
and MIPS) and have advanced proficiency in Microsoft Office tools (Word, Excel, PowerPoint,
Outlook, Teams, OneNote, and SharePoint).

Experience with electronic document management and workflow systems is required, as well as the
ability to draft clear, structured documents and reports. Experience supporting management and
monitoring budgets is considered an asset.

You are highly organised, detail-oriented, and able to manage multiple priorities and deadlines
effectively. You work independently while also contributing positively to a team. You are adaptable,
proactive, and capable of resolving administrative
in a fast-paced
environment.

issues efficiently, even

Excellent command of English is required. Very good knowledge of French is an advantage, and
additional EU languages are a plus.

We are seeking a proactive, solution-oriented mindset, with a strong sense of responsibility,
adaptability to change, and the ability to remain calm and efficient under pressure in a challenging
environment with activity peaks.

Functions and duties

BUSINESS MANAGEMENT and PLANNING

• Assist the Chief Risk Officer and the Head of Unit in organizational matters of the Unit and its
overall management

• Serve as a back up to the assistant of the Chief Risk Officer – CRO

• Carry out administrative tasks such as managing the HoU”s agenda, telephone calls, filing and
ordering of office supplies for the CRO and the CRO unit.

• Work with the assistant of the CRO for the organization of the meetings of the Risk and
Compliance Committee (Rooms and equipment, travel, accommodation, conference calls, catering,
security and access requests).

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OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• Act as the CRO and CRO Unit legislative coordinator (Decide).

• Perform various administrative tasks such as managing the calendar, screening phone calls, filing
documents, and stocking office supplies.

• Organise weekly meetings between the CRO and the CRO unit management meetings; take
minutes and circulate for information to staff.

• Maintain close contacts with the HoUs of the relevant services of the Directorate-Generals falling
under the CRO scope of risk oversight.

• Organise meetings, including meetings of the interservice working groups: logistic support (rooms
and equipment, travel, accommodation, conference calls, catering, security and access requests),
updating contact databases, assistance with the agenda/invitations/ presentations.

• Manage and organise missions (MIPS), including transport and record absences (Sysper2) for the
HoU and the team members.

• Manage briefing requests, attribution and registration in Basis.

• Manage the functional mailboxes of the CRO Unit and the CRO as a back-up.

• Monitor deadlines and workflows, provide weekly updates of briefing requests, correspondence
and procedures.

HORIZONTAL COORDINATION

• Contribute to improving internal communication and knowledge sharing within the CRO unit,
ensure the standardization of procedures.

• Ensure that the unit delivers briefings on time (in coordination with the unit leader and the sector
head/deputy head)

INFORMATION and DOCUMENT MANAGEMENT

• Manage correspondence, attribution, transmission and registration in Ares.

• Document and knowledge management: Implement corporate management rules for Ares;
develop and implement knowledge management systems in the unit for shared drives and
collaborative spaces.

• Mentor other staff in the Unit in relation to document management procedures, particularly Ares

HUMAN RESOURCES MANAGEMENT

• Assist the Head of Unit with personnel administration (e.g. HR issues, training requests, leaves and
time management, job descriptions, etc.)

• Assist the Head of Unit in the performance of human resources management such as organisation
of interviews and contact with candidates, mission planning, holidays and other personnel
administration processes.

• Create job descriptions and vacancy notice, participate in panels as panel member or secretary of
the panel, write reports

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2 The official languages of the European Union are: BG (Bulgarian), CS (Czech), DA (Danish), DE (German), EL
(Greek), EN (English), ES (Spanish), ET (Estonian), FI (Finnish), FR (French), GA (Irish), HR (Croatian), HU
(Hungarian), IT (Italian), LT (Lithuanian), LV (Latvian), MT (Maltese), NL (Dutch), PL (Polish), PT (Portuguese), RO
(Romanian), SK (Slovak), SL (Slovenian), SV (Swedish).

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3 Officials from the Commission or other Institutions are invited to use the standard channels (Sysper or inter-
institutional vacancy portal).

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