Assistant in Records and Information Management

 Detail of the vacancy notice

• Directorate: Directorate for Members, Plenaries, Strategy​​
• Management: no
• Unit/Service: A.1 – Services to members
• Grade: Temporary staff member AST3
• Location: Brussels
• Deadline: 17 September 2026 at noon (Brussels time)
• Duration of the contract: 3 years starting from 1/12/2026
• How to apply: Online application form

Your job and responsibilities

Would you like to be part of a dynamic team, holding a wide set of responsibilities with a multi-dimensional and multi-disciplinary portfolio of tasks?

As a cross-cutting assistant assigned directly to the Head of Unit A.1 – Services to members, you would be responsible for providing general administrative support to the work of the respective sectors in the unit, and for coordinating various cross-cutting processes of common interest. 

You would also work closely with colleagues in the Knowledge and Information Services sector, a dynamic team of four assistants and two administrators, in which mutual assistance and collegiality are important values.

As a cross-cutting assistant to the Head of Unit, you would: 

• provide administrative and logistical assistance to the head of unit and to the unit’s sectors, including in respect of human-resources-related files and procedures, staff missions and the organisation of meetings and events; 
• coordinate the creation and maintenance of the unit’s intranet pages and other collaborative tools; 
• ensure follow-up of and report on tasks assigned to the unit and ensure coordination of planning & reporting related matters. 

As an operational initiating agent (OIA) of the Knowledge and Information Services, and under the responsibility of the authorising officer by sub-delegation (AOS), you would: 

• be responsible for the operational management of two budget headings (for library services archival expenditure), including budget planning and continuous monitoring of budget consumption; 
• organise public procurement (needs identification, organisation of tender procedures, etc.) and ensure contract management with external service providers (negotiating with contractors, follow-up of contract implementation, etc); 
• perform the operational aspects of various types of financial transactions (commitments, payments, recovery orders, credit transfers, etc.), in close collaboration with the financial initiating agent (FIA); 
• ensure the legality and regularity of operations, compliance with the principle of sound financial management and compliance with the provisions of the Financial Regulation and other applicable rules.

As a correspondent to the Records Management Officer (RMO) for Unit A.1, you would: 

• assist the RMO with the development and correct application of the records management policy, covering all aspects of registration, filing, preservation and transfer of documents (both paper and electronic); 
• be responsible for the proper implementation and application of the records and archives management rules in the Unit; 
• be on the front line in providing support to users in the unit and in referring matters to the RMO when necessary.

As an information assistant in the Information Hub sub-sector, you would: 

• contribute to the implementation of an efficient, pro-active and client-oriented information management policy and to the delivery of modern library services for the institution; 
• perform research using the available knowledge sources and compile information and material of interest to CoR departments, in order to share and disseminate data, knowledge and information in support of evidence-based work; 
• provide operational and user support to CoR staff and members to help them access information and data, principally in the form of digital news and academic articles, e-books and paper books; 
• liaise with external providers to ensure that subscriptions to media outlets and other information databases work smoothly.

Are you the talent we are looking for?

General abilities and capacities required

• Think with a critical spirit, analyse and solve problems pragmatically.
• Assess critically credibility and reliability of sources, data and information and use relevant digital tools to carry out the duties.
• Organise own work, demonstrate responsibility, identify priorities, take appropriate decisions and deliver results.
• Adapt to an evolving working environment, demonstrate commitment and adopt constructive attitude at all times. Remain effective and flexible even during periods of heavy activity.
• Take initiative to achieve individual and shared objectives, demonstrate ownership and work autonomously.
• Learn and professionally develop to continuously enhance job performance and knowledge of the organisation and working environment.
• Work together with others in a constructive way by contributing to diverse and inclusive working environment. Demonstrate respect and courtesy at all times.
• Convey information and relevant opinions clearly and concisely both orally and in writing, facilitate interaction and engage effectively with others. Treat confidential or sensitive information accordingly.

Job-specific requirements

• You have relevant experience in administrative support, financial management, records management and/or knowledge management.
• You are familiar with the electronic document and records management policies and tools in use at the European Commission in particular (e-Domec, ARES).
• You are familiar with budget management, public procurement and contract management and have relevant experience in financial management within the European institutions, including with the applications used for financial management inside EU institutions (ABAC and/or SUMMA).
• You have a thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of the official EU languages. For functional reasons, a high level of either English or French is required, and a good level of the other working language (French or English) is desirable.
• You have a very good command of standard IT applications and tools (M365 applications such as Outlook, Excel, Word, SharePoint, Teams, etc.), including AI tools in a secure environment.

Assets

• You preferably have a background in Information Science (archives, information, document and records management). 
• You are familiar with providing library services, including the contractual handling of subscriptions to media outlets and other information databases.
• You have thorough digital skills, including experience with Artificial Intelligence tools, and/or experience with the creation and maintenance of websites and similar information platforms. 
• You are client-oriented, solution-driven and have strong communication skills, with a view to smooth communication with Committee members and colleagues.
• You have experience in dealing with high-level clients.

Please note that candidates must meet the eligibility criteria specified in Article 12(2) of the Conditions of Employment of Other Servants.