Type of contract: Member of the European Commission’s contract staff, Function Group III (article 3b of the Conditions of Employment of Other Servants)
Duration of contract: 36 months (renewable up to maximum 6 years)
Area: Administrations
Place of employment: Brussels (BE)
Indicative basic salary: 3,374.39 – 4,319.71 € (applicable as of 1st of April 2025)
We Are
The Joint Research Centre (JRC) provides independent, evidence-based knowledge and science, supporting EU policies to positively impact society.
The current vacancy is within the Budget Execution Unit which is part of the Support Services Directorate of the JRC and namely in Brussels as administrative Assistant to the Head of Unit.
The Directorate’s mission is to ensure efficient and effective deployment of the resources necessary to support the JRC’s activities, in compliance with all applicable rules and regulations. We also make the JRC sites safe, secure and attractive working environments by providing efficient customer-driven services to facilitate the current and future scientific activities of the JRC. We also ensure that JRC sites act as a good neighbour to their respective communities at large.
The mission of the Budget Execution Unit is to support and coordinate the execution of the Ispra and Brussels budget in close collaboration with the operational services, managing efficiently expenditure activities in compliance with all applicable rules and regulations. We also provide logistic and administrative support to colleagues in Brussels. The Budget Execution Unit currently comprises four teams: the Procurement and Contracts Management Team and the Initiation and Verification Team located in Ispra and, the Experts Management and Financial Support to Brussels Headquarters Team and the Brussels Headquarters Support Services Team in Brussels.
We are seeking a highly skilled colleague to provide comprehensive administrative and organizational support to the Head of Unit and team members. The role involves managing a broad range of administrative functions, including human resources coordination, event logistics, digital documentation, and intranet management, ensuring the efficient operation of the Unit.
We offer the possibility to work in an international, dynamic and empowering working environment as Administrative Assistant covering both organisational and administrative duties.
We Propose
The job holder will mainly perform the following duties:
Administrative Support to the Head of Unit/Deputy Head of Unit
-
Manage agendas, emails, and calendar scheduling, ensuring strict adherence to deadlines.
-
Coordinate missions, meetings, and networking activities for Unit staff.
-
Conduct administrative quality checks on files prior to submission for signature.
Human Resources Management & Compliance
-
Assist in HR-related functions, including absences, training requests, and time accounting using dedicated software.
-
Support colleagues in interpreting and applying administrative rules and procedures.
Financial Management
-
Perform administrative and financial management of contracts including financial initiation/verification of budgetary and legal commitments/decommitments and initiation of other financial transactions including payments.
Event & Meeting Coordination
-
Organize seminars, workshops, and external meetings, including invitations, agendas, and follow-ups.
-
Take accurate minutes and draft routine correspondence as required.
Document & Records Management
-
Maintain and update the unit’s filing system (Ares and shared drives), ensuring proper archiving.
-
Classify, store, and retrieve documents efficiently.
Digital & Intranet Support
-
Contribute to the development and maintenance of the unit’s intranet pages, ensuring accurate content management.
-
Assist in updating administrative procedures and guidelines.
Onboarding & General Support
-
Welcome and integrate new team members, guiding them through administrative processes.
We Look For
We are looking for an administrative assistant with a dynamic, positively minded, proactive and accurate approach, willing to assist the Head of Unit in his daily activities, contributing to an overall climate of trust and motivation in the Unit.
You should have experience in administrative support, have excellent organisational and planning skills (essential) and a strong sense of responsibility and initiative. Empathic communication, confidentiality in handling various requests and excellent inter-personal skills are crucial.
Ability to work accurately and autonomously with an eye for detail are important assets. Solid linguistic skills in English (C1) are essential, knowledge of French and other EU official languages are an advantage.
How to Apply
If you are already on a valid CAST FG III reserve list, or you have already applied to the call below, you can directly submit your application at JRC Recruitment Portal.
If not, before applying to this position, you must register for the following databases:
-
the Call for Expressions of Interest | EU Careers (europa.eu) (CAST Permanent FG III), which is used by a wide range of organisations (institutions, bodies, offices and agencies of the European Union).
The JRC cultivates a workplace based on respect for other people and the environment, and embraces non-discriminatory practices and equality of opportunity. In case of equal merit, preference will be given to the gender in minority.
