Administrative Support Agent

Overview

MAKE A DIFFERENCE - JOIN THE EUROPEAN COMMISSION 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 positions 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, Cyprus, the Czech Republic, Denmark, the Netherlands, Estonia, Finland, Germany, Ireland, Luxembourg, Malta, Poland, Portugal, Slovakia and Sweden. 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

ADMINISTRATIVE SUPPORT AGENT DG ECHO of the European Commission Selection reference: ECHO /COM/202 6/1736 Domain : SUPPORT STAFF - CIVIL PROTECTION, EMERGENCY RESPONSE & HUMANITARIAN AID Where : Unit E.2.001 – “PROGRAMMING, CONTROL & REPORTING”, Brussels Staff category and Function Group: Temporary agent 2b Grade: AST/SC 1-2 Publication deadline : 14 .08 .202 6 - 12.00 (Brussels time ) WE ARE The sector is overall responsible for external audits on ECHO funding with a view to provide adequate input to ECHO Annual Activity Report. It coordinates the work on the establishment of audit methodologies and strategies, and yearly audit plans. It is also responsible for DG ECHO audit framework contract and its implementation. The sector is also leading the work on audit components of pillar assessments and certification process for DG ECHO partners. WE PROPOSE The role of an Administrative Agent to p rovide administrative support to the External audit sector, including tasks related to management of the audit FWC OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• Provide clerical and secretarial services.
• Managing of Unit E2's collaborative site
• Organising regular meetings with external audit firms under FWC and ad hoc meetings with partners and other stakeholders
• Archiving correspondence and other records and store, reproduce, circulate and / or retrieve documents

ADMINISTRATIVE ASSISTANCE

• Assist in drafting and updating of the audit procedures and documentation of the external audit sector activities
• Assist in drafting and launching of Audit contracts (lotting of batches, updating of the audit database and audit and payments monitoring tables, encoding and following -up of contracts in

ARES; encoding the corresponding Legal Commitments in SUMMA; follow-up and/or amendments of audit specific contracts; research and gather of input documents for external auditors)

• Assist in the quality control of audit reports and their distribution to stakeholders, updating of

internal information systems, invoicing of external audit contractors. Contact with partners and external auditors regarding audit assignments

• Support to drafting of amendments to the FWC: Extension of contracts, Indexation

SECRETARIAL SUPPORT

• Assist in monitoring of the audit budget balance at the end of budgetary year (estimation of outstanding amounts and carry over) for Budget sector's forecast
• Prepare audit missions and outsourced audits under the FWC, follow -up of audits and disallowances (drafting of cover notes and closing letter, launching of recovery order requests, ares signatories, monitoring of beneficiaries' replies) forecast of revenue and guarantees and recoveries (follow-up with operational desks); follow-up of cashed recoveries in ABAC.
• Invoicing management

WE LOOK FOR We are looking for a motivated and reliable colleague with a strong sense of organisation, attention to detail and the ability to work on a broad range of audit-related, contractual and administrative tasks in a structured and timely manner. The ideal candidate should have:

• An experience of at least 2 years in administrative assistance would be desirable;
• An experience of at least 2 years in administrative support activities, in particular in the preparation, follow-up and documentation of audit missions and outsourced audits is essential;
• Good knowledge of contract management and procurement follow-up, including drafting and launching audit contracts, preparing amendments, extensions and indexation under framework contracts;
• Experience in handling financial and budgetary follow -up, including legal commitments, invoicing, recoveries, revenue forecasting, guarantees and budget monitoring;
• Good command of relevant corporate IT tools and databases, in particular document management, financial and workflow systems such as ARES and SUMMA, and collaborative platforms;
• Ability to work both independently and as part of a team, showing initiative, discretion and a service-oriented approach;
• Very good command of written and spoken English, knowledge of French will be an asset.

HOW TO EXPRESS YOUR INTEREST?

You should send your documents in a single pdf in the following order:

1. your CV
2. completed application form.

Please send these documents by the publication deadline to ECHO-E2-APPLICATIONS@ec.europa.eu indicating the selection reference ECHO /COM/2026/1736 in the subject. No applications will be accepted after the publication deadline.

ANNEX

Selection & timeline

1. Selection

➢ Am I eligible to apply?

You must meet the following eligibility criteria when you validate your application : Our rules provide that you can only be recruited as a temporary agent at the European Commission if you: General criteria:

• Are a citizen of a Member State of the EU and enjoy full rights as a citizen
• Have fulfilled any obligations imposed by applicable laws concerning military service
• Are physically fit to perform the duties linked to the post
• Produce the appropriate character references as to suitability for the performance of the duties.

Qualifications: In order to be recruited for this position, you must have at least either a level of post -secondary education attested by a diploma, or a level of secondary education attested by a diploma giving access to post -secondary education, and appropriate professional experience of at least three years.

Only qualifications issued or recognised as equivalent by EU Member State authorities (e.g. by the Ministry of Education) will be accepted. Furthermore, before recruitment, you will be required to provide the documents that corroborate the eligibility criteria (diplomas, certificates and other supporting documents).

Languages:

• have a thorough knowledge (minimum level C1) of one of the 24 official languages of the

EU2

• AND a satisfactory knowledge (minimum level B2) of a second official language of the EU , to the extent necessary for the performance of the duties.

➢ What about the selection steps?

The post was published internally within the Commission, inter -institutionally, and brought to the attention of competition laureates.

In accordance with Article 29 of the Staff Regulations, applications from Commission officials, officials from other Institutions , and laureates of competitions have priority 3. If these candidates do not best fit the requirements for the position, the Commission can recruit a temporary agent. A selection panel will choose a limited number of candidates for interview, based on the CV and application form that they submitted . Due to the large volume of applications, we may receive, only candidates selected for the next step of the selection phase will be notified. For operational reasons and in order to complete the selection procedure as quickly as possible in the interest of the candidates and of the institution, the selection procedure will be carried out in English and possibly in a second official language.

2. Recruitment

The c andidate selected for recruitment will be requested to supply documentary evidence in support of the statements made in their application.

The successful candidate will be required to undergo a mandatory pre -recruitment medical check- up, carried out by the Commission. ➢ Type of contract and working conditions The place of employment will be in Brussels .

In case t he successful candidate is not an official or a competition laureate , they will be recruited as a temporary a gent under Article 2(b)/2(d) of the Conditions of Employment of Other Servants, in function group AST /SC.

➢ Grade The recruitment grade, as well as the step in that grade, will be determined in accordance with Commission Decision C(2013)9049 on policies for the engagement and use of temporary agents and with Commission Decision C(2013)8970 laying down the criteria applicable to classification in step on engagement.

The recruitment grade will be that of a new competition published or already planned in the field. If there is none , recruitment will be at the level of AST/SC1. The maximum recruitment grade is AST/SC2, which may be granted based on the assessment of the needs of the service, notably the nature of the profile sought, the level of responsibility to be exercised, or the labour market conditions for the profile in question, and the duration of the candidates’ previous appropriate professional experience.

The duration of the 1st contract will be of 1 to 3 years. The contract might then be extended only once for a maximum of 2 years and in the interest of service . The duration of the extension will be defined according to the General Implementation Rules in force at that moment, in accordance with Commission Decision C(2013)9049 on policies for the engagement and use of temporary agents.

All new staff have to successfully complete a 9-month probationary period. The pay of staff members consists of a basic salary supplemented with specific allowances, including, where applicable, expatriation and family allowances. The provisions guiding the calculation of these allowances can be consulted in the Conditions of Employment of Other Servants. As a member of staff of the European institutions, your pay is subject to a tax raised by those institutions.

The European Commission applies a policy of equal opportunities and non -discrimination in accordance with Article 1d of the Staff Regulations.

Should you need further information on working conditions, please refer to Working conditions and benefits of EU Careers .

For information related to Data Protection, please see the Specific Privacy Statement under “7. Information to data subjects on their rights”, to find your rights and how to exercise them in addition to the privacy statement, which summarises the processing of your data.