Document Management Agent

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For more information on different staff categories

Document Management Agent Directorate-General for Health and Food Safety (DG SANTE) of the European Commission Selection reference: DG SANTE/COM/2026/1889 Domain: Support Staff Where: Unit R1- Better Regulation “Document Management”, Brussels Staff category and Function Group: Temporary agent 2b – Administrative agent Grade range: AST/SC1-2 Publication deadline: 12.10.2026 - 12.00 (Midday, Brussels time) WE ARE DG Health and Food Safety (DG SANTE) aims to promote actions that improve access to healthcare, safe food to eat and protection against epidemics and diseases. Its goal is to build and maintain Europe’s high standards on animal and plant health, as well as the most affordable, accessible and high-quality health systems to deliver on these expectations.

Within the Directorate "Policy and administrative support", Unit SANTE.R1, ‘Better Regulation’ provides support to DG SANTE departments in applying the principles of better regulation throughout the entire policy-making cycle. The Unit is also responsible for data protection and document management for the Directorate-General.

We are a team of around 25 colleagues (with a balanced mix between AD/AST staff) and are based across three locations: Brussels, Luxembourg and Grange (Ireland). We maintain daily contact with all DG SANTE Units and with central services in the Secretariat-General, the Directorate-General for Informatics and the Historical archives service. The Unit comprises two teams: the Document management team supports the implementation of sound records management practices within the DG. The Policy-making support team assists the DG and policy Directorates in their day-to-day application of Better Regulation principles and requirements.

WE PROPOSE The successful candidate will be appointed as a Document Management Agent in SANTE’s Document Management Officer’s (DMO) team within Unit R1. This role is essential to for delivering high-quality archival services and ensuring a smooth operation of records management support across DG SANTE.

Key responsibilities include:

• representing the DMO team at SANTE’s Brussels site: in close coordination with the team, the successful applicant will liaise with SANTE’s units and directorates and provide:

o guidance, advice, and support on records management and archives-related queries

and issues; o direct assistance with specific documents management tasks

• jointly managing the team’s functional mailbox
• providing helpdesk support to all SANTE staff for the use of Commission’s document management system(s).

WE LOOK FOR We are seeking a candidate with a strong background in archiving and document management, demonstrating excellent organisational and communication skills, along with experience in administrative support functions.

The ideal candidate will have

• A solid understanding of the European Commission’s records and information management policies
• Proven experience in coordinating administrative and operational tasks
• Familiarity with the Commission’s working environment.
• A diploma in archival studies or records management or information science (with a specialisation in archiving), or a closely related field covering at least one archiving subject (e.g. digital preservation, metadata standards, archival appraisal, or records lifecycle management) would be an asset.

Essential requirements:

• At least 3 years of job-related experience in archiving and document management;
• Hands on experience with the European Commission’s archives and records management policy, systems and tools (e.g. Ares, NomCom) as well as Microsoft Office applications (Teams, Outlook, Word, Excel, PowerPoint).
• Strong teamwork skills: the successful candidate will join a small, geographically dispersed team across DG SANTE’s three sites;
• Ability to work proactively and independently, with an eye for detail and commitment to delivering high-quality results;
• A customer service mindset with the ability to address user needs efficiently;
• Excellent planning and coordination skills, including the ability to prioritise and meet deadlines;
• Strict confidentiality in handling sensitive information;
• Fluency in English (C1) and French (B2). Knowledge of additional languages is welcome.

This role does not require atypical working hours, specialised job skills, frequent or long-duration missions, or exposure to workplace health and safety risks.

The position is based in Brussels.

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 sign up to see this e-mail indicating the selection SANTE/COM/2026/1889 in the subject.

No applications will be accepted after the publication deadline.

ANNEX

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

• 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. If these candidates do not best fit the requirements for the position, the Commission can recruit a temporary agent. For temporary agents under Article 2(a) of the Conditions of Employment of Other Servants, the post is published directly on the EPSO website, without mandatory prior internal publication. 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 another language.

2. Recruitment

The candidate 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 Brussels.

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

➢ Grade The recruitment grade, as well as the step in that grade, will be determined in accordance with Commission Decision C(2025)4716 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 calculated based on the qualifications and the number of years of professional experience, according to Art. 13 of the Commission Decision C(2025)4716. Higher grades may be granted exceptionally.

The duration of the 1st contract will be up to 4 years. The contract might then be extended only once for a maximum of 2 years and in the interest of service, in accordance with Commission Decision C(2025)4716 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.

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